RVMHA BOARD of TRUSTEES MEETING 5/27/15 4:30 pm Clubhouse Conference Room

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1 RVMHA BOARD of TRUSTEES MEETING 5/27/15 4:30 pm Clubhouse Conference Room Meeting Monthly Type of meeting General Facilitator Catherine Abbott () Note taker Myra Dulberger (); Lisa Hogrefe (LH) Timekeeper Meeting started at 4:30 Attendees PL, TL, GS, DK,,, LH, Sue Augusto, Susie Soto, Roy Steinwolf. Approval of Agenda and 4/15/15 Minutes Agenda Motion to approve as revised DK, TL Seconded. All in favor. Minutes Motion to approve as revised PL, GS Seconded. All in favor. Thank you to Sue Augusto & Susy Soto A special thank you went out to Sue Augusto & Susy Soto, with gifts of appreciation, for their hard work organizing the administrative office. Voting Issue Draft Audit & 2014 Taxes DK questioned Rio Vista s corporation status. to get clarification from Accountant. DK also questioned if the RV membership should approve the Resolution to Carry Forward any excess surplus to the following year. explained that the Board approves the Resolution to Carry Forward and announces it at the Annual Meeting. to get clarification from Accountant regarding RV s tax filing status and Board. Voting Issue Resolution to Carry Forward Motion to approve the Resolution to Carry Forward any excess income from 2015 to the following year s operating expenses. GS made the motion, DK Seconded. All in favor. Accounting process ASAP Voting Issue Approval of the Audit DK made a motion to approve the 2014 Audit. TL Seconded. All in favor. and the Board had Audit questions for the Association s Accountant. Accountant to be contacted with questions. ASAP Voting Issue Begonias 1

2 MINUTES 5/27/15 The Board approved between Board meetings via , $8, to Village Green for the replacement of the boxwoods throughout the common grounds, two holly trees and the Crocker Mansion island plantings. Work Completed N/A Voting Issue Pool Rental Form The Board approved between Board meetings, via , the pool rental form and policy for renting out the pool or the patio area for a function devised by... Will use this new form when a RV member wants to rent the pool for a function. Voting Issue Next Board Meeting Next Bd. mtg. scheduled for Tuesday, 6/16/15, 4:30 p.m. N/A LH to advise Ron Colombo LH ASAP Voting Issue Update on Voting Issues explained that all permits for the rock wall repair have been signed off by the engineer, Michael Kelly, R & L Engineering. Waiting for the town to sign off. An additional soil permit was needed for $50 Follow up with permits. ASAP Voting Issue Employee Evaluations Annual employee evaluations for and Ed Raess (ER), the Association maintenance man will be discussed at the end of the Board meeting. Evaluations for Review End of Bd. Mtg. Financial Committee Report Financial Statement Review of 2014 Financial Statements. to confirm certain categorization of expenditures with accountant. to contact Karen Sackstein, Accountant ASAP Financial Committee Report P & L Statements 2

3 Preview new P&L statements completed with Quick Books. Suggestion made to add YTD column. to revise to add an YTD column to the spreadsheet. Next Bd. Mtg. Financial Committee Report Check Register Review Approved Presentation completed N/A Financial Committee Report Closings There are six closings to date and two pending closings. None at this time N/A Financial Committee Report Aged Receivables Five of five pay plans completed. None at this time N/A Financial Committee Report Super-Priority Dues John Rizzo, Associations attorney will request super priority dues from resident #033WH and resident #168 as confirmed by Board consensus between Board meetings via . None at this time Voting Issue Bocce Court received two estimates. One for $8,800 and one for $4,300. It was decided to table it for now, to be re-visited. PL to speak with Dave D Anna PL ASAP Voting Issue Chapel Window Cleaning got two estimates for cleaning the window sills beneath the stained glass windows in the Chapel. One for $800 and the second, for $650. 3

4 The Board agreed to have the window sills in the Chapel cleaned for $675 by Creative Cleaning. They also requested that find out if the cleaning company could clean the stained glass and the arches without damaging the caning and get an estimate. to contact Creative Cleaning and get a price for cleaning the stained glass windows. ASAP Voting Issue Benches for the Formal Garden Area Voting Issue Gym Rowing Machine discussed Landscaping Committee s request to purchase three more benches for the FG. She received an estimate for $1,596 per bench. The Board decided to table purchasing new benches at this time. explained that she has received several requests for a rowing machine in the gym. One had been found on Amazon, a Concept II Model Rowing Machine for $900. PL made a motion to purchase a new rowing machine from Amazon for the gym for $900 plus tax. DK Seconded. All present in favor of the motion. In addition, the two old steppers in the gym will be removed from the gym and ether given away or scrapped. Order the rowing machine from Amazon ASAP Voting Issue Rio Vista Website gave a visual presentation of the new website. There was discussion about including archival information and a brief history of the property. DK volunteered to write it. The log-in information and password will be the same. An advertising supplement will also be included and fees would apply to advertisers. TL made a motion to launch the new website when ready. PL seconded. All in favor. DK to write a brief history of the property. DK, ASAP Voting Issue Resident Book Signing Resident #239, an author of children s books, expressed an interest in having a book signing in the clubhouse lounge and would have books available for purchase. 4

