BOARD OF DIRECTORS OPEN SESSION MINUTES

JULY12th, 2016 4 P.M. - WHITE OAK CLUBHOUSE

PLEDGE OF ALLEGIANCE:

CALL TO ORDER: Board President Tony Castro called the open session meeting to order at 4:07pm

ROLL CALL:
Arthur Castro President
Larry Reider Vice President
Mike McCoy CFO
Lin Frasier Secretary
Darrell Krause Member at Large

RATIFY EXECUTIVE SESSION:

1. Collections Report
2. Attorney Report
3. Hearing Follow Up
4. Third Party Contracts
MOTION: Darrell Krause
SECOND: Lin Frasier
RESOLVE: Motion to ratify all actions taken in Executive Session
ALL IN FAVOR, MOTION CARRIED

WELCOME & COMMENT:

1. Overview of matters discussed in Executive Session
CONSENT ITEMS:
MOTION: Lin Frasier
SECOND: Larry Reider
RESOLVE: A motion was made to approve the consent items as submitted
ALL IN FAVOR, MOTION APPROVED

FINANCIAL REPORTS:
1. Cash Flow Report
2. Balance Sheet
3. Owner Account Summary
4. Income & Expense Report
 5. A/P Summary
6. Reserve Expenses Report
MOTION: Darrell Krause
SECOND: Lin Frasier
RESOLVE: A motion was made by the Board to accept the Financial Reports as submitted.
ALL IN FAVOR, MOTION CARRIED

LIEN APPROVAL:
1. Approval to file lien on account number 6629C25
MOTION: Lin Frasier
SECOND: Larry Reider
RESOLVE: A motion was made to approve the filing of a Lien for Account Number 6629C25.
ALL IN FAVOR, MOTION CARRIED

BUSINESS:
1. Annual Owners and Board Meeting-The Board discussed the upcoming Annual Board Meeting
scheduled for 09.13.16. It was reported that John Martinez will be the lead of the nomination
committee. Each candidate to provide a brief biography that will be added to the newsletter
prior to the election.
2. Thermostat Upgrades-The Board was presented with a Bid to replace the thermostats in both
clubhouses. With the impending project at the Ridge Oak Clubhouse, it was recommended to
change only the thermostats in the White Oak Clubhouse.
MOTION: Lin Frasier
SECOND: Darrell Krause
RESOLVE: A motion was made to approve the BID from American Incorporated the new
thermostats for the White Oak Clubhouse only.
ALL IN FAVOR, MOTION CARRIED
3. Vehicle and Pedestrian gate painting- The Board was presented with the BID from Halling
Painting.
MOTION: Lin Frasier
SECOND: Larry Reider
RESOLVE: A motion was made to approve the Halling Painting Bid for the gates.
ALL IN FAVOR, MOTION CARRIED
4. Ridge Oak Exterior Improvement Project- Nothing further to report as discussed in matters from
Executive Session.
5. Keyless Access/FOB System update-Nothing further to report as discussed in matters from
executive Session.
6. Curb Painting Estimate-The Board was presented with the BID to paint the address on the
residents curbs. The cost will be $12.00/home. If a resident does not want their curb painted,
please contact Management to inform the contractor.
MOTION: Lin Frasier
SECOND: Darrell Krause
RESOLVE: A motion was made to approve the BID from Marc Halling for curb painting.
ALL IN FAVOR, MOTION CARRIED
 7. 2016 Resident Directory Management reported that there have been approximately 270
directories picked up. There are already a few changes. These pages can be emailed out to
residents and printed copies will be available at the upcoming meetings.
8. Age Restriction Compliance Issues:
a. Qualified Healthcare Resident Policy
MOTION: Larry Reider
SECOND: Darrell Krause
RESOLVE: A motion was made to approve the policy, pending stated changes, and mail out
to Ownership for 30 Day Review Period.
ALL IN FAVOR, MOTION CARRIED
b. Long-Term Guest Policy
MOTION: Larry Reider
SECOND: Darrell Krause
RESOLVE: A motion was made to approve the policy as presented and mail out to
Ownership for a 30 Day Review Period.
ALL IN FAVOR, MOTION CARRIED
9. Request to install Pool Lift-The Board and Management are evaluating options and researching
and legal compliance, insurance, etc.
COMMITTEE REPORTS:
1. Club House Committee:
a. It was reported that there are knots being tied in the safety cord on the treadmills again.
There are some parts on order for some of the equipment.
2. Welcome Committee: Welcome Packets for New Owners have all been prepared. Thank you to
Bonnie Castro.
MANAGEMENT REPORT:
1. Community Task List Management noted that some of the items for the Community task list
will be sent out in the Greens Newsletter to keep residents informed and the task list will be
updated with the previous approval of items.
OWNER COMMUNICATION: The Board reviewed all owner communication that was submitted.
OPEN FORUM: Owners have the right to speak to the Board. This period is devoted to comments by
owners and discussion of those comments. Except in emergencies, no action may be taken upon a
matter raised under this item of the agenda until the matter is placed on an agenda as an action
item. To accommodate all members, please try to keep your comments to three minutes.
ADJOURNMENT: There being no further business, a motion was made to adjourn the meeting at 5:10
p.m.

Respectfully Submitted,

Tosha Ross