Executive/Open Board Meeting
March 14, 2011 - Monday
Joy Lutheran Church
President Mark McAllister called
the meeting to order at 6:10 p.m.
Board members present:
President Mark McAllister, Vice President of Judicial Jay Dulany, Vice President
Steve Hackley and Secretary Susan Spyker
Board member present via phone:
Treasurer Lloyd Pool
Operations Manager: Doug Maxfield
Homeowners Present: 1
Charie presented the February 7,
2011 Executive Board meeting minutes for final approval and signature. The
minutes were approved by e-mail on February 24, 2011. (Attachment A1-3)
Traffic Safety Committee:
Chairman Wayne Rush submitted
copies of the final “Eaglewood Traffic Safety Committee Report to the Eaglewood
Homeowners’ Association Board of Directors February 25, 2011” (Attachment B1-15)
to the Eaglewood Office and Doug distributed the Report to the Board members
prior to the meeting. Wayne was present to answer any questions. There were
questions and discussion to include:
Lloyd asked about
the methodology for identifying areas for speed studies. Wayne stated the
locations for the speed studies were determined by selecting areas where
vehicles have a tendency to gain speed, such as, downhill areas and straight
Jay asked questions
regarding the expense of the recommendations. Wayne stated implementing all of
the recommendations would be the ideal situation and understands the Board would
need to work with the Long Range Planning Committee for the fiscal planning
of solar power signs was discussed, as well as signs that are AC and solar
Lloyd made the
MOTION: The Board of Directors accepts the Traffic Safety Committee
recommendations for more detailed study. As soon as the weather permits, Doug
will begin using the speed monitoring device to gather information in the
locations recommended and as outlined by the Traffic Safety Committee.” Jay
seconded the motion. The motion passed unanimously.
Awareness brochure recommendation was discussed. It was agreed that the
brochure had a lot of merit. Jay and Sue suggested using the free Department of
Transportation brochures as a resource. Doug was directed to draft a Safety
Awareness brochure for the April Board meeting.
The reduction of
the speed limit to 20 mph was discussed. It was agreed that it would be prudent
to implement the other recommendations first and evaluate the results before
considering the reduction of the speed limit to 20 mph. However, the possibility
of restricting the reduction of the speed limit to 20 mph to the Circles only
was also discussed.
The designation of
a liaison to work with the Anchorage Police Department to establish a regular
dialogue and present data in an attempt to gain increased speed enforcement
within the subdivision was discussed. Lloyd made the MOTION: The Board of
Directors appoints Wayne Rush, Traffic Safety Committee Chair, to be the
Eaglewood liaison to the Anchorage Police Department with the goal of gaining
increased speed enforcement within Eaglewood.” Jay seconded the motion.
The motion passed unanimously.
The Board expressed
their appreciation to Wayne and the Committee members for their immense amount
of time and effort.
Executive/Open Board Meeting –
March 14, 2011
Joy Lutheran Church
- Page 2
Reports of Officers:
– Mark McAllister reported the following action was taken via e-mail since the
last Board meeting:
The February 7,
2011 Executive Board meeting minutes were approved as noted above.
Committee Inspector pay rate of $15.00/hour was approved unanimously February
13, 2011 (Attachment C1-5).
Vice President of Design
– Steve Hackley reported:
There are 2-3
homeowners possibly interested in volunteering for the Design Committee. They
have attended one Design Committee meeting and will need to attend another
meeting. Steve asked what additional information the Board members want to know
about each individual, prior to appointment. Lloyd responded that he would like
to know each homeowner’s motivation to serve on the Committee, i.e. their
agenda, pet peeve. Sue asked if checking the individual’s property to assure
compliance with the PC&R’s would be a consideration. Steve stated no that he
did not feel that was appropriate. Steve will draft a few sentences about each
potential volunteer at the time he recommends them to the Board.
Steve decided that
documentation of the Design Committee meetings is needed and has directed Charie
to take Design Committee minutes to be circulated to the Committee members.
Charie to bring the two inspection logs from Mike Golden and the Special
Assessment logs to this Board meeting, which she provided.
Inspector Mike Golden directly. Mike is enjoying the job.
contacted Steve Jordan directly and provided Steve Jordan with a list of reports
that Steve Hackley feels is needed to perform the job of V.P. of Design. Steve
Jordan plans to have a database prototype for the April Board meeting.
Vice President of Judicial -
The Judicial Council reviewed
the appeal of the 9231 Geese Circle Special Assessment and unanimously
agreed to dismiss the Special Assessment. (Attachment D)
– Lloyd Pool reported:
Doug Maxfield provided the
“Cash & Investment Status Report as of March 11, 2011” (Attachment E1-2).
Lloyd explained the recent
transactions and stated he is currently looking at Investments with a
maturity date between 1-4 years. There were no questions.
Secretary - Sue
Sue continues to sign Resale
Certificates. She stated she needs to have greater then 24 hours notice to
sign and return Resale Certificates to allow for scheduling conflicts.
Sue stated she wanted to
discuss “Corporate Governance”
She emphasized the responsibility of the Board of Directors to review the
Budget at least quarterly, as she previously stated a few months ago. At a
minimum, she recommends a review of the Budget to Actual, an Analysis of
Expenses for cost controls (a good example is Lloyd’s analysis of snow plowing
expense which brought several issues to light) Month-to-Month and Year-to-Year.
