Report from

Council of Stewards Meeting

October 25 , 2006 [Regular Meeting]

In attendance: Sam Coleman, Tom Fischer, Sherman Kahn, Norm Reid, David Smith, Dave Stout, and Donna Howell (Recording Secretary).
No homeowners were in attendance to present questions or concerns.
The Council of Stewards (COS) discussed these issues and took the following actions:

• Committee reports were presented as follows:

1.  Finance Committee – Financial statements for period ending September 30, 2006 were available. Several questions regarding the report from Abbott were discussed and will be forwarded to Vera Victorino. Utility charges for water (irrigation) will continue to be closely watched and investigated.
Tom Fischer presented the 2007 proposed budget. Pending clarification of insurance costs for 2007, a motion was made and approved to accept the proposal. No increase in 2007 assessments will be necessary. Abbott Enterprises will send a packet regarding the November 14 Budget Ratification Meeting to all owners by mail on October 30 or 31.
2.  Property Transition Committee – Based on input from Teresa Furlong, the neighborhood survey is progressing well and results will be available for presentation to Abbott in early-November. Comments and concerns regarding neighborhood issues will be listed and addressed to appropriate resources. [See newsletter article on pages 3 & 4.]
3.  Townhome/Workplace Building Maintenance Committee – Expenses for 2006 continue to trend downward over costs for 2005.
Cunnane has agreed to replace the patio foundations at four of five townhomes on the north side of Caldwell Lane in order to eliminate settling problems. These patios are under an extended warranty through September, 2007. Lance Cunnane will be invited to attend the December COS meeting to discuss the structural changes planned to resolve this issue.
It appears that water is seeping under the foundations and up through the concrete blocks at the base of garage walls in several units of townhome Building G on South Faulkner Way. Further analysis will be conducted and Cunnane will be consulted regarding possible solutions and warranty coverage.
4.  Landscape & Grounds Committee – The 2007 Yard-of-the-Month contest will run from April through September with a Halloween/fall decoration contest in October. This will be in addition to the planned Christmas decorating contest. [See newsletter articles on pages 4 and 5.]
Contemporary Landscapes will be consulted regarding the possible re-working of planting beds and shrubs around townhomes and offices on St. Alban’s Lane and Caldwell Lane in 2007. Much of the original planting has become overgrown and needs to be thinned out or replaced. The committee recommends that St. Alban’s and Caldwell be done the first year, Twain Avenue the second year, North and South Faulkner Ways the third year. Funding for this will come from reserves.
5.  Architectural Review Committee – No report.
6.  Newsletter & Website Committee – Total newsletter copies have increased to 302/month with the completion of two new homes. Costs per month are being controlled within budget.
Questions regarding internet and website usage in the neighborhood survey will help evaluate the effectiveness of the neighborhood website.
7.  Covenant Committee – Work continues toward completion of the Policies and Procedures Summary document for distribution to the neighborhood. Review by the Association attorney is complete. However, the COS has requested that the proposed Enforcement Process be separated as a stand-alone document and considered for approval at the early-December COS meeting.
The committee submitted a recommended change to the Canons of Conduct regarding parking regulations. This change clarifies parking restrictions as now written, particularly for single-family homes. A change to the Canons of Conduct requires COS approval and notification to homeowners. The changes would then go into effect within a period not less than 30 days from the notice unless 50% of all homeowners provide notice of disapproval. This proposal may be available for approval at the December COS meeting.

• Management Report – Due to illness, Vera Victorino was not present for the meeting so the Management Log was not discussed. A draft letter to all members regarding the November 14 Membership Meeting for budget ratification was reviewed and approved.

An annual review of performance with Dennis Abbott of Abbott Enterprises has been scheduled for Tuesday, November 7, 2006. Tom Fischer and David Smith will represent the COS at this meeting.

• Old Business – Neighbor complaints have again been received regarding clean-up after pets on lawns. [See newsletter article on page 6.]
• New Business – The COS is expecting a final letter and/or drawing from Doug Boone with parking pad assignments clearly marked. At such time as this is received, the COS will decide guidelines for allocation of unassigned spaces.

Market Properties has made an offer to provide BBQ and a large dumpster for one day for disposal of articles not normally picked up by curbside service (excluding hazardous materials) during the fall for New Neighborhood. The COS has requested further clarification of the proposal in order to consider how this can be handled.
Tom Fischer has requested that a summary of the 2006 financial statements for the Association be made available during first quarter 2007 and published in the newsletter.
-------------------------------
The COS went into Executive Session to discuss two items regarding individual owner accounts.
The meeting was adjourned at 9:55 p.m.