Board of Directors Meeting 5/12/08 

The meeting was held at Giuseppe’s Restaurant.

Present at the meeting:  John Bogue, President; Colleen Brooks, Vice President; Wayne McKitrick, Treasurer; Debbie Clayton, Secretary; Ron Simmons, Director.

Bryan Cobb was unable to attend the meeting.

The first order of business was the establish officers as elected at the annual meeting in April.

Wayne McKitrick explained the composition of the Board of Directors.  It was decided we need to continue to have Bryan Cobb as the Developer Liaison and Director on the Board.

The Board will be composed as follows:

            John Bogue, President, Officer and Director
            Colleen Brooks, Vice President, Officer and Director
            Debbie Clayton, Secretary, Officer and Director
            Wayne McKitrick, Treasurer, Officer
            Ron Simmons, Director
            Bryan Cobb, Developer Liaison Director

Wayne McKitrick submitted the financial statement for the period ending 4/30/08.  All the outstanding association dues have been collected with the exception of two lots for 2008.  Wayne will address this.

Wayne also submitted a Reimbursement Request/Payment Request form.  This was discussed at the Annual Meeting in April.  This form will be used for disbursements to individuals submitting receipts for items purchased on behalf of the association for office supplies, the annual picnics, etc.

John Bogue suggested one of the first items of business for this Board should be to establish operating procedures.  This Board has no existing records of operating procedures for the BOD meetings.

The Board would also like to have a joint meeting on a quarterly basis with the members of the ARB and the chairs of the Neighborhood Watch Program.  The reports from these meetings will be posted on the website.  This would be the best way to keep neighbors updated on ARB and NW issues or concerns.  The schedule for these quarterly meetings will be posted on the website.

The Welcoming Committee needs to be re-established.  One of the reasons for this committee is to ensure each new lot owner/homeowner receives a current and complete set of covenants and restrictions for the neighborhood.  The Board will work on getting a complete and current copy of the covenants on file.

Wayne McKitrick asked if the Board would like to see a web counter on the association website.  It was decided this would be a good idea.  Wayne will contact Tom Murray to have this done.

The Board voted to have Barbara McKitrick assume the responsibilities of the newsletter for the neighborhood.

John Bogue suggested we have a debit card issued from BSV.  This would streamline the process of purchasing any items that are needed for the operation of the Board or association.  It decided the Board will move forward with this item.  Wayne McKitrick did recommend against the debit card, as it allows only one  person to decide when money is spent and can reduce oversight.  The board will pay close attention to the use of the debit card.   

Wayne has ordered the four new Neighborhood Watch signs to replace the ones that have not bee returned over the years.  Wayne is donating the vehicle patrol light.  If anyone would like to use the light during their month of patrol, it can be picked up from Becky Prince.

Debbie Clayton will take care of completing and forwarding the SCC information to Brad Wall (done 5/13/08).

The Board addressed the front entrance landscaping quote by WDS.  It was voted and seconded to have WDS proceed with the re-working of the front entrance according to the proposal submitted.  This work has been scheduled for as soon as weather permitting.  Short’s Landscaping will take over the maintenance after of the entrance landscaping is completed.

Wayne suggested we prioritize the suggestion items to determine where we stand as far as feasibility. 

·         Entrance signage at Miry Run Road

·         Move sign from entrance at Oxford to Common Area

·         Signage on the stone entrance walls off of Oxford

·         Playground equipment

·         Dock – pave sidewalk to take care of the unstable conditions surround the dock at the common area

·         Painting of the posts for speed limit signs in the neighborhood

 Meeting was adjourned at 8:30 p.m.  Next meeting is Thursday, June 19^th, at 6:30 p.m. at Guiseppes Restaurant.