Meeting Minutes
The meeting was held at the Exeter Clubhouse on
Board members in attendance: Dawn
Atkins, Kelly Bartmess, David Kirsten, Calvin Neal, Misha Ptak, Marilyn Torres
(7:40PM-8:40PM), Sandy Vojack, Michael White, and Jennifer Whyte.
Others in attendance: Gene Campbell, PMP Community Manager
Kristi
Cluff, Recording Secretary
Liz
Ptak, Newsletter Committee, Award Recipient
See
Official Sign-In Sheet for Residents in Attendance
The meeting was called to order at
- On a motion by Whyte, seconded by Kirsten, the Board unanimously agreed to approve the agenda as revised.
- Jennifer Whyte of the Community Events Committee reported that starting in the month of April, the Committee will be very busy through the end of the year.
-
Jennifer Whyte reported on behalf of the
Landscaping Committee that they will be meeting this month. They will also be going around and marking
the trees more clearly for the stump grinding company. As soon as the ground
warms up, the stump grinding will begin.
-
Financial Report was presented by Misha Ptak,
Treasurer (attached).
-
On a motion by Kirsten, seconded by Whyte, the Board
unanimously approved the
- On a motion by Kirsten, seconded by Whyte,
the Board unanimously approved the nomination of Sandy Vojack to the Nominating
Committee.
-
The date for the Annual Meeting was set for
-
On a motion by Kirsten, seconded by White, the Board agreed
-
On a motion by Kirsten, seconded by Vojack, the Board
unanimously agreed to award the contract to remove the existing lifeguard
chairs and purchase portable replacements to Splash Aquatics in the amount of
two thousand and five hundred dollars ($2,500) from reserves with a one year
warranty, if possible.
-
On a motion by Kirsten, seconded by Atkins, the Board
approved
-
On a motion by Neal, seconded by Vojack, the Board agreed
-
On a motion by Whyte, seconded by Ptak, the Board
unanimously agreed to award the contract to repair the original marquee to
Color Ad, including the header board refurbishment, in the amount of nine
hundred and sixty three dollars ($963).
-
On a motion by Ptak, seconded by Kirsten, the Board
unanimously agreed to renew the contract with Henry’s Wrecker Service under the
current contract terms and conditions, to include the posting of towing notice
signs, free of charge.
-
On a motion by Vojack, seconded by Whyte, the Board agreed,
8-0-1, with Atkins abstaining, to accept the reserve study contract by Mason
and Mason in the amount of five thousand and five hundred dollars ($5,500).
-
On a motion by Kirsten, seconded by White, the Board
unanimously agreed to adopt the Policy Resolution number P04-001, Book of
Resolutions.
-
The Board granted April Hannah’s request to bring her Girls
Scout troop to the April Meeting in order for them to earn badges.
The Board went into executive session at
The Meeting adjourned at
|
Month-Year-Number |
Assigned
To |
Due Date |
Action
to be Taken |
Status |
Priority |
|
|
PMP |
Mar 04 |
Investigate beading the basement doors to prevent
skateboarders from using it as a ramp |
Open |
Low |
|
|
Ptak & Atkins |
Mar 04 |
Finance Committee to propose to the BoD an approach to
take with regards to our investment/reserve fund |
Open |
High |
|
|
PMP |
Mar 04 |
Work with Dominion
Paving to see if clubhouse walkway drainage can be addressed during repaving |
Pending resumption
of paving |
High |
|
|
PMP |
Mar 04 |
Look into mosquito
treatment of Common Area between pond and |
Open |
Low |
|
|
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 |
|
|
PMP |
Mar 04 |
PMP to obtain bids
for additional streetlights at areas identified by Kirsten and Torres |
Open |
Medium |
|
|
PMP |
Mar 04 |
PMP to get
additional quotes for re-keying the clubhouse doors |
Open |
Medium |
|
|
PMP |
Mar 04 |
PMP to get quotes
for either re-grading or installing a French drain behind Coltsridge to help
alleviate the drainage problem |
Open |
High |
|
|
Vojack |
Mar 04 |
Appoint at least
two members to serve on Nominations Committee |
Open |
High |
|
|
PMP |
Apr 04 |
Send letters to
members with storm-damaged units on April 1st |
Open |
High |
|
|
Neal |
Mar 04 |
Contact Sullivan
re: school crosswalk off Bellview |
Open |
Medium |
|
|
BoD |
Mar 04 |
PMP will e-mail
committee resolutions to BoD and selected committee members; review and
submit comments prior to next meeting |
Open |
Medium |
|
|
Landscape
Committee |
Mar 04 |
Make
recommendations for tree replacements after property inspection |
Open |
Medium |
|
MONITOR |
|
|
DESCRIPTION |
STATE |
|
|
|
PMP |
Mar 04 |
PMP to pursue
insurance claim $500. Deductible against the insurance company of the
individual responsible for driving into the lower tennis court |
Open |
High |
|
|
PMP |
Mar 04 |
PMP to monitor
reimbursement of costs for Battlefield accident damage to stone pillar and
fencing |
Open |
High |