Camillus Hills HOA

Board of Directors (February 11, 2003)

Mar 11, 2003

1. MEETING CALLED TO ORDER

The meeting was called to order at 7:00 p.m. by Beverly Masters.

2. ROLL CALL

Present: Beverly Masters, Jim Walters, Kathy Chapman, Scott Perron
Absent: John Petosa

3. READING / APPROVAL OF PREVIOUS MEETING MINUTES

The minutes for January?’s Board meeting were previously approved by the Board and distributed to members on January 21, 2003.

4. TREASURER?’S REPORT

- Balances of Checking and Special Accounts
- Checking Account balance as of 1/31/03: $18,103.09
- Reserve Account balance as of 1/31/03: $36,824.18
- Review outstanding receivables (homeowner assessments overdue)
- Receivables for (1) homeowner with lien attached for collection purposes
- Review of Financial Report ending January 31, 2003
- Running close to budgeted income / expenses.

5. COMMITTEE REPORTS

- Architectural Control / Beautification Committee (Bev Masters / Tom Wright)

The ACBC had its first meeting as a combined committee on January 28 to review the Beautification plans for 2003. Minutes of that meeting were provided to the Board Secretary. The next meeting will be on March 5, 2003.

Submission of plans for approval are to be directed to Bev Masters prior to the first day of every month. The Committee will review plans and will present the Committee?’s recommendation to the Board at the next Board meeting. The homeowner will be advised of the plan approval status before the 15th of each month. Therefore, we are requesting that homeowners plan for any improvements to their property and have requests submitted in a timely manner.

- Finance and Procurement Committee (Scott Perron)

The Finance Committee last met on February 4th where the financial reports for January were reviewed. In addition, this committee has been working with businesses to try and get group discounts on many services that may be of interest to Wellington homeowners.

The Finance committee will gather all information and special price breaks and send them out to homeowners with the March Board Meeting minutes.

6. UNFINISHED BUSINESS

- Finalize purchase offer from Linda Gibson.

The Board still needs information and a formal purchase offer from Linda Gibson. Kathy Chapman will follow-up with Ms. Gibson to obtain the necessary information and paperwork to finalize this transaction. John Petosa is working with the Planning Board to organize the finalization of the purchase offer.

- Status of Membership Directory

The membership directory has been completed and is being distributed with as much information as we have received to date. The Directory will be sent to homeowners with the information required for the Annual Meeting.

- Status of Audit for 2002 Financial Report.

John Petosa has reviewed the Financial Information provided by Scott Perron for the Association?’s year-end reporting and has found that the information presented is accurate and sufficient to perform the Corporate tax returns for 2002. Our tax returns must be sent in by March 17, 2003.


7. NEW BUSINESS

- Ratify January decision to alter payment terms with Polo?’Scapes.

In January, the Board was approached by Polo?’Scapes requesting to modify the payment terms of the contract to take the 40% down-payment which was due on April 1st and pay 20% on February 1 and the remaining 20% on April 1st. This would allow them to make a capital purchase of lawn maintenance equipment to better serve our community. In consideration for this change in terms, they have offered to reduce the summer services seasonal price by $500 for this year.

In favor: Jim Walters, Kathy Chapman, Scott Perron
Opposed: Beverly Masters

- Begin initial planning for the Annual Meeting in May.

The Board reviewed several topics for discussion at the Annual Meeting which include a proposal to change the assessment calculation formula in the Declaration. A full agenda will be sent to homeowners 30 days prior to the meeting. The date of Wednesday, May 21st is being reserved.

- Possible creation of Nomination Committee for the Board seats up for election in 2003.

The Board has recommended that Kathy Chapman coordinate advance nominations for the open Board seats to be elected in May 2003. If you are interested in running for election, please contact Kathy Chapman. This will enable homeowners to review nominee?’s qualifications prior to the Annual Meeting. Also, homeowners can submit Proxy Forms with their desired candidate indicated. We will still allow for nominations ?“from the floor?” at the Annual Meeting, as usual.

- Review Association Insurance coverage.

Bev Masters will schedule a meeting with our Insurance Agent to review the coverage we have in effect and recommend necessary changes to the Board. Meeting has not been scheduled.

- Review interest-bearing (long and short term) account options.

The Finance Committee has reviewed investment options from several local banks. We found that Solvay Bank (our current bank) offers the highest return rates and lowest operating costs for us. Therefore, we are recommending that a portion of the Special Account be deposited in three (3) $10,000 CD?’s each with varying lengths, (12 mo, 24 mo, 36 mo). This will enable the Association to have the funds available every three (3) years. The balance of the Special Account ($6,824) will continue to earn Prime Rate interest.

In Favor*: Bev Masters, Jim Walters, Kathy Chapman, Scott Perron

* With the understanding that interest payments will be used for development enhancements as opposed to being added to the reserve account.

- Vote on CHHOA becoming a BJ?’s Wholesale Member for association purchases.

The membership would allow a discount on office / business supplies used to operate the Association. Cost of membership would be $40 for 15 months.

Opposed*: Bev Masters, Jim Walters, Kathy Chapman, Scott Perron

* The savings that the Association would realize is less than the amount of the annual membership.

- Review of 2002 Corporate Tax Return Documents

John Petosa has prepared the tax returns for 2002. The Board will review these returns against the Treasurer?’s Reports for 2002 at the March 11th meeting for filing prior to March 17th.

- Review internet hosting and cost options for the Association to have a web-site again.

Based on Scott?’s review of viable options available for an Association web-site, as well as the use by homeowners in the past, it was decided that this was not a valuable expense at this time.

8. ANNOUNCEMENTS

- Next meeting will be March 11, 2003 at 7:00 p.m. at Camillus Middle School (Agenda Enclosed).

- Congratulations to Ashley Swenson (Dean and Jeni Grunseth) for her achievement of being selected for the National Student Leadership Conference. Only 1,300 students (representing 45 countries) were selected for this high honor. Congratulations, Ashley!

9. MEETING ADJOURNMENT

The meeting was adjourned at 8:08 p.m