CHARLESTON VILLAGE HOMEOWNER'S ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
July 29, 2002
MEMBERS PRESENT: Brett Etter, Barbara Key, David Randle, Rob Sauerwalt
OTHERS PRESENT: Mary Norbech - HRW Inc., David Kester
CALL TO ORDER: The meeting at the clubhouse was called to order at 6:15 p.m.
No issues brought to the Board from residents.
Minutes from the meeting on April 29, 2002, were read and approved with the change of “almost” to “all must.”. Rob Sauerwalt and David Randle gave first and second motions to approve the minutes.
David Randle informed us that we will have a domain by the first of August. It may be “Charleston Village.org.” The design may also change.
The committee has voted to disband after the end of the year. Any further enhancements to the area will be done through a newly formed committee. A skeleton crew will stay together for purposes of the playground inspection. The Board voted to send a letter of thanks to all who served on the committee. Mary will check with Fontaine about removing the trash at the rec lot on a regular basis.
Rob Sauerwalt gave a motion to combine the Web and Newsletter committees to form a new “Communications Committee.” Barbara Key seconded the motion and it was approved unanimously. We will ask the committee to add a calendar page to the newsletter to show committee meetings, Board meetings, and other activities in the neighborhood. The president of the Board will do all Board submittals for the newsletter. With the busy end of summer and start of school time, we voted to have another newsletter published the month of August.
For the 2003 budget, we will add a 3% contingency to bad debt. As of June 30, 2002, we have net operating balance of $261. This is good since we had a 2002 budget projecting an operating balance of negative $7000, so we are under budget!
Mary Norbech has a contractor for a community bulletin board and she will obtain a design and bid from him. Former resident, Ginnah Temple has an unpaid dues balance. We will be unable to collect because her first mortgage has precedence in the foreclosure. Rob gave a motion to write-off her balance and Brett gave the second. It was voted that we write-off her balance. Mary will coordinate with Capital Pest to have the termite inspection and pest spraying scheduled for the clubhouse. We will go under an annual termite contract and quarterly pest control. Resident, David Kester, was present to discuss his fence situation again. He was told that we must organize our Architectural Review Board and he can go through this new process. At this time, his white vinyl fence is still not approved. We discussed property maintenance along Holt Road. Letters were sent in the spring to residents alerting them to the fact that they must maintain their property or they may be billed for it after Fontaine mows it down. Brett gave a motion to have a second letter mailed, giving them one last warning to mow it or Fontaine will be called. Rob seconded the motion and it was passed unanimously.
Rob Sauerwalt discussed a CD ladder investment strategy for our large cash position. Barbara gave a motion to withhold 3 months as cash and invest the remainder. Brett seconded and the motion carried.
The Board voted to change their meeting schedule to bi-monthly on even numbered months, on the 4th Monday of that month at 6:00 p.m.. This will start in August.
The Board had an in-depth discussion about forming the new Architectural Review Board (ARB). This new Board needs at least 3 members, which will be assigned by the Board of Directors and who will have final signature on architectural requests. After much discussion, Brett gave a motion that the ARB will be comprised of 3 members, one being the President of the Board of Directors, member-at-large from the Board of Directors, and one appointed resident. The Member-at-large will serve as the committee chair and the appointed resident will serve one year. This ARB will serve as the recommending entity for guideline changes for final approval by the Board of Directors. They will have regular monthly meetings within 2 weeks of the architectural committee meeting. Barbara seconded the motion and it was voted on unanimously.
It was discussed that we need to update our community directory. Barbara will contact the social committee since they compiled the initial directory. Mary will also update the community welcome package to include our web page. We want to be sure new residents are aware of our covenants, architectural guidelines and pool rules.
David Randle brought a discussion concerning small lot sizes (smaller than .166 acres). Mary will check our covenants to see if Drees has made any amendments or exemptions. Apparently we have a few lots on Templeton Gap that are smaller than .166 acres.
David Randle will coordinate a joint Board meeting with the Board at St. James Village. They are also a Drees community. Perhaps we may want to join the Apex Homeowners Group.
Per our by-laws, we should have a nominating committee for Board positions. We will include this “call for members” in the newsletter, announcement for the annual meeting and have a sign-up sheet at the annual meeting.
David Randle gave a motion to not have Board members serve officially on community committees and Barbara gave the second. The motion carried. It was decided that Board members will be “paired” with committees to be a liaison to the Board. They will not necessarily attend committee meetings, but will be a “go to person” when a committee has a question or needs guidance.
The amount of Board emails has gotten lighter. The Board decided that any issue requiring discussion will be done strictly at Board meetings. With our increased meeting schedule, we should efficiently be able to handle all issues in a timely manner.
The next meeting will be Monday, August 26, 2002, at 6 p.m. at the clubhouse. There being no further business to discuss, a motion was made to adjourn the meeting.
Charleston Village Homeowners' Association