Merrimac

Transition Board Information

Transition Board Minutes-11/26/02

Transition Board Meeting (TBM) Notes
November 26th Meeting

Transition Board Members Present: Randy Park, Richard Montague, Kathy Klingel
Transition Board Members Absent: Greg McNealy, Rick McKinney
Also Attending: John Guggemos (Architectural Design Committee Chairman), Eddie Miller (Kirkpatrick Management)

Meeting Notes from 10/30 Meeting
Richard opened the meeting and TBM notes from October 30th were discussed. No changes and/or corrections were made.

CURRENT ISSUES
Richard presented an agenda to follow and it began with Current Issues.

Assessment Dues
Discussion was held regarding whether dues would be required annually or bi-annually. It was agreed that dues would be collected $250 dollars January 1st (delinquent after Jan. 31st) and $250 dollars June 1st (delinquent after June 30th). It was agreed for all delinquent accounts that a $25.00 delinquent fee per month would be due if not paid by notified due date(s). A motion was brought to approve the policy; motion passed 3-0. Eddie stated that notices for dues would be mailed out the first week of December by Kirkpatrick Management.

Update on awarding of Maintenance Contract
GT services have been awarded the maintenance contract for 2003. It was also noted that GT services have been awarded the Snow removal contract. GT Services will begin plowing the neighborhood once 2-inches of snow have accumulated.

Majority Control of Neighborhood Discussion
It was announced that 196 homes are occupied/closed on as of November 26th. The question was posed as to what point the neighborhood takes control of the association. It is as follows:
Class A Members: The neighborhood – with one vote per lot closed or owned.
Class B Members: Developer – with 3 votes per lot unclosed.
Based on the number of homes still to be developed/closed, the neighborhood will have control once 221 homes are closed. That leaves 25 homes needing to be closed upon before the neighborhood assumes control of the association.

Neighborhood Meeting
Discussion was held to determine a suitable date for a 2003 Neighborhood meeting. A date of January 15th was suggested, the board unanimously agreed to that date. The meeting will be held at 7:00 pm. Notices will be sent by Kirkpatrick Management.

FINANCIALS
Operating Account
Eddie briefed everyone on the financial status. Eddie stated there is $596.00 in an account that Alex administered & never closed. He also stated that the neighborhood has a reserve of $1,656.36. This is the first time there has ever been a reserve.

Eddie did state that community maintenance is over budget by $8,000.00 Kirkpatrick Management has changed seventeen ballast on light fixtures since taking over last January. The state of the light source in the neighborhood is poor and lighting lease decisions need to be discussed.

A line item budget was presented by Eddie. The TB reviewed line item by line item. It was discovered that the line item Bed Maintenance/Mulch was off by $11,930. Eddie agreed it was an oversight. Eddie agreed to revise the budget, make the necessary corrections and e-mail the revised budget to the Board members ASAP. The board needs to approve/correct the revised budget as quickly as possible for assessment notices would be held up until the budget was approved by the TB. All other line items were okay.

COMMITTEE REPORT
Newsletter – Richard has not been able to get in contact with Susan Colbert to discuss her possibly handling the newsletter duties.
Landscape – Rick McKinney was not present, therefore no update was given.
Website – A neighborhood site has been set up at www.neighborhoodlink.com/westfield/merrimac Randy has been updating items on this website. Items that can be put on the website are text files and jpeg files. Randy stated that he will be putting on the Architectural Review Committee Forms for the neighborhood.
Pool – Kathy stated as it is winter and no decisions can be made on the pool until budget is finalized, there is nothing to update on the pool.
Social – Greg McNealy was not present for a full update, however it was discussed that the first social committee flyer had been put in everyone’s mailbox announcing a Santa event at the clubhouse on December 13th. There was also a sheet to update information regarding starting a new directory.
Architectural – John stated the 1st meeting was held on 11/25/02. There were only 3 applications for review. Corrections were made to 2, 1 was approved.

UPCOMING MEETING
It was agreed upon that the next meeting would be, Wednesday, December 18th at 7pm in the clubhouse.

Meeting Adjourned at 8:20 pm.

Transition Board Meeting-12/18/02