Calendar

  OPEN BOARD OF TRUSTEE MEETING 

AGENDA

                   1.  Call To Order & Pledge of Allegiance By John Gagliardi

              Vote to Approve 2019 Budget 
              Vote to Accept August, September 2018 Financial Statements 
              Vote to Accept August, September 2018 UBS Statements

               Vote on Contracts/Proposals

• New treadmill & elliptical for fitness room
• New fountains for Ponds 6, 9S & 9S
• Replace two (2) VFD controllers  Eltone Road location
• Catch basin repairs
• Global Hydro contract
• Allied Fire & Safety contract

                  Vote on Policies / Regulations /Resolutions

• Policy #2000  Financial Advisory Council  (Revision)
• Regulation #2100.09   Late Fees  (Revision)
• Policy #2400  Investments and Related Financial Services  (Revision)
• Policy #2500 Expenditures for New Capital Projects  (Revision)
• Regulation # 5000.03  Activity Guidelines  (Revision)
• Regulation #5310.01   Resident Contractor Services  (Revision)

   10.      Open Homeowner Forum on Community concerns

   11.  Adjournment

NOTE: Meeting agendas are subject to change.

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POLICY & REGULATION CHANGES 11-15-18

POLICY #2000   Financial Advisory Council   Changed number of members from  up to to

a minimum of four members.

REGULATION #2100.09      Late Fees     Revised 11/18

Whereas the association’s bylaws grant the BOT authority to impose reasonable late fees on delinquent assessment accounts, the following late fee structure is established.

1.   Monthly assessments shall be due on the first of the month.

2.   If an assessment is not paid by the 15^th of the month in which it is due, a late fee of  $10 35 shall be imposed every month until the assessment is paid .

3.   If an account is delinquent for a period of more than thirty (30) days, a late fee of  $25       shall be imposed for each such thirty (30) day period.  This shall be in addition to the       $10 charge for the current month delinquency.

POLICY #2400    Investments and Related Financial Services    Revised 11/18

A major responsibility of the BOT is to assure that sufficient monies are reserved for the eventual replacement of capital assets that will wear out or become obsolete.  Such assets include components of our common buildings, recreational facilities and, components of the community’s infrastructure.

Each year the BOT is obligated to allocate a portion of association revenue to a capital reserve account.  The amount of money required for placement in the capital reserve account is based upon a capital replacement schedule.*

An important goal is to assure that the capital reserve account is sufficiently funded, which will minimize the potential of requiring additional homeowner assessments when capital assets require replacement.  appropriate  will minimize the potential of requiring additional homeowner assessments when capital assets require replacement.  An important companion goal is to avoid monthly allocations to the capital reserve account that are larger than necessary.

POLICY #2500       Expenditures for New Capital Projects     Revised 11/18

 The association’s bylaws provide the Board of Trustees with broad authority to expend funds held in association accounts.  Notwithstanding this broad authority, the Board believes that expenditures for new capital projects exceeding a particular dollar threshold should be subject to review and approval by a larger representation of community members.

 It is important to note that a new capital project is not the repair, replacement or enhancement of an existing capital asset.  The Board reserves its sole authority to make decisions regarding such expenditures.  Two examples of a new capital project would be the construction of a new recreational amenity or a roadway that currently does not exist.

 The Board believes that a reasonable threshold to seek broader community member approval for a new capital project is $50,000 in 2016 dollars.  In the future that figure shall be adjusted to reflect inflation in costs pertaining to related capital expenditures

Procedures for an election to gain community support for a new capital project whose cost is in excess of the stated dollar threshold will need an affirmative vote of the majority (50 % +1) of the total number of households who are eligible to vote.

Any and all expenditures for new Capital Projects will follow Article V1, Section 5, page 26 in the Declaration of Covenants, Easements and Restrictions for Four Seasons at Metedeconk Lakes.

