BOARD OF DIRECTORS’ MEETING
DECEMBER 18, 2017 AT 3:30 PM
BOARD PRESENT: Kathy Mitton, Laura Franklin, Steve Struck, Tammy Eversole, Guy Scharf, Phil Mowbray, & Larry Spencer. Chris Bruyn with AME Management was also present.
HOMEOWNERS PRESENT: Pam Negri, Ted Forsberg, Kiki Cheney, Diane Meuser, Sam Evans & Bill Coan.
CALL TO ORDER / VERIFICATION OF QUORUM: President Scharf called the meeting to order at approximately 3:30 PM, and verified a quorum w/ 7 Directors was present as noted above.
APPROVAL OF NOV ’17 BOARD MEETING MINUTES: Mr. Scharf motioned and Ms. Mitton seconded to approve the minutes as submitted. The motion passed unanimously.
RESIDENT CONCERNS: Nothing at this time.
INCREASE BOARD TO 8 DIRECTORS: Discussion ensued on increasing the size of the Board of Directors as allowable in our By-Laws and Mr. Struck motioned and Mr. Mowbray seconded to increase the Board size to 8 Directors and appoint Kiki Cheney to the Board and the Communications Committee. The motion passed unanimously.
REPORTS:
1) President Report: Mr. Scharf noted there are 2 homes currently on the market.
2) Financial Report: Ms. Eversole noted our November financials and YTD Total Expenses continue to run under budget through November 30, 2017, primarily due to utilities, security and administration. She also noted the mailing of the invoices for the first half of 2018 and that the cut-off date to process bills/payments for 2017 was December 27th. She recommended that “Interest” income be separated to both Operating Income and Reserve Income and the Board was in agreement. Mr. Scharf noted one owners mailing address was incorrect and the billing had been returned undeliverable. Ms. Mitton suggested the next newsletter contain a brief paragraph encouraging owners to update their mailing addresses before the next billing cycle. Lastly, Ms. Eversole recommended the HOA continue with HBL Accounting for 2018 and Ms. Mitton suggested HBL resume the responsibility of running all monthly reports with their recent increase in fees and Ms. Eversole will confirm.
3) Security/Clubhouse: Mr. Mowbray noted no concerns or issues w/ security this past month but did note his attempt to establish an active Neighborhood Watch program prior to the Annual Meeting. It was noted a minimum of one meeting annually is required to keep the program active.
4) Landscape: Nothing at this time.
5) Recreation: Ms. Franklin thanked the Hospitality Committee for their recent event that was fun and well-attended. She also noted her attempts to contact Don’s Pool Service on the peeling ladders and is awaiting a response. There’s been a request by some tennis players to install a windscreen for shade at a cost of $274 (includes a 3-year warranty) and Ms. Franklin will proceed with this project.
6) Maintenance: Mr. Struck noted 2 existing utility concerns on a “clanking” manhole cover on Via Sempreverde and a separate sewer gas smell, also on Via Sempreverde, and that the utility company responded promptly and has corrected the odor issue. The painting of the wrought iron at the South Pool will resume tomorrow as well as the lettering on the monument sign at Via Velazquez. A sample coat of paint will also be applied to one of the bulk mailboxes and then will be determined if appropriate. 7 chaise lounges and 3 chairs are scheduled for pick-up and re-strapping and it was noted the North Pool phone had been repaired and that the South Pool facility needed new trash receptacles. Mr. Struck noted that Rich Levy will assist with maintenance concerns when Mr. Struck is unavailable and it was also noted the South Pool phone is not working and the lighting at the north monument off Sunrise is inconsistent and frequently out.
7) Architecture: Mr. Scharf noted a recent request to expand an owners parking space that will most likely be denied. There were questions on original plans on the original designs of our homes and it was suggested to place these on the SMVE website. Mr. Scharf will request from Angela Tennyson if available.
8) Communication: Mr. Scharf thanked Ms. Cheney for her assistance to Ms. Mitton and himself on the website and Ms. Cheney suggested a survey to the Membership to determine their desires and needs and the Board was in agreement. Ms. Mitton noted the need to increase participation and to gather more subscribers to MailChimp and other website updates and Ms. Negri offered to contact new owners to gather their interest.