She stated she has never served on a Board that didn’t receive Financials on at
least a quarterly basis and feels this is in conflict with the Board’s fiduciary
She strongly recommended that Board discussions occur at the meetings and
not via e-mail. E-mail does not provide the same value as face-to-face
discussions. It does not allow for a comprehensive discussion which could
result in premature or less than desired decisions. Email etiquette states
e-mails will be limited to concise bullet-type information, not long and
Lloyd made the
MOTION: “The Board of Directors will review the Budget to Actual, 1st
Quarter 2011, at the May 2011 Board meeting.” Lloyd will provide the
information. Sue seconded the motion. The motion passed unanimously.
Executive/Open Board Meeting –
March 14, 2011
Joy Lutheran Church - Page 3
Operations Manager Report:
Doug presented his
written report dated March 14, 2011. A corrected copy is attached. (Attachment
Jay inquired about
the Montague-Eagle River Loop entrance being closed to incoming traffic this
past week. Vehicles were being turned away at the entrance. He suggested that
the Contractor use a flag man to maintain two-way traffic at the entrance.
Steve stated it
appears the pothole repair on Montague Drive at the traffic light is lower than
the road surface. Doug will check it and assured the Board that Bill Tucker
will make it right, if needed.
Administrative Assistant Report: Charie reported:
Lloyd e-mailed the Investment
Letter dated March 9, 2011; Charie printed it and obtained the needed
signatures of Jay & Steve. Jay signed for Lloyd per Lloyd’s request.
Summer crew employment
packets will be ready to pick-up on March 21, 2011 as published in the
One of the potential new
Design Committee members suggested that violation pictures can be printed in
black and white in consideration of cost containment. Her suggestion was
taken seriously and will be used whenever possible.
Committee – see above.
Long Range Planning Committee
meeting was held February 22, 2011. See Doug’s written report for details.
Lloyd asked about the
bike trail that was replaced in 2004 (located from Pribilof Loop to
Afognak Circle, behind Shumagin Circle) that is beginning to show signs
of frost heaving. Doug stated that VEI supervised the replacement of
that section of trail. It was dug out 2-2.5’ deep and filled with
gravel. He has confidence in the integrity of the process. He suspects
this is another casualty of the underground water within Eaglewood.
Firewise Committee - Doug
stated he was unsure what the Firewise Committee had left to do. The
cleaning out of the green belt areas has been completed and there are no
available funds for events like the previous Chipper Day. Mark expressed
support of Eaglewood being a Firewise Community and the value in it. Lloyd
stated his support in keeping Firewise Principles in the forefront of
homeowner’s minds. Mark directed Doug to schedule a Firewise Committee
Design Committee, Compliance
Inspector – Charie reported Mike Golden has completed two inspections. He
is very thorough and consistent. He takes pictures of every violation and
Charie uploads them onto her computer. The pictures are presented in an
organized manner and serve as a great resource when writing the notices,
speaking to homeowners and showing the Design Committee members. Per his
contract, he has also noted the “unusual” items (i.e. the bath tub in the
side yard) and the possible hazardous items (i.e. unsecured cable boxes).
Charie stated Mike understood Steve had authorized him to conduct an
additional inspection on a fifth enforcement item (on-street parking late at
night), so he performed a third inspection. Doug stated he needed to be
informed of any additional inspections since Mike reports to him and he is
responsible for Mike’s payroll and mileage reimbursement. The Board agreed
that Mike should only be performing two inspections for the four compliance
items as outlined in his Job Description. (Attachment G)
LED light update – no new
Volunteer to groom trails –
Doug spoke to Kay Witt (who voluntarily groomed trails in the past) and Kay
will assist in training the potential new volunteer next season.
Anchorage School District Bus
Stops map – Doug is still waiting for it. Mark directed Charie to make sure
Doug has the phone number so he can follow-up.
Homeowner Karen Ague attended
the January 2011 Open Board meeting and asked the question about a tree that
is outside her fence. She stated it is leaning against her fence toward her
house. Doug stated he checked the area and was unable to see any
threatening tree. He will contact the homeowner.
Executive/Open Board Meeting –
March 14, 2011
Joy Lutheran Church - Page 4
Unfinished Business (continued
from previous page):
The database funding was
discussed. Steve made the Motion: “Cap the database funding at $1,000
then re-evaluate, if necessary.” Jay seconded the motion. The motion
The database back-up was
discussed. Steve and Doug both talked about off-site back-up (i.e.
Carbonite $50/year), separate hard drives ($100-$125) and thumb drives.
Doug has researched options on Consumer Reports. He will scan this
information and e-mail to Lloyd.
Employee jobs and evaluation
system update and status – defer to Executive Board meeting in April.
streetlight poles – Doug stated this is a summer project that he will have
completed by September.
Facebook/Twitter – Steve
stated he reserved a presence for Eaglewood both on Facebook and Twitter
which can be used or not.
1 homeowner was present
A new homeowner,
who was previously an Eaglewood renter, stated from his experience of receiving
a RV violation notice (a copy sent to Resident) that he wondered perhaps some
renters/tenants were not being well informed of the Rules by the homeowner. It
was explained to him that it is the homeowners’ responsibility to inform the
renter of the PC&R’s. The Association does not know if a home is rented unless
the homeowner informs the office. He said he understood and appreciated the
courtesy notification as a tenant.
Steve stated the
January 2011 minutes were not posted on the website yet. Charie will follow-up
with Steve Jordan, webmaster.
Jay made the motion to
adjourn. Sue seconded it. There being no objection, the meeting was adjourned
at 8:25 p.m.
Susan Spyker, Secretary
Post Meeting Notes:
There are errors in the
Operations Manager Report, dated 3/14/11 and the Cash & Investment Status Report
dated March 11, 2011. Doug Maxfield, Operations Manager, will make the
corrections to both reports and present corrected reports to the Board at the
next meeting on April 4, 2011.