Meeting of the Board of Directors of the Ruby Forest Homeowners’ Association July 10, 2013 Meeting Minutes At 6:35 pm, the meeting the Board meeting was called to order by Michelle Budd, President. Six members of the HOA Board were present: Michelle Budd, President; Donna Copeletti, Vice President; Adam Forrand, Secretary; Stan Paz and Sharon Ray. 3 homeowners were also in attendance. The President’s Report was given by Michelle Budd noting the tasks completed by the Board and work in progress since the previous meeting (copy attached as an Exhibit to this document). During the open discussion with homeowners, the following topics were discussed: • use of surveillance cameras around the pool and identification of violations of pool rules • membership levels and current delinquencies in membership dues Clubhouse a. Two bids have been obtained for the installation of a ramp at the side entrance to the clubhouse. The Board is considering whether to proceed with a wood vs. concrete ramp. An additional bid will be obtained for consideration by the Board. Board member Ed McEachern is leading this effort. b. 2 additional pool surveillance cameras have been approved and will be installed by Hi-Tech Access. Michelle Budd is coordinating the project. Communications a. The preparation and approval and distribution of a quarterly newsletter was discussed. Priority content for the newsletter includes: • Bullet point list of completed projects • Common covenants items • New pool rules/etiquette • Leash laws/ pet waste removal • Contact information for Board, officers and committees • Advertisements Ed McEachern is managing the task. Additional content for the newsletter has been furnished by Michelle Budd and Donna Copeletti. Adam Forrand will also contribute content. b. Advertisement prices for the newsletter have been set at $40 per advertisement. c. The logistics of creating a neighborhood directory was discussed and the project was tabled for future discussion. Covenants a. The necessity of a covenants coordinator position was discussed. b. Proposals for professional management of covenants will be solicited with the goal of implementing the program in 2014. Donna Copeletti is managing the task. Events a. Date for the rescheduled HOA Cookout (the original 4th of July celebration) will be Sunday, July 21st. Details were finalized: • Saturday, July 21st from 12 p.m. to 5 p.m. at the pool (full HOA members only). • Traditional cookout food (hamburgers and hot dogs, sides, etc.) will be available from 12 p.m. until 2 p.m. (or until the food runs out!) Michelle Budd will handle the purchase of the food. • Servers will be hired for setup/cooking/serving/cleanup from 11:00 a.m. to 4 p.m. Ed McEachern will make the arrangements for the servers. • Games with prizes will be played. Michelle Budd will purchase the prizes. • An inflatable water slide will be reserved for the event. Donna Copeletti will make the arrangements. • Music will be provided. Donna Copeletti will manage the task. b. The Ruby Forest Ladies’ Night Out event will be rescheduled. Details will follow. c. A back-to-school/pizza party has been scheduled for Saturday, August 10th. Details will follow. d. A chili cook-off will be planned for October as a new event for the HOA calendar. Grounds a. A Yard of the Month program was discussed and will be implemented. Local sponsors will be solicited to provide a gift card that will come with the award. The HOA Board will select the winner and will present the gift card/award to the winning homeowner, along with signage to be placed in the yard to announce the designation. Adam Forrand will contact potential sponsors and submit nominees for consideration. b. Bids for the removal of overgrowth from detention ponds are being solicited. Stan Paz is managing the task. c. Bids for windscreen (trees) for lower tennis courts will be solicited. Stan Paz is managing the task. d. Landscapers will be directed to trim the greenery around the landscape lighting inside the pool deck area. Stan Paz will manage the task. Lake Ruby a. A bid for the removal of overgrowth at Lake Ruby will be solicited. Additional scope for bidding will include clean-up of the detention pond at the Buford Highway entrance (near the gazebo). Stan Paz is managing the task. Membership a. As of 7/10/13, the total number of HOA members is 309, with the breakdown as follows: • 252 Permanent Full • 21 Permanent Civic • 11 Voluntary Full • 25 Voluntary Civic • Delinquencies: 4 (permanent full members) [3 are current year delinquencies and 1 is a multi-year delinquency for which a lien has been filed.] Demand letters will be sent to 4 accounts. Pool a. Options for replacement of the electrical panel in the pump house are being explored. b. One lifeguard has been relieved of employment and a new lifeguard has been assigned for the balance of the season. c. Construction of a shade structure in the kiddie pool area was discussed. One bid has been obtained and other options were discussed. The project has been tabled pending completion of tennis court repairs. Tennis a. Quotes will be solicited for the planting of Leland cypresses to be used as natural wind screening at the lower tennis courts. Board member Stan Paz will coordinate. b. Collection of team rosters and non-member fees has commenced. Sharon Ray is managing the task. c. Meetings with tennis court contractors will be scheduled to discuss scope of repair. Adam Forrand will schedule the meetings. d. A lockbox to hold the key for the tennis storage shed for team captains to access the shades and other items will be managed by Adam Forrand. Treasurer a. The balances of the HOA accounts as of July 8, 2013, were presented by written report from Ed McEachern, Treasurer, as follows: Pay Pal Account $ 2,513.42 Wells Fargo Savings Account $26,961.93 (emergency/reserves) Wells Fargo Debit Card Account $ 1,314.56 Wells Fargo Checking Account $74,482.59 Peoples Bank Primary Account $ 4,454.16 Grand Total: $109,726.66 Bob Rottman, current membership coordinator, has been appointed as assistant treasurer. Miscellaneous a. Agenda for meeting with legal counsel: • Strategy to increase membership • Implementation of initiation fee for non-members and open enrollment period • Updates/amendments to Bylaws/Covenants • Restrictions for investment purchases/leases (restrictions) A closed business meeting will be held on Wednesday, August 7, 2013. The next open Board meeting will be held on Wednesday, September 4, 2013 in the clubhouse at 6:30 p.m. The meeting was adjourned by Michelle Budd at 9:00 pm. President’s Report 7/10/13 Items completed by the Board and work in progress: 1. Three additional tables and 12 chairs were delivered for the pool. 2. Quote has been obtained for two additional video surveillance cameras for the pool area. 3. Payment has been received for a violation of the “No Glass” rule; the members’ 30 day suspension has expired and the access fob has been reactivated. 4. Another incident was identified involving glass bottles inside the pool area by minors and trespassing after pool hours. The identity of the member involved in the incident was confirmed by the surveillance cameras and the fob system. The parents have been notified, a $500 fine has been assessed and pool privileges have been suspended for 30 days (fob has been deactivated). The homeowner has requested a meeting with the Board to discuss the matter in further detail. 5. Electrical repairs have been completed to the lighting inside the pool deck (gazebos, accent lights, and floodlights). 6. Pool repairs: in-pool light fixture replaced, vacuum pole replaced, preventive algae treatments approved (July and August); replacement of the electrical panel recommended. 7. A retainer agreement has been executed and returned to legal counsel. 8. The easement agreement for the sidewalk connection has been executed and delivered to the City. Completion of the project is estimated by year end. 9. Quote obtained for shade structure in kiddie pool area. 10. HOA 4th of July event was postponed due to weather. New date will be confirmed for an HOA cookout.
Posted on: Thu, 08 Aug 2013 16:25:46 +0000
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