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Hilton Lake Homeowners Association Board Meeting Minutes |
Meeting Date: August 1, 2006
Members Present: John Nist, Jeff Lind, Mike Shorb, Scott Cecile, Kent Brady, Richard Stewart, Frances Collinwood, Ray Metz, Dave Miles
Members Not present: None
Homeowners Present (Family name): Gilman, Gheorghiu, Engel, Moyer, Flaming, Latey, Legaz, Wilson, McKee, VanHorn, Freden, Christianson, Kelly, Tuengel
Administrative Note: Need to request printed names on the homeowner sign-in sheet in the future. The Secretary apologizes for any misspelled names.
The meeting was called to order by John Nist at 7:02pm at Hilton Lake Fire Station.
Current Business:
Hilton Lake Landscaping Contract
The Secretary read the minutes to the special Board meeting held on July 25 to discuss the community landscaping contract and the subsequent vote on July 31 to immediately give notice to discontinue the contract with Monty’s Maintenance, owned by a homeowner, Monty Teungle, and to award a one-year contract with Earthworks.
Motion: Accept the July 25 meeting minutes. Proposed by Mike Shorb. Seconded by Francis Collinwood. Motion was not passed and wasn’t completed.
A number of questions from present homeowners followed asking how the contract award decision was reached. There were a number of emotional exchanges between supporters of the current contractor and other homeowners and Board members. Some examples of homeowner questions/comments:
· What was there a special meeting of the Board to decide on the maintenance contract?
· Why did the contract with Monty’s Maintenance expire approximately three years ago without official renewal?
· Why did the Ad Hoc committee assigned in June fail to deliver a detailed examination of the landscaping bids?
· The quality of the landscaping has not been good.
· There needs to be a better process for selecting contractors.
Motion: Rescind the July 31 Board decision to award the maintenance contract to Earthworks and retain Monty’s Maintenance until February 28th 2007. Proposed by Kent Brady. Seconded by Ray Metz. Board voted 5 yes, 2 no, 2 abstaining. Motion passed.
Motion: In the future the Board should adopt an annual maintenance contract starting March 1 and ending February 28/29 every year. Proposed by: Richard Stewart. Seconded by Scott Cecile. Board voted 8 yes and 1 no. Motion passed.
Motion: Immediately form and Ad Hoc committee with a charter to deliver a bid package plan no later than the October 3, 2006 Board meeting. The plan should consist, but not be limited to, annual bid process milestones which include all steps required to perform the annual selection of the landscaping contractor. Proposed by: Francis Collinwood. Seconded by Richard Stewart. Board voted 9 yes and 0 no. Motion passed.
Motion: Follow up motion made to name Jeff Lind the leader of the Maintenance committee. Proposed by: (not recorded) Seconded by: Not recorded). Board voted 6 yes and 0 no with 3 abstaining. Motion passed.
New Business:
Proposed summer party date is September 9.
Meeting adjourned at approximately 8:35pm.
Hilton Lake Homeowner’s Association Website:
board@hiltonlake.org = e-mail
Schedule for remaining 2006 meetings:
September 5th- Hilton Lake Firehouse
October 3rd - Hilton Lake Firehouse
November 7th- Hilton Lake Firehouse
December 5th - Hilton Lake Firehouse
HLHA 2006 Calendar:
October 14th: Fall Work Party