!!

Sutherland Springs Condominium Association!

Minutes of the the Board of Directors!
Meeting Date: October 21, 2013!
Date of Approval: October 21, 2013

Call to Order: A regular meeting of the Board of Directors, Sutherland Springs Condominium
Association,was held in Sweerss condominium on October 21, 2013. The meeting convened at 6:30
pm., President Steve Barnard presiding; Julie Sweers, Secretary. !

Members of the Board in attendance: Steve Barnard, Sherry Bava, Julie Sweers, Dave VanBeek, and !
!
Jack Wabeke. !
Members absent: Karen Jenkins and Norm Thurkettle!

!
!
!

Visitors in attendance: None!

Approval of Agenda: The agenda for the meeting was approved.!
Officers Reports:!
!
Presidents comments !
!
Treasurer: !
!
!
A. Van Beek submitted the balance sheet and profit and loss statements earlier to the !
!
!
board.!
!
!
!
Motion: Moved by Bava and seconded that the treasurers report be approved. !
!
!
!
Motion carried.!

Committee Reports: !
!
Maintenance Committee!
!
Green waste committee!

Unfinished business: !
!
!
A. Storm door!
!
!
!
Motion: Moved by Barnard and seconded that the Beerys be allowed to install a !
!
!
storm door as described to the board president.!
!
!
!
Motion carried.!

New Business:!
!
!
A. Board vacancies:! !
!
!
!
Motion: Moved by Barnard and seconded that the following process be adopted !
!
!
for filling vacancies on the board:!
!
!
!
Proposed process policy for filling vacancies:!
!
!
!
!
1. The Board announces vacancies and invites interested co-owners to !
!
!
!
!
apply for the position.!
!
!
!
!
2. The Executive committee interviews all candidates.!
!
!
!
!
3. The Executive committee recommends a person to fill the vacant !
!
!
!
!
position.!
!
!
!
!
4. The Board votes. !
!
!
!
Motion carried.!
!
!
B. Survey of the northern boundary !
!
!
!
Motion: Moved by VanBeek and seconded that Exxel Engineering be hired to !
!
!
stake the corners of the northern boundary of the Association and set additional ! !
!
stakes along the line at roughly 100 foot intervals, at a cost of no more than !
!
!
$600.!
!
!
!
Motion carried.!
!
!
C. Tree removal!
!
!
!
Motion: Moved by Wabeke and seconded that the Director of Maintenance be !
!
!
directed to have two marked trees behind 6730 and 6728 Munstead Woods !
!
!
removed at a cost not to exceed $1,200.00.!
!
!
!
Motion denied.!

Sutherland Springs Condominium Association!

Minutes of the the Board of Directors!
Meeting Date: October 21, 2013!
Date of Approval: October 21, 2013

!!

!
!
!
Motion: Moved by VanBeek and seconded to remove only the tree behind 6730 !
!
!
Munstead Woods for $750.!
!
!
!
Motion denied.!
!
!
D. Recycling request!
!
!
!
Motion: Moved by Bava and seconded that co-owners be allowed to ! !
!
use either Waste Management or Potluck for recycling only.!
!
!
!
Motion carried.!
!
!
E. Policy for borrowing equipment !
!
!
!
Motion: Moved by Wabeke and seconded that only the Director of Maintenance !
!
!
and all insured crew members operate any motorized equipment, including golf ! !
!
carts, from the maintenance garage, but any hand used equipment such as !
!
!
shovels, rakes, etc. may be borrowed if needed with permission from the DOM.!
!
!
!
Motion carried.!

Items from the floor: !

!
!
A. Audit information!
!
!
!
Motion: Moved by VanBeek and seconded that the association contract with !
!
!
Jason Mitchell CPA to initiate a change from a cash basis to a full accrual basis ! !
!
for accounting purposes.!
!
!
!
Motion carried.!

!
!

Announcements: For residents who wish to pay their monthly dues electronically, please contact Dave !
!
VanBeek at 669-8949 or davanbeek@gmail.com for an authorization form.
!

All past Directors of Maintenance, maintenance crew members, and former board !
!
members who have Association keys please return them to Jack Wabeke, the Director ! !
of Maintenance, as soon as possible.!
!

!
!
!

Residents who plan to be gone for a month or longer are asked to notify Dave VanBeek !
to suspend trash removal.!
!

Approval of minutes: !
!
!
Motion: Moved by Wabeke and seconded to approve the minutes of the October 21, !
!
2013 meeting of the board of Sutherland Springs Condominium Association.!
!
!
Motion carried.!

!
!
!

Adjournment: The October 21, 2013 meeting was adjourned at 8:39 pm. !
!
Next board meeting is set for November 18, 2013 at VanBeeks condo at 6:30 pm.
Julie Sweers, Secretary!
!
!
!
Sutherland Springs Condominium Association!
!

!
!

!
!
!
Date of Approval: October 21, 2013!