South Fork Homeowners Association
March 10, 2008
Board Meeting Minutes

Present
Timothy Rousset - President
Shawn Whitten - Secretary
Roger Myers - Director
Mike Hatcher - Director
Tom Mast - Director
Robert Unland

Absent
Dan Katzfey – Vice-President
Tim Cummings - Treasurer

The meeting was called to order at 7:08 p.m. in the Harrison Room at the Library Center. Minutes for this meeting were taken by Shawn Whitten. Minutes from the January 2008 meeting were read and approved. No meeting was held in February 2008.

Treasurer’s Report
Tim Cummings was not able to give a report as he was not present due to being ill.

Pool Report
Mike Hatcher reported the following:
• One bid has been received for potential landscaping work around the pool area. This bid was for “bare-bones work” and is $3,000.
• The pool gate will not stay closed using only the magnetic bar controlled by the computer. A chain with a padlock is necessary to keep it closed. We do not know whether or not the gate computer is functioning or even has power.

Old Business
Tim Rousset asked for ideas related to resealing the pool parking lot. Roger Myers will measure the lot and Shawn Whitten will get some pricing and information from Lowes or Home Depot.

Tim Rousset presented four bids for mowing the common areas for the 2008 season.
• The board had worked for a few months to create a contractual type bid application form and had approved its final version. Two of the bids did not use any version of that form. Three bids had no proof of insurance. One bid was priced per mowing with no pricing for the fertilizing so it is unknown how we would pay in the three installments as outlined in our bid application.
• Voting on the bids was done using a point system. Each voting board member completed a secret ballot showing 1 point for his / her first preference, 2 points for their second preference, etc. The bid with the fewest points was to be considered accepted.
• Tim Rousset and Tom Mast tallied the points from the ballots.
• Shawn Whitten did not vote to avoid any appearance of a conflict of interest as his son, Stephen, had submitted a bid.
• The final tally of points from the voting showed:
o Schafer – 8 points
o Whitten – 9 points
o Koehler – 10 points
o Jones – 13 points
• No motion was made to consider any bid to be the winner but it was generally understood that the work was awarded to Schafer even though his bid did not show proof of insurance.

Shawn Whitten asked for the board to outline what should be done if Schafer would decline to do the work, quit during the season, or need to be replaced. Roger Myers made a motion that in any of these events, the job would be given to the bidder with the second most points. Tom Mast seconded this motion and it passed unanimously.

New Business
Tom Mast asked the board to think about hiring an on-cal snow plowing service.

Tasks agreed to during this meeting
• Shawn Whitten will attempt to check out the pool computer to see if it is functioning or has lost power.
• Roger Myers will measure the parking lot.
• Shawn Whitten will get prices and info from Lowes or Home Depot so we know what it would cost to reseal the pool parking lot.

The meeting was adjourned at 8:00 p.m.