Charleston Village Homeowners Association

Board of Directors Meeting Minutes

 

February 23, 2004

 

 

Members Present:                                Franc DiBari, Joe DiBari, Tim Ruff,  Rob Sauerwalt, Dawn Stokes

 

Members Absent:                                 None

 

Others Present:                                    Penny Fields, Ron and Sheri Fincher, Hermen Jaffe, Barbara Key, Ed and Michele Pierzgo, Phil Stork, Joe Ross (Custom Canvas Works)

 

I.   Open Forum:

-          Hermen Jaffe presented the Board with two aerial photos of Charleston Village during initial construction, to be displayed in the Clubhouse.

 

 

II.  Call to Order:                                  The meeting at the clubhouse was called to order at 6:10 P.M.

 

III.  Establish Quorum:                         Quorum established.

 

 

IV. Minutes Approved:

-          The January 26, 2004 minutes were approved as corrected.  Motion to approve by Rob Sauerwalt; seconded by Tim Ruff.

 

V.  President’s Report:

-          Rob Sauerwalt presented Barbara Key with recognition award for outstanding service/contributions as past Board Member.

-          Tim Ruff will deliver David Randle’s award to him at his home residence.

 

VI. Treasurer’s Report:

-          Dawn Stokes provided detailed review of the Treasurer’s Report.

-          No major expenses to report.

-          Moved Rec - Telephone from Recreation Area Expense to Utility Expense.

-          Monies have been reinvested to CD’s with North State Bank.

-          Franc inquired if we had a Petty Cash Fund?  Per Sheri Fincher, ‘No’.   Monies of this nature will be put into an operating fund.

 

VII. Committee Reports:

 

Architectural (ARC)

-          Matt Stokes reported that one Architectural Request Form had been reviewed and two violations reported.

-          Franc DiBari asked if we have a procedure to follow-up on Architectural request after the work has been completed?  At this time, no procedure is in place!

-           

Clubhouse

-          Penny Fields was informed that a Contractor would change the A/C filters in the Clubhouse.

-          Barbara Key and Penny Fields will author a punchlist of items requiring repair in the Clubhouse.

 

Communications

-          No Report this month.

-           

Grounds

-          Franc DiBari reported that help is needed to carry out Grounds Committee responsibilities.

-          Pond ownership:  Ron Fincher reported that the lower pond on Battlewood is that the upper pond is co-owned and ours.

-          Ron Fincher will be meeting with the Army Corp of Engineers to discuss blockage of wet area by the Rec Lot and Old Jenks Road.

-          Ron will also be meeting with the Town of Apex next week.

-          Hermen Jaffy informed the Board that he requested Apex to install sidewalks from the CV main entrance to Hwy 55, four years ago.

-          Dawn Stokes asked about the damaged fence around the Rec Lot; twelve (12) bolts are missing.  Franc DiBari requested Sheri to provide name of a Fence Contractor to make the repairs.

-          Dawn Stokes inquired about the drainage problem on the Rec Lot.

 

Pool

-          Franc DiBari and Dawn Stokes spoke on behalf of Wanda Hanley who was not in attendance.   

-          Reported that there was considerable lack of participation at last month’s Pool Committee Meeting.

-          Committee sign-up sheets will be available at the scheduled Easter Egg Hunt in April.

-          We are still looking for another co-chair for the Pool Committee.

-          Pool Committee will meet the 3rd Wednesday of every month until the pool season officially opens.

 

Social

-          No report this month.

 

VIII.  Manager’s Report:

-          Submitted with Board package/included in the Agenda for the February 23 meeting.  Brief summary as reported by Sheri Fincher:

-          $65.00 outstanding invoice for Rodney’s Signs will be paid (previously approved).  Permission given to R.S. Fincher to release funds.

-          Keys to Clubhouse have been issued to designated personnel.

-          Documentation has been ordered from CAI.

-          Sheri informed the Board that a one-day course entitled ‘ABC’s of Community Management’ is coming up in May and suggests we send two people.

 

IX.  Old Business:

-          Issue at 2109 Battle Wagner discussed.  Letter will be sent to the homeowner on the 12th of March.

- Rob Sauerwalt motioned to remove this issue from the Board and re-direct to the ARB.  Motion seconded by Joe DiBari.

-          Pool Card Keys: 

-          Received quote from Citadel Locksmiths for $5,958.65 and an additional $2,389.28 for the Clubhouse door. (see Manager’s Agenda Package)

-          Dawn Stokes mentioned that we would require an additional phone jack.  It would be a dedicated line (same as existing line) and would handle both the pool gate and the Clubhouse door.

-          Ron and Sheri discussed the many variables of the card system.

-          Franc DiBari requested Warranty information/details and labor costs.

-          We still require two (2) additional quotes.

-          A special meeting may be necessary to have a system installed by April 15th.

-          Rob Sauerwalt asked if we (the Board Members) all felt comfortable with R.S. Fincher requesting additional quotes.  All agreed.

-          Pool Shade Structure:

-           Wanda Hanley has been instructed by Dawn Stokes to obtain additional quotes.

-          Joe DiBari motioned to remove this topic from the agenda until the Pool Committee obtains other options/alternatives.  Motion denied; will remain under Old Business.

-          Franc DiBari requested that two (2) more bids be obtained in addition to the original (and only) bid obtained by Laura Linton.

-          Franc DiBari motioned to obtain two (2) additional bids and review of specifications.  Motion seconded by Rob Sauerwalt; Motion carried.

-          Rec Lot Shade Structure: 

-          Hermen Jaffy proposed cover that can be dismantled and removed every six (6) months.

-          Guest speaker was Mr. Joe Ross, representing Custom Canvas Works.

-          We currently do not have a budget line item for this expenditure.

-          Rob Sauerwalt motioned R.S. Fincher to come up with alternative(s) to a cover, i.e., different color slide to deflect heat.  Motion seconded by Dawn Stokes; motion carried.

 

-          Pond:

-          Rob Sauerwalt motioned for R.S. Fincher to obtain appropriate number of quotes for pond maintenance for next meeting.  Motion seconded by Franc DiBari; motion carried.

 

-          Election of Officers:

-          Franc DiBari motioned to table until the next meeting.   Motion seconded by Dawn Stokes; motion carried.

 

-          Signs for Hold Road Entrance:

-          Todate, three (3) bids have been received.

-          Franc DiBari motioned to table yard appearance sign until further notice.  Motion seconded by Joe DiBari; motion carried.

-          Electrical would be completed at a later date, at an additional cost.

-          Signs Unlimited => $1,447.50 for repair item, $6,970.00 for new sign, $150 yard sign, other sign, totaling $8,567.50.

-          Minus 10% = $7,710 if Signs Unlimited used for all three (3) items.

-          Franc DiBari motioned to approve Sings Unlimited for the above bid (all 3 items), but, not to exceed $8,000.   Motion seconded by Rob Sauerwalt; approved unanimously.

 

X.  New Business:

-          Dawn Stokes asked if we are going to have a Board Rep at all Committee meetings?

-          Need education for the Committees.

-          Rob Sauerwalt motioned that the Board need not send representative to Committee Meetings.  Motion seconded by Dawn Stokes; motion carried.

-          Rob Sauerwalt signed document for R.S. Fincher, i.e., “Change of Rep”.

-          CIA documentation approved.

 

XI.  Adjournment:

The next regular meeting will be Monday, March 29, 2004 at 6:00 PM at the clubhouse.  There being no further business to discuss, a motion was made to adjourn the meeting.  Approved unanimously.

 

Respectfully submitted,

 

 

Joe Di Bari

Secretary

Charleston Village Homeowners' Association