Preliminary Business:

1.       Minutes of the March 20 meeting were approved as read.

2.       Pat Karlsson’s resignation from the Board was accepted.  Two positions on the Board will be open at the Annual Meeting on May 8.

3.       Community Expectation of Board Actions in the matter of snow removal and Boat Slip allocations: The Annual Meeting will include a briefing on these subjects.

4.       Agenda Approval – Members present presented no additions

Old Business:

1.       Treasurer’s Report

1.1.    Large amount of detail has been assembled from various sources, mainly the Grounds Committee, for inclusion in the FY 2007 Budget.  Gaylon has furnished some of it, but has not been effective in formulating the new Budget.  A replacement bookkeeper is needed.  A survey of local accounting firms shows that charges for this work range from $900 to $2000 per year.  All firms offer the services of a CPA.

1.2.    Capital Planning for 2007 Fiscal Year:

Thanks to Linda Rule’s hard work, enough material has been assembled to build a well-documented Capital Planning Budget.  It will be presented at the Annual Meeting.

1.3.    Annual Meeting Budget Preparation

Background material is complete.  Charlie will format the report for presentation at the Annual Meeting.

1.4.    Bookkeeper Replacement: Pursuant to assignments made at the last meeting, Bob reported results of his poll of accounting firms and Charlie reported that he has found a person interested in the job.  Negotiations are in progress.

1.5.    Audit Request – Cost is estimated to be more than $200. Board agreed that financial records must be audited by external auditor.  Linda will seek potential auditors to be considered by Board and report at the next meeting.

2.       Facilities and Grounds

2.1.    Painting of Cluster Houses not Conforming to Palette: Bob sent registered letters to the four homeowners involved.  One letter was returned because the addressee is no longer at that address. One was returned because the addressee did not respond.  Two addressees responded, saying they have plans to paint their houses this year.

2.2.    Lighting Repairs: – Linda will include this item in the FY 2007 budget.   Bob and Linda are searching for a contractor and get a bid.

2.3.    Boat Policy & Dues Notice to Non-Lakefront Homeowners – Bob will report at the Annual Meeting.

2.4.    Parking Lot Sealing –Linda will include this item in the Grounds Budget submission

2.5.    Tree Removal – Cost estimated to be over $2000 and will be included in Grounds Budget submission. 

2.6.    Power Panels Replacement –Linda and Bob are seeking those able to do the job and get cost estimate to include in Grounds Budget.

3.       Legal Matters

3.1.    Foreclosure of Abandoned Property – Charlie has begun contact with Laurie Dolson about procedures for declaring the Rosene property as abandoned..

4.       Annual Meeting Planning

4.1.    Location Reservation –The Langston Hughes Middle School cafeteria is reserved for May 8^th Annual Meeting, beginning at 7:30 pm

4.2.    Budget for 2007 – 2008 – Charlie  is preparing the budget for coming year based on expenses of past year

4.3.    Agenda – Items included:

1.       Elections of Two Officers.

2.       Presentation of the Budget

3.       Briefing on Boat Rental and Snow Removal practices

5.       Administrative

5.1.    Property Owner Encroachment – Outstanding action for Russell/Newcomb

6.       Board Members – Open Forum

6.1.    No new items.

Meeting Adjourned at 9:00 PM.

Respectfully submitted,

Robert Hanlon, Secretary

The meeting was held at the Hanlons’ house at 2015 Lakewinds Drive beginning at 7:30 pm.  Those attending were:

Charles Russell’s Introduction:

1.       Suggestions & Comments

2.       Board Purpose

3.       Community Expectation

4.       Agenda Approval – Hanlon, Karlsson, Rule presented no additions

Old Business:

1.       Treasurer’s Report

1.1.    Discussed Treasurer’s notes; no Motion for Approval, no formal actions proposed.

1.2.    Capital Planning for 2007 Fiscal Year:

Planning requires records of past year’s expenditures. Since the Grounds Maintenance activity is the principal category of Cluster expenses, Linda will present Board with estimated cost and execution time of coming larger expenses, Board will build Capital Planning budget from that estimate.

