Glenbrooke News

"DRAFT" GLENBROOKE COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING

January 20, 2010‐2:00 PM

Arbour Lodge

I. CALL TO ORDER

a. Establish Quorum‐The meeting was called to order at 2:03 P.M. by President Greg Van

Dam. A quorum was established with Leo Plumley, Mike St.Germaine, John Jarecki were

present, Les McCargo was excused from the meeting. Also in attendance was

Carole McCarthy of Pulte, Pamela Ciapessoni, Association Manager, Arbour Lodge

Manager, Mina Lacuesta and 63 homeowners.

b. Certify Proof of Notice‐Association Manager, Pamela Ciapessoni certified proof of

notice.

c. Approve Agenda‐Leo moved, John seconded a motion to approve the agenda; motion

carried unanimously.

d. Approve Minutes of October 21, 2009 Board of Director Meeting‐Mike moved, Leo

seconded a motion to approve the minutes; motion carried unanimously.

II. REPORTS

a. Presidents Report‐Resolution 2009.015 confirming the engagement of CPA, Michael

Doody to prepare tax returns and perform the 2009 audit for the Glenbrooke

Association for 2009. Greg stated that the Board was developing a communication

survey and reminded the community members present that no unauthorized taping of

meetings would be allowed without Board approval.

b. Treasurers Report‐Greg reported that the Reserve Account had become over

funded due to the Budget totals reflected in the 2009 Budget and this had been

reconciled in both November and December. Due to late submission the Board did not

have time to review the financials; this item has been tabled until the Board has more

time to review.

c. Committee Reports‐Carole reported that the DRC committee had conducted five

meetings, 33 applications had been reviewed, 28 were approved, and 3 denied and 2

were returned for more information.

d. Lifestyle Directors Report‐ Erin reported on recent activities, she also mentioned

planned events for the upcoming quarter.

The Board had four shared interest group applications, the Hand and Foot,

Pinochle and Table Tennis were approved. The request for a shared interest Bingo

group was not approved. Leo moved, Mike seconded a motion to approve the

Hand & Foot, Pinochle and Table Tennis shared interest groups and to deny the

proposed Bingo group, motion carried unanimously.

III. OPEN FORUM

Members discussed timing of meetings, it was suggested that meeting notices being mailed to

owners who could not attend Board Meetings in person. One owner wanted to know why

Legal Opinions were not shared with owners, Greg spent some time explaining that Legal

Opinions are privileged and for the Board of Directors and their agents. Communication

issues were brought up and again, the Board is developing a communication survey that will be

sent to all members. One owner asked for clarification on adding an item to the Board agenda

for a meeting and consideration.

IV. UNFINISHED BUSINESS‐None

V. NEW BUSINESS

a. Solicit Nomination Committee Members‐The Board announced that they will be

considering applications for volunteers to serve on the nomination committee for the

upcoming Annual Membership Meeting to Elect Directors. Interested Members can pick

up an application with Mina and the Board has asked that all applications be submitted

by March 1, 2010. The Board is looking for three to five committee volunteers.

b. Website Selection‐Mina presented information on changing the website carrier, she

has spent many months researching different sites that specialize in Homeowners

Association pages and her recommendation would result in significant savings overall

for the community. Mike moved, John seconded that Mina should give a 90 day notice to the current website provider and enter into a contract with the new provider, the goal will be to have a thirty day overlap in coverage to allow the onsite staff time to enter information and get the new site up and running.

VI. NEXT MEETING‐It was announced that April 21, 2010 will be the next Board of Directors

Meeting. To be held at the Arbour Lodge at 2:00 P.M.

VII. ADJOURNMENT‐Mike moved, Leo seconded a motion to adjourn the Board of Directors Meeting at 3:52 P.M.; motion carried unanimously.

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These minutes are unofficial until signed by the Board.

Respectfully submitted by:

_______________________________ ____________________________

Board Secretary Date

NOTICE: Copies of minutes are available upon written request from Riverside Management & Financial Services, Inc. Please include a self‐addressed, stamped envelope for mailing. There may be a fee charged for handling.