MINUTES OF THE BOARD OF DIRECTORS MEETING - DOC by malj

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									              MINUTES OF THE BOARD OF DIRECTORS MEETING
                 CRYSTAL BEACH TENNIS & YACHT CLUB AT
           THE CRYSTAL BEACH TENNIS & YACHT CLUB CLUBHOUSE
                            APRIL 14TH, 2008


PRESENT
John Perry, Peter Ronca, Marilyn Cappellino, Brian Watson, Mary Kraus and Brian
McKeown.

AUDITED FINANCIAL STATEMENTS
Doug Hunt of Deloitte presented the Board with a draft of the audited financial
statements to February 29th, 2008. Mr. Hunt reviewed all aspects of the statements
and answered questions from the Board. Brian Watson asked if the statement could be
adjusted to reflect the Fund Balances and Bank Balances and Mr. Hunt indicated that it
could.

A discussion was held regarding the arrears of Pym & Cooper and how they should be
handled on the financial statements. It was indicated that discussions were underway
with Pym & Cooper concerning the arrears and it was agreed to wait until these
discussions were completed before finalizing these statements.

MINUTES:
The Minutes of the previous meeting of February 11th, 2008 were reviewed by the
Board.

The Board discussed having recorded votes in the Minutes of future meetings. It was
agreed that if a Director specifically requested the recorded vote be made then one
would be done. It was also indicated that if a Director specifically noted in the Minutes
as being in favour, opposed or abstaining from a motion then they could ask that their
name be recorded.

      It was moved by Peter Ronca, seconded by John Perry that the Minutes of the
      previous meeting of February 11th, 2008 be accepted as presented. CARRIED.

FINANCIAL STATEMENTS
The Financial Statements for February and March 2008 were distributed by Brian
McKeown.

The list of arrears were reviewed and Brian McKeown advised that a judgment has now
been obtained against Terry Barnes and that the Association could proceed with a
‘Power of Sale’ in the near future. It was agreed that a letter be sent to Mr. Barnes
indicating that he no longer had the use of the Club’s facilities as long as he is in the
arrears position.



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The Board discussed the automatic transfers that were being made to the Reserve
Account and as the cash flow does become difficult in the summer months it was
agreed to defer any further monthly transfers to the Reserve until later in the fall.

      It was moved by Peter Ronca, seconded by Marilyn Cappellino that the Financial
      Statements for February and March 2008 be accepted as presented. CARRIED.

NEW BUSINESS:
PYM & COOPER PROPOSAL
A draft proposal prepared by Brian Watson and also a summary prepared by Marilyn
Cappellino were reviewed by the Board. After discussion it was felt that the summary
prepared by Marilyn Cappellino with minor adjustments should be used to be presented
to Pym & Cooper

      It was moved by Peter Ronca, seconded by Marilyn Cappellino that we proceed
      with negations with Pym & Cooper using the modified summary document for
      the collection of all fees. A recorded vote was requested and the following votes
      were made:

             In favour; Peter Ronca, John Perry and Marilyn Cappellino
             Opposed; Brian Watson
             Abstained; Mary Kraus
                                                                MOTION CARRIED.

SECURITY
Mary Kraus advised that she and Brian McKeown had met with Greg Hoadley of Cantec
Security earlier to discuss a decreased involvement by Cantec in the security this
season. Cantec have indicated that they are willing to continue with a decreased
involvement being the security guards only and not the patrols. The Board discussed
the involvement of Brian Cormier, an employee of Cantec and it was indicated that
Cantec would be continuing with him if Crystal Beach Tennis & Yacht Club wanted to
use his services for maintaining the card system.

Brian McKeown also indicated that Brian Cormier has been maintaining the pool
reasonably well over the past two years and had not been approached as yet for this
year.

After discussion it was agreed to continue working with Cantec on a modified system,
the final details of which will be confirmed with Mary Kraus. Brian McKeown agreed to
advise Greg Hoadley of the decision.

POOL MAINTENANCE
Brian McKeown advised that he and Marilyn Cappellino had met with Tony Koldsgaard,
form Koldsgaard Pool earlier to discuss their possible involvement in the maintenance of
the pool. Koldsgaard do not provide a daily service for the pool however they would be


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prepared to do the opening and closing and also be available for any emergency work.
They are going to provide a proposal to the Association for the opening and closing.

LANDSCAPING CONTRACT
Brian McKeown advised that Stevensville had forwarded a revised contract based on
their discussions with Marilyn Cappellino. It was noted that Stevensville were already in
starting their spring cleanup based on an assumption that they would get the contract.

      It was moved by Peter Ronca, seconded by Mary Kraus that the contract with
      Stevensville be finalized as per their revised proposal. CARRIED.

It was suggested that a schedule be obtained from Stevensville regarding the times etc
when they would be working in the development.

TREE TREATMENT
A proposal was received from Davey Tree for the spraying of trees throughout the
development at a cost of $1,504.65. It was agreed that this be proceeded with.

Mary Kraus advised that there was a tree in front of approximately her unit which
appears to be hollow and needs to checked. Brian McKeown agreed to ask Davey Tree
to inspect it.

CORRESPONDENCE:
5 NEWPORT BEACH - DALE JACKSON
An email was received from Dale Jackson asking that the Board consider during the
summer months to having the back gate used for exit purposes and the front gate for
entrance purposes so that it would decrease the amount of traffic coming out of the
development at the entranceway. The Board briefly discussed the proposal and agreed
that a decision would be made at the next monthly meeting.

26 PROMENADE WAY - PROPOSAL
A request was received from the owner of 26 Promenade Way for renovations to their
home which all portions of the requirements had been met. The adjacent owners have
all signed agreeing that they have no objections to this work.

      It was moved by John Perry, seconded by Brian Watson that approval be given
      subject to confirmation with the Architect Committee. CARRIED.

CLUBHOUSE CLEANING
The Board discussed the needs for cleaning of the Clubhouse and felt that in the spring
and fall once per week would be sufficient and during the summer twice a week.

CALENDAR & SCHEDULES
Peter Ronca advised that he and Marilyn Cappellino were working on a calendar of
events and would provide it in the near future.


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COMMITTEES
The committee structure and buddy system was discussed and confirmation of who the
Board buddies would be on each committee was finalized. John Perry had provided the
Board with details of each committee and suggestions for their mandate. John Perry
agreed to send an updated list, listing the priorities for the committees.

NEXT MEETING
It was agreed that the next meeting would be held on May 12 th, 2008 at 5:00 p.m. at
the Clubhouse.

CONFERENCE CALL
A tentative conference call will be held on April 28th, 2008 at 5:00 p.m. between the
Directors in order to finalize the committees.

ADJOURNMENT
    It was moved by Brian Watson, seconded by Peter Ronca that the meeting be
    adjourned. CARRIED.




__________________________                   ____________________________




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