FEBRUARY 23, 2009
Meeting was called to order at 7:30
Attendees: Dave Celznick, Bill Mazzolini, Kevin Malinowski, Jeanne Stark – Highland Park HOA. Ed Fratus, Carlyle Management
Homeowner issues:
Minutes from January 2009 meeting were approved. Will be sent to Sean
for website posting.
Financial Report 2009
Kevin asked Ed to provide copies
of all our contracts so that we can set up a bid schedule and to establish some
regular review process to make certain our contractors are delivering what they
have promised and are competitively priced.
Additionally a review of the expenditures at the Clubhouse regarding utilities, maintenance and upkeep
costs will be reviewed in 2009.
Issue 1: Mailbox matters - The prototype mailbox that was installed outside the
clubhouse has experienced its second winter.
It was supposed to be essentially “maintenance-free Unfortunately, it
has not passed its test and is not “road worthy” yet. Further, we still have not been able to
duplicate the current top. For now, the
current wood mailbox structures will be utilized. Homeowners can purchase these
through Carlyle Management “at cost”. Motion
was made and carried to collect the cash up front for replacement mailboxes.
Issue 2: Pool Planning 2009 – 50-60 bathers is considered peak pool capacity. 2008 Metro pool contract included 2 life guards during certain timeframes and it worked out pretty good. Two bids are being considered for 2009: Metropolitan Pool Service (incumbent) and Hastings Water Works (used them 2003-2005). Bill provided a cost analysis and evaluation protocol for the two companies. Board reviewing both proposals currently. Suggestion was made to include a performance based contract with our pool vendors. We want to hold them accountable for knowing how to balance the chemicals, train lifeguards etc.
Issue 3: Playground
update Jeanne is waiting on alternative mulch pricing from two
local landscapers. Board will be sending a letter to the affected homeowners that
back up to the area where the swings will be installed. Also, we will be putting an article in the
Spring Newsletter regarding the installation.
Issue 4: Clubhouse
rentals problems & improvements Emails were not coming through the website so that has been
corrected. Thank you Sean. The incorrect
option within the Carlyle phone system has been corrected. Option 7 which
was causing confusion for callers and misdirected voice mails has been
eliminated from our website instructions.
Ed has discussed the recent past
problems with the Carlyle Staff and they will make the necessary changes for
improved customer service and communication.
For the next 6 months, we will monitor the performance of the management
staff and make changes if necessary.
Motion was made and carried to keep Carlyle Management in place for
clubhouse reservations.
Further discussion is warranted on
use of clubhouse for pro bono events.
Current Board policy requires that pro bono events are only for not for
profit organizations, 50% of the participants have to be Members of the
Association, and the sponsor is a Member of the Association.. “Subdivision” events may be conducted at no
charge as long as the event is approved by the Board, open to all Members of
the Association, and broadly advertised.
Review of the utilities and
costs associated with clubhouse to be reviewed for possible future
changes. Action item is to review the
2008 rentals.
Issue 5: Wendell basin update Ed has
the letters ready to go the 5 residents on Wendell. Hand delivered and mailed as well.
Miscellaneous:
v
Next Meeting 3/23/09
7:30 pm
v
Annual Homeowner
Meeting 4/20/09 7:00 pm
v
Next Newsletter target
delivery should be early April to remind folks about the Annual meeting
Meeting adjourned at 9:35