1.3.    Annual Meeting Budget Preparation

Pat will request a full budget covering to the end of FY 2007 from Bookkeeper, to be ready for the Board to discuss prior to the Annual Meeting on May 8.

1.4.    Bookkeeper Replacement: Board moved to prepare to replace Gaylon as Bookkeeper.  Assignments associated with this task:

1.        Charlie will discuss replacement with Gaylon;

2.       Bob will investigate other candidates through RA and Linda Rule’s contacts.

3.       Report is due at the next Board meeting.

1.5.    Audit Request – Cost is estimated to be more than $200. Board agreed that financial records must be audited by external auditor.  Linda will seek potential auditors to be considered by Board and report at the next meeting.

2.       Facilities and Grounds

2.1.    Painting of Cluster Houses not Conforming to Palette: Bob presented a draft letter to these homeowners – The Letter was approved with changes. Bob will distribute to the four nonconforming houses

2.2.    Lighting Repairs: emails and other notices – Linda noted that extensive wiring replacements are needed on underground cables.  Cluster must hire an electrician capable of doing underground cable work.  Bob and Linda will coordinate efforts to find a contractor and get a bid.

2.3.    Boat Policy & Dues Notice to Non-Lakefront Homeowners – Bob will hand out Policy at Annual Meeting and answer questions as they arise.  The revised policy requires that non-Lakefront Homeowners desiring to use the Cluster waterfront take the initiative to contact the Secretary and pay the annual fee.  Those that pay will be given a tag for their boats.  Boats not showing the “fee paid” tag will be removed.

2.4.    Mailbox Replacement Schedule – Replacement activity is limited by Budget constraints, replacement of one mailbox per year depends upon money available in the budget.

2.5.    Parking Lot Sealing –Linda will include this item in the Grounds Budget submission

2.6.    Tree Removal – Cost estimated to be over $2000 and will be included in Grounds Budget submission. 

2.7.    Power Panels Replacement – The contractor must coordinate this effort with Dominion Resources and carpenter doing the work. Linda and Bob will seek those able to do the job and get cost estimate to include in Grounds Budget.

2.8.    Goose Control: Linda noted that goose control costs more than $1000 per season

3.       Legal Matters

3.1.    State Corporation Commission Certificate of Incorporation – Charlie gave Bob the new Certificate for file, attesting that Second Lakewinds Cluster is an accredited Non-Profit Corporation.

3.2.    Foreclosure of Abandoned Property – The Board approved an amount ranging from $500 - $800 to establish an escrow account for the attorney executing the foreclosure.  It was noted that more money might be needed, but that all expenses can be recovered from the Sheriff’s Sale when the foreclosure is settled.

4.       Annual Meeting Planning

4.1.    Location Reservation – Secretary – Bob will seek a reservation to use the Langston Middle School cafeteria for May 8^th Annual Meeting, beginning at 7:30 pm

4.2.    Budget for 2007 – 2008 – Treasurer: Pat will obtain a budget from the Bookkeeper for coming year based on expenses of past year

4.3.    Agenda – Items needing development for Annual Meeting (all)

1.       Elections of Officers –One Board member will be elected this year, replacing Charlie whose term is completed.  Charlie urged all members to solicit interest from Cluster residents, especially new neighbors. He noted that 3 or 4 new homeowners were possible candidates for assisting Board or running for election; and agreed to contact them to explain/suggest this.

5.       Administrative

5.1.    Web Site (http://www.lakewinds.addr.com/6cluster.htm) is working well. It could be used to show the Board Meeting Planning Schedule, if the Board makes this document.  

5.2.    Property Owner Encroachment – Outstanding action for Russell/Newcomb

5.3.    Parking Matter resolution – This item has been indefinitely postponed. No action is anticipated in the coming year.

6.       Board Members – Open Forum

6.1.    A Capital Planning Budget is needed and should be the first item on the Treasurer’s agenda for the 2007 Fiscal Year.

There being no other business, the meeting adjourned at 9:00 PM.

Respectfully submitted,
Robert F. Hanlon, Secretary
Transcription of Charles Russell’s notes with small additions from Bob Hanlon’s notes.