Transition Board Meeting Notes

Tuesday, April 3, 2007

3:30 pm at the Equestrian Center Lounge

Present: Larry Winslow, Maren Anderson, Chuck Kayser, Dorrie Kayser, Nick Picerno, Roger Gibbons, Cristy Hunt

• Larry began the meeting asking if there was anything that needed to be added to the previous meeting notes.  We added that each committee was forming a committee plan as well as resource needs and prioritized task lists.
• We also corrected that a gate presentation would be held at a future meeting date, not the April 3^rd meeting.
• Mentioning the gate, Nick said he had the flowers moved away from the exit gate to keep it from staying open.  Larry also said from now on we need to make sure that as we go on and off daylight savings time, we need to manually change the timer on the gates.
• We then followed up from the last meeting’s notes that each committee would prioritize their task lists, present resource needs, and give their committee plan.
• Each Committee Chair then gave a brief report.

• Sid Newman was absent but provided a list of Priority Issues for the Events Committee.  They are listed in priority as follows:
  1. Guidelines for community manure management
  2. Welcome packages for new residents (equestrians & non-equestrians) and boarders
  3. Interface between Equestrian Center and HOA
  4. Use of Equestrian Center facilities
  5. Maintenance of bridle trail
  6. Use of bridle trail
  7. Use of amenities (clubhouse, pool, etc.)

 Nick Piserno, Finance Committee

• 1. They’ve had 2 meetings.  The first was an organizational meeting.  Nick will email these minutes to the Board.
  2. During their second meeting, they defined and assigned tasks. 
     • Bob Zalkan is working on revenue and the dues collection process.  He is estimating income in a 3-year projection.
     • Todd DeVee is working on amenities with guidance from Nick.  These amenities include bridle trails, lake, walking path, and future amenities.
     • Nick is working on a budget for ongoing maintenance expenses for non-amenities such as common areas, gate, roads, etc.
     • Maren is working on risk assessment for insurance and will create the vehicle for reporting the budget as well input the budget numbers provided by others.  Maren is also the go-to person for all budgeting questions. 
  3. Their next meeting is scheduled for May 2.  Currently they are working on organizing their tasks prior to approaching Maren for information.
  4. Larry suggested they have some lead-time issues for amenities.
  5. Nick also suggested that doing a survey at this point is premature.  Once developer-funded amenities are determined, then we could ask the homeowners what maintenance costs they’re willing to pay.

• Chuck Kayser, Regulatory Committee:

1.      The committee is still in an organizational stage.  They last met on Monday, April 2.

2.      Their prioritized task list is:

·        Architectural Review

·        Covenant and Compliance

·        Safety and Security

·        Lake

·        External Regulatory (city/county issuses)

·        Legal

3.      The committee said that covenant interpretation is an ongoing process and issues will be addressed on an as needed basis

4.      Their resource list includes:

·        Needing one official, dated set of original restrictive covenants

·        The committee needs volunteers

·        Will need stationary materials and mailing supplies (Currently they can use the office for mailing needs)

·        Will need legal advice

5.      Larry suggested that the existing attorney for Equestrian Lakes would be helpful for current issues related to the development, but moving forward as a separate entity an independent attorney would be useful to avoid any conflict of interest.

6.      Dorrie researched a list of attorneys who specialize in HOA’s – they are going to look into a specific one from Greensboro.

7.      The committee is also researching lawsuits concerning ARB issues and realize we need to have more specific timeline policies

8.      Larry suggested we send of attorneys to the Board for approval.  As a developing corporation, we should use an outside attorney.  The transition process needs legal assistance.

9.      Larry asked if the committee has considered charging fees for the plan review process.  The committee is currently defining what this plan would include.

10.  A preliminary ARB task plan was given to Larry.  The ARB is a subcommittee of the Regulatory Committee. 

11.  The ARB is trying to have a 30-day turn around for plan submittals.  This would include 2-weeks for the ARB and 2-weeks for the developer.

12.  Larry said as we put the process together, there should be volunteers to help.

13.  Also, these processes would be in the practice stages the first six months, then the second six months we should be working smoothly moving forward to the HOA.

14.  The ARB submittal form is being revised as the committee researches other community forms to incorporate into our existing form.  This will include adding a checklist.  Also when plans are submitted, the committee will ask that the application be complete.

15.  ARB meeting times for now are on an as-needed basis.  Moving forward they will not operate as an on-call committee.  They plan to have set meeting dates to review plans.

16.  The committee is creating a template for approval, denial and re-submittal letters.  They are also creating a way to explain that the ARB will not be held liable if ARB denies plans.

• Larry explained that the Board is on an 18-month critical path including defining tasks and monitoring the progress on the tasks.  He would like to meet with each committee in June or July to review their progress of their task lists.

• Dorrie suggested having approval process dates set.  Chuck suggested having a process implemented to make sure they work in 18 months when the association is in working order.  The transition process is a time to refine issues.  After the HOA is formed, we don’t want to be changing the process.

• Nick’s committee will have an actual working budget for 2008 derived from the current budget.  From this, the committee will form a projected budget for 2009, 2010, and 2011.  For amenities coming on board, they will plug in those numbers.   They need a list of anticipated amenities with completion dates.

• The communications committee is to schedule a meeting to define their task list.

• The next Board meeting is scheduled for August 7 at 3:30 at the equestrian center lounge.  An email reminder will be sent out to the board and committee members.