Board Minutes 03-10-2009

Pine Forest Property Owners Association Regular Meeting of the Board of Directors March 10, 2009 President Ed Skarnulis called the meeting to order in the Community Meeting Room of the Bastrop Public Library shortly after 7:00 p.m. Other members present included the following: Jim Mack, Vice President Loretta A. Hennard, Secretary Bill Haschke, Treasurer John Clark, Chair, Roads Committee Sue Lane McCulley, Board Member Kirby Kyle, Board Member Also present were the following ACC members: Charlie Slack, ACC Chair Bruce Martin, ACC Tom McCulley, ACC Paul Jameson, new website designer/manager, was also present. Ed informed the group of Article 12, Section 1 – Notice of Intent to add new Bylaws, which requires 2 days’ written notice be given in advance of the proposed change. In the Agenda provided one week prior to the Board Meeting, Ed had proposed that the Board adopt Roberts’ Rules of Order as the guide for all meetings of the Association. John moved, and Sue Lane seconded, that this proposal be accepted. Loretta called the roll *, and the motion passed unanimously. (*To occur for each motion.) The minutes of the Called Meeting on February 10, 2009, were presented. Jim moved, and Bill seconded, that the minutes be approved. The motion passed. These minutes will be posted on the website. Bill presented the Treasurer’s Report of consolidated accounts, i.e., those with Goodwin Management and those deposited with First National Bank in Bastrop. Discussion followed. Kirby Kyle moved, and Jim seconded, that the report be accepted as presented. The motion carried. Charlie presented the Architectural Control Committee (ACC) report and addressed the issue regarding the trash-filled lot on Pine Shadows. Ed

suggested that a letter be drafted, giving the owners a deadline for cleaning the area; and if they do not comply, the Association will have it cleaned and will bill them for the services. Kirby suggested the first letter should be from the ACC; and, if the lot owners do not comply, the President should inform them of our intent to have the area cleared, copied to our lawyer. Bill moved, and Kirby seconded, that the matter be handled as suggested by Kirby. The motion passed. Charlie announced that he was resigning from the ACC because of added work responsibilities requiring frequent trips outside the country. Old Business Ed advised that since accurate records of the officers’ terms of service have not been maintained in recent years, we start afresh this year by determining the term ending dates of the present Board as follows: Board of Directors Name Term Ends Ed Skarnulis 2011 Jim Mack 2012 Loretta Hennard 2010 Bill Haschke 2013 Sue Lane McCulley 2014 John Clark 2014 Kirby Kyle 2010 Loretta moved, and Sue Lane seconded, that the membership roll be adopted as presented. The motion passed. The terms for the Architectural Control Committee members will be decided by its members. New Business Jim introduced Paul Jameson, who has been assisting in the design of a new website for the Association. Ed asked authorization for him and Jim to negotiate a contract with Paul, including payment of up to $1,500 for his services. Discussion followed. Jim moved, and Kirby seconded, that authorization be granted, after which additional discussion ensued. The motion failed to pass.

Subsequently, Bill moved, and Loretta seconded, that the President and the Vice President determine items needed/wanted on the website, discuss with Paul, and report all details to the Board for approval. This motion specified that $400 be paid Paul for his initial work. The motion passed. Bill reported contacting Ernie Bogart, who has served as the Association attorney in the past. Mr. Bogart will charge $250/hour to represent us when needed. After some discussion, Bill moved that we hire Mr. Bogart, and Jim seconded the motion. During discussion, Jim asked about the ACC using Mr. Bogart for collections. Bill said that Goodwin Management has someone else to handle collections. The question was requested, and the motion passed. Bill reported meeting with Goodwin personnel (Guy Goodwin, Carmen Glassinger, and Adam Pugh, attorney) on Thursday, March 5, 2009; the major top of discussion was the filing of liens. It was agreed that whenever customers call Goodwin with financial concerns, they will be referred to Bill. Questions concerning Deed Restrictions will go to Ed and Charles. The issue of waiving late fees was discussed. Bill suggested the Board waive late fees only for good cause, on an individual basis. Bill moved, and Sue Lane seconded, that this decision be added to the policy manual, for which Sue Lane has agreed to be responsible. The motion passed. During a discussion regarding authorizing the president, the vice president, the secretary, and the treasurer to write checks, it was suggested that the authorization include the term “current officers,” rather than listing names of the incumbents. It was also suggested that two signatures be required on each check. Sue Lane moved, and Kirby seconded, that this become standard operating procedure. The motion passed. Because the original Bylaws of the Association have never been amended to reflect additions and/or changes made by the Board and/or approved by the membership, Loretta, assisted by Sue Lane, are working to make the Bylaws current. Although the original Bylaws will be posted on our website, a caveat will be attached, informing the membership that not all of the rules and regulations hold true at this time.

Ed announced that John has agreed to serve as the Roads Committee chair and will work closely with Bill. John was encouraged to access the registration list from the Annual Meeting to enlist volunteers for the committee. Jim said that the matter of changing meeting dates for the Board is under consideration but that no decision has been made. Ed announced his intention to contact those who attended the annual meeting to determine if anyone is interested in serving on three ad hoc committees: trails, recycling and clean-up days. At 8:54 p.m., Bill moved that the meeting be adjourned. Agreement was unanimous. Respectfully submitted,

Loretta A. Hennard Secretary