| LAKE MOOVALYA
KEYS, INC.
Board of Directors
Regular Meeting
NOVEMBER 3, 2003
CALL TO ORDER
President Chuck Baker called the regular meeting of the Lake Moovalya
Keys Board of Directors to order at 6:05 p.m.
PRESENT
President: Chuck Baker
Board Members: Jack Sweeney, Joe Maxwell, Gary Svider, Bill Risen,
Trish Wikoff, Russ Derby
ABSENT
Vice President: Chris Chambers
Board Members: Bob Stroud, Tonya McPherson, Joe Price
General Manager: Richard DiNolfi
Recording Secretary: Becky Braska
OTHERS PRESENT
Guests: Scott Coykendall (lot 198), Barbara Risen (lot 184),
Bob Hansen (VDMA lot 7)
Legal Counsel: John C. Churchill
Temporary Recording Secretary: Sue Thomson
Groundskeeper: Don Braun
MINUTES
With a quorum present, the meeting commenced with Mr. Baker asking
Ms. Thomson if she would take minutes of the meeting, which Ms.
Thomson agreed to do. Mr. Baker stated that the minutes for the
October meeting were not done and, therefore, could not be approved.
This also means that there is no posting of October minutes on
the web site.
Mr. Baker stated that Ms. Schlosser is no
longer serving as Business Manager. Mr. Baker presented the members
with Ms. Thomson's résumé and stated that she is
a candidate to replace Ms. Schlosser. All present introduced themselves
to Ms. Thomson.
REPORTS
Mr. Baker stated there were no reports to review. The October
Financial Statements are not ready, as it is too close to the
end of the month. There is no Business Manager's Report, General
Manager's Report or Groundskeeper Report. Mr. Baker stated that
he would rectify the lack of documentation.
Mr. Coykendall discussed the status of the
dock construction. He received word from the Army Corp. of Engineers,
but stated that he would have more pertinent information by next
month's Board meeting.
Mr. Braun stated that he submitted the Groundskeeper
Report to Mr. DiNolfi, which report was to be incorporated into
the General Manager's Report. Mr. Braun stated that he has purchased
a flag at Bayless and that he will hang no-wake signs.
OLD BUSINESS
Mr. Sweeney stated that the gate recorder and camera system is
ready to be installed, and he recommends infrared cameras. Mr.
Sweeney was reminded that infrared cameras were agreed to at last
month's meeting and that he had permission to proceed. Al Moroff
is to look at different types of recorders. It is recommended
that the Association purchase one recorder and four cameras at
a cost of $5,000+.
Mr. Sweeney stated that he has done what he
can with the information he was able to obtain in connection with
the gate coding. He stated that all the names have been entered,
but he doesn't have all the phone numbers, stating that he has
not been able to obtain the missing phone numbers. The last four
digits of the phone numbers will serve as the telephone code,
with the entry of the * symbol before the four-digit code. The
page system will work by entering the # symbol before the name,
which is listed alphabetically. The fire codes have been set.
Mr. Sweeney stated that he still needs to code the remaining Vista
Del Monumento numbers.
Mr. Braun suggested a letter be sent to each
lot owner, including Vista Del Monumento, with instructions as
to how to use the new gate-opening system. Mr. Sweeney stated
that he would prepare the instruction letter, and Mr. Baker suggested
that the instructions be posted on the web site as well.
Mr. Sweeney also stated that Mr. Moroff (lot
178) dropped off his dues' payment three to four weeks ago with
Ms. Schlosser, and that as of today, his check had not cleared
his bank. Mr. DiNolfi has been shown how to operate the gate codes.
Mr. Baker asked Mr. Hansen to track down all
missing lot owners' phone numbers.
Mr. Baker stated that the guard shack has
been color coated and that Mr. Braun suggests that the toilet
be replaced. Mr. Braun also stated that the guard shack needs
to be painted and cleaned up, but that this was a low priority.
Mr. Baker asked Mr. Churchill about the status
of the Sandy Brown collection matter. Mr. Baker read aloud the
contents of the letter Mr. Churchill sent to Ms. Brown on 10/11/03.
Mr. Churchill stated that he has had no response to the letter;
however, Mr. Churchill stated that he has not had an opportunity
to review his mail in a couple of weeks.
