March BOD Meeting Minutes

AVOCET POA BOARD OF DIRECTORS MEETING
March 6, 2007

BOD Present: Jeanne Aulbach, Lara Foreman, Dave Spanjers, Julie Dominguez, Sean Bennet

Also Present: Andrew Goodspeed, Barry Sharp

COMMITTEE REPORTS

Architecture

One paint request - approved

Finance

CRA corrections to be done

Information

Now getting closing info, so will be able to add contact info as we receive it

Kids Club

Working on playground equipment bids. Jack Theall agreed to help with self-install. Taking bids now

Landscaping

No report

Nominating

No report

Recreation

Working on court replacement bids. See below.

Security

Working on towing process and procedures (see new business)

Social/Clubhouse

Pool opening party?

• Recreation Committee to begin addressing need for new pool furniture, commercial grade. Costco is suggested.
• Pool opening party will be planned.

OLD BUSINESS

Townhome development – ready to begin construction, have approval to tear down Ivey home, tree fence in place

SOP/PIB development – BOC tabled until business session 2-20. Bert will coordinate conditions with us.

Clubhouse Maintenance Needs:

• Robin Steinkritz following on bug problem – looking for new provider - Insect problem seems to have been resolved.
• French doors to be reinstalled properly, emergency lights over main entry not working properly. Joe Ligon to finish work. Status unknown yet
• Review clubhouse rental contract to add clause requiring clean up. Pending.
• $200 approved to replace the thermostats in the clubhouse with digital thermostats that can be set to run automatically. Heritage to install for us.

Bathroom wall painting – taking bids in painting hall and bathroom. Will also replace light fixtures

Process and standards for obtaining bids and awarding contracts for projects – review proposed and agree upon. See Attached.

Issues at entry

• Lights replaced. Wires cut in 4 places, repaired at no charge.
• Still need to have guy wires removed by county.
• Weeds at entry.
• How do we go about repairing the turf – needs to be leveled and sanded

Spending Resolution signed and sent to Ashley

Status of landscape cleanup with Rob? New list given includes trimming branches around clubhouse and rounding up weeds in beds

Need to put together financial disclosure to community – year end 2006, 2007 budget and projections through 2010. Jeanne and Sean to work on.

Establish basic cable & phone service in clubhouse – Julie to follow up

Clubhouse keys – preliminary estimate for lock replacement and repair from Taylor was $891, $350 for labor. Heritage bid at $665. Waiting on third bid.

Tennis Courts

• Julie working on gathering bids, bids received from Talbot & Southeastern tennis. Waiting on bids from Court Makers and Surf Court.
• Engineering study?
• Working with Talbot to have light covers reattached. Hopefully done by Thursday. Have to rent a lift to reach the lights. Status?
• Installation of new net poles at $190. Completed

Missing Fence

• Side of fence away from street appears to be collapsing.
• Contacts at county informed us that attempts are being made to serve citations to both the resident and his father. Tentative court date set for March 8. Jeanne planning on attending.
• Ashley recommended using POA to enforce as well. Basis, exterior change made without ACC approval. Also, side of fence collapsing falls within Covenants. We could use self-help to replace & repair.

Spring Cleanup – Need to organize.

NEW BUSINESS

Perimeter fence – Any changes to fence tabled indefinitely. Areas along fence to be planted, homeowners encouraged to clean fences.

• No requirement in documents for homeowners to keep, not all homeowners have property along the perimeter fence.
• No conditions with county requiring perimeter fence
• Cost to pressure wash and stain $23,000 to overhanging tree on Lou Ivey.
• Cost to pressure wash $2,000 to overhanging tree on Lou Ivey

Accounting Issues

• Past dues – almost $10,000 as of 2/21. Letters sent Friday: warnings to those past due prior to 12/31, SA/fee increase reminder sent to others
• Jeanne spoke with Tom Garrieu, Heritage’s accountant. They are going to give us more info on how payments are applied and reverse any late fees charged since 1/1. They will also check to see if some homeowners are still paying $40 in annual dues.

Letter sent to homeowner on trash in back yard. Possibility of filing code violation if letters do network.

Process & procedure for warning & towing in amenities area. Flier to homeowners on security issues. Letter sent to homeowner parking overnight in area.

• Tag the car (BOD members, Security Committee Members and selected block captains)
• Notify all responsible parties of tag
• Tow next time

Robin’s former assistant, Regina, replaced. Jason Hunsucker her replacement. Seems to be very proactive and responsive. Big improvement.

Inspection done on the 5th. Weedy beds in Kittiwake and 16-17 weeds in lawn letters

Pool quotes received from Aquatic Solutions and Aqua Blue to repair crumbling grout. Net to get a third bid. Research difference between grout and beauty strip

ACC Concerns

• Basketball goal standards – remove from street when not in use.
• Mullions being removed from windows
• Need to approve revised standards

Precision Lawn Care to start April 1, $895 month for maintenance. Pine straw, seasonal color and bed trenching priced separately.

• Coordinate turf care with Leisure Lawn
• Coordinate start up of sprinkler system and notification of any repairs or maintenance required
• Ensure that watering is being done properly

Next meeting – April 10.