Teal Lake
Village Homeowners Association
Board of
Directors Meeting
Work Session Summary
The work session commenced at about 2:30 p.m. All
board members and some homeowners were present.
The topic of discussion was the results of the survey
that had come back from the homeowners. The board went over the numbers to
see where the homeowner’s interests were.
Some of the board members expressed surprise at the
level of services the majority of the homeowners were saying they wanted.
(See results in the formal meeting minutes)
It was discussed as to how to do a better job of
weeding and that the board should consider developing a process to use the
survey results since the results showed that the majority of homeowners
wanted weeding done.
Board Meeting
At 3:30 p.m. President Gauche call the formal meeting
to order.
Board members present were Lynn Gauche, Tim Perry, Fran
Wickeham, Bob Duncan and Earl Yim. Homeowners present were Beverly Browne,
Bert Goldstein, Bob Crowley, Darlene Mjoen, Millie Kyle, Helen Crowley, Bill
Fowler, Frank Mitchell, Bobbie and Bill Collins, Dick Moser, Doug Schieble.
President Gauche did her review of the agenda for the
homeowners present. She stated that she was adding one item to old business
and two items to new business. Under old business was added the subject of
combined dues packets to save money and the timeline on spending monies as
well as a letter on landscape issues was added to new business.
Tim Perry called for corrections or additions to the
April 28th board meeting minutes aside from typo errors. There
were none and the minutes were passed unanimously.
Tim Perry gave the homeowners a brief overview of the
work session.
Bob Duncan gave the financial report. He stated that
in the interim budget showed that the vast majority of the homeowners, 90,
paid in the first month which was quite good and the interim budget showed
that we had a net worth of 55K. The execution budget – Final showed that
after bill were paid through the end of March our net worth was 37K.
There were no questions of Bob regarding the financial
report.
Jim Richards gave the Landscape report. Jim stated
that he looked at the mowing and was not pleased with the job that All Care
had done. He said that he will see the boss of All Care tomorrow and will
walk the areas with him. The watering is being started but it takes time to
turn it on and then adjust the heads. There were no questions of Jim
regarding his report.
Earl Yim Gave the ARC report. He said that there had
been no new permits since the last meeting. He said that it would be
difficult to determine how much per year the pond would cost us as we have
no reference from previous years. Next year will give us a better idea as
we will have a history to determine the ultimate costs to us. There are
some things that need to be done to the pond area and they are; may need
repair to the burm, Clean some growth along side of the pond. Estimates
will be coming in and the cost should be available by the next meeting. We
will be keeping track of the silt depth in the pond and that may be an
additional cost to remove that. Lynn Gauche asked about the money that Bay
View had received from PLA for the pond. It was explained that the money
they received was used for repairs. Bert Goldstein commented on a committee
looking at a drainage district for South Bay. Fran Wickeham said he will
report to the board on who is heading that committee.
Fran Wickeham gave the SBCA liaison report. He said
that there were three openings on the South Bay ARC and they are looking for
volunteers for the SBCA as well. There is a move to establish a fine
schedule for violations of the ARC rules. The tennis courts near the
clubhouse are going to be refurbished. It will take about 15K to get that
done. There will be a flag disposal ceremony put on by South Bay
Association.
As for the Village Council they are looking at the
commercial signage in the Ludlow area and they will be looking at
regulations. PLA will be presenting a program to explain the scope of what
they plane to accomplish in the future. This would include the building of
condos the moving of the Harbormaster to a location where the marina store
now is. The ad-hoc committee that was formed to look at the securities
violations involving the plans by PLA relating to the social, marina, and
golf associations had been disbanded as those issues have now been
resolved. The Village Council is looking at fund raising and rather than
having an arts festival they will be conducting cocktail parties to gather
donations. Fran’s comment on this was that he though it was interesting to
see that the Village Council is actively raising money when they have no
idea what they are going to append it on. Bottom line is that if the
council is going to be a moving force in the community they are going to
have to be in a financial position to acquire and maintain common grounds.
A homeowner explained that the Council is in a position to be able to gather
funds that will be put into effect in things that will be of benefit to
all. Lynn Gauche asked about the Village Councils mandate and was that
granted by a vote of the community. A discussion took place regarding what
the roll of the Council is.
Old Business
The homeowner who has been delinquent and refused to
pay still has not done so. As requested by the board Lynn Gauche, as
President of the Board, sent a letter to that homeowner but he has still
refused to pay. She has now contacted Richard Shattuck, Attorney at Law and
apprised him of the situation. He stated that rather than putting a lien on
his property we should start a court action which will be more effective.
Fran Wickeham stated that the South Bay Association has done that and was
successful. Mr. Shattuck stated that we should get a judgment against the
homeowner. This will give the board greater latitude in dealing with
delinquent accounts. It was stated that if a judgment is obtained the
delinquent homeowner must pay all legal costs as well as the delinquent
account plus fines. Tim Perry made a motion to seek a judgment against the
homeowner. It was seconded by Fran Wickeham and there was no discussion.
