April BOD Meeting Minutes

Avocet BOD Meeting Minutes
April 6, 2005

Call to order

Comments from the floor (15 minutes)

Approval of minutes

Resignation of Beth Wilkinson as Vice President and appointment of Jeanne Aulbach

Committee reports

1. Sports - Issues being addressed: the lower courts are sill having issues. Julie Dominguez is to call Talbot Tennis to ask if they will come out and address this, assuming it is still under warranty. The lights on the upper court have an isolated incident of the breaker being thrown, if this continues, someone will be called out to assess the problem.
2. Pool - Rachel will take over this committee now. The pool chairs are in need of attention, the decision to replace or restrap is the question at hand. It looks as though Bruce has a company that services other neighborhoods that charges roughly $50 per chair. This would be much more economical than replacing them. The pool has some repairs that have to happen before the pool opens, hopefully these can be done in a timely manner to assist the pool opening on time. We will know more about the opening of the pool when we have a timeline in hand for the drainage situation, it may or may not interfere with the pool season.
3. Finance - Who IS the finance committee?
4. Information - the VP is to type up another flyer to distribute to the neighborhood to keep residents abreast of happenings and changes.
5. Architecture - Laura Lohrmann has resigned leaving us with three committee members. We are looking for volunteers for this committee.
6. Landscape - No activity. Creative Lawnscaping appears to be performing adequately.
7. Security - No activity
8. Social - No activity. Still looking for a person to chair the Kids Club.
9. Management Review - Review management company task list the committee has prepared an extensive list of items that we need and expect from our property management company. They have done a wonderful job organizing the services that we need in the Avocet community. In order to further communication and to help us understand the process better, either Jeanne, Rachel or both are going to ride with Bruce on his next rounds of checking for violations. This will hopefully open communication betewwn the residents, the BOD and TMI. There has been some concern of how new residents are treated, for example and few have received violation letters immediately after moving in. There was a discussion on giving them a 30 day grace period, however, we do not want to promote selective reinforcement. This brought up the idea of a welcoming committee. This committee will personally welcome new residents and inform them of the process. Hopefully this will make people feel more like a part of the neighborhood and if they DO get a violation letter, they will understand that it is just routine and not a personal attack. We would also like to go to neighboring businesses and obtain coupons and promotional items to give the new residents to better familiarize them with the area. Rachel and Blake have volunteered to be on this committee. Anyone else?
10. Covenants - Form separate committee to pursue. This is a very large undertaking and it has stemmed from the PMRC. This will be a separate committee that will commence after the PMRC has completed it's duty.

Old Business

• $5400 estimated for pool needs prior to opening. Decision tabled for now.
• ComCast cable service at the clubhouse possible if a homeowner that backs up to it would okay running it through their yard. Rachel reports cable service through ComCast available for connection when desired.
• Alterations to the violations process: these letters have been reviewed by the PMCR and changes have been made. They are composing a list of potentially 'hard violations' and 'soft violations'. This will hopefully eliminate violation letters that are offensive to residents for items that seem petty.
• Drainage - Assessment begun by Foresite Group. Survey completion expected April 8, and engineering proposal targeted for April 15. Rocks from the county were cancelled, we need to find out who knows anything about this... Rob Hiller?

New Business

• Original relinquishment of Declarant rights forwarded to WNCW
• The bathrooms in the clubhouse are in rough shape and are in need of repairs. This will take priority over the clubhouse due to the fact that they are used year round. Hopefully, the two can be worked on at the same time. We are just waiting for the report from Foresite Group so we will have a better idea of the budget.
• Other - none

Next meeting Wednesday, May 4, 2005 at 7 PM, presumably in the clubhouse