GCVHOA BOARD MEETING
Held February 10, 2003
The February meeting was called to order by President Rhonda King, at 7:00 PM. After the pledge of Allegiance, The Secretary took the roll call. Seven (7) Board members were present including Chad Reid, Ken Spann, John Groeneveld, Art McKeller, George Peck, Ted Strass and Rhonda King.
The minutes of the January Board of Directors Meeting were read and approved. John read the financial report and it was also approved as read followed by comments and suggestions on the evenings agenda by members of the association.
The Architectural headed up by Paul Glanzman their committee had completed their written operating procedure and reported on 4 requests from property owners. All were approved by the committee and later approved by the Board.
The Welcoming committee chaired by Glory Schrader reported no new visits last month and that they had their procedures in place.
Wayne Morris of The Maintenance Committee reported progress in fixing the solar system and that some of the smoke detectors had the batteries removed. Wayne also suggested that a schedule for filter replacement in the A/C unit in the clubhouse be addressed. It was also noted that Frankie Ward no longer was on the committee and Joe Miller had sold his home. Don King will be their replacement.
Code Enforcement: Bob Cox reported that they had their procedures worked out and would be submitted for approval by the board. They also submitted a list of property owners with infractions. The board will follow up.
Marilyn Morris head of the Election committee reported that they also had working procedures and submitted them to the board for approval.
The President reported that 3 board members did meet with Attorney Don Peyton on February 6th at his office. The Declarations state on page 9 that:
Directors are hereby empowered to prepare and submit to the Association an annual budget for its approval and based thereon to determine the amount of the annual assessment from year to year ….
The documents are not clear as to the budget procedure and offer no recourse if the members do not accept the budget. We learned that if a vote is required in the stated declaration then a quorum was required at the annual meeting and that the quorum was not officially established in December. Rhonda suggested that the board reschedule the voting portion of the annual meeting and vote again April 17th. The board reluctantly agreed to the re-vote but that it be scheduled as part of the April 14th Board meeting. It was noted by the President that Absentee and Proxy votes would be accepted and directed the election committee to plan the actual vote and notification to the members.
The concrete pad and roof behind the kitchen will be delayed until the official vote by the members concerning this year’s budget.
A cover over the windows on the south side of the clubhouse was discussed. It was noted that a roof would provide more shade next to the pool and prevent the summer sun from heating the clubhouse. Ted Strass volunteered to look into costs and if approved by the board be included in the vote at the annual meeting in December.
A computer for the office was discussed. A vote was taken of board members and 4 agreed that a committee could be assembled to look into the purchase. Dale Alford, Mary Grandt and Rhonda King volunteered to make recommendations back to the board.
Rhonda read a letter signed by 13 people concerning moving of the pool table back out in front of the bathrooms. After much discussion and input from the members, a vote was taken and the board unanimously agreed to leave the pool table in it’s current location.
The board addressed problems with the RV storage area. Chad told the group that he had changed the lock last fall and sent copies of the new keys to Genesis. Keys are available from either George Quail or Chad Reid at a cost of $2.00 per key to offset the cost of the new lock and keys. It is not clear that we have any jurisdiction over that area as it appears that it is owned by the Genesis Corporation. No one seems to be cutting the grass and it was reported that someone’s boat cover was in shreds. The Board could come up with no definitive action and voted that we leave well enough alone for the time being and that the problem would be looked into again in the future.
Access to the office in the clubhouse was discussed after complaints from a member that she was denied use of the room to use a changing room during a recent production. Rhonda suggested that only board members have a key and that anyone else that wanted to enter the room had to have a board member present. The suggestion was put to a vote and the board denied the request and access is to remain as it is currently. The vote was 4 against and 2 for the restriction.
The president explained the presence of an RV in the parking lot connected to the electric in the club house. The board and members of the association discussed this and it was agreed that parking of RV’s would be permitted with a 2 day maximum stay as long as a parking permit was secured from a board member.
Clutter in the Kitchen was discussed and it was decided that no action by the board was needed at this time.
The meeting was again opened up for comments and suggestions from those in attendance.
A motion was made by Chad and seconded by Art to adjourn and the meeting was adjourned at 8:30 p.m.