Regulation 5000.03    ACTIVITY GUIDELINES   Revised 11/18

Bus Trips

d.   All bus trips are subject to Regulation 5000.01 which governs documentation,

amount of insurance liability coverage, duration of trip, 3^rd party insurance, and

participants.  A Trip Participation Release Agreement must be completed by each participant engaging in an overnight trip sponsored by an FSML Activity Group.  See Regulation 5000.01 for complete details.  Group Leaders are to provide the Resident Services Coordinator a list of all trip attendees before the trip.

Capacity of Ballroom

Dinner dance w/Band/DJ will have no more than 170 people in attendance.  Table setup is flexible as long as it maintains the restrictions mandated by the Jackson Fire Department.

Stadium Seating w/stage Capacity depends upon stage set up.  For example:

2 sections, 4 feet from wall  = 280

4 sections, 8 feet from wall  = 260

6 sections, 8 feet from wall) = 240; full stage (9 sections, 12 feet from wall) = 220.  Aerobics room chairs are used above 220.

Tables Without Dance Floor, Without Stage  =  200. 170

Tables and Stage, Without Dance Floor  = 170. Between 130 and 160 (with flexibility at Management’s discretion.

Veranda  -  4 round or rectangular tables  with 10 chairs at each.

              Any exception to the above must have Property Management approval.

Garbage & Clean-up

1. After an event, garbage bags must be tied up and left in the kitchen, ballroom or veranda for custodial staff to dispose of the following business day.
2. It is up to the activity group to monitor kitchen and ballroom cleanliness and tidiness.

Lottery/Lottery Procedure

j.    The table leader will write only the number of attendees on the front of the envelope.  Table reservations can range from one (1) resident up to the number chosen by the event AG.  All single residents will be permitted to bring an outside guest to events.  Please indicate the name of the guest on the reservation form.  All residents, as well as outside guests, must sign the EVENT SIGN IN SHEET check in prior to entering event per guidelines set forth by the Board of Trustees.

REGULATION #5310.01          Resident Contractor Services   Revised 11/18

Residents who retain contractors to work on their homes are responsible to ensure that their contractors comply with the following rules.

1) Every effort shall be made to minimize noise that might be heard by neighbors.  Any work that generates noise that may be heard by neighbors shall not commence until 8AM on weekdays, and 9AM on weekends and holidays.  Outside work shall conclude at 8pm on weekdays and 6pm on weekends and holidays.  Radios played by contractors shall be kept at a volume that cannot be heard by neighbors.

2) Every effort shall be made to avoid the migration of construction dust and debris to the property of neighbors or to common property.  To minimize the drifting of potentially hazardous dust, contractors who are cutting stone for patios and walkways are required to use either a wet saw or hand-saw water kit.  Additionally a wet cloth screen to catch dust is to be placed immediately downwind of the cutting activity, or the contractor is to enclose the cutting area.  Contractors who are cutting stone are also expected to locate their cutting equipment in a manner that minimizes the potential of dust drifting onto the property and homes of neighboring residents.  The homeowner who has contracted a project that involves the cutting of stone is expected to inform his immediate neighbors as to when cutting activities will occur.

3) Contractors may not store construction materials on common property, including but not limited to sidewalks, roadways or the grass strip between the sidewalk and roadway.

4) Contractors are responsible for the complete cleanup of any material residue left on common property, including but not limited to sidewalks, roadways or the grass strip between the sidewalk and roadway.

5) Contractors are not to drive vehicles or move equipment across common property without the express written approval of the association’s Community Manager.

6) If contractors damage any common property, the homeowners may be assessed for the cost of repairing the damage.

7) Contractors are to be directed to exercise caution to avoid causing any damage to the drainage swales located between houses.  The cost to restore damaged swales will be the responsibility of the homeowner.

8) Contractors are expected to comply with all community speed limits and parking regulations.

9) Contractors may not leave construction vehicles on the street when they are not actively working on the job.

10)  Contractors are to use a tarp (or similar material) underneath landscape and/or construction (such as but not limited to mulch, stones, rocks, concrete mix, etc.) material when placing it on common area (not limited to the roadway, sidewalk(s) or the grass strip between the sidewalk and roadway).  Material cannot be left overnight.

11)  No advertisement signs may be placed on the property.