Homeowners Forum 20 Minutes (3 minutes each)

Transcription

1 COLONIAL HERITAGE HOMEOWNERS ASSOCIATION, INC BOARD OF DIRECTORS MEETING COLONIAL HERITAGE CLUBHOUSE ARTHUR HILLS DRIVE, WILLIAMSBURG, VA BALLROOM AGENDA Homeowners Forum 20 Minutes (3 minutes each) 3:00 P.M. Call to Order / Introduction W. Dollins 1. Agenda Review & Adoption W. Dollins 2. Minutes (Review & Approval) R. Smith 3. Reports (a) Financial Report J. Izicki Report - Acceptance of 2016 Financials & January 2017 Financials (b) Golf & Food and Beverage A. Cabrera Report (c) Managing Agent A. Ingram Report (d) Lifestyle Director C. Morgan Report (e) Individual Committee Reports ARC C. Nault Report Communications B. Tucci Report Emergency Preparedness B. Gregor Report Facilities J. McSorley Report Finance B. Flewelling Report Fit-n-Well J. Arpin Report F&B M. Maher Report Golf R. Kertz Report Infrastructure M. Ferullo Report Landscape L. Cassidy Report Newsletter L. Calabrese Report Pool G. Pierce Report Social C. Lozak Report 4. Unfinished Business (a) Civil or Environ. Engineer Retainer S. Pittman-Smith Discussion/Decision (b) Adoption of ARCC s Ch. 3 & 4 E. Loonam Discussion/Decision (c) Club Essentials A. Cabrera Discussion/Decision 5. New Business (a) Appoint Committee Chair/Members E. Loonam Discussion/Decision (b) Pool Rules for 2017/Pool Bands E. Loonam Discussion/Decision (c) Policy on Clubs/Room Reservations A. Ingram Discussion/Decision (d) Policy on Gates/HOA damage E. Loonam Discussion/Decision (e) Resolution for BOD Code of Ethics A. Ingram Discussion/Decision (f) Recording of Unanimous Consents A. Ingram Discussion/Decision (g) Reserve Study Proposal A. Ingram Discussion/Decision (h) Comfort Station Repair Work A. Ingram Discussion/Decision

2 (i) Golf Membership Tiers A. Cabrera Discussion/Decision (j) Revised Food & Beverage Hours A. Cabrera Discussion/Decision (k) Emergency Text Messaging E. Loonam Discussion/Decision (l) Landscaping Proposals A. Ingram Discussion/Decision (m) Credit Application for Supplies A. Cabrera Discussion/Decision (n) Portable Bar Proposals A. Cabrera Discussion/Decision (o) Snack Bar Sprucing-Up Proposals A. Cabrera Discussion/Decision (p) Proposals for Preventative Maint. A. Ingram Discussion/Decision 6. Convene to Executive Session (closed) In accordance with Property Owners Act of Virginia Section for the Purpose of: (a) Contract Discussion (b) Delinquent Account(s) Review Payment Plan Requests (c) Veranda Shade Proposals (d) Awning Replacement Proposals (e) Proposals for Heating/Cooling Systems Repairs & Replacements (f) Front Entrance Lighting Proposals (g) Homeowner Requests (h) Evensong/Massie Pond Erosion Proposals (i) Athletic Center Repairs (j) Athletic Center Expansion Proposals (k) Personnel Issue 7. Reconvene to Open Session 8. Vote of Executive Session Items If Applicable Adjourn Next Meetings: The next Board of Directors meeting is scheduled to be held on May 25, 2017, at 3:00 PM at the Colonial Heritage Clubhouse Ballroom. The Colonial Heritage Annual Meeting is scheduled for May 25, 2017, at 6:30 PM.