5 The Board felt that it was too commercial and suggested calling it a Book Reading instead and she would read from her books. In addition, this event would only be available to RV Members. To discuss with the Author ASAP Administrative Issue Sound Barriers Request from resident #305 for the administrative office to write a letter stating that Rio Vista preceded Route 287, in support of her effort to have sound barriers installed by the state of New Jersey. Board authorized a letter on her behalf. LH to write letter. LH ASAP Administrative Issue Board explained that DK, who replaced John Belluardo on the Board, could run for election to a full term in October. She requested that the other Board members think about whether they would like to run again. and to think about possible candidates, ASAP Covenants Committee Feral cat Issue discussed the feral cat issue at RV at a meeting with the Health Department and the Police Department. A resident #240 has been feeding the stray cats. Town is aware of situation. Tyco animal control has removed a number of stray cats; however, it has become a bigger problem. Resident s house is for sale. spoke to realtor about the problem. to follow up. Covenants Committee Property Maintenance Issues LH LH explained the current situation at properties for #053, #211 and #056. Person Responsible Deadline RVMHA will hire J&L Landscaping to minimally mow lawn at #211. #053 is being maintained by the bank. A bank has hired a property maintenance company who will maintain the property at #056; unfortunately they need the homeowner s confirmation and have been unable to contact him. LH ASAP 5

6 Covenants Committee Tree Issue Resident #030 fined $1,980, 1/22-4/30/15, $20/day. Letters received from his attorney. J. Rizzo said no response is needed. Action Items None at this time. Covenants Committee Property Maintenance LH Resident #193 will not be painting the exterior of the house. They will be putting the house on the market shortly. Fine will be imposed starting in May. Covenants Committee Fine LH LH & As appropriate Resident #095 s son paid $200 fine for unauthorized ATV usage. None at this time Landscaping Committee Report - Proposals updated the Board on various landscaping projects, including the replacement of the boxwoods in the common areas. In addition, as RVMHA is currently in the last year of a three year contract with both our landscaping and snow removal companies, she will be going out for bid for these contracts. Get estimates for landscaping and snow removal. ASAP Landscaping Committee Report Trotters Lane Detention Basin had an engineer take a look at the dentin basin on Trotters Lane because it appeared to be sinking. According to the engineer, it looks okay at this time. We may have to fix/fill the joints, but this is not a collapsing issue. Periodic inspection of the basin. & Ed Raess As appropriate Administrative Issue Chapel chandelier reported that the chandelier in the Chapel Choir Loft was repaired for $100 and was working well. Administrative Issues Kneelers 6

7 There are two old kneelers in the Choir Loft. ER doing carpentry work on the stairs. DK said that he wife; a minister might be interested in seeing them. Find a place to donate them; meet with the Kopp s Administrative Issue Chapel Rental Discussed charging for extra staff time for Chapel rentals. There are many administrative responsibilities and extras, including cleaning and waste removal that need to be considered, as well as staff called in during an event. Add this information about extra charges to room use policy. Revise Room Use Policy. ASAP Administrative Issue Face Book Page discussed the unauthorized use of our name on Face Book. took control of the page. Review RVMHA presence on social media Administrative Issue Map Pool Committee Report - Opening A large index map of the Development has been framed and is prominently displayed in the administrative office. Opening day of the pool went well. A pipe had burst the night before; however; Universal repaired it before the opening. Social Committee Report Golf Outing Resident #148 will be organizing the RV golf outing again this summer. Date to be determined. Follow up is needed ASAP Pool Committee Report - Meeting Adjourned 6:25 pm arranged to have a lifeguard clean and scrub the patio furniture. 7

8 Motion to adjourn PL, Second GS. All Trustees voted in favor. NEXT BOARD MEETING: Tuesday, June 16, :30 p.m. Advise Ron Colombo LH ASAP Respectively submitted by Lisa Hogrefe 6/16/15 Edited by Myra Dulberger 8

Park Village HOA Board Meeting Thursday, September 28, 2017 Park Village Clubhouse 7:00 PM. Meeting Minutes

Park Village HOA Board Meeting Thursday, Park Village Clubhouse 7:00 PM Meeting Minutes 1. Call to order at 7:00 PM 2. Roll Call, Establish Quorum A. Present: James Bernier, Jr., Brian Zeyak, Karen Michailo,