9) Roads: Mr. Scharf noted the punch list has been nearly completed with some additional back filling behind some of the curbs still needed. It was noted the street repair project was approximately $20,000 over budget, largely due to consulting services and curb replacements. Mr. Struck noted a recent Road Committee’s meeting and that consulting services will not be utilized in the future, although ATL may be used to monitor quality on future road repairs. Both Via Velazquez and Via Gelsomino were identified as roads that need attention due to alligator cracks and bids will be solicited in early 2018 with plans to initiate the next phase of repairs in May 2018.
UNFINISHED BUSINESS:
1) Replacement of Pool Ladders: Previously discussed under Recreation above.
2) Final Approval 2018 Operating Budget: Discussion ensued on the separation of interest as agreed previously under Treasurer’s Report and Mr. Scharf recommended Ms. Eversole revise and distribute electronically for Board approval before the Annual Meeting packets are distributed.
3) Final Approval 2018 Reserve Budget: Discussion ensued on reserve fund reconciliation and how to apprise the Membership the increase in our reserve accounts as well as the % of funds now retained towards a fully funded reserve account. Mr. Scharf reviewed various line item expenses including street, curb & sidewalk repairs. Mr. Struck motioned and Ms. Eversole seconded to approve the 2018 Reserve Budget as presented. The motion passed unanimously.
4) Future Dues Increases: Ms. Eversole noted a recent Finance Committee meeting and the need to further analyze the reserve study to determine and confirm the optimum % of a fully funded reserve fund and also recommended any future increases be minimal vs. a one-time increase of up to 20%. She also noted a tentative small increase in 2020, but to hold the dues in 2019 at the current amount.
NEW BUSINESS:
1) Transfer of Funds from Operating to Reserve Account: Brief discussion ensued on the surplus of assets in the Operating Account and Ms. Eversole recommended the transfer of $82,000 to a 12-month CD with an interest rate of 1.7%. Mr. Spencer motioned and Ms. Mitton seconded to transfer $85,000 instead. The motion passed unanimously.
2) Update to Architectural Design Notes: Mr. Scharf noted the proposed changes to the Design Notes for clarification and added expiration of approvals after a set time, per advice from attorney Wendy Ehrlich. Mr. Struck motioned and Ms. Mitton seconded to approve the changes to the Design Notes. The motion passed unanimously.
3) Plan for Annual Meeting: Mr. Scharf requested reports from each Committee in writing, however Ms. Mitton suggested minimizing the number of topics discussed at the Annual Meeting to allow more time for input from the Membership with a goal of approximately 1 hour for the length of the Meeting. Mr. Scharf suggested publishing reports of the website prior to the Annual Meeting in lieu of reading and the Board was in agreement. It was noted that dues and finances (including a summary of expenses) would still be discussed and included in the Annual Meeting packets, along with the previously approved insertion of the SNAP flyer.
4) Consider Refurbishment of Sunrise Entrance Monument: Discussion ensued and Mr. Struck noted the previously backlit lettering and what would be appropriate and beneficial for the Membership. It was also suggested to add solar lighting to the South Monument.
5) Change Level of Packrat Control: Ms. Mitton noted her consideration of changes to the level of services but would also include notifying the Membership prior to initiating any changes. Discussion ensued on the cost of the program, as well as the value received and ongoing activity. The Board was in agreement to continue the program without a reduction of services.
6) Survey Homeowners About Desires: Previously discussed under Communication above.
7) Maximizing Homeowner Value: Mr. Spencer reviewed several suggestions to improve values and noted changes implemented in recent history as well as current areas of opportunity.
CONFIRM NEXT MEETING: The next meeting is scheduled for Monday, January 15, 2018 at the North Pool Clubhouse at 3:30 PM.
ADJOURNMENT: Being no further business, the meeting was adjourned at approximately 5:42 PM.
Respectfully Submitted,
Chris Bruyn
Chris Bruyn / Administrative Manager for Sunrise Mountain View Estates HOA / Approved on January 16, 2018