BOARD MEETING MINUTES – May 17, 2010 – 7:00 pm
Board Members Present: Marvin Hoeflinger, Sherrill Moss, Jim Medlin, Janet Busse, Bob Ayers, Bekto, Hertlein, McCavey (late), Harris.
Homeowners Present: Joe Lawson, Bill Mace, Sue Ayers, Al Bernsworth, Sissy Hoeflinger, Don and Belinda Marsh, Chris Cupit, Bourbon, Schneider, Styles, Pearlman, and some unidentified others.
Management Company (CMA) Representative: Hollie Battle
The meeting was called to order by Marvin Hoeflinger at 7:00 pm. A quorum was established.
The February BOD Meeting Minutes were approved based on corrections as submitted previously. The March and April BOD Meeting Minutes were read by Beverly but were declared incomplete and approval was tabled until the June BOD Meeting with Janet volunteering to rework the minutes.
Previously, through an e-mail generated by Beverly Harris, she notified the board of her intent to resign as the Secretary. Janet volunteered to continue as her replacement upon the formal resignation and acceptance by the board. Unfortunately, due to poor note taking at the previous board meeting’s, Beverly left the content, or lack thereof, in a complete mess, much like Ralph Hertlein did some four years when he was on the BOD and before his resignation at that time.
COMMITTEE REPORTS:
TREASURER REPORT – Collection of AHOA dues are behind budget projections by about 15%. Finances of $193,000 collected against expenses of $162,000 with remaining dues to be collected. There has been no funds drawn against the budget for common area flowers and spring/summer plantings. Administrative expenses have amounted to $7,000, some $2,600 have been misplaced in the funds by CMA and remaining outstanding expenses of $14,000 are yet anticipated for Crabapple Landscaping.
The cash reserve stands at $93,000 total remaining in the budget, $47,000 received for this year with $150,000 of remaining $200,000 for the balance of this year. No provisions have yet been made to construct a pavilion at the park.
Director Bill McCavey (not such a bright idea since his understanding of finances are extremely limited) wants to consider a $50.00 cut in home owner dues. However, this can only be considered when preparing the new budget later this year for 2011. Again, McCavey apparently doesn’t understand the process when appropriating increases or decreases in homeowner’s dues.
Of course, this is also not unlike Beverly Harris who continues to hold on to her assertions that the 2009 board incurred over $80,000 in legal fees. As usual, Beverly never bases her information on facts but rather on placing misinformation before the homeowner’s from her imaginary assertions.
PARK – Reading from the minutes of the committee meeting of the previous Sunday, the playground equipment requires maintenance by way of paint, pressure washing, staining and other restoration. Moving forward with events taking place at the park, the first Friday of each month is the monthly Picnic in the Park with the second monthly event scheduled for June. The Art in the Park event is not in the social activity plans yet for this year.
Due to pot holes developing in the roadway leading into the park, the park chairperson called for approval of funds to repair and replace as needed and to gravel the parking area in the back of the park. A motion was made to seek approval by e-mail vote to get the work done. A work day for volunteer’s will be scheduled for next month.
POOL – A copy of all current expenses has been presented to the board. The siding on the club house needs repair/replacement and repainting. Some large pine trees need to be removed due to continued trash falling from the trees into the newly renovated pool. Triple “T” tree service quoted $3,600, Crabapple Landscape quoted $2,200 and Tomahawk quoted $2,200. A motion was made to have the tree work done by Tomahawk tree service for the amount of $2,200 and approved.
A quote of $738 was received from Crabapple to install flowers in the planter box inside the pool area. Two additional quotes will be obtained before submitting for approval.
TENNIS – Initial replacement of the courts, the viewing decks and the court lighting was estimated in 2009 at $62,000. This would be covered under the Capital Reserve funding. It is being suggested that these replacements/repairs be started during the tennis off season, perhaps next winter/early spring.
CLUB HOUSE – The French drain has been installed to eliminate moisture build up in the restrooms in the lower level by the pool. The new gutter was apparently damaged by a carelessly placed extension ladder being placed against the gutters to gain access to the roof. The gutter may require replacement. The siding will need repair and replacement.
LANDSCAPE/MAINTENANCE – Flowers are to be installed next week. The irrigation system at the entrances need repair and replacement. The damaged fencing behind Kroger has been addressed for repair. McCavey wanted approval for $625.00 to retrieve and purchase the original Rivermont plat plans. There are about 75-79 original blue print plans, none of which are of any value since Fulton County has archived all of this information in their record base. Unlike Bill and Beverly wanting to spend the funds to retrieve these drawings, the rest of the board denied this expenditure request. Such a waste of time having to listen to McCavey and Beverly stating their case as to the value of these blueprints.
ARCHITECTURAL CONTROL (ACC) – First letter violation letters have been revised. The ACC Guidelines will be revised with inserts provided. A spread sheet is being developed since it has not been determined who responds to letters when received.
It was suggested that the committee host a section by section barbeque to give homeowners the chance to be brought together and to respond with feed back about the role of the ACC. The cost of this would be in the range of $1,000.
COMMUNICATIONS – The newsletter is being produced by T’leh`s Publications as well as the website. It is suggested that advertising in both the newsletter and the directory be promoted to drive down costs of production costs for each. It is hoped that the break even point will occur in 6-8 months. There were no photos of the Easter Egg event available for the newsletter in May.
Launch of the new website has again been delayed due to some technical problems. (Is Ralph for real? Is he capable of conducting communications in Rivermont? So far, his committee has been a disaster much the same as when he served in the same position on the board more than four years ago at which time re resigned before completing his term). A letter for rebranding the Rivermont name has been drafted by the attorney. (Another example of wasted time, money and effort by Hertlein).
