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Circle Square Association
March 14, 2012
Board of Directors Meeting Minutes
www.circlesquareassociation.com
Present: G. DeLeonardis (Treasurer), A. Dower, J. Giles (Co-Secretary), C. Gunn (President), S. Freeman (VP), A. Nelson (Co-Secretary). Absent: J. Flanagan, K. Merchant. Visitors: Jim Kunz and Marie Lopez.
Meeting started 7:47pm. S. Freeman read through the February 2012 meeting minutes. Minutes approved unanimously.
C. Gunn welcomed two homeowners, Marie Lopez and Jim Kunz to the meeting.
Marie Lopez reports that she found a discrepancy of $2,331 in the Treasurer’s Report in the December 31, 2011 budget, based on the numbers from S. Freeman’s email. However, the Board believes the budget included in the email was still a “draft” and not the final numbers submitted to the bookkeeper by G. DeLeonardis. Going forward, G. DeLeonardis will request bookkeeper, Martin Casey, as well as Board members sending out these documents to include date of documents as well note draft or final copy.
Treasurer’s Report:
G. DeLeonardis will make copies of Exhibit E & F from December 2011, and C. Gunn will distribute the hard copies to the homeowners.
G. DeLeonardis noted that there were three assessments with 90 days past due: G. DeLeonardis will contact the homeowners.
Treasurer presented the financials (Exhibit E and F) ending 02/29//2012 and reported that Cash Accounts Activity (Exhibit F) shows a total balance of $94,975.00 as of 02/29/2012.
Martin Casey has prepared the documents for the Audit. G. DeLeonardis will hold the papers until the Audit Committee is ready to review them for the 2011 calendar year. The following homeowners, B. Srinivasan, W. Freeman, M. Lopez and N. Nemivant have kindly volunteered to be on the Audit Committee.
Comparison of Accounting Service Provider:
Current bookkeeper: Martin Casey - $378.92/month; Tim Sullivan - $332.67.
Marie will ask Tim Sullivan:
1. Will there be extra charges or savings for electronic billing, etc…? Will there be cost difference if we move to electronic billing of monthly assessments instead of paper.
2. Are there extra charges for additional bank account reconciling, change in accounts, etc…?
G. DeLeonardis will look for a copy of the contract with bookkeeper, Martin Casey to see if there were stipulations on how frequently the deposits of assessment checks should be made.
Maintenance:
1. Landscape – Jim Kunz raised his concern about the aesthetics of the Loomis parking area and is not satisfied with current landscaper’s work. Jim would like the looks of the entry to the parking lot to be improved and pavers replaced. G. DeLeonardis mentioned we discussed putting in the pavers to the parking lot because grass won’t grow well due to the shade from the trees. Jim Kunz has volunteered to obtain bids for landscaping improvement in the Loomis parking lot entrance area, including pavers. S. Freeman will let our Brickman contact know that Jim Kunz will be in touch re: bid.
2. Pest Control – G. DeLeonardis got a call from Terminex representative and received report based on visit from 9/24/11. We have 180 stations in the CSA property and these 180 stations were randomly checked. The report showed that there were two hits, but no live evidence of termite activity. Station 23 had a hit on 9/24/11, and also on 10/31/09. Station 104 had hits since 7/28/07, then again 4/30/08 through 9/24/11. When Terminex reps see a hit, they will put poison in the station where they find activity. G. DeLeonardis will get a station map to determine where these hits were found and notify homeowners.
New Business:
G. DeLeonardis conveyed the message from current bookkeeper, Martin Casey, that this will be his final year of bookkeeping service for CSA. He can finish at the end of this calendar year or transition to the next service provider should CSA Board decides to contract with another vendor or management company.
The meeting adjourned at 9:50 pm.
Next month’s meeting will be held at 7:30pm on Wednesday, April 11th at the University Village Association. |
