2009 Annual Fairlake Homeowner’s Association (HOA) Meeting, 12/08/2009

HOA Board Members Present:
- Mike Causley, President
- Anne Marchand, Vice President
- Craig DeJong, Director
- Kim Manfredi, Treasurer
- Becky McKane, Secretary

Property Management Member Present
- Rod Hamby, Ammons Pittman Property Management, Inc.

MEETING AGENDA

1) Call to order
2) Introduction of the Board members
3) Quorum confirmation
4) 2008 HOA Annual Meeting Minutes
5) Review of 2009 accomplishments
a. Lake maintenance
b. Refurbishing of pedestrian bridges
c. Dam repairs
d. Change in homeowners dues payment schedule
6) New Business
a. Landscaping proposal for front and back entrances
b. Proposal for new landscaper
c. 2010 proposed budget
d. Nomination and election of 2 new Board members
e. Yahoo group
f. Door prize drawing:
7) Open Discussion
8) Adjournment

QUORUM (32 required)

Homeowners present – 18
Proxy count – 21
TOTAL - 39

CALL TO ORDER

The meeting was called to order by Mike Causley at 7:08 p.m. at The Well in Wake Forest

OLD BUSINESS

TOPIC: November 19, 2008 annual Fairlake HOA meeting minutes
STATUS: November 19, 2008 annual Fairlake HOA meeting minutes were reviewed by the homeowners.

TOPIC: Lake Maintenance
STATUS: The hydrilla was starting to take over, so we put a 150 grass carp in the lake this year to eat the hydrilla. This made a big difference in lake appearance.

TOPIC: The pedestrian bridges to the lake have been refurbished.
STATUS: Some boards were warped and had to be replaced. We also used a cedar color stain this year.

TOPIC: Dam repairs
STATUS: The dam repairs are now complete. We did have some minor damage from the last storm because the ground had not had a chance to compact and settle prior to the storm, but that will be repaired when we have a spell of drier weather.
We want to say thank you to the Peterson’s for allowing the contractor to access the lake through their property.

TOPIC: Frequency of homeowner dues
STATUS: In May of 2009, the homeowners’ dues payment schedule changed to yearly to reduce paperwork, save mailing costs and to ease the stress of the payment being due around the holidays. The annual payment is due on July 1st.

NEW BUSINESS

TOPIC: Front entrance and back entrance landscaping
STATUS: The Board has a proposal for the front entrance revamp and minor updates to the back entrance. Color plot drawings were available for viewing at the meeting

TOPIC: New landscaper
STATUS: The Board has been dissatisfied with the quality of work from the current landscaper. We are taking bids right now for a new landscaper. The Board drafted a work punch for use while obtaining the bids. We have 5 bids so far. The Board will decide on a new landscaper by year end as the current contract will expire the end of December.

TOPIC: 2010 Budget
STATUS: The budget for 2010 was reviewed. Homeowners’ dues will not increase in 2010. They remain $289.00/year.
Lake maintenance went down
There is a considerable increase for landscaping next year
The dam repairs came out of the reserve fund
A vote was taken and the 2010 budget was unanimously approved.

TOPIC: New management firm
STATUS: The Board did investigate other property management firms and Ammons Pittmons is very reasonable and provides more services than many others. (e.g. accounting, billing, legal staff, pays our bills).

TOPIC: New Board members for a 3 year term
STATUS: There are three candidates (none present). We need to vote for 2 members.

The new Board members are Bob Horvath and Josh Goodin

TOPIC: Yahoo Group
STATUS: Fairlake-WakeForest Yahoo group has recently been set up to help homeowners stay informed of activity in the neighborhood and homeowners have been asked to join the group. Our main goal for this site is to provide more communication between all homeowners

TOPIC: There was a suggestion to have one or two social functions in the community. We could do this in one of the four cul-de-sacs. There seemed to be quite a bit of interest by the homeowners.
STATUS: A vote was taken for an annual Spring pot luck event. An email will go out to the Community looking for volunteers to form a committee and organize this event.

TOPIC: Door prize drawing
STATUS: 4 lucky homeowners received gift certificates to local restaurants.

OPEN DISCUSSION:

• There was interest in a picnic area closer to the lake.
• Any homeowner is welcome to attend a Board meeting. Those interested should notify any Board member in advance.

ADJOURNMENT

There being no further business to discuss a motion was made and unanimously approved to adjourn the meeting at 8:05 p.m.

Respectfully Submitted,
Becky McKane, Secretary

Dam repairs are complete and it is safe to go out on the dam at this time.  The spillway has been closed, and the pond should reach capacity in a couple of weeks
 
Please use only the designated lake access points, at the front entrance near Purnell and the entrance near Matherly & Fairlake.  Please be respectful to the neighbors on the pond, do not access through their yards or driveways without their express permission. Also, do not climb fences, throw debris or in any way trespass or damage the property.  Parents should advise their children of these policies and possibly go down and show them the correct areas to access and safe water-side behaviors . As a community, we should be respectful of everyone else’s property.