The motion passed unanimously.
Bob Duncan gave the report on the sign repair. Bob
said that the original bid was in excess of $1,2800 dollars. Bob talked to
the bidder and they worked out a bid of $651.00. Bob said that was a good
price and President Gauche called for a motion to accept the Bid. Fran
Wickeham made the motion to approve the bid of #651.00 to repair the sign at
the entrance to Teal Lake Village. Tim Perry seconded and the motion passed
The survey results were presented by Bev Browne. She
said that in the common areas the majority want to continue the same level
of care. The majority want the lawns to continue to be done, and that
weeding be done in the beds and lawns as well as the common areas. The
majority of homeowners want the pruning to be done and to continue with
cable TV.
President Gauche stated that we needed a vote to
continue weeding. She said that we are addressing this issue as a result of
the Town Hall Meeting vote on the weeding. The majority 78% of homeowners
wanted the weeding services to continue. Jim Richards said that he already
had bids in to do the work. He said that we may not need to do the
homeowners beds. Lynn stated that it has been pointed out that a majority
of homeowners have requested that the beds be done and we need to accomplish
that. Jim recommended that we grant the bid to All Care. Tim Perry moved
that the board approve and award a contract to All Care to reinstate weeding
in the entry, Sea breeze Park, landscaped common areas and homeowner’s
landscaped beds for the remainder of this year of 2003. Bob Duncan stated
that while he realized that the majority of homeowners have said that they
want the weeding. Bob suggested that it is not cost effective to pay for
100% weeding when some do not want it. He felt we should re-negotiate the
contract to reduce the costs for homeowner’s beds. Lynn Gauche agreed to
do. Lynn called for the vote and the motion passed with one dissenting
vote.
Note (The ballots that were returned to the board
regarding the voting are attached to these minutes for review by any
homeowner).
Lynn Gauche addressed the weeding of the common areas
which will cost us $250.00. She stated that they have not yet started
spraying but if they sprayed the common areas for weeds they would be able
to eliminate two mowings which would save the association money. Discussion
took place both pro and con to add or not to add an additional spraying and
reduce the mowing. It was moved that and additional spraying be approved,
the motion was seconded and discussion took place. It was discussed that
this was an experiment and if it works this year we can institute it again
next year. Bob Duncan said that that he needs to know exactly how this will
be paid and the mowing costs reduced. The vote was called for and passed
unanimously.
Bob Duncan discussed the interim budget. He said that
there is a complete budget book for Teal Lake Village on file in the Bay
Club. He went through the budget estimates from 2002 and anticipated
expenses to come up with the interim budget that will run through the end of
December of 2003. (see complete report attached to these minutes).
Bob compared the projected budgets for 2004, 2005,
2006. The balances for each year are shown on the budget comparisons
attached to these minutes. The figures show that with weeding added we will
be spending down to the point where we are not viable and well will have to
have increases in the dues to cover weeding. It was discussed that we are
going to have to find alternatives for the homeowners to discuss. The
mailing of the interim budget information and the vote information should be
ready to go by June so that the homeowners will have a chance to vote on the
issues.
Lynn Gauche read a letter from her to Greg McCarry
concerning lot 74 and what they intend to do with it and what our concerns
are regarding the lot. (See letter attached to these minutes). A discussion
took place involving the homeowners next to the lot.
There was a question regarding the mailing of our
checks for our homeowner’s dues into the envelope with the check for the
South Bay Association dues. Bob Duncan stated that he had talked with the
accountant and was told that it was not a problem to send both checks in the
same envelope.
New Business
Lynn Gauche welcomed Doug Scheibel as our new ARC
chairman who will replace Earl Yim who is leaving the board. Tim Perry made
a motion to approve Doug Schiebel and our new board member and ARC chair.
The motion was seconded and approved unanimously. Doug will take over on
July 1, 2003.
Lynn summarized a letter from Bob and Clydene Lloyd who
expressed their concern that homeowners may not approved the upkeep of the
common areas and the importance of keeping those areas in good condition.
If this is not done the values of the homes in Teal Lake Village will not
maintain their value for future sale. (See letter attached to these
minutes).
Lynn asked for input from the homeowners present.
Frank Mitchell stated that he was not happy with the landscaping and after
another two hour session of weeding his landscaped bed brought along a box
of weeds to present to the board.
Dick Moser addressed the issue of contracting and said
that in the past the board included all the things the homeowners wanted
into the contract to see how far the contractors will go to get the bid. He
said that we need to have tighter controls on the landscapers. He
complimented the board and said that we needed a fulltime person to manage
the association.
Bert Goldstein stated that we will never be able to get
a contract that everyone will be happy with and that he just makes sure that
everything gets done on his property. He said that it is up to the
homeowners to help keep up their own property.
It was stated that the weed control that will be done
by spraying and not by pulling the weeds.
There being no further business before the board the
meeting was adjourned at 4:59 p.m.
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