The new phone communication system utilizing e-mail to a WAVE virtual system will cost about $720 per year when activated or $60.00 per month. This system will allow up to ten connections. A motion was made to review such a system. Beverly stated that Ralph has failed to communicate progress of his committee. Unfortunately, the motion passed. (Just another example of Hertlein tinkering with toys at homeowner’s expense. This is absolutely a system bearing little value for the benefit of Rivermont).
SOCIAL – The Pool Season Opening on May 22nd was very successful. The Wind and Cheese social at the park is scheduled for this month. Chris Cupit provided some wine and two trays of cheese, crackers and fruit, enough for 75-100 people.
About 25 homeowners participated in the community wide garage sale. McCavey placed the graduation banners at the six entrances to Rivermont. A contract with Craig Gleason for the July 4th event at the park was initiated by Beverly.
NEW BUSINESS – EVENT SIGNS need to be approved for any group seeking signage. No more hand written signs but should be professional in appearance. EXPENSE REIMBURSEMENT was submitted by McCavey for vitriolic e-mail expenses. Items submitted by McCavey were not backed by receipts although he was claiming mileage costs, real estate costs, costs for a grinder he purchased at Home Depot, office supplies from Office Depot, but these expenses were contested by the board treasurer. As noted, such expenses that are not directly supported by the board cannot be reimbursed if the expense is not identified to exist to begin with. Again, costs must be identified in order to claim reimbursement. Bob Warren wanted repairs made to the flag pole but are not legitimized as a recoverable expense.
Lazega & Johansen legal firm will review further expenses relating to the records as an expense incurred by McCavey making copies at their offices. Trees currently shadowing the tennis courts need to be expensed out. Documents and files from PCS, the previous management company, as well as Weinstock & Scavo that were copied as a unilateral act by McCavey were not authorized by the board for his taking and recovery of cost. McCavey further claimed 263 miles at $0.31 per mile to attempt recovery of the original blue prints for Rivermont or $49.00. None appear to be recoverable as a single act initiated by McCavey. (What a waste by this board member). Claims for common area expenses incurred for unauthorized work by a board member are not recoverable such as McCavey grinding steps down on the stairways leading from the pool to the street below. Additionally, certain insurance and liability issues arise from a board member conducting repair work on common area property. (Bill just doesn’t get it now or later. He really should just resign from the board). The handrail from the street down to the pool was placed on the wrong side of the steps which would require proper service to install, and not that of a homeowner or board member.
Bill’s continued involvement in committee’s other than his own has become a nuisance to other board member’s and their committee’s. Because of his disregard and lack of respect for committee’s chaired by other elected board members, confusion has prevailed since Bill has served on the BOD. McCavey claimed expenses of $371 which is less than the basic $500 allowable for spending without full board approval. Bob Ayers said Bill could still submit his expenses, along with verifiable receipts for consideration of payment. (Wake up Bill, your claims for expenses are out of the arena of legitimate claims. You need to start following board policy). Beverly again brought up reimbursement to Joe Lawson for fuel costs incurred while serving on the ACC committee of years past. (Even Beverly is ignorant of rules and policy of the board). It was further noted that while serving on a previous BOD as treasurer, Bill Mace required review of all expenses before approval for reimbursement of legitimate expenses.
A motion was offered by Bob to require approval of all expenses for payment. Bob, Sherrill and Beverly offered to establish a policy and guidelines for reimbursements. The only single standing committee not falling under these conditions is the ACC.
Bill McCavey then called for a motion to remove Bob Ayers as the Treasurer based on compelling information he had uncovered from previous legal costs and letter’s to attorney’s. Bill wanted the board to retire to executive session to discuss the matter. Sherrill made a motion to retain Bob as the treasurer and dispelled the idea that an executive session was in need to resolve the situation. McCavey’s motion failed. Bob was retained as the treasurer. Any further discussion on the matter was tabled.
Bob Ayers then called for the removal of Beverly Harris from the Rivermont Board of Directors based on inappropriate spending practices by Beverly which were in direct conflict as so stated in the by-laws. In the previous year of 2009 when David Henderson was deemed ineligible to serve on the BOD as not being a certified homeowner and on the deed of property as a home owner, David resigned from the board. David was reinstated to the board after verification that proper paper work had been submitted and filed for recording of the deed and he was indeed a recognized homeowner in Rivermont. The dispute originally rose due to technicalities charged to the Fulton County recorder of deeds and the legal process.
The motion to remove Beverly was due to excessive spending for any single event, breaking invoices into at least three separate charges to avoid rules outlined in the by-laws. Beverly spent more than $1,600 for the Easter Egg Hunt event at the park. (It is a known and certifiable fact that Suzi, on the social committee was well aware of this by-law clause but chose to advise Beverly to ignore it. This nearly same ignoring of the by-laws also took place in 2009 with the result of one board member resigning).
Again the motion was so stated to remove Beverly from the board and by a role call vote of 6 yeas (Bekto, Medlin, Ayers, Moss, Busse, Hoeflinger) and 2 nays (McCavey, Harris). Hertlein was not in attendance at this meeting and did not vote. Beverly was officially removed from the board. Beverly continued to assert that she wanted a legal opinion from the attorney as to the validity of her removal. The boards legal counsel prepared a letter prior to this meeting confirming that proper procedure had been followed to remove Beverly.
ADJOURNMENT – The meeting adjourned at 8:55 pm
The next BOD meeting is scheduled for Monday, June 21 at 7:00 pm at the Rivermont Country Club.
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