3 Subject: Management Report To: Colonial Heritage Homeowners Association Board of Directors Date: March 23, 2017 Homeowner Forum (3 minutes per member) The first fifteen minutes of the meeting is reserved to allow time for any homeowner in Colonial Heritage to present concerns or ideas to the Board of Directors. If the Board believes an item discussed by a homeowner should be placed on the agenda for discussion it may be added to the agenda during Agenda Review & Adoption; or if it requires research by the managing agent it should be scheduled for a future board meeting. Call to Order The meeting Chairperson should instruct homeowners that once the meeting is called to order the board can hear no further comments from the audience unless called upon. Homeowners may attend to view the proceedings but the business will be conducted by the Board of Directors. 1. Agenda Review & Adoption The agenda may be accepted or changed at this time. Additions should be kept to a minimum because the board and/or managing agent has not had time to review or prepare for new items. 2. Minutes (Review and Approval): The minutes of the January 26, 2016, Board of Directors meeting (Att. 1a)) and a Special Meeting of the Board of Directors held on February 14, 2017 (Att. 1b), were previously distributed and are attached for review. The Board will need to review and approve or amend these minutes. 3. Reports: a. Financial Report: Board member, Jim Izbicki, will address the board and community members informing them of recent projects, information and overall board communications. (Atch 2 & 3) b. Golf and Food & Beverage Report: Andrea Cabrera will address the Board and the community informing them or recent projects, information, and upcoming events/projects. c. Managing Agent: A detailed report will be presented outlining completed tasks, ongoing projects, and what is planned for the months ahead. (4) d. Lifestyle Director: A report will be presented at the meeting. (5) e. Individual Committee Reports: Each Committee Chair is invited to present a report to the community. ARC Communications Emergency Preparedness Facilities

4 Finance Fit-n-Well Food & Beverage (F&B) Golf Infrastructure Landscape Newsletter Pool Social 4. Unfinished Business: (a) Civil or Environmental Engineer Retainer: Five companies were interviewed and provided information and pricing regarding their services. The available information is being presented to the Board for review and consideration. Two candidates excelled over the others. They are David Reaves from Prism Contracting and Michael Matthews from The Structures Group. (6) Action: Review information to determine action. One option includes having a structural engineer and an environmental/storm water engineer as the primary contact for association questions/projects requiring professional services. (b) Adoption of ARCC s Chapters 3 and 4: A copy of the proposed revisions of Chapters 3 and 4 of the Colonial Heritage Homeowner s Manual were presented to the Board to review and approve the revisions. The association s attorney has reviewed and concurs that the proposed changes are consistent and do not conflict with the governing documents. (7) Action: Pass a motion to adopt the revised Chapters 3 and 4 of the Colonial Heritage Homeowner s Manual. (c) Club Essentials: This item is on the agenda for the Board to review the proposal from Club Essentials as presented by BCG. This would provide for a separate website that would increase marketing potential for the Golf and Food and Beverage operations. 5. New Business: Action: Pass a motion to accept the proposal submitted from the General Manager of Food & Beverage/Golf for BCG. (8) (a) Appoint Committee Chair/Members: This item is included on the agenda for the appointment of Mr. Bob Tucci as Chair for Communications Committee. The Colonial Heritage General Committee Guidelines state the following in part, the board will appoint committee members and chairperson annually to begin service in January (9) Action: Pass a motion to appoint a committee chair and any committee members not appointed at the November 2016 and January 2017 meetings. (b) Pool Rules for 2017/Pool Bands: This item is on the agenda for the Board to review the proposed revised Pool Rules for Additionally, the Board is requested to eliminate the requirement for wrist bands for members guests for summer (10)

5 Action: Review the Pool Rules revisions for 2017 and pass a motion to approve the revised rules and also eliminate the wrist band requirement for members guests. (c) Policy on Clubs/Room Reservations: the association management team has updated the attached procedures and guidelines for clubs and interest groups, to include room reservations for consideration by the board. In order to maintain consistency in the use of the association s facilities it is requested that a written policy be adopted for implementation. (11) Action: Pass a motion to amend the procedures and guidelines for Clubs and Interest Groups to reserve rooms for their scheduled meetings, activities and events. (d) Policy on Gates/HOA damage: This item is on the agenda for the Board to review and approve a written policy regarding the reporting of damage to personal property resulting from association equipment. (12) Action: Review information provided to determine action and pass a motion to adopt a policy regarding reporting of gates/association damage. (e) Resolution for BOD Code of Ethics: This item is on the agenda for the Board to review, amend as needed, and approve a Resolution to establish a code of ethics for the Board of Directors which is deemed to be in the best interest of the Association. (13) Action: Pass a motion to adopt the Resolution establishing a code of ethics for the Colonial Heritage Board of Directors. (e) Recording of Unanimous Consent(s): The board will pass a motion to record the Unanimous consents authorized since the January 2017 BOD meeting. (14) Action: Pass a motion to record the unanimous consents for approval of opening the LFCU bank account & Certificates of Deposit and the Kamco proposal to upgrade the Clubhouse cameras to be paid from the association s Operating Reserve fund for a total cost of $3279. (f) Reserve Study Proposal: This item is on the agenda for the Board to review and approve the proposal from Miller Dodson to perform the required update to the Reserve Study for the community. (15) Action: Pass a motion to approve the Miller Dodson proposal to perform the required Reserve Study update (g) Comfort Station Repair Work: This item is on the agenda for the Board to approve the costs, as submitted, from Wahl Construction for the repair of five water line breaks. Additional damage was found that also needed to be repaired. (16) Action: Pass a motion to approve the proposal from Wahl Construction for repairs to the Comfort Station and determine funding. (i) Golf Membership Tiers: This item is on the agenda for the Board to approve the proposal from the Golf Committee to implement a Social Golf Memberships tier that will be limited to Colonial Heritage residents only. (17)

