Beckett Ridge HOA Board Meeting               August 18, 2009 6:30 p.m. at Tri County Baptist Church Meeting Minutes Call to Order Dennis Bender called the meeting to order at 6:37 p.m. Board Members present were Dennis Bender, Dave Burling, George Hulsizer, Debbie Olszowka, Sharon Palm and Burt Young. Terri Wong was absent with notice. Debi Perkins represented Towne Properties. Tony and Bob Wilson represented Brickman.   Shelly and Bruce Rankin represented the Landscape Committee. Homeowner Requests/Concerns Steve Mullins was present. Steve who also is a member of the Landscape committee shared with the Board the results of discussion group that was held on August 4th. The purpose of the group was to answer the question: What are the challenges to Beckett Ridge remaining relevant within the community? Members of the landscape committee feel there is a need within Beckett Ridge for more than just a landscape committee. There are other areas of concern that need to be addressed. Communication has been identified as a top priority. Steve suggested that the Board appoint a committee to work on this project and the committee can form sub-committees to work on separate challenges that have been identified by the committee, such as communication, community involvement, community amenities, etc. The Board agreed that this was a good idea and asked Steve to head up the committee with Dave Burling serving as the contact for the Board. More information about this new committee will be forthcoming in the next BR newsletter and on the BR website. The Board reviewed several complaint forms submitted by a BR homeowner. These will be reviewed and discussed in Executive session after the September Board meeting. Towne will notify the owner of the Board's action. Minutes Approved The Minutes of the previous Board of Trustees meeting held July 21, 2009 were approved with no changes. Landscape Committee Report - no report. Brickman -Tony Wilson gave the report. He reviewed with the Board the monthly landscape management schedule. He told the Board that the drain repair work in the common area at the east end of Eagle Ridge is now complete including the seed and straw work.  The barbed-wire fence in the common area behind Timberchase Court has been removed. There is another drain issue off of Woodglen that will need to be addressed. Brickman will work up a proposal for the Board's review at the September meeting. Debbie Olszowka asked how often the area at the corner of Rollingwood and BR Blvd. is mowed. Tony confirmed it is a secondary mowing area. She asked if it could be upgraded to a primary mowing area since the creek bed is looking overgrown. The area will now be mowed/trimmed weekly. Architectural Review The Board reviewed three applications. Two were approved and one was denied until more details are provided. The owners will be notified of the Board's decision. Managers Report The Board reviewed the current Management Report and Debi responded to questions. Financial The Board reviewed and approved the current cash statement and delinquent status report. As of August 10, 2009 the delinquency amount was $52,293.90. Phone Log The Board reviewed the phone log from Towne Properties. Old Business A.     Proposed Revised HOA - Rules and Regulations/Covenants - The committee made up of Board members Burt Young, George Hulsizer, Sharon Palm and Dave Burling had their first meeting. They reviewed the information and suggested format from the Association's attorney Jim Matre. The feeling of the committee is to draft a simple document stating covenants for the entire community and add sub-sections as needed for individual neighborhoods. Another meeting is planned in early September. New Business A.     Secondary Mowing Area - the Board discussed the definition of a secondary mowing area. A secondary mowing area is mowed weekly in the spring due to the amount of rain. As the rain subsides, the area is then mowed every other time. During very dry spells, the mowing is reduced even further. A secondary mow area does not receive any weed control or fertilization treatments. There are no fungicides or insecticides sprayed. Trimming, edging and mulching are also not done. These areas have been identified by the BR Board and are outlined on the common area map that is used for bidding purposes. Most areas of Beckett Ridge common space that is adjacent to a condominium community are considered a secondary mowing area unless other arrangements have been made between the two associations. Members of the Meadows Board plus representatives from their landscape committee met with representatives from the Beckett Ridge Board, Brickman and Towne Properties on Monday, August 17th to walk the common areas that belong to Beckett Ridge that are adjacent to the Meadows and are being maintained by Brickman.  There is concern that Beckett Ridge is not maintaining these areas at a level agreed to last year when Beckett Ridge assumed maintenance of these areas from the Meadows. Dennis Bender promised that the issues would be resolved by the end of September. B.     Request to Obtain BR Common Area - the Board reviewed correspondence received from Lyons & Lyons who represent an owner who lives on Schoolhouse Court and who would like the deed to a vacant parcel of land that is adjacent to his property. The Board took no action until the request can be reviewed by the Association's legal counsel. C.     Millcreek Meeting with Beckett Ridge Board - the Board agreed to try to set up a meeting with the Millcreek Board sometime in October. D.    Beckett Ridge Reserves - Dennis Bender suggested consolidating some of the line items on the BR reserves in an effort to clean up the reserve funding sheet of the monthly financial statement. Towne will check with the Association's auditor to see if there is any IRS rule that would prohibit this action.  Adjournment There being no further business to come before the Board, the general meeting was adjourned at 9:08 p.m. Next Meeting The next Board of Trustees Meeting will be held on Tuesday, September 15, 2009 at 6:30 p.m. at Tri-County Baptist Church.