Annual Meeting Minutes

These Minutes are UNAPPROVED

January 18, 2009, 2:00 – 4:00 PM, St. Stephen’s Episcopal Church

  1. Call to order
  2. Roll Call
  3. Introductions
  4. Approve Minutes of 2008 Annual Meeting
    1. Motion to approve: Cindy Carswell
    2. Second: Joan Stephens
    3. Vote.  Motion carried.  Minutes approved.
  5. President’s Report
    1. Erika reviewed some of the projects accomplished on behalf of the Association this year.
  6. Treasurer’s Report
    1. Tricia hands out the Budget Summery for the year and gives a high level overview.
    2. Tricia reminds homeowners what the dues collection process is:
      1. Due on the 1st of each month
      2. Grace period until the 8th
      3. Late fee assessed on the 9th ($5)
      4. Interest assessed at the end of each month on any open balance

Please take these dues seriously.  They should be part of your budgeting process just like your mortgage or any other monthly expense.

    1. Line by line review of the budget
      1. Discussion of roofing
        1. One building has a divided roof that could be done half at one time, half at another – thinking outside of the box suggestion
      2. Discussion of siding
        1. Overall the feeling is that it’s a nice idea (although many are very interested in maintaining the multi-colored look) to have vinyl siding, but the cost is high and there are other more pressing issues at hand.
      3. Discussion of landscaping; Erika will draw up a “job description” for bids
      4. Woodbridge sign is looking aged; can we do something to spruce it up?
      5. Request is out to put up a “filter” to prevent light from parking lot lights from getting into the houses
      6. During this time several items are adjusted (up and down) to achieve a budget that everyone can live with.
    1. Presentation of the proposed budget
      1. Motion to accept the budget, with previously discussed changes: Tricia Chatary
      2. Second: Craig Kansky
      3. Vote.  Motion carried.  Budget approved with discussed changes.
  1. Establishment of 2009 Monthly Condominium Fee at $150.00
      1. Proposal to eliminate the siding amount and up the roofing reserve]
    1. Motion: Joan Stephens
    2. Second: Connie Billings
    3. Vote. Motion carried. 
  1. Proposal to set aside $8,989.92  for the next fiscal year specifically earmarked “roof”
    1. Motion: Joan Stephens
    2. Second: Sybille Saunders
    3. Vote. Motion carried.
  2. Nomination and Election of Board Members
    1. Craig Kansky’s one-year term is open
      1. No volunteers presented themselves so the position remains unfilled.
  1. Other Business
    1. Are people reading the newsletter or can we stop producing it and just provide the Minutes and post announcements at the mailboxes, through e-mail, and the website?
      1. The members present agree that it would be fine to eliminate the newsletter in it’s printed form and simply provide the Minutes via e-mail and website.  Those who still need a printed copy of the Minutes can take a copy from the mailboxes.
  1. Adjournment
    1. Motion to adjourn: Cindy Carswell
    2. Second: Connie Billings
    3. Vote.  Motion carried.  Meeting adjourned.

Agenda items not discussed due to time:

    • Should the Association pay for larger decks when it comes time to replace them?
    • Should we bury the two propane tanks?
    • What should we do about the fence behind the multi-colored building, along the tracks?
    • Mission Statement; Board, Community