6 Action: Pass a motion to approve Golf Membership tiers available at Colonial Heritage and the associated Committee for Social Golf Memberships to be available to CH residents. (j) Revised Food and Beverage Hours: This item is on the agenda for the Board to review a proposed change in operating hours submitted by Ms. Cabrera General Manager of Golf and Food & Beverage operations. This change to the restaurant s hours of operation would provide food and beverage services for a specified time on Sunday while reducing hours from Tuesday evening. (18) Action: Pass a motion to approve the proposal from Food & Beverage to change the restaurant s hours of operation. (k) Emergency Text Messaging: This item was submitted to the Board by the Communications Committee to implement a $2.00 per house/per year with a $100 startup fee; total funding request for 2017 is $2,500. This would provide the association the ability to communicate timely information to the residents. This functionality would be used to enable the text messaging capability in Association Voice. (19) Action: Pass a motion to approve the proposal from the Communications Committee to enable the text messaging capability in Association Voice. (l) Landscape Proposals: This item consisting of 4 specific proposals is on the agenda for the Board to approve regarding the following items: (20) a. Tree Removal Leyland Cypress to replace 5 dead trees b. Tree Removal Leyland Front Gate Flag Poles c. Landscape Renovation behind the Athletic Center d. BMP YC030 Pinebrook Action: Pass a motion to approve the proposals from the Landscape Committee to complete the 4 specified tasks. (m) Credit Application for Supplies: This item is on the agenda for the Board to approve the credit application submitted by the Golf Maintenance department for the purchase of supplies. This application would provide access to another supplier. (21) Action: Pass a motion to approve the processing of the credit application as requested by the Golf Maintenance department. (n) Portable Bar Proposals: This item is on the agenda for the Board to review a request to purchase portable bars based upon the proposals submitted by the Director of Food & Beverage. (22) Action: Pass a motion to approve the proposal from the General Manager of Food & Beverage for a seasonal portable bar. (o) Snack Bar Sprucing-Up Proposals: This item is on the agenda for the Board to discuss the proposal submitted by the Food & Beverage General Manager regarding the addition of patio furnishings for sprucing up the Snack Bar area. (23)

7 Action: Review information provided to determine action and pass a motion to approve selected proposals submitted by the F&B General Manager for the snack bar improvements. (p) Proposals for Preventative Maintenance: This item is on the agenda for the Board to review and discuss proposals received by management to perform preventative maintenance for the perpetual upkeep and care of the ballroom flooring. (24) Action: Determine action and provide direction to management; Pass a motion to approve the proposals from Management for preventative maintenance care of the flooring in the ballroom. 6. Convene to Executive Session: (NOTE: all items and attachments included for executive session must not be shared with anyone outside of the board.) In accordance with Property Owners Act of Virginia Section for the Purpose of: (a) Contract Discussion (b) Delinquent Account(s) Review Payment Plan Requests (c) Veranda Shade Proposals (d) Awning Replacement Proposals (e) Proposals for Heating/Cooling Systems Repairs & Replacements (f) Front Entrance Lighting Proposals (g) Homeowner Requests (h) Evensong/Massie Pond Erosion Proposals (i) Athletic Center Repairs (j) Athletic Center Expansion Proposals (k) Personnel Issue 8. Reconvene to Open Session 9. Vote of Executive Session Items all decisions made on Executive Session topics must be made in open meeting. Adjourn Note: The next Board of Directors meeting is scheduled to be held on May 25, 2017, at 3:00 pm in the Colonial Heritage Ballroom; the Annual Meeting is scheduled to be held on May 25, 2017 at 7:00 PM in the Colonial Heritage Ballroom. Submitted By: Anne Ingram, Anne Ingram, PCAM Executive Director Chesapeake Bay Management, Inc. Ed Loonam Ed Loonam, PCAM Assistant Director of Management Chesapeake Bay Management, Inc.