2009/2010 SPECIAL MEETING OF THE

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CALL TO ORDER

ROLL CALL (to establish a quorum)

Present: Dan Prunk, Jeff Smith, John Martin, Steve Negro

Absent: Denise Roach

APPROVE/DISAPPROVE CONVENING TO EXECUTIVE SESSION TO DELIBERATE ON MATTERS ITEMIZED ON THIS AGENDA

Motion by Negro, second by Smith to approve, unanimous approval

ANNOUNCEMENT OF ITEMS THAT WILL BE DISCUSSED IN EXECUTIVE SESSION:

EXECUTIVE CONSENT AGENDA ITEMS

1. Executive Minutes – Approve/Disapprove minutes of the Special Executive Meeting of the HROA Board of Directors held on December 11, 2009

Approved

EXECUTIVE BUSINESS TO BE CONDUCTED

2. Property Owner – Banderas, Requesting Payment Plan ($920.00) (5:30 p.m.)

Removed $650.00 from the amount owed, by changing two citations to warnings, with no payment plan considered at this time

3. Property Owner Appeal – Flaherty, Citation #9591, $250.00, Foul Language (5:45 p.m.)

Upheld

4. Property Owner Appeal – Walbey, Lot 5/Tract 1910, AEC Compliance Deposit Forfeiture of $2,500.00

Mr. Walbey appeared at the December 11, 2009 Board Meeting. The Board tabled the matter, pending additional information to be provided. The Board asked Mr. Walbey to re-appear. Mr. Walbey declined.

Returned entire deposit

Note: Mr. Walbey called after the agenda was published, and agreed to show up at 5:15 p.m.

5. Property Owner Appeal – Dimauro, Citation #9756, $300.00, Illegal Entry, Aiding Illegal Entry (Use Letter)

Reduced citation to $50.00

6. Property Owner – King, re: Boat Slip. Request for Renewal of 5-Year Lease Agreement (Use Letter)

Denied

7. Update on Litigation

Discussion

ADJOURN TO CLOSED SESSION

RECONVENE IN OPEN SESSION AND ANNOUNCE ANY CLOSED SESSION ACTION

(Estimated time to be 6:00 p.m.)

PLEDGE OF ALLEGIANCE

MEMBER COMMENTS ON NON-AGENDA ITEMS: All members are invited to speak on non agenda items at this time. Each speaker will be limited to three (3) minutes with a maximum speaking period of thirty (30) minutes. Please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

COMMUNITY / COMMITTEE REPORTS

Activities

D.O.G.

Election

Equestrian

4-H

Fire Department

Seniors

OFFICERS’ REPORTS

President, Dan Prunk

Vice President, Denise Roach

Secretary, Jeff Smith

Treasurer, Denise Roach

EXECUTIVE / BOARD COMMITTEE REPORTS

Advisory Committee, Chairperson John Martin

AEC Committee, Chairperson John Martin

Finance Committee, Chairperson Denise Roach

Planning Committee, Chairperson Dan Prunk

GENERAL MANAGER REPORT

OPEN MEETING CONSENT AGENDA ITEMS

8. Approve/Disapprove minutes of the Special Meeting of the HROA Board of Directors held on December 11, 2009

Motion by Martin, second by Smith to approve, unanimous approval

9. Approve/Disapprove to record a Notice of Delinquent Assessment Lien at the appropriate time against Lot 129 of Tract 452 to secure payment of the delinquent assessments and hereby authorize the recording of a Notice of Delinquent Assessment Lien, and authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution

See below

10. Approve/Disapprove to record a Notice of Delinquent Assessment Lien at the appropriate time against Lot 189 of Tract 452 to secure payment of the delinquent assessments and hereby authorize the recording of a Notice of Delinquent Assessment Lien, and authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution

See below

11. Approve/Disapprove to record a Notice of Delinquent Assessment Lien at the appropriate time against Lot 224 of Tract 452 to secure payment of the delinquent assessments and hereby authorize the recording of a Notice of Delinquent Assessment Lien, and authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution

See below

12. Approve/Disapprove to record a Notice of Delinquent Assessment Lien at the appropriate time against Lot 55 of Tract 1094-2 to secure payment of the delinquent assessments and hereby authorize the recording of a Notice of Delinquent Assessment Lien, and authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution

See below

13. Approve/Disapprove to record a Notice of Delinquent Assessment Lien at the appropriate time against Lot 58 of Tract 1094-2 to secure payment of the delinquent assessments and hereby authorize the recording of a Notice of Delinquent Assessment Lien, and authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution

Motion by Smith, second by Prunk to approve #8-13, unanimous approval

14. Approve/Disapprove to add Melvin Moore to the Architectural and Environmental Control Committee

Motion by Martin, second by Smith to approve, unanimous approval

15. Approve/Disapprove to add Cathy Renck and Marsha Phifer to the Equestrian Committee

Motion by Smith, second by Martin to approve, adding Laura Linda Strickland, unanimous approval

BUSINESS TO BE CONDUCTED

MEMBER COMMENTS ON AGENDA ITEMS: Time will be allotted during the business portion of the meeting for member comments on agenda items. Each speaker will be limited to three (3) minutes with the Chairperson determining the duration of member comments on each agenda item. When the Chairperson calls for discussion from the floor, please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

ANNOUNCEMENT ITEMS:

Nil

UNFINISHED BUSINESS:

16. Approve/Disapprove to schedule a Special Board Meeting to:

a) Finalize the HROA Hiring Procedures

b) Discuss any HROA Rules and Regulations to include in the 2010 Annual review for possible amendment

At the January 16, 2009 Board Meeting, the Board directed that Hiring Procedures be worked on by the Advisory Committee, with Director John Martin to be present.

