Exeter Homeowners Association

Board of Directors Meeting Minutes

January 22, 2004

 

The meeting was held at the Exeter Clubhouse.

 

Board members in attendance: Dawn Atkins, Kelly Bartmess, David Kirsten (7:05pm), Calvin Neal, Misha Ptak, Marilyn Torres (7:15pm), Michael White (7:26pm), and Jennifer Whyte.

 

Board members absent without notice: Sandy Vojack

 

Others in attendance:            Eugene Campbell, PMP Community Manager

                                                Kristi Cluff, Recording Secretary

                                                Carolyn Anderson, Architectural Review Board

                                                See Official Sign-In Sheet for Residents in Attendance

 

The meeting was called to order at 7:00PM by Calvin Neal.

 

-     On a motion by Ptak, seconded by Whyte, the Board unanimously agreed to approve the revised agenda as written.

 

Resident Forum – Dawn Eaton of Colleen Court came to discuss the traffic on Battlefield Parkway.  She feels the community should make efforts to slow the traffic down on Battlefield. It is becoming increasingly dangerous. The Board will attempt to obtain information from police data collection and Jennifer Whyte will contact Officer Spurlock.

 

Liaison & Committee Reports

 

-     Carolyn Anderson of the Architectural Review Board reported the Board had not been receiving the processing and ACN logs and they will be attached to this months meeting minutes.

 

-         Jennifer Whyte requested someone to put up signs around the community for the community yard sale this year; Dave Kirsten volunteered. She also asked that someone else take charge of the Summer Pool Party; Calvin Neal volunteered.

 

-         The newsletter committee reported the cut off for the March newsletter is February 1, 2004.

 

-         Financial Report was presented by Misha Ptak, Treasurer (attached).

 

 

Business Meeting

 

-          On a motion by Ptak, seconded by Whyte, the Board approved the December 4, 2003 minutes as submitted, 6-0-2, with Atkins and Kirsten abstaining.

 

-          On a motion by Kirsten, seconded by Whyte, the Board unanimously approved the minutes of the January 14, 2004 hearings.

 

-         On a motion by Kirsten, seconded by Bartmess, the Board unanimously agreed to accept the nominations of the six (6) candidates to serve on the Architectural Review Board.

 

-         On a motion by Whyte, seconded by Kirsten, the Board agreed, 6-2-0, with Atkins and White against, to have the corkscrew at the clubhouse tot lot replaced by AAA Sport Systems in the amount of one thousand one hundred ninety five dollars ($1,195).

 

-         On a motion by Ptak, seconded by Whyte, the Board unanimously agreed to accept a one-year Harmony Pond contract to inspect and service the pond’s aeration system at six (6) month intervals at an approximate cost of five hundred ten dollars ($510) per service visit.

 

-         On a motion by Whyte, seconded by Atkins, the Board unanimously agreed to renew DPW’s trash removal contract for another year with the 8% increase in cost to five hundred fifteen dollars ($515) per month.

 

-         On a motion by Ptak, seconded by Kirsten, the Board unanimously agreed to accept the bid from Bartlett Tree Experts to remove/grind approximately sixty (60) tree stumps on common area in the amount of two thousand twenty five dollars ($2,025).

 

-         The Board authorized issuance of the news release regarding Exeter’s adoption of Rights & Responsibilities for Better Communities.   

 

-         On a motion by White, seconded by Whyte, the Board unanimously agreed to pay the fifty dollar ($50) tuition for any Board member who would like to attend the CAI Conference & Expo in Washington, DC on February 28, 2004.

 

The Board went into executive session at 9:06PM.

 

 

The Meeting adjourned at 9:35PM on a motion by Kirsten, seconded by Atkins.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PENDING ACTION ITEMS

 

 

Action

Item

Number

Date

Assigned

Assigned

By

Responsible

Person

Approx. Due

Date

Action to be Taken

Status

Priority

07-02-001

Jul 02

BoD

PMP

Mar-04

Investigate beading the basement doors to prevent skate boards from using it as a ramp

Open

Low

03-03-007

Mar-03

BoD

Misha & Dawn

Mar-04

Finance Committee to propose to the BoD an approach to take with regards to our investment/reserve fund

Open

High

06-03-009

Jun-03

BoD

BOD

Feb-04

Review PMP draft resolutions on Exeter committees

Open

Medium

06-03-012

Jun-03

BoD

David Kirsten &

Sandy Vojack

Mar-04

Look into the feasibility of putting up flagpoles at both Exeter entrances for a US & VA flag. Will need a light for US flag

Open

Low

08-03-003

Aug-03

BoD

PMP

Feb-04

PMP to obtain prices/bids for portable lifeguard chairs.

