DEER CREEK GOLF & TENNIS RESORT
PHASE 3A HOMEOWNERS ASSOCIATION, INC.
ANNUAL MEETING MINUTES
FEBRUARY 19, 2009
The annual meeting of the Deer Creek Golf & Tennis Resort Phase 3A Homeowners Association, Inc. was held in the Deer Creek main clubhouse on February 19, 2009. The meeting was called to order at 2:30 PM by President, Paul Helmstetter.
The Registration/Inspectors of Elections Committee, consisting of Jerry Fall-Chairman, Beverly Fall, Joan Harris, Pat Simon and Bernie Simon certified that there was a combined total of voting members and proxy votes to constitute a quorum.
Secretary, John Newsome stated that a Notice of Meeting was posted on the Osprey Point entrance gate, community bulletin board and a notice was included in the Annual Meeting Packet for each member of the HOA.
Secretary’s Report of the last annual meeting was read by Secretary, John Newsome. Bill Trombly made a motion to approve as read. Second by Don Schatz. Motion carried.
Treasurer’s Report of year end was read by Treasurer, Pat Rose. Pat reported that the annual audit was performed on January 30, 2009, by Dot Manger, Phyllis Mantie, and Gwen Breece. She also stated the date on the Budget sheet should read 2009, not 2008.
Joyce Kathman made a motion to accept as read. Second by Paul Foster. Motion carried.
COMMITTEE REPORTS:
- Communications: Paul Helmstetter reported that the BOD had appointed Joe Golden as Webmaster for Osprey Point. He created and maintains both our website and blind cc e-mail distribution list for official news and business. Joe shared the Guidelines for use and content of both the website and bcc e-mail distribution list. He reported this is a free website. The e-mail distribution list now serves over half of our members. If you are interested, contact Joe or a member of the BOD. Bill Trombly thanked Joe for all his hard work.
- Residents Committee: Joyce Kathman reported that all members are invited to attend the Saturday morning coffee at 9AM at the OP clubhouse. She stated an umbrella would be placed at the pool and asked that those using it please make sure it is down and secured before leaving the pool area. We need more volunteers for covering the pool. Sign-up sheet is inside clubhouse. Also, help is needed with turning out the lights when not in use. Report any maintenance items to Dewanna Moore.
- Suggestion Box: The HOA BOD has a suggestion box in the clubhouse for any suggestions you may have for the BOD. Items are checked at each meeting and processed as needed.
OLD BUSINESS:
- Security Barrier: Paul Helmstetter presented a factual history of the security barrier between Deer Creek-Osprey Point and CRF. A vote is included in today’s meeting to address this issue. (See Class C Barrier in New Business)
- Water Rates: Paul Helmstetter reported that the Interest Group has been working with Deer Creek to lower our water rate, resulting in current rate based on a 12” vs 8” main. Bill Trombly reported he met with NES manager today. They are changing cubic feet meters to gallon meters throughout Deer Creek for consistency. Also, when meters are read, they will leave a tag in the meter box that indicates the meter reading. All concerns or discrepancies must be handled with Deer Creek on an individual basis.
NEW BUSINESS:
- By-Law Changes: Barbara Oakes reported on the By-Law changes that BOD members must be property owners. It was incorrectly stated that multi-owners from one property would not be eligible for the BOD. The BOD members are elected for two year terms. Two members are elected one year and three the next to maintain continuity of the BOD.
- Class C Barrier: Paul Helmstetter reported that we have received permission from Deer Creek to plant Nellie Stevens Hollies on Deer Creek property adjacent to the current plantings. There were comments from members and a vote included in our election.
ELECTION:
- Each candidate was given three minutes to present their qualifications.
- Paul Helmstetter ask for nominations from the floor. There were none. Bill Trombly made a motion to close the nominations. Second by Fred Stevens. Motion carried.
- Paul Helmstetter explained the voting process.
- The election was then held with results to be announced later.
Bill Trombly made a motion to adjourn the meeting. Second by Jerry Fall. Meeting was adjourned at 3:35PM.
Respectfully Submitted
John Newsome, HOA BOD Secretary