Mr. Baker asked Mr. Churchill about the status
of the access problem with Brooke Water concerning the ramp and
access rights. Mr. Churchill stated he has had no word from Brooke
Water and that he will follow up. He stated that title needs to
be conveyed. Mr. Churchill received a title report on the gate
area, which is owned by Craig Burge and BMP Development (Phil
Eunice and Brian Jackson, principles). David Plunkett has the
listing on the "rock pile".
Mr. Derby suggested that Mr. Churchill bring
the Board up to date on the title clarification.
Mr. Derby then discussed the status of Ms.
Schlosser's transition as outgoing Business Manager, and he stated
that there are some dues' checks that are outstanding. Mr. Baker
stated that Ms. Schlosser supposedly made some deposits, which
Liz at Complete Tax Service and Chris Chambers confirmed. Mr.
Baker stated that Ms. Schlosser disconnected the Association's
telephone line in her home two weeks ago. Mr. Baker stated that
he would be out of town for three days, returning Friday morning
11/7/03, and that he will pick up the Association's computer and
files from Ms. Schlosser upon his return. Mr. Derby disagreed
with how the transition of Ms. Schlosser was handled in that she
was to receive two weeks' severance pay to transition, but that
it appears that she did nothing to effectuate a transition. Mr.
Baker stated that Ms. Schlosser wouldn't get paid the severance
pay if no work was done in the past two weeks. Mr. Baker further
stated that all matters concerning Ms. Schlosser would be resolved
when he returns Friday morning. He stated that he and Mr. Chambers
will pick up everything from Ms. Schlosser by Saturday, 11/8/03.
NEW BUSINESS
The members having read Ms. Thomson's résumé, it
was suggested by Mr. Baker that should Ms. Thomson be approved
to serve at the pleasure of the Board, her job description should
be defined as that of bookkeeper, including making deposits, recording
minutes of Board meetings (as Ms. Braska is burned out), web site
maintenance, the fielding of questions from homeowners, and working
with the title companies on escrow transactions. Mr. Baker asked
Ms. Thomson if she had any questions, and Ms. Thomson stated that
she would be happy to perform these duties, but that she does
not wish to prepare annual tax returns, as she is not a CPA, and
it would be of benefit for the Association to engage an outside
tax preparer who could also serve as check system for auditing
purposes. Ms. Thomson stated that it is not mandatory for a tax
preparer to do double entry. Mr. Baker stated that there would
be no more dual bookkeeping, but that a tax professional could
be utilized to perform a year-end, non-official audit. He stated
that he spoke with Liz at Complete Tax Service regarding this
matter, and that she may not wish to do financial statements based
solely on a bookkeeper's work, because she does not use Quickbooks,
and if the bookkeeper has made a mess of things, Liz would want
to re-enter all transactions on her software.
Ms. Wikoff asked Ms. Thomson if she is home
during the day so that she would be available to handle gate cards
and clickers. Ms. Thomson stated that she is often not home during
the day, but that she is in and out with other bookkeeping jobs
locally and that she checks for messages during the day when she
is not home. Mr. Baker stated that Mr. DiNolfi would be handling
the gate cards and clickers. Mr. Braun asked Mr. Baker if he could
dispose of the old gate openers, and Mr. Baker instructed Mr.
Braun to dispose of them.
Mr. Derby stated that Mr. DiNolfi should be
engaged to deal with all non-bookkeeping issues and daily problems;
that Ms. Thomson's duties should be focused on bookkeeping and
finances, as well as dealing with the title companies. Mr. Baker
recommended that Ms. Thomson take over the bookkeeping duties
immediately, and as of 1/1/04, Ms. Thomson would take over for
Complete Tax Service in preparing the financial statements. A
tax preparer will be engaged to prepare annual tax returns based
on Ms. Thomson's financial statements, which would be carefully
reviewed by the tax preparer.
Mr. Baker also stated that Ms. Schlosser wishes
to purchase the Association's computer. Mr. Baker also suggested
that the Association's copier that is in Ms. Schlosser's home
be put in the guardhouse. Mr. Braun stated that the guardhouse
should be made secure if valuable equipment, copier and cameras,
is to be kept there. He asked if a new door on the guardhouse
could be installed.
Mr. Risen suggested that anyone handling finances
for the Association, including Ms. Thomson, is bonded. Mr. Risen
asked Ms. Thomson if this would be acceptable to her, and Ms.
Thomson agreed that a bond would be a good idea.
Mr. Risen motioned to approve the payment
of a bond for Ms. Thomson, should she be hired. The motion was
seconded, and it was unanimously approved that the Association
pay for a bond on behalf of Ms. Thomson's proposed duties as bookkeeper.
