Board Meeting Minutes Jan. 2, 2018- Approved

 

Adobe Wells Board Meeting Minutes

Tuesday, January 2, 2018

  DRAFT

 

This was a closed Mic meeting.  Limited discussion will be allowed from attendees on agenda items only.

The meeting was called to order at 9:00 a.m. by President, Mike Manning.

Present:  Mike Manning, President;  Harry DeBoer, Vice-President; Arnie Dejoode, Treasurer

Section I Directors:  Mary Hittner; Glenda Peterson

Section II-III Directors:  Harry Dellinger; Connie Harmon; Dave Nickols; Darrell Olson

RV Section Directors:  Marty RicKard (absent); Dave VonArx (absent)

Secretary:  Laurie Sullivan (absent);  Glenda Garza, substitute secretary

Parliamentarian:  Howard Harmon

Jurisprudence:  Candy Maxwell (absent)

Secretary Glenda Garza read a synopsis of the Minutes of the December 4, 2017 Board Meeting.  They were accepted.

Treasurer’s Report: (preliminary)  Arnie Dejoode

General Net Operating Funds Available:  $174,235;  $35,000 transferred from General Fund CD to checking resulted in CD balance of $215,785

Total YTD Income:  $382,090; YTD Expenditures:  $377,459; Net Income YTD $4,631

Total Activity Funds Available:  $57,879 (includes $39,945 in CD after transferring $15,000 from CD to checking)

Rental Property Balance:  $6,686

Memorial Fund Balance:  $2,744

Treasurer DeJoode advised that the fees for fund transfers that were previously waived by the bank will no longer be waived.  $172.62 was charged on our operating account, $55.00 on the Activity Fund CDs.

Reports put to file for audit.

Old Business

  1. Cypress Trees Update: To complete planting of new cypress trees on the east border of the golf course, an additional 133 trees were removed at a cost of $1,330.  Some repair was necessary to the golf course to fill ruts left by the backhoe.  All 253 trees have now been planted and mulched by Dyer Nursery. Total cost for the project was $13,223. Homeowner donations as of this date total $9.300.  Dyer Nursery has agreed to provide a written plan for watering which will be incorporated with the exiting plan for the established golf course. Our crew has installed 1” PVC pipe for watering and will monitor the function of the drip line to be certain the new trees are properly watered.
  2. Nominations Update: The final list of candidates for the upcoming election are as follows:

President:  Mike Manning

Vice-President:  Harry DeBoer

Treasurer:  Arnie DeJoode

North Side Director:  Paul Puck, Nancy Radke

RV Section Director:  Darrill Burgett

Section II and III Directors:  Howard Harmon, Gloria Raatz, Nancy Stamm

A Meet the Candidates forum will be held January 5, 2018, from 1:00 to 2:00 p.m. at Wertz Hall.  Elections are January 8, 2018 from 9:00 a.m. to 2:00 p.m.

  1. Wertz Hall TV: Russ & Twila Garrett have purchased a 55” smart TV, DVR and wall mount bracket, for a total of $790, which came from the Activity Fund.  A donation covered an extended service contract.  The TV will be mounted after the holidays.
  2. Tee Box Mower, Greens Mower: The new mowers will be delivered on January 4.  Total cost for both mowers, including delivery, was $12,333.75.  There were questions posed at the December Homeowners meeting which President Manning has researched:
  3. Did we check into leasing the equipment?  Mike advised he did and it is cost prohibitive to do so as we would have the lease cost as well as all maintenance. Also the equipment must be returned in pre-lease condition, minus normal wear & tear.  Cost for any repairs would be ours.
  4. Have we checked into trade-in of our existing equipment? The dealer advised we could do this, but the trade-in allowance would be very low.  The best plan is to keep the old equipment to use for repairs as most John Deere parts are interchangeable.

New Business

  1. Ken Heyn:  Ken had submitted a request to address the Board and was invited to speak.  Ken asked that the Board provide funds to update AED with new batteries and pads. He also requested help to offset the cost incurred by recertification of first responders.  A motion was made and passed to allow $800 from the Activity Fund to assist with these costs.
  2. Variance: The Board had a request for variance from Tom Matson on behalf of Cynthia and Patrick Flaherty for construction of a car port on the west side of property at 5029 Bluebonnet.  The set back from the lot line is 2’ vs the required 4’.  The Board voted to allow the variance.
  3. Auction Storage Building: President Manning was able to get power to the auction storage building for $649. The contractor installed power, changed breaker box that was rusted, provided a GFIC outlet, 3 LED lights inside the building, and he replaced the existing pole light with an LED floodlight. This was going to be an item in the 2018 budget, but we had the money and went ahead to get it done.
  4. Budget Presentation: President Manning and Treasurer DeJoode have developed a preliminary 2018 General Fund budget.  This is provided to the Board members for review and to provide input. There will be a townhall meeting on January 9, 2018 from 1:00 to 3:00 p.m. to answer questions and concerns from homeowners.  The finalized budget will be voted on by Homeowners at the January 15, 2018 Homeowners meeting.  There will be time then for discussion, comments and questions, with a time limit imposed. There was discussion by Board members on various items included in the budget. The Board voted to recommend the $10/month dues increase option.

Directors Report

Connie Harmon:  Had comments about dog waste on property and a reminder to homeowners to pick up after their pets.   She offered a suggestion that we reschedule our workers so golfers don’t have to wait for the waste trailer to cross to the trash area.  Another comment was to replace the faded signs directing visitors to the information office. President Manning will remind homeowners at the Homeowners meeting to pick up after their pets. The faded sign will be replaced.

Glenda Peterson:  Had comments about ambulance response and the need for better identification of properties.

Darryl Olson:  Nothing

Harry Dellinger:  Nothing

Harry DeBoer:  Nothing

Mary Hittner:  Nothing

Dave Nickols:  Commented on the good management and direction provided by this administration.

Announcements:

Meet the Candidates Friday, January 5 2018, 1-3 p.m. Wertz Hall.

Elections:  Monday, January 8, 2018, 9 a.m. to 2 p.m.  Wertz Hall

Public Budget Review:  Tuesday, January 9, 2018, 1-3 p.m., Wertz Hall

Homeowners Meeting:  Monday, January 15, 2018, 10 a.m.  Wertz Hall.

Winter Texan Expo:  January 16 & 17, 2018 with set up January 15.

Mike reminded the Board that this is a last Board meeting for Dave Nickols, Mary Hittner, Marty RicKard and Darryl Olson, with thanks for their service.

The meeting adjourned.

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