At the Feburary 2, 2009 committee meeting, the committee voted to have GM Richey write a draft policy utilizing what is currently being followed and submit that back to the Advisory Committee.

At the March 2, 2009 committee meeting, GM Richey passed out an initial draft of a policy. The item was tabled for review.

This item was tabled at the May 4, 2009 meeting with no further action occurring.

This item was tabled indefinitely at the October 5, 2009 meeting, with President Prunk and Director Martin later agreeing to complete this assignment at the scheduled November 2009 meeting.

At the November 2, 2009 Advisory Committee a final draft, with corrections provided from the committee, was recommended to be approved by the HROA Board.

The Board then approved to form an ad-hoc committee of Negro, Roach and Richey to review the final draft of the Hiring Procedures submitted by the Advisory Committee, and possibly incorporate additional suggestions, and bring it back to the Board.

After this assignment, it was suggested a Special Board Meeting might be worth calling of the entire Board to finalize the Hiring Procedures, along with another potential item of discussion (related to the existing HROA Rules and Regulations).

It is now before the Board to determine whether a Special Board Meeting should be scheduled, what, if any agenda items it should be limited to, and when and where it would be held.

Without objection, put the above two items on the February agenda

17. Approve/Disapprove repairs / maintenance to the two tennis courts at Equestrian Park and the basketball court at Heritage Park for a cost not to exceed $ total

Approximately every five (5) years the asphalt-based tennis courts and basketball court are scheduled to receive repairs / maintenance to the surface, which avoids long-term damage that would occur otherwise. Replacement nets are also included in this price for both courts at Equestrian Park. Windscreens have not been replaced (for several years) at the Equestrian Park tennis courts mostly due to the cost involved. Payment of this would be out of the Reserve Fund.

On December 11, 2009 the Board tabled this item, without objection until January 2010, for a second bid, and review of the condition of the courts.

A second bid has been obtained and is before the Board. Both contractors recommend the courts receive the maintenance proposed as soon as is practical.

Motion by Prunk, second by Martin to table, unanimous approval

18. Approve/Disapprove to purchase a Flag Pole for the Main Entrance at a cost not to exceed $3,000.00

On July 15, 2007 the Board, by separate motion, approved to plan for the eventual purchase and installation of two (2) flagpoles on the Ranch, one at the Front Entrance area, and one in the Heritage Park Memorial Gardens (purchasing one from New Capital and one from Reserves).

On September 14, 2007 the Board approved to purchase one (1) of the flagpoles (from Reserves) for a total cost of $3,000.00, to be located in the Heritage Park Memorial Gardens

Discussions followed related to the appropriate location of the second flagpole at the Front Entrance. (Note: There was a prior flagpole at the Front Entrance which was removed because the flag was wrapping around the light pole which had been installed. At that time it was suggested an alternative location be considered.)

At some point this item was sent to the Planning Committee who made no specific recommendation.

At the January 4, 2010 Advisory Committee, it is recommended the Board approve a flagpole at or near the prior flagpole’s location by obtaining a taller flagpole, and/or raising the flagpole by mounting it on a cement platform to assure clearance of the light pole.

This is now before the Board. The purchase would be from the existing New Capital budget for the flagpole itself (including the flag), which is estimated to cost between $1,700.00 and $2,500.00. The balance of the funds would be from Operations for a cement platform (if required) and minor electrical. Installation would be done by Maintenance.

Motion by Prunk, second by Smith to table, unanimous approval

19. Purchase of a Replacement Truck for HROA Security

It is recommended that one of the Maintenance trucks be given to HROA Security, and that a long-bed used truck (with low mileage) be purchased for Maintenance. This purchase would be out of the Reserve Fund.

This item was tabled at the December 11, 2009 Board Meeting

Motion by Prunk, second by Negro to table, unanimous approval

NEW BUSINESS:

20. Approve/Disapprove carpeting the two wings of the Recreation Barn for a price not to exceed $6,000.00

This was recommended by the Advisory Committee at their January 4, 2010 Meeting. This is also recommended by the Maintenance Manager.

Motion by Prunk, second by Negro to table

Motion rescinded

Motion by Smith, second by Prunk to disapprove, 3/1 with Martin opposed

21. Approve/Disapprove replacing and upgrading the existing swamp coolers for a price not to exceed $10,000.00

This is recommended by the Maintenance Manager after consulting with a professional contractor.

Motion by Smith, second by Martin to approve

Motion rescinded

Motion by Smith, second by Prunk to table until March 2010, unanimous approval

22. Approve/Disapprove replacing four (4) of the computers at the HROA Office for an estimated cost of $750.00 each, and upgrading the DVR at the North Gatehouse for an estimated cost of $900.00

There are a total of eight (8) computers at the HROA Office, two (2) of which serve as network drives. The proposal is to replace the four (4) oldest individual computers (which would be donated to charity). Payment for the replacement computers would be out of Reserves.

The new DVR would be a 16-channel unit. Payment for this would be out of Operations, due to the fact the existing unit would be retained for other use.

Motion by Prunk, second by Martin to approve

Motion rescinded

Motion by Prunk, second by Negro to approve one (1) computer replacement for the Bookkeeper, and purchase of the DVR, unanimous approval

Note: It was requested by Director Negro that HROA staff develop a plan for cameras throughout Heritage Ranch

23. Approve/Disapprove the Quarterly Review of Bank Statements

Motion by Martin, second by Smith to approve, unanimous approval

24. Acknowledge and Accept receipt of Second-Quarter Treasurer’s Report for Fiscal Year 2009/2010 along with the Revenue and Expense statement year-to-date

Motion by Martin, second by Smith to approve, unanimous approval

DISCUSSION ITEMS:

Nil

ADJOURN