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Hilton |
Meeting Date: July 25, 2006
Members Present: John Nist, Jeff Lind, Mike Shorb, Scott Cecile, Kent Brady, Richard Stewart, Frances Collinwood, Ray Metz
Members Not present: Dave Miles
Homeowners Present: None
The meeting was called to order by John Nist at 7:10pm at the home of Jeff Lind.
Current Business:
This is a special Board meeting called by the President, John Nist, to discuss the status of the community landscaping contract. The Board members engaged in a wide-ranging discussion of the landscaping contract and where the Association funds are spent. Approximately 2/3 of the annual budget goes into landscaping and associated maintenance.
The issue of liability was brought up regarding selecting a landscaping company other than the current contractor. Errors & Omissions (a.k.a E & O ins.; D & O insurance - Directors and Officers) insurance was discussed as it applied to making a decision about selecting contractors.
Some members advocated putting the selection the homeowners who wished to participate, while others made the case that it’s within the Board’s charter to decide and that the issue had dragged on for months and needed to be settled.
The current contract with Monty’s Maintenance, signed in April of 2003, was unavailable during the meeting. An electronic copy has been provided as an attachment to these minutes.
Motions:
Motion by John Nist to hold a vote on the landscaping contract predicated on the Board obtaining the necessary E&O. Furthermore, John would notify the Board Members via e-mail or phone to notify when the vote would take place.
Motion was passed unanimously by the seven present Board members. Note: Ray Metz had to leave early and was unavailable for the vote.
Follow up: Per the previously stated motion, the E&O insurance was purchased on Friday, July 28 and a vote notification was sent out on July 30 by John Nist via Mike Shorb (due to technical problems) with a closing time of 7:00pm on Monday, July 31st. Voting choices were:
1) Earthworks Landscape Services, Inc.
2) Monty's Maintenance
3) Scott's Cutting Edge Lawn Care, Inc.
Vote results: The Board Secretary confirmed that five votes were cast to award the contract to Earthworks Landscape Services. Four members did not respond, did not vote, or abstained preferring to bring the issue up at the next meeting.
The motion is passed to award the contract to Earthworks.
Meeting adjourned at approximately 8:15pm.
board@hiltonlake.org = e-mail
Schedule for remaining 2006 meetings:
August 1st-
September 5th-
October 3rd -
November 7th-
December 5th -
HLHA 2006 Calendar:
August 26th: Annual Summer
Picnic
October 14th: Fall Work
Party