Waterford Green Board Meeting Minutes Friday, Aug. 21, 2009 The meeting convened at 10:15 am at the clubhouse. Present were Bill Bladen, Joe DeSantis, Anneke Valk, Kathy Zenna, and Julie Leibel. Bill began the meeting by welcoming Julie Leibel back onto the board, as she is filling in the unexpired term of Tammy Johnston. Kathy Zenna gave a report on the financial status of the HOA. She said we are in really good shape and that nothing appears to be a problem at the present time. Regarding contracting out services, Kathy reported that our insurance coverage was bound on July 15th, although we have yet to receive a binder or declaration page. Bill recommended we set up a task force to create requirements and standards for Swim Team in January. We will determine who will be involved some time in December. Bill asked Kathy about the bids for the landscaping. It was noted that part of the responsibility of the landscape company is to pick up garbage. It was noted that the pine straw job was not done well in the past. Kathy agreed to send us the Feldman Law Firm’s legal agreement. Capital Reserve Study: We agreed that we should have a description of all line items by Ray Engineering. This was not received in the draft. Kathy will contact them and ask for this to be included. Bill would like to schedule a meeting with them for a formal presentation where we can get the specs necessary to bid out the work. This way we will know what costs are associated with the line items. Friday, Sept. 11th at 10 a.m. was proposed for the meeting with Ray Engineering. It was determined that Bill, Joe, and Kathy will come up with an approach to handle these costs (i.e., an increase in annual dues, or another assessment). The proposed date for the Annual Meeting is December 1st. Kathy asked that we organize people to get proxies before the meeting. Joe DeSantis suggested having Block Captains, as Kings Cove does. Kathy said that in the governing documents it tells us what to put on the agenda and how
to go about getting proxies. She suggested trying it by mail, from Heritage, so she could keep up with the count. Bill liked the idea of Block Captains, acknowledging that one of the problems we have in the neighborhood is a lack of great participation. This might help. Considerations for the management company: - no annual renewal - if our representative changes, we will have the opportunity to pull out of Heritage Management - the Board will decide how we want to bid it out Capital projects this year: - Change surfacing around the pool @20K - Change the sand filters @ $1500.00 - Repaint and re-strap the chaises black - New pool cover @$6700.00 This amount is not in the budget for this year. Bill asked if we could negotiate the price. We have only allocated $6,000. Kathy will ask if the price can come down to meet our budget. Bill and Kathy discussed using pavers instead, with a concrete pad around them, to accommodate the fence. Anneke discussed using recycled synthetic pavers, which are more expensive, but the labor is less because it goes very quickly. Anneke will find the name of the company she knows about. Bill observed that this is the reason we need to have it all spelled out as to what we need. He suggested that we have a cover letter from the management company explaining that in 2014 we may have a $500.00 assessment (for example) to accommodate the needed improvements, in addition to the normal annual dues. Bill said that people have asked him about having keys or a card to let them into the pool area. He asked Kathy Zenna about what other communities have. She said some communities give out a code to a simplex lock so that some members can swim laps early in the morning. Kathy doesn’t think that there is anything from the insurance company requiring there be a lifeguard there. This will be investigated further and discussed again at a later date. Meeting was adjourned.