NicoleRideout appeals to board about the formation of a
Charleston Village Swim Team. She has put together a packet (all members and management
company should have copies) documenting interested participants as well as an
itemized proposed budget and means of securing those funds. Research indicates
that the team would be a self-supporting (financially) entity once it is
established. Pool committee is in support of the idea.Will need some start up money from the board. Approximately $3,000.00.
Connie suggests corporate
sponsorship that Nicole agrees can be
questions if the team would offer some form of “compensation” to the community
for pool usage. This is not a standard practice.
Other concerns are raised,
·Pool availability to all residents during
·Parking concerns for meets. There are only 3
home meets making meet inconveniences negligible.
·Legality of compensation or payment to the
coaches (this is against our community covenants).
·Insurance concerns/Liability. A rider policy can
be added to our existing policy that cost has already been figured into the
·Equity among all groups, Can the board give
start up money to all clubs/teams that seek assistance
presents the costs and logistics of installing WI-FI at the clubhouse.
Mr.OHara offered to donate his labor in setting
up the network if it is desired. Ways of limiting access to residents only as
well as the possible uses of the amenity were discussed. Expenses would include
the purchase of a router as well as $90.00 a month for the service. Possibility of David Randle polling our web page users to determine
II. Call to Order
at CV Clubhouse called to order at
III. Establish Quorum of Board
members present, constitutes quorum
IV. Approval of Minutes
moves to approve minutes from January through May. Tim
seconds, unanimous approval.
V. Treasurers Report
in severe arrears of payment is habitually late discussion tabled for
executive session. Otherwise collections are “looking good.”
questions the movement of $35,000.00 from our checking account to a money
market account and resulting access to money. General agreement that the
money is still accessible but now earning interest.
questions why Management Company made the move without CV Board input.
Discussion follows and all members agree Board should be contacted before
Management Company does anything with CV funds.
would like to know if we are over budget, without billing from pool
incident can’t be sure, but appears we are operating within normal range.
VI. Committee reports
requests in last 2 months. Some shift in membership but doing okay. Would
like to secure one more member to keep odd number of members. Board must
approve new member so we need some nominees.
are still not getting done i.e. yard maintenance, Holt
Road homeowners cleaning up that section of
their yards, etc.
structures defined by ARB Margo will e-mail
the new criterion
well, adjusting to new members and new business items.
inquires about the Special projects budget.
in tree on ToA (Town of Apex)
property overhanging greenway. According to ToA,
it should have been removed already. NO one can confirm or deny at this
on Castleburg. It is determined that the water issues one homeowner is
experiencing with their basement is not related to the pond but to
something on homeowner’s property.
will be painted by ToA in October.
to control the bees at the pool were made by hiring an extermination
company and by discussion of replacing recycle containers with ones less
insect friendly. Beth will investigate
options and prices and notify board.
beautification still in need of research.
areas, in particular area D, in need of attention. Fontaine will be made
aware that these areas need weed control as well as some turf renovation.
committee coming up with lots of ideas but still in need of members and
volunteers to implement them.
Ideas include some sort of parents
night out, TV in the clubhouse, fall festival, etc.
are not doing a satisfactory job of cleaning up behind themselves. Dawn
presents a checklist for after rental restoration after researching other communitys’ policies.
Jennifer motions to approve the
checklist, Michael seconds, unanimous approval.
Reservation contract approved by Jennifer, seconded by Michael, unanimous
Rules and Guidelines still need a
little work and will be ready for approval shortly.
Forms will be posted on CV
·New fees for rentals still under discussion, and
need to be decided on ASAP as Dawn would like to implement by Sept.1, 2006.
rentals under 5 hours be one price those over 5 hours another. Amount to
suggests dropping cleaning schedule to once a month for universal cleaning.
to reduce to one time a month, Michael seconds, unanimous vote.
And adding the option of hiring for a “one time” in the event the
renter does not want to be responsible.Still open for
will buy cleaning supplies to leave in clubhouse for renters to use. She
will file for reimbursement from Fincher.
of availability of deadbolt keys to the clubhouse in case power glitches
leave no way to lock doors.
Ann needs to verify committee head’s e-mails to ensure she gets their
information for the newsletter.
want to do a directory. Take the stand that people respond only if they
wish to NOT be included.
store, Tim suggests, has lots of formats
separate e-mail listings on web site.
Will begin preparing for November
elections in August.
VII. Management Company’s Report
120 letters sent to homeowners this
month about lawn maintenance. A new letter will be composed by Beth and Tim to explain that if the resident can’t
take control of their yard, the board will hire someone at homeowner’s
expense to do it for them.
Fontaine has, in the past, been unable
to fulfill this request so Beth to investigate another contractor who will
be willing to take on the job.
Letters out to homeowners about
mailboxes and their state of disrepair. Discussion over the need for
bigger mailboxes since packages have been observed banded to the existing
VIII .Old business
IX. New Business
Pool gate. Agreement seems to be to
replace what we have with the same material, which is steel. Suggest
waiting until pool season is over to install. Repair job is functional for
now and replacement could take several days resulting in further closure
Seegars has what we need and at a reasonable price, Jennifer motions to use them for the replacement. Connie seconds, unanimous approval.
Tim motions to
purchase a lock box for $29.99 from Lowe’s to provide key access to the pool for
the Apex Police department, Michael seconds, unanimous approval.
Fine for Glass Breakage in the pool.
Estimate at $4,000-$5,000, bill not in yet. Some neighbors have approached
Connie and Tim with concerns about having to pay for
the mistake of others.
Pool committee suggested some fine
must be imposed and debate about amount followed.
Jennifer motions in this case the fine will be 50% of the actual cost or
$1,500.00 whichever amount is LESS. Michele seconds, Connie and Michael concur,
Tim abstains, motion carries by majority. Agreed that any and all occurrences in the future will need to be
considered on a case-by-case basis.
Painting of clubhouse will be tabled
until next month and opportunity to get financials in order after pool
SWIM TEAM. Interest free Loan versus
gift for startup expenses, board likes the idea of a loan with low
incremental repayment plan. Beth will research from other communities and
report to board.
Committee versus separate entity by-laws seem to point to separate entity
Board concludes this issue is large enough to require input form the
entire community. Michele will contact Nicole about drafting a letter to address all
aspects of the potential Team; costs, pool closures, as well as the potential
benefits. The letter will ask homeowners to return their opinions to Fincher so
the board may use the input to come to a decision on the formation of a Swim
WI-FI nice idea but board cannot justify
the cost, Connie motions to drop, Tim seconds, passes
Tim requests that Fincher add a
“recruitment for committees” letter in packets given to new homeowners in
Scheduled Annual meeting for November
2, 2006 in the
clubhouse. Beth will reserve