Mr. Baker discussed with the Board where it
should move the second telephone line from Ms. Schlosser's home.
Ms. Thomson stated that she would be willing to use her own residence
telephone number on behalf of the Association so that the Association
did not have to move the second line. Mr. Baker stated that the
title companies could contact Ms. Thomson via the web site. It
was decided that Ms. Thomson's telephone number could go on the
dues' statements, and that Mr. DiNolfi's telephone number could
go on the web site so that he can be contacted directly by homeowners
regarding non-bookkeeping issues.
Mr. Braun asked about the expected crowd for
the Thanksgiving holiday and would the Association need an additional
dumpster. Mr. Baker stated that he did not feel an extra dumpster
would be needed, but that the trash company could be contacted
to make an additional pickup on Friday, if necessary.
Mr. Coykendall asked if anyone knew where
he could obtain a map of the Association's lots and corresponding
lot numbers. Mr. Sweeney stated he had one and that he would get
him a photocopy.
Ms. Wikoff expressed her gratitude for the
condition of the grass area, as well as the work on gate system.
Prior to Ms. Thomson being asked to leave
the room temporarily, she was asked if she had any further questions
or comments regarding her proposed engagement as the Association's
bookkeeper. Ms. Thomson stated that she would like to see the
Board reserve judgment on whether or not to sell Ms. Schlosser
the Association's computer, until after it is removed from Ms.
Schlosser's home, and its contents reviewed. Mr. Baker agreed.
Ms. Thomson left the room for approximately
ten minutes, and upon her return, Mr. Baker, on behalf of the
Board, offered Ms. Thomson the job of Bookkeeper and Recording
Secretary for the Association at the rate of $600 per month, with
a review in February 2004. Ms. Thomson accepted the offer. She
was requested to keep track of her time so that it can be incorporated
into her February review. Mr. Baker stated that he and Mr. Chambers
would remove the Association's computer from Ms. Schlosser's home
this Friday or Saturday, at which time it will be placed in Ms.
Thomson's home. Mr. DiNolfi will take possession of the copier.
Mr. Baker also announced that Mr. DiNolfi would be the problem
point man.
Ms. Thomson was instructed to send e-mail
reminders to all Board members, with supporting documentation,
one week prior to future Board meetings. (E-mail addresses for
Board members present were submitted to Ms. Thomson upon adjournment.)
Ms. Thomson will be compensated as an independent contractor,
and the appropriate 1099's will be issued at year end for her,
as well as all other qualifying vendors who are subject to 1099
reporting.
Mr. Derby requested that Mr. DiNolfi let someone
know in advance when he will be out of town or otherwise unavailable
on future Board meetings dates. Mr. Baker asked Mr. Braun if he
would be willing to serve as Mr. DiNolfi's back up in this circumstance,
and Mr. Braun stated that he would be willing to do so with respect
to operations, but not with respect to policing duties. Mr. Baker
suggested that Mr. DiNolfi be notified that he is to call two
Board members whenever he plans on being out of town on future
Board meeting dates.
Mr. Braun asked Mr. Baker where invoices should
now be directed, as Ms. Thomson does not live in the Keys. Mr.
Baker stated that they should be directed to Mr. DiNolfi, and
Mr. DiNolfi will coordinate with Ms. Thomson. Mr. Baker stated
that Mr. Braun should give his monthly reports to Ms. Thomson
prior to the Board meetings.
Mr. Svider opened a discussion regarding a
memorandum of proposed rules and fines, prepared by Mr. DiNolfi,
and reviewed by the Board members. Mr. Braun stated that it is
difficult to define without a decibel meter what constitutes "too
loud" in regards to noise control. Mr. Svider suggested that
the matter of listing agents who have possession of homeowners'
keys for property-showing purposes be addressed in the policy
memo. Mr. Churchill stated that all homeowners should be involved
in the discussion of proposed rules and fines prior to the Board
adopting any rules and fines. He also stated that while "noise"
is difficult to define, "nuisance" violations are easier
to specifically identify with. After no further discussion, the
matter was tabled for further review at next month's Board meeting.
Mr. Baker stated that the next Board meeting
is set for December 1.
ADJOURNMENT
The meeting adjourned at 7:15 p.m.
Submitted by Recording Secretary, Sue Thomson
APPROVED BY BOARD OF DIRECTORS DECEMBER
1, 2003
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