Minutes of BOD Meeting - Sept 2008

1. Call to order – President (Vice-President Acting)
Meeting called to order at 6:40pm

2. Approval of minutes from the meeting in August – Secretary
Minutes from previous meeting read into record and approved.

3. Officers’ reports:
a. President
N/A
b. Vice President
Mathias thanked Debbie for being the onsite contact for Schifflett Tree Service during their work days.

Mathias asked if anyone had any additional questions/concerns regarding the resident (Zuppo) parking letter – there were none.

c. Treasurer

· 7503 dues; 4th qtr 2007 dues not paid; contacted multiple times; Mathias to make contact.

· 7523 –paid current at this time

· Still need to formalize late due policy

· $4200 – paid to Schifflett ($300 discount);

· $13,787 in savings; $102,400 in ICC Account (United bank says insured up to $200k)

d. Secretary

Oct 2008 newsletter planned; Input due by Oct 6th


4. ICC update – Alex
a. Follow-up discussion from meeting with Mr. Lerch

.. This section intentionally omitted from website - available upon request ..

5. Unfinished business:
a. ICC
- Letter to community about request received for $5K.

BOD has received and denied request. Will update HOA in next newsletter. NOTE: details about this request in prior minutes

b. Committee stand-up
- Long range planning committee – Questions about charter?

Draft charter looks good; no changes proposed

- EPB update – Walkthrough this fall? DECISION

Follow-up request to be made to Gregg & Melissa to get copies of previous EPB walk-thrus. Short term – BOD to focus on getting list of issues that were noted during last walk-thru; Long term – BOD to get all historical paperwork.

Would like to conduct walk-thru by Columbus Day weekend; will depend on if historical data can be obtained and volunteer assistance to do walk-thru can be solicited.

- By-Law committee – Do we want / need this? DECISION

No individuals have volunteered; responsibility to perform the work of this committee defers back to BOD’s.

c. Financial practices
- Comparison of the two tax accountants – Alex (DECISION?)
Alex provided info on 4 accountants; Of these, 2 seem potentially suitable – Mohn and Isaaco. Mohn offered fixed price and Isaaco offered hourly price.
We may want to determine if accountant can perform work under fixed price. Scope of work for fixed priced to be: assistance with filing 2008 taxes; guidance on what we need to do before year end.

Treasurer (Steve) to make calls to follow-up with 2 candidates to get further info. Debbie to provide Steve with info on Harold Mohn (info that was filed in SGSTA’s historical papers)

- Review the contract with Capital – Steve
Steve distributed Capitol contract – BOD members to review and provide feedback to Steve.

6. New business:
a. Do we want to rent the last two parking spots? DECISION

Pros-
- May help to alleviate some of the parking problems on Berclair
- Will bring in income to HOA (i.e., rental fee of parking tag)

Cons
- Will take away the 2 parking spaces that are designated for short term visitor parking and will result in usage of fire lanes and double parking for this purpose.
- Will require time and effort to do on-going administration of this program (i.e., we need to set up parking tag rental office)

No decision made; Tabled for future meeting.

b. Next meeting location and time

Mathias – next meeting on Oct 29th.

7. Emergent issues (arose within 72 hours of BOD meeting)

8. Closing remarks and adjournment – President
Meeting adjourned: 8:15