Open

Medium

09-03-003

Sept-03

BoD

PMP

Feb-04

PMP to obtain bids for additional streetlights at areas identified by Kirsten and Torres

Open

Medium

09-03-005

Sep 03

BoD

PMP

Feb-04

Work with Dominion Paving to see if clubhouse walkway drainage can be addressed with concrete curbing

Open

High

09-03-007

Sep 03

BoD

PMP

Mar 04

Look into mosquito treatment of Common Area between pond and Exeter I for 2004

Open

Low

10-03-003

Oct 03

BoD

PMP

Mar 04

Follow up with Blake about the burm between Fieldstone and Longfellow – Stuff is dead, follow up with Blake to see if and when it will be replaced

Open

High

01-04-001

Jan 04

BoD

PMP

Feb-04

Make recommendations for assessment write-offs

Open

Medium

01-04-002

Jan 04

BoD

PMP

Feb-04

Check Bellview fire lane easements for bollard maintenance

Open

Medium

01-04-003

Jan 04

PMP

BoD

Feb-04

Appoint 2004 Nominating Committee

Open

High

01-04-004

Jan 04

 

BoD

Feb-04

Review PMP draft resolution on Book of Resolutions

Open

Medium

MONITOR

 

 

 

 

DESCRIPTION

STATE

 

03-03-001

Mar-03

BOD

PMP

 

PMP to monitor reimbursement of $500 deductible against the insurance company of the individual responsible for driving into the lower tennis court

Open

High

09-03-008

Sep 03

BoD

PMP

 

PMP to monitor reimbursement of costs for Battlefield accident damage to stone pillar and fencing

Open

High

 

 

 

 

 

 

 

 

 

 

 

January 2004 Exeter Treasurer's Report

January 22, 2004 – M. Ptak

 

·         Balance Sheet

    • PMP continues to make progress correcting balance sheet and other accounting entries which have historically been in error – Open

 

·         Reserves Account

    • Merrill Lynch Cash/Money account Balance as of 12/31/03 was $532,896.09
      • Interest earned during CY2003 was $928.22
      • Reimbursement of $74,560 borrowed for snow – complete as a result of final repayment of $32,560 on 01/14/04
      • All capital projects approved by the BOD last year (including bike paths, game courts, and pool white coat) were fully funded, with associated monies transferred into the cash account pending project completion and vendor invoicing.

 

·         Prior Year (FY2003) Budget

    • Due to approved/funded capital projects not all being completed before year end, some allocated monies remain in the cash account until final project completion / vendor invoicing.  These monies appear on the budget worksheet as the difference between net reserve transfers and expenditures, less the amount borrowed for snow (see below)

 

Revenue

Net Reserve Transfers from ML account FY03      $273231           

(-)         Borrowed snow                                      $  74560

(-)         Returned excess snow                           $    6375

=          Capital Projects approved/funded total      $192296

                       

Expenses

Net Reserve Expenditures FY03                          $132889

 

                        Remaining Capital Project Expenses

Capital Projects approved/funded (from above)      $192296

                                    (-)         Net Reserve Expenditures FY03              $132889

                                    =          Remaining Capital Project expenses        $  59407

 

o        To arrive at the Exeter FY2003 year end net income / loss, you have to adjust for the pending capital projects expenses:

 

                        FY2003 Net Income/Loss

                                    Net income/loss from PMP actuals report            $  61584

                                    (-)         Remaining Capital expenses                   $  59407

                                    =          Net gain                                                $    2177

 

    • A new auditor team was engaged by the board at the December 2003 BOD meeting to conduct the annual audit of HOA financial affairs covering fiscal year 2003.  The auditor has initiated requests for appropriate materials to conduct their audit, and PMP has complied with all requests to date.

 

·         Current (FY2004) Budget

    • All outstanding borrowed snow monies repaid in January ’04.
      • The balance of $32,560 borrowed from capital reserve funds in CY2003 to pay the snow removal contractor (Jerry Payne), were repaid to the capital reserves account from the $35,000 budgeted in FY2004 for that purpose.  The $2,440 remaining unconsumed from that FY2004 budget line item will be available for allocation to other needs as determined by the board.

 Return to minutes listing