DEER CREEK GOLF & TENNIS RESORT
Phase 3A Homeowner’s Association, Inc.
Monthly Meeting
December 1, 2009
John Newsome, Secretary, read the minutes of the November 9, 2009 meeting that were recorded by Clare Fox. Byron made a motion to accept them as read and John provided a second. Motion carried.
In the absence of Phyllis Mantie, Treasurer, Clare read the treasurer’s report. Byron made a motion to accept as read and John provided a second. Motion carried.
Public Comments:
Bob Kathman reported that he had spoken with Dewanna Moore
about the electricity for lights along the dog walk on St. George. The estimate for this work was $740 for
materials with our people doing the installation. Bottom line is that Deer Creek will not pay for this.
Joe Golden questioned who is liable if there is a problem
in this area after dark, especially with the increased commercialization with
no fence and easy access from that area.
John Newsome stated that Deer Creek had a light there and
they removed it. Have we, Osprey Point
owners, already paid for this work through our maintenance fees and now have to
pay again?
Paul Helmstetter reminded that we would have to get their
permission to install, since it is common area.
Barbara Oakes is to follow up with Reynolds on all of the
above.
Joyce and Bob Kathman raised the question again about the
insurance policy for the roads and what it covers. John Newsome is to resolve this issue and report back at the January 2010 meeting.
Committee Reports:
Building and Grounds - Byron Harris reported that
the grates problem has been resolved for now.
The drain issue is yet to be handled.
He will continue to work with Dewanna Moore to resolve.
Election – Jerry Fall reported there are no current
candidates for the 2010 BOD election.
We need to encourage our members to consider participating in this
election.
Residents’ - Joyce Kathman reported that volunteers
have signed up for all events except Easter.
There has been very good response for the Christmas party. Many new members are participating.
Four Phase – Barbara Oakes reported there had been
no activity since our last meeting.
Webmaster – Joe Golden reported the web is up and
running with 112 e-mail addresses for 102 owners and 2 for renters.
Old Business:
John Newsome will perform the task of reorganizing the file cabinets. No documents will be destroyed or shredded.
New Business:
Barbara shared the fact that three of our BOD members had
received certified letters from Ron Birckhead pertaining to HOA documents. He is requesting immediate access to copy
and inspect records that Barbara had in her home due to space constraints in
our file cabinet. These records have
been delivered to our attorney for Ron Birckhead’s inspection.
In addition, he is requesting to inspect and copy the
current roster of all members and the full current e-mail address list
maintained by the association. He has
also threatened law suits if any records are destroyed or shredded. There is no problem with him receiving a copy
of the member roster. It is public
information. Barbara provided him a copy.
There
is, however, a problem with the e-mail addresses. Some of our owners have chosen to have their e-mail address
remain private. The guidelines for
establishing this e-mail list included a privacy agreement and some owners
would only participate if they were guaranteed their e-mails would remain
private. Joe Golden reviewed the
agreement. The board met with our
attorney 11/30/09 for legal advice on handling this situation. He is to search case law and respond.
John
Newsome is custodian of the documents and records and he has assured the BOD
that no documents or records will be destroyed or shredded.
Paul Helmstetter shared his opinion based on his
involvement in the establishment of the website and e-mail list. There are conflicting issues here. Providing requested documents and records
vs. protecting requested individual privacy.
The BOD will do everything possible, within the law, to
satisfy both issues. As a path forward,
Joe Golden will poll those on the e-mail list to determine who does not want
their address disclosed.
Clare Fox made a motion to adjourn the meeting and John
Newsome provided a second. The meeting
was adjourned at 11:17 AM.
Respectfully Submitted,
John Newsome, Secretary
Osprey Point HOA BOD