Nov '07 Svmc Minutes

SOUTH VILLAGE OWNERS ASSOCIATION Management Committee Minutes – November 6, 2007 Present: Dan Anderson, Denise Dawson, Kim Dawson, Mike Devaney, Rick Piironen, Rob Wallingford and Kelly Youngdale Absent: Raymond Rousson Call to order: 7:40PM (immediately following the SVOA Board Special Meeting) 1. Board of Directors / Management Committee - General o Effective the night of this meeting, Dan Anderson resigned from his position as a Director on the SVOA board and his position on the Management Committee. Dan was fulfilling the role of Management Committee chairman. o Rob Wallingford and Kelly Youngdale will now share the duty of chairperson at the management committee meetings. 2. Finance Committee Report o Lionel Nolet presented the financial statements for the period ending October 31, 2007. The budget was showing a prediction of $34,500 in revenue from dues, actual revenues amounted to $30,345 from dues plus $50 from a fee charged to an individual who wanted to view our books. This shortage of funds of $4,155 came about from property owners who haven’t paid their dues and also because of prorated membership dues established by Sunset Lakes on August 15, 2006 for lot sales that closed late in the year. o Total expenses to date were reported as $25,644, leaving an excess of revenue over expenses at $4,751. There are, however, approximately $4,000 in outstanding expenses that are expected to be received shortly. As such, the budget should balance itself by the end of this calendar year. o It was noted that $2,328 was spent on repairs and maintenance to our recreation center. A very significant portion of this was attributed to vandalism. o Increases in dues for 2008 was discussed by all present and voted on. Rob Wallingford motioned that we keep the fees at $300 for 2008, seconded by Gisele Devaney and passed by majority vote. o Property owners who are in arrears with respect to their annual dues will be sent a letter of reminder drafted and approved by the management committee. o In fairness to all members who have been paying their dues, serious consideration will be given to applying interest, on a monthly basis, to overdue accounts. Should these accounts continue to be delinquent, the management will impose a lean on the property at the owners cost. Minutes – October 2, 2007

SVOA Management Committee o Lionel Nolet has requested from all the committee leaders to have their respective 2008 budget numbers ready by the next management meeting in December. o Lionel Nolet suggested that next year we invest a portion of the dues collected at the beginning of the year in a short term investment rather than have the money in the bank account until the pool opens which is when the bulk of the expenses occur. This suggestion will be discussed and voted on in the new fiscal year once annual dues have been collected for 2008. 3. Recreation / Social Committee Report o The X-Mas party ticket sales, to date, are lower than expected. However, due to a non refundable deposit which had to be made to Strathmere Inn, the cost of canceling the party at this point will be more costly than actually going ahead with the party. The management has approved to go ahead with it. To meet our seating requirement of 36, the management has agreed for the committee to invite family and friends. o The committee is meeting this week to finalize the details of both the children’s and adult’s Christmas parties and will send out an invitation for the children’s party to all residents by next week. o Activities Night will go ahead in November as planned. 4. Communication Committee Report o A newsletter will be put together sometime next week. Articles still have to be collected from several committee leaders. o There are a few (4-5) new residents to visit and provide them with our Welcome Kit. 5. Physical Plant / Pool Committee Report Erratum: in the October 2nd minutes, the Physical Plant reported having a $20K budget for the sign. It should have read that Sunset Lakes Development Corporation will donate $20K towards the erection of two signs at the Lake Forest Walk entrance to South Village. This amount is not reflected in the SVOA budget because it will come from Sunset Lakes. o Rick and Rob review and clarify the duties for the pool and rec. center maintenance contract for next year in preparation for the tender process. o Upon arrival at the rec. centre for our meetings it was found that all windows in the basement were wide open, the furnace was off and the back door left unlocked. These types of findings have been an all too regular occurrence. As the back door is a mandatory fire escape route it can not have lock keyed on the inside. Instead, consideration is being given to installing an emergency type lock 2

Minutes – November 6, 2007

SVOA Management Committee set on the back door which will allow exit but then relock on closure. The estimated cost of such a lock mechanism is $400 to $600. o Rob will look into configuring the rec center outside lights to be turned on automatically by photo cell. He will contract an electrician to do the work. o Vitor Avila has offered to monitor the rec center alarm system DVR for alarms and suspicious activity, as well as, possibly arming and disarming the alarm system from his home computer providing this is possible. Rick will look into the possibilities. 6. Entrance Sign Committee o The committee will be meeting next week and 3 designs have been chosen for a final decision. Start up of the project has now been tentatively scheduled for next spring. 7. Design Review Committee o Kim and Kelly will meet on Friday, November 9th, to review the Committees mandate and responsibilities with a view to clarifying these responsibilities. These revisions will be discussed with the management committee and subject to their approval, will be communicated to the membership at large. o Although there has been a number of construction projects undertaken this year by SVOA residents, there hasn’t been very many Design Approval Requests and none for the last few months. Residents will be reminded of their obligations under the covenants they agreed to, with the purchase of their property. 8. Other o Vitor has offered to do the snow removal this winter in the event that Mike Bonner is unable to do it for us. 9. Adjournment o The next Management Committee meeting will take place on December 5th, 2007 at the rec. center. o Rob Wallingford motioned to adjourn the meeting and it was seconded by Kelly Youngdale. The meeting adjourned at 8:55.

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Minutes – November 6, 2007