Board Meeting Minutes​

All residents are welcome and encouraged to attend.

 

OAK PARK LEISURE GARDENS

BOARD OF DIRECTORS MEETING MINUTES

June 8, 2021

OPLG Clubhouse/Zoom

 

*****NEXT MEETING*****

ANNUAL MEETING: August 10, 2021, 5:00 p.m.

BOARD MEETING TO FOLLOW

 

The general meeting of the Members of Oak Park Leisure Gardens was held on the above date, at 5:00 pm. The meeting was held by virtually by Zoom. Joseph Rutherford was present from The Management Trust. The following Board Members were present in person at the Oak Park Leisure Gardens Clubhouse. Ron Schram and James Burns were absent.

 

Christine Strasser

Tom Talbert

John Elfers

 

***SPECIAL ANNOUNCEMENTS***

 

Annual Meeting: The Annual Meeting this year will be held on August 10, 2021 rather than the usual June date. This is to accommodate new election timelines that are longer. The election of Board Members will take place at that meeting.

 

Clubhouse: At the recommendation of public health guidelines and the HOA property manager the clubhouse will remain closed at this time. The Board is hopeful that with vaccinations rolling out that the Clubhouse will be reopened by mid-June.

 

1.   CALL TO ORDER

The meeting was called to order at 5:00 p.m. with a flag salute. It was established that only owners of an OPLG unit were present on zoom.

 

2.  APPROVAL OF MEETING MINUTES

There was a MOTION (Chris Strasser) and a SECOND (Tom Talbert) to approve the meeting minutes from the Board of Directors Meeting of April 13, 2021 as submitted. ALL IN FAVOR, MOTION PASSED.

 

3. OPEN FORUM

There was one comment in the Open Forum.

 

4. BUDGET REPORT

            A. Financial Report/Operating Reserve

The Board reviewed the current financial statements. Reserves for OPLG were at $482,208.00 as of March 31, 2021. After adjustments of a line item, the Operations Account was $5,651.18 under budget for the month ending March 31, 2021 and $2,046.39 under budget for the year-to-date.

 

There was a MOTION (Tom Talbert) and a SECOND (Chris Strasser) to ratify the Board of Director’s individual reviews of the following financial reports for the monthly financials ending in February 28, 2021 and March 31, 2021;

  • A current reconciliation of the association’s operating accounts

  • Reconciliation of the association’s reserve accounts.

  • Current year’s actual operating revenues and expenses compared to the current year’s budget

  • The latest account statements prepared by the financial institutions where the association has its operating and reserve accounts

  • An income and expense statement for the association’s operating and reserve accounts

  • The check register, monthly general ledger, and delinquent assessment receivable reports.

ALL IN FAVOR, MOTION PASSED.

 

5.  MANAGER’S REPORT

A. Joseph Rutherford reviewed the status of dues. Three owners are delinquent $1,156.00. Three others are also overdue and all have been sent notices.   

 

6. NEW AND ONGOING BUSINESS

 

A. Election Policy: The new election policy was approved at the February Board Meeting. Notices of the new policy will go out after the August Annual meeting.

Call for Nominations for elections have gone out. The three inspectors of election are Kathleen Grant, Debbie Powell and Carla Canu.

There was a MOTION (Chris Strasser) and a SECOND (Tom Talbert) to approve the three inspectors of election. ALL IN FAVOR, MOTION PASSED.

There was a MOTION (Tom Talbert) and a SECOND (Chris Strasser) to appoint The Management Trust to handle the distribution and collection of ballots. ALL IN FAVOR, MOTION PASSED.

B. Rodents in the Complex: The Board discussed the recent influx of rodents in various areas of the complex. Owners have been experiencing damage to vehicles. The Board discussed a proposal by Key Termite to conduct rodent extermination using boxes in strategic locations around the complex. There was a MOTION (Chris Strasser) and a SECOND (Tom Talbert) to approve rodent extermination by Key Termite. ALL IN FAVOR, MOTION PASSED.

C. Reserve Study Update: The Upcoming Reserve Study was discussed and the current designations for reserves seem adequate. The Board will be notified when the update is complete.

 

7. COMMITTEE REPORTS

J. Architectural Review and Exterior Maintenance Committee:

  1. No new architectural reviews have been submitted.

  2. The Board discussed the request by an owner to remove architectural features from the back of a unit and not replace them. This issue will be taken up at the general meeting in August when all Board members are present.

 

  • Landscape and Grounds Committee:

    • Several driveways and irrigation leaks are currently being repaired.

 

  • Clubhouse Committee:

    • The Board elected to keep the clubhouse closed until there is a clear public health message and guidance from TMT that it is safe to open it again. It is anticipated that an opening will occur soon.

 

9.  MEETING ADJOURNED

There was a MOTION (Chris Strasser) and a SECOND (Tom Talbert) to adjourn the meeting. ALL IN FAVOR, MOTION PASSED. The meeting was adjourned at 6:03 p.m.

 

10. MEETING CALENDAR: August 10, 2021; October 5, 2021; December 7, 2021. Meetings will be held at 5:00 p.m. by zoom until the clubhouse is reopened.

 

Respectfully submitted by the Board of Directors

Transcribed by John Elfers, Acting Secretary