Seven Lakes West Landowners Association

Board of Directors Work Session

Tuesday October 14, 2008

West Side Park Community Center

Call to order:

The president called the meeting to order at 8:02 a.m.  Directors present:  Ron Shepard, Ed Silberhorn, Mick Herdrich, Mary Anne Fewkes, Ed Tuton, Ray MacKay, Karen Milligan, and Kathy Kirst.  Absent:  Blaine Rowland.  A quorum was established.

Also present:  Tony Robertson, community manager, and Joan Frost representing Community Association Services (CAS), the association’s new community manager in 2009.

Secretary’s Report:

Copies of correspondence received were distributed to board members.  Minutes of the work session held 08/12/08, the special session held 08/19/08, the general meeting of 08/26/08, the special session held 09/22/08, the general meeting of 09/23/08, and the special session held 10/10/08 were approved without objection.  The board absence calendar was circulated and completed by board attendees, and subsequently distributed to board members.

Treasurer’s report:

An adjusted statement of profit and loss, financial status report, and check detail were distributed for comment, and approved without objection.  Director MacKay suggested that landowners be informed in writing of the transition in management to CAS, to assure that correspondence received from the company would not be inadvertently discarded by recipients.  The treasurer will attend to that task.

Community manager’s report:

Tony Robertson indicated that the community center is “booked solid” through the end of 2008 for numerous activities.  Director Silberhorn requested a summary report of income generated via rentals at both the community center and Johnson Point.

Director’s reports:

Infrastructure:

Director MacKay requested approval of not awarding a contract for fencing on the periphery of the community, and the board agreed without objection.

Director Kirst requested volunteers to assist in an audit of the boat storage area as numerous “squatters” appear to have appropriated many spaces.  Assistance needed includes replacing existing signs and replacing them with signage indicating both bay numbers, and the lot numbers of lessees.

Director’s reports (continued):

Lake and dam:

Director Fewkes indicated that many of her duties as former lake director have been

transitioned to director Herdrich.  She stated that the state has requested additional information regarding the dam remediation plan, which has been provided by Dr. Dan Marks, our dam engineer.  She anticipates state approval of the project to arrive any day.

The legal director asked that information from potential bidders on the project include an AIA form in the request for proposal that includes our insurance requirements for the contractor.

Security:

On behalf of Blaine Rowland, Ed Silberhorn requested approval of formation of a Traffic Control Committee.  The board assented by consensus, and the security director will seek volunteers.

He commended the sheriff for sending more deputies into the community, and that this effort has reduced speeding incidents.

Ron Shepard requested creation and printing of cards to be distributed to visitors at the main gate outlining traffic rules, and banning future entry upon violations of those guidelines.

Recreation:

Karen Milligan announced formation of new craft classes to be offered shortly.

The community center will be decorated by a committee being headed by Roger Brooke.

Legal:

The effort to archive association records has been assisted by acquisition of a filing cabinet by the community manager.  A committee headed by Tom Moran is seeking a scanner, which may be donated by Kathy Kirst.  The purchase of application software to be used in the effort is being explored.

Unfinished business:

Washout on road shoulder on Lakeway Drive:

In response to a letter, the developer has agreed to repair the erosion.

Nominating committee request to consider reduction in number of directors:

Suggestions included formation of a group being formed by Kathy Kirst, to study the issue, including a “corporate restructuring,” or reformation of the board to handle strategic rather than tactical issues.

Long range planning forum regarding covenant change

No forum has been scheduled.  It was suggested the LRP committee derive some concrete proposal to ensure that adequate community feedback can be generated.

Unfinished business (continued:

Railroad crossing update:

A letter from the county manager indicates that the county will support safety upgrades for the crossing, but “will not endorse or support currently proposed closings” of other crossings to facilitate the process.

Recess:

The meeting recessed from 9:47 a.m. to 10:03 a.m.

Member comments:

Mary Price suggested “One Way” traffic signs be installed around the community center to preclude possible accidents.  After discussion, Ray MacKay was asked to make a recommendation to the board in that regard.  On behalf of the communications committee, Price requested that an electronic bulletin board be considered for the main entrance.

Mercedes Herdrich requested that a proposed memorial to Keith Stites be approved at the intersection of Gateway and Longleaf drives.  After discussion and perusal of the plan, Ron Shepard moved that the plan be accepted, Mick Herdrich seconded, and the motion carried 8-0.

New business:

Budget preparation/Financial retreat schedule:

The president requested that board “wish lists” be presented too her by Oct. 28^th.  A date for the retreat will be determined in the future.

Insurance requirements for recreation functions:

The possibility of liability to the community arising from recreational activities provided on association owned property was subject to a lengthy discussion.  Ed Silberhorn moved that the use of community facilities and common areas be subject to prior approval of the insurance committee when those facilities are being used for sports or recreational activities.  Kathy Kirst seconded, and the motion carried 8-0.

Pinnacles maintenance:

Residents of the Pinnacles will pay the entire cost of maintenance of that area.

Change in date/time of board work sessions:

Although no action was taken, the board will continue to consider changes should there be compelling reasons to do so.

Board/Finance director – CAS Monthly account statements:

CAS, the management company engaged to manage the community, is now preparing checks for payment of association costs and expenses.  Our by-laws dictate that two association officers sign these checks, and until a change is approved, this practice will continue.

New business (continued):

Public hearings on matters of “significant interest” to the community:

After discussion, it was agreed that the process for such hearings must be formalized.

Executive session:

The board entered executive session at 11:57 a.m.

The board exited executive session at 2:09 a.m.  

Election of vice president:

Kathy Kirst nominated Ed Silberhorn for the open position of vice president.  Ron Shepard seconded, and the motion carried by acclamation.

Adjournment:

Without objection, the meeting adjourned at 2:10 p.m.

Submitted by,

Ed Tuton, secretary