Fields at Overlake Management Committee Meeting

Fields at Overlake Management Committee Meeting May 9, 2006 – Minutes

Upon due notice given and received, the monthly meeting of the Fields at Overlake Condominium Association was held on May 9, 2006, at the community gazebo, 1930 North 20 West, Tooele, Utah. Meeting was brought to order at 5:00 pm by the committee president, Amy Pollock.

Attendees:  Amy Pollock, President  Jennifer Castle, Secretary  Pam Wahler, Treasurer  Natalee Bennion, Landscaping Coordinator  Melanie Hansen, Committee Member  Lil Wayman, Manager – DCM

Previous month’s minutes and financial reports were reviewed and approved by the committee.

Annual Meeting Agenda The committee outlined the agenda for the annual meeting, scheduled for May 13, 2006. Amy prepared a draft of the agenda items, including landscaping plans, parking issues, financial report and discussion, collections policy, website, and trash can problems. Amy has collected several additional proxies from owners and we may reach the required quorum to hold the election at the meeting. If not, the bylaws allow the meeting to be closed and reconvened immediately after opening, with a quorum of 1/3 instead of 1/2. As of the date of this meeting, candidates to be named on the ballot will be: Amy Pollock, Pam Wahler, Natalee Bennion, Jake Baldwin, and Robin Fravel. Lunch will be served after the business is conducted. Pam or Amy will shop for food and supplies at Costco and submit receipts for reimbursement. Jenny will bring drinks and a cooler.

Financial Planning As requested, DCM researched the CC&R’s to determine what the reserve requirements are. Section 5.11 discusses the reserve fund and requires the association to maintain “an adequate reserve fund for maintenance, repair, and replacement of the common area and nonexlusive limited common area that must be replaced on a periodic basis.” No dollar amount or percentage is given. With the budget for 2006 showing an estimated increase of about $3,000.00, the committee unanimously decides that dues will not be increased this year. If, at the end of the year, the surplus is available, the surplus money may be added to the current reserve fund.

Collection Policy The committee outlined a new collection policy, with the addition of the 12% annual interest which is allowed by the CC&R’s. 12% annually works out to 1% monthly. Lil will put the new collection policy in writing and present it at the annual meeting.

Trash Can Numbering Amy will contact her friend to order vinyl numbers for the trash cans, which will correspond with house numbers. This should help to solve the problem of missing or stolen trash cans.

Landscaping Dandelions are a big problem right now. David Tingey applied weed control last month and reports to Pam that it will begin to help gradually. Lil will check with David on how often the lawns are being watered. Pam thinks the sprinkler at the rear of her unit (1935) may not be

1 working properly. General weeding and clean up is needed. Is that part of Tingey’s contract or additional? Lil will check the contract and discuss with David. Amy requests approval from the committee to plant two fruitless cherry trees in their yard area. All committee members give their approval.

Website Homeowner Rick Pollock is working on the association’s new blog site. Webmaster Andrew Hook needs the IP address to forward from the existing site to the new one. The hosting charge by GoDaddy.com was automatically charged to Pam Wahler’s credit card, which resulted in an overdraft charge to Pam’s account. Hosting through GoDaddy has been cancelled, so Andrew can have GoDaddy reverse the hosting charge if we provide him with the last four numbers of Pam’s credit card. The association will reimburse Pam for the $25.00 overdraft charge.

Neighborhood Issues Amy reports that the children of the Leonardo’s Restaurant owners have been disruptive in the community. They are frequently out late and being noisy at the street end of 1930 North and elsewhere in the complex. Rick Pollock reports that one child scratched his car with her bike while riding on the street. DCM will contact the owners of Leonardo’s and request that this behavior be curtailed. (Amy states that they don’t mind if the kids play here, but they need to be quieter and more respectful of private property.)

New Homeowners to welcome in the next newsletter: Jill Darby, Lori Harris, LaShawn Williams

Adjournment and Next Meeting There being no further business to discuss, the meeting was adjourned at 7:00 pm by the committee president, Amy Pollock. The next regular committee meeting is not yet scheduled due to the election this coming Saturday. The new committee will schedule the June meeting at a later date.