December 2009 Meeting minutes
Kelly Farm
2009 meeting minutes for your viewing pleasure. If you received an
earlier message there was an error as the system copied and sent the
January minutes instead of the December minutes. If you have any
questions or concerns please contact kellyfarm...@gmail.com. As
always, anyone is welcome to the monthly meetings. The next meeting
is Tuesday, February 2nd, 2010 at 7pm at the Clubhouse.
Kelly Farm Owners Association
Board Meeting Minutes
December 1, 2009
The meeting was called to order at 7:01pm. Members present were Mark
Jones, Scott Chenore, Diane Alexander, Raul Rodriguez, Tim Smith and
Administrative Assistant Betty Englehart. Multiple guests from the
Kelly Farm Pool and Racquet Association Board of Directors were
present.
1. Approval of Minutes:
• Both October and November minutes were reviewed and a motion made by
Scott Chenore to accept the minutes as written. Tim Smith seconded
and the motion passed unanimously.
2. Old Business:
• Email database- Dave Edwards will no longer be able to maintain the
HOA email database. Scott Chenore will take over the responsibility
and work in conjunction with Michael Jehnichen to establish a blast
email system.
• 2010 billing will be done by regular mail.
3. New Business:
• Pool and Racquet Association- The President of the Pool Board,
Rochelle Miller made a presentation to the HOA Board outlining several
areas of concern regarding the continued viability of the pool. First
is the acknowledgement of a lack of communication between the HOA
Board and the Pool Board and steps necessary to remedy that
situation. It was agreed upon that a member of the HOA Board will be
granted a seat with voting rights on the KF Pool Association Board of
Directors. This member will act as a liaison between the boards.
Currently, the Pool Board meets the third Tuesday of each month at 7pm
at the KF Clubhouse.
Secondly, Rochelle presented information regarding the financial
situation the pool Association is currently in. Due to a loss of
nineteen class A memberships, an increase in expenses and an apparent
lack of oversight by the Board, the Pool Association is in immediate
need of $12,000 to pay current and past due bills and maintain the
facilities through March 2010. An additional $12,800 will be
collected from all of the 175 class A members who voted on and
approved an additional $75 assessment to pay all remaining operational
costs for the 2009 season. Further discussion yielded a motion made
by Diane Alexander to give $12,000 to the KF Pool Association in three
payments made tonight (Dec 1, 2009 of $4,300) and then Jan. 1, 2010
($4,000) and Feb. 1, 2010 ($3,700). Also the inclusion of a KF HOA
Board member to become a member of the KF Pool and Racquet Association
Board of Directors and that all KF Pool Board members will no longer
receive 'in kind' pool memberships and be required to pay yearly
dues. Raul Rodriguez seconded the motion and it passed with unanimous
support.
In consideration of monies paid by the KF HOA it was agreed upon that
two separate invitations will accompany the KF annual billing for
usage of the pool for all HOA members at their discretion during the
2010 season.
• 2010 budget- Diane Alexander presented the 2010 budget. Other than
changing the transfer fees income and expense line items from $2,400
to $3,000, Diane Alexander made a motion to accept the budget as
proposed, Tim Smith seconded and the motion passed with unanimous
support.
• Hindman-Sanchez retainer- It was time to review the annual retainer
agreement between the Board and Hindman-Sanchez. Nothing shall
change.
4. Treasurer's report:
• Current cash on hand is $48,467.02. Discussion ensued regarding
oversight of monies deposited and paid out so as to prevent possible
embezzlement and to have a better system of checks and balances.
Henceforth, the unopened monthly statement from Advantage Bank will be
brought to each meeting and a Board member other than the Treasurer
will review said document.
5. Adjournment at 9:00pm
The next meeting will be on January 5, 2010 at 7pm in the Clubhouse.
These meeting minutes are the author’s best understanding of the items
discussed.
________________________________
Scott A. Chenore
Secretary