Annual Meeting Notes 2010
Jennifer counting ballots
by Vickie Glaser (I have typed up MY notes from the meeting - These are NOT formal minutes.)
Pam with Riverside Mgmt opened the meeting at 5:00 pm to allow the ballots to start being counted. There were 201 ballots received 10 were not signed so they could not be opened or counted. 191 ballots were tallied for the candidates.
Three volunteers were asked to help open the ballots and tally the vote. Vickie Glaser, Marjorie Gray and Darlene Neves. Ballots were verified, separated, opened and tallied. Jennifer conducted the canvass for final tallying and submitted results to Pam with Riverside Management. 5:35 pm the ballots were finished being counted and we waited for the Pulte Board Members to arrive.
The Annual Homeowner’s Meeting was called to order at 6:05 pm. Roll call was taken of the Board of Directors: Greg Van Dam, John Jarvecki, Leo Plumley, Les Cargo were present. Mike St. Germane was absent.
To establish a quorum there needed to be 191 ballots received - 201 ballots were received.
There was a request for an item to be added to the agenda authorizing the purchase of a commemorative plaque for outgoing board members. Les made a motion to include the item on the agenda; Leo gave a second - all in favor 4-0.
Pam verified quorum by 201 ballots received was proof of notice and established a quorum. Prior to the meeting Vickie Glaser ask Pam with Riverside Management about the agenda not being posted until noon the day before the meeting. Normally the agenda must be posted before a meeting but Riverside Management explained not in this case as the Board would not be taking any action tonight.
President's Report: Greg really didn't have a President's report but he had received few emails about Story Book Park. He really didn't have answers but there are currently negotiations between Pulte, the City and the Community Service District. There will be a hearing on this by the City later on. Greg stated that Pulte is not obligated to put the park in until half of the lots in phase four are completed.
Treasurer's Report: There were no financials available for July or August. Les stated the status is pretty much the same as we were before and we are under budget.
Management Report: Pam with Riverside Management stated she has enjoyed serving the Community and she is holding monthly meetings with Mina.
Mina reported she is working with the Chorus Group to finalize their requirements on their application for approval for the October board meeting. The website is still scheduled to go live September 1st and will include minutes, agendas, etc. There will be a going alive party that will be announced later.
Committee Reports:
Communications: Harold Wheeler talked about the Informational Exchange which will be held on September 28th from 7:00 to 8:30 pm. This meeting will be sort of like the "townhall type meetings" that have been discussed but will be structured.
Design Review: Peter Gaffney didn't have any statistics but they have met four times and have had full agendas. There is one item that will be given to the Board for a policy decision.
Unfinished Business: none
New Business: A resolution regarding rollover of surplus funds for the budget needed to be passed at the annual member meeting to avoid jeopardizing the HOA tax status. Members have the option of moving to the operating fund, moving to the reserve fund or returning to the members. There was quite lively discussion about whether this would be taxable to members if refunds were issued but Riverside Mgmt said not only would the HOA have tax implications but would be taxable to homeowners. There were questions about who decides where the reserve account money is put (answer was the Board) and if documents were available for members to see that show where the money is (answer was yes, contact Riverside Management). Don Marler motioned to move the money where the auditor thought it should go, there was a second but Vickie Glaser substituted the motion that the excess be moved to the Reserve Account - Ron Larson seconded the motion and the vote was 56 ayes 31 nays The motion passed to move money to the reserve account.
There was a request from Don Marler to purchase a plaque with 18 to 24 small plates for retiring resident board member's names to be engraved. He had obtained a cost estimate of $75 to $145. Everyone thought it was a great idea but the Board could take no action. While discussion was taking place Bob passed the hat and collected $130. Leo thanked everyone and said we were crazy and couldn't believe the support and consideration given by the community. The problem was the Board wasn't authorized to spend the money so Rick Huff made a motion with a second by Bill Elliott to urge the Board to allow Mina to make thepurchase. Vickie Glaser ask for unanimous consent but there was one objection. The vote of the membership was taken with all in favor but one. Hopefully the Board will adopt by unanimous consent on Friday to give Mina the authority to purchase the plaque instead of waiting for the October meeting.
The new Board members were announced: Kent Sherwood and Sebastian Lampe. Kent was absent but Sebastian came forward and took over for Les McCargo and Leo Plumley. The meeting was then adjourned.
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These may not be minutes, but they are very informative - I doubt I'd know as much about the meeting from reading the minutes, whenever they become available. Thanks for keeping us informed...
Thank you Vickie, our informal Glenbrooke reporter! Yes, our official records do seem to somewhat lacking in detail.......WHEN or IF they ever get posted.
I just thought of something else.........How are all members notified of the results of this election and what happens to the ballots after the election process is completed? Too lazy to research!
Don't know how members are notified but do have the answer regarding the ballots. Jennifer must keep the ballots for one year and then turns them over to the HOA. After that she said it was up to the Association. Would assume they would be kept in our public records for the HOA which I don't know the required time period for HOA documents.
I am still amazed at the unorganization of the annual meeting. All associations we have belonged to there have been financials, minutes from the previous annual meeting, specific language which must be adopted regarding the use of surplus funds. I really hope the new board members will pursue why we are so unorganized and try to resolve the financials problem. Maybe we should consider getting a local (Elk Grove) CPA to take over the books and be able to provide monthly financial reports to our Treasurer. I don't know what the internal problems are but maybe Les can provide some guidance to the new officers.
So glad you mentioned the surplus funds issue. It is my opinion that there were several at the meeting that probably never did know what happened regarding the surplus funds issue. It happened to be voted on the way I think it should be... since I believe the reserves are underfunded and we will pay for that down the line. Of course, unless we have some changes in spending, doubt that we'll have to worry about excess funds at the end of the year.....more like an extra assessment.
That is why it is very important that we have FS/Balance Sheets in a timely manner and there is NO reason that we shouldn't......we're just guilty of letting it slide IMO. Like the kids say "whatever".