POA BOARD MEETING MINUTES AUGUST 11, 2020

Board Meeting Minutes

August 11, 2020 7:00 p.m. Club House

 

Board Attendees: Chris Dean, President, Connie Andersen, Treasurer, Diane Hopkins-Broyles, Secretary Marc Foreman, Vice President

Guest: Rebecca Moody

 

A.    Call to Order

Meeting was called to order at 7:24 by Chris Dean

1.       Reading of Minutes

The minutes from the May and June Board Meetings were reviewed. Connie made a motion to approve the May and June Board Meeting Minutes. Chris seconded the motion; all were in favor.

2.      Additions to the Agenda

Chris asked for addition to agenda. The topic of insurance for officers was offered (bonding).

B.     Replacement of Treasurer

1.      Qualifications

Rebecca Moody reviewed her qualifications and her resume was reviewed.

2.      Election or appointment

Chris made a motion to appoint Rebecca Moody as treasure until next election. The appointment will be effective on Sept 1, 2020. Diane seconded the motion and all were in favor.  

3.      Bookkeeper to support Treasurer

The committee did not feel a bookkeeper was necessary.

4.      E-mail notification- oakcreek20006@yahoo.com

Rebecca will take responsibility for email notification.

5.      Mail box for POA

Rebecca will take responsibility for POA mailbox.

6.      Signing of check for payment of bills

Will have to change authorized signer on checking and savings account to Rebecca so she can pay bills. Will also need to change name on road loan to Rebecca. Connie will need to have minutes that shows Rebecca Moody is now the treasurer.

Connie will introduce Rebecca to White River representatives.

C.    Abandoned car on Oak Creek Circle

There is an abandoned car on Oak Creek Circle. Rebecca/Connie will email the attorney to see what can be done about the car.

D.    Web Page

The board does not have responsibility for the Facebook page. The Facebook page is not the official communication vehicle for the POA. The POA email and Blog are the communication vehicles. Currently the only administrators on the site are Connie and Diane. An email will be sent by Connie to POA members asking for a volunteer to be the administrator. If no one volunteers the site will be de-activated.

E.     New contract for waste removal

The contract for Waste Management is up for renewal.  The new contract is only available for 1 year. Previous contracts were for 3 years. The rate has increased from last contract.

Old Rate

·         Monthly bill runs around $950 to $990 since Total Fuel/Environmental Recovery Fee varies from $225 - $245 each month

·         $595.10 Monthly rate ($297.50, 2 dumpsters/2 times wk) Regular Trash Dumpsters

·         $138.56 Monthly rate ($69.28, 2 dumpsters 1 lift every 2 weeks) Recycle Dumpsters

·         $9.00 Monthly One Dumpster Refresh each year

New Rate

·         $636.76 Monthly Rate Regular Trash ($318.38, lift 2 dumpsters/2 times wk) regular Trash Dumpster (increase $41.66/mo)

·         $148.26 Monthly Rate Recycle ($74.13, 2 dumpsters 1 lift every 2 weeks) Recycle Dumpsters (increase $9.70/mo)

·         $9.00 Monthly One Dumpster Refresh each year.

Connie made a motion to renew the contract with Waste Management, Chris seconded the motion, all were in favor.

F.     Tennis Court repair

Oak Creek holding has expressed a desire to financially help with cost of improving tennis court. Recent bid to repair tennis court in $14,000. Rebecca will follow-up with owner to determine amount willing to contribute, and complete necessary paperwork before moving forward. Committee will need to discuss/vote on share we will need to contribute.

G.    Addition of earthquake insurance for sewer plan

Insurance is required to keep 90% of cost to replace property/equipment (sewer plant, water plant, clubhouse). It will cost approximately $200 year to add earthquake insurance. The policy is $25,000 for well pump and equipment and $25,000 for sewer plant and includes a 10% deductible. Need to check with John if this is enough insurance. Once we have Johns’ input will vote via email.

H.    Affidavit to lawyer for lawsuit

Plan to have Gary McNutt, who was president at time, to complete an affidavit that there was enough votes to form POA.

Diane made the motion; Chris seconded the motion all were in favor.

I.       Sign

Signs for No Skate Boarding, Video surveillance, and recyclables at Chris’s house. He is having trouble finding poles.

J.      Adjournment

Diane made a motion to adjourn meeting, Connie seconded motion, all were in favor. Meeting adjourn ed at 8:15.