Beckett Ridge HOA Board Meeting               July 21, 2009 6:30 p.m. at Tri County Baptist Church Meeting Minutes Call to Order Dennis Bender called the meeting to order at 6:30 p.m. Board Members present were Dennis Bender, Dave Burling, George Hulsizer, Debbie Olszowka, Terri Wong and Burt Young. Sharon Palm was absent with notice. Debi Perkins represented Towne Properties. Tony and Bob Wilson represented Brickman.   Dave Burling represented the Landscape Committee. Homeowner Requests/Concenrs No homeowners were present. The Board did agree that in future meetings any owner in attendance at a meeting will be asked sign in with their name and address. Minutes Approved The Minutes of the previous Board of Trustees meeting held June 16, 2009 were approved with no changes. Landscape Committee Report - Dave Burling gave the report. He received a follow-up call from Brian Elliff, Director of Community Development for West Chester regarding maintenance of the roundabout at the end of Eagle Ridge. Dave told Mr. Elliff that at this point Beckett Ridge is not willing to assume maintenance of the roundabout.  The committee held another meeting to discuss new leadership for the committee and possibly a new name for the committee since their forcus is not solely landscaping. Bruce and Shelly Rankin have agreed to head up the committee in 2010. The remaining months of 2009 will be used to transition the chair position. There are plans for a team-building meeting sometime in August. A request was made to Brickman to move some of the flowers from certain landscaping lights since the heat of the light is damaging the plant. Dave will coordinate specific locations with Brickman. Brickman -Tony Wilson gave the report. He reviewed with the Board the monthly landscape management schedule. He told the Board that Brickman had replaced some flowers that have died in some of the landscaped beds. The transplanted flowers from the BR Boulevard entrance seem to be doing well. The drain repair work in the common area at the end of Eagle Ridge is complete with the exception of the seed and straw work.  He shared with the group photographs of the work that has been done. Tony presented six (6) proposals to the Board for their review. The Board tabled any action on all of them except for one, which covered the removal of some barbed-wire fence in the common area behind Timberchase Court. Architectural Review The Board reviewed one application, which was approved. The owner will be notified of the Board's decision. Managers Report The Board reviewed the current Management Report and Debi responded to questions. Debi shared with the Board an update from the owner who had planned the neighborhood get together at VC1 (off Crossbridge) that was held on June 28th. Financial The Board reviewed and approved the current cash statement and delinquent status report. As of July 15, 2009 the delinquency amount was $53,363.90. The Board reviewed a request from an attorney regarding two settlement offers for the Board's consideration on one of the foreclosed properties in Beckett Ridge. The first offer was to have the Association purchase the property from the bank and the second offer was to allow the owner to sign over the property to the bank with the understanding that the Association would waive all fees up to the recording of the new deed. The Board rejected both offers. Phone Log The Board reviewed the phone log from Towne Properties Old Business A. Proposed Revised HOA - Rules and Regulations - The committee made up of Board members Burt Young, George Hulsizer, Sharon Palm and Dave Burling will have their first meeting in August. Burt will contact the homeowners who had requested to be involved in this project. A report will be given at the August meeting. New Business A.     Homeowner Complaints - the Board discussed how to best handle homeowner complaints that are brought to the Board's attention at a monthly Board meeting. Concern has been expressed about divulging names in the meeting minutes as this could discourage someone from bringing a problem to the Board's attention. After much discussion on full disclosure in the official meeting minutes as opposed to respecting the confidentiality of someone's name the Board agreed that no names will be listed in the meeting minutes. B.     Improvement Applications - the Board discussed whether names, addresses and type of improvement requests it should be listed in the meeting minutes. Towne advised that this was a mistake since someone may read the minutes and find out that another BR owner was given approval for a particular type of improvement (i.e. a split-rail fence) and then feel that they did not have to submit an application for their same type of improvement.  The applications to be reviewed are listed as part of the meeting's agenda so there is a written record of what was reviewed that is attached to the official meeting minutes. The Board agreed. C.     Millcreek Questions and Meeting with Beckett Ridge Board - the Board reviewed submitted questions from Millcreek. They requested that Towne reply to Millcreek and suggest a face-to-face meeting with the two Boards sometime in late October or November. D.    Payment for Meeting Room - Burt Young asked if anything had been sent to Tri-County Baptist Church as a donation for use of their facility for the monthly Board meetings. Nothing has been sent to date. The Board discussed what amount should be donated and it was agreed that the amount allocated in the operating budget for use of a room at the BR Country Club should be donated to the church. Towne will handle the disbursement.  Adjournment There being no further business to come before the Board, the general meeting was adjourned at 7:25 p.m. Next Meeting The next Board of Trustees Meeting will be held on Tuesday, August 18, 2009 at 6:30 p.m. at Tri-County Baptist Church.