Chevington Woods

11/24 2003 Trustee Meeting Minutes

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CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
November 24, 2003

President Comanita called the meeting to order at 7:10 p.m.

President Comanita ascertained the presence of a quorum with eight (8) Trustees in attendance:

Carol Comanita, President
Will Snell, Secretary
Don Roeder, Treasurer
Lisa Ross
Teresa Hartley
Julie Squier
Jill Ladrick
Mark Briggs

Reading of the minutes: President Comanita noted the minutes had been previously distributed via email to the trustees and advised, that if there were no objections, the minutes could be approved as distributed. Trustee Ross moved to waive the reading of the minutes; the motion was duly seconded and passed without dissent.

Treasurer’s Report: President Comanita noted the new Treasurer had not received the financial records but would receive them after the Auditing Committee Report was presented and approved.

Reports of Committees: There were no Standing Committee reports.

Ad Hoc Committee Reports: Chairperson Julie Squier of the Auditing Committee presented the report of the Committee and moved its adoption. Copies of the Auditing Committee Report, including financial data, were distributed to the Trustees present. The motion was duly seconded. Following the Trustees review and discussion of the written report and financial data attached thereto, the report was approved as submitted without dissent.

Trustee and Auditing Committee member Snell noted that some outstanding checks were so stale that it was an undue burden to carry them on the CWCA financial records and ask the Trustees to address the issue. Following a discussion of the matter, Trustee Hartley made a motion that all checks older than one year be credited back to the checking account, since they were outdated checks, and beginning with check number 1221 and moving forward the payees be contacted for possible resolution of the problem. The motion was duly seconded and passed without dissent.


Thereafter, a discussion was held among the Trustees in regard to a modern bookkeeping format for the Association. Following discussion among the Trustees present, a motion was made by Trustee Squier that the Association purchase the computer program “QuickBooks” for use by incoming Treasurer Roeder in maintaining the financial records of the CWCA. The motion was duly seconded and passed without dissent.

Unfinished Business:

1. Directory: Chevington Woods resident, Ms. Holtz, addressed the Trustees in regard to the history and problems encountered in assembling the Chevington Woods Directory. She explained that she was on the original Directory Committee some years ago but that the compilation of the Directory had been passed on to others some time ago and that she had not been an active member of the Directory Committee for some time.

President Comanita thanked Mrs. Holtz for her enlightening comments, for her previous service to the CWCA and for taking the time to appear before the newly elected Trustees at the meeting.

Thereafter, a discussion was held among the Trustees in regard to the importance of getting the updated Directory published as soon as possible. It was the consensus of opinion among the Trustees that getting the Directory published was a top priority for the CWCA. It was also the consensus of opinion and agreed upon by the Trustees that Trustee/Newsletter Editor Ladrick would contact advertisers by letter to ensure the Directory had up-to-date information for publication. Trustee Ladrick and Trustee/Treasurer Roeder will coordinate information to ensure advertising accuracy as best as possible. Trustee Ladrick assured the Trustees present that the Chevington Woods Directory should be published and distributed no later than January 30, 2004.

2. Newsletter – It was noted that the quarterly CWCA Newsletter was
prepared and would be distributed shortly. Advance copies were furnished
the Trustees for review. It was noted that two names were misspelled in
the minutes of past meetings. Secretary Snell advised that he would
correct the errors in the minutes of past meetings since no formal action
of the Trustees was required to correct the misspelling of proper names.

3. Office of Vice-President – President Comanita noted that she had sent
a letter via USPS to Vice President Burns noting her failure to attend
CWCA Trustee meetings or otherwise participate in the business of the
Association. She further advised in the letter that failure to respond or
attend this meeting would be considered a voluntary resignation. Since
Trustee Burns was not present at the meeting, Trustee Squier moved the
office of Vice President be declared vacant and that an election he held to
fill the vacancy. The motion was duly seconded and passed without
dissent.

Accordingly, President Comanita opened the floor for nominations for
the office of Vice President. Trustee Briggs was nominated to fill the
vacancy. President Comanita called for other nominations. Hearing none
Trustee Snell moved the nominations be closed and Trustee Briggs be
elected by acclamation. The motion was duly seconded and passed
without dissent.

Deed Restrictions – There was considerable discussion among the
Trustees in regard to deed restriction enforcement. It was the
consensus of opinion that deed restriction enforcement be pursued by
the Association while deliberations of the Deed Restriction Committee
continue.

New Business:

1. Dues Year - Trustee Snell noted the Auditing Committee could not
find any documentation in the records of past CWCA activity to clearly
differentiate between the fiscal year and the calendar year for dues
collection. After discussion among the Trustees, Trustee Snell moved the
fiscal year be coordinated with the calendar year and henceforth all dues
collection be recorded on a calendar year basis, i.e. January 1st thru
December 31st. The motion was duly seconded and passed without
dissent.

2. Copier for Treasurer – Secretary Snell noted that if the Treasurer had
copies of all checks received any disputes in regard to prior dues
payments could be quickly resolved. Following discussion among the
Trustees it was agreed the Treasurer should have a copier or
multifunction machine to copy or scan documents. Accordingly,
Secretary Snell moved that the CWCA purchase such a machine for the
use of the Treasurer. The motion was duly seconded and passed without
dissent.

3. Bonding for President and Treasurer: Secretary Snell stated a
need for the CWCA to have the President and Treasurer of the CWCA
bonded since they were the only two officers to have access to CWCA
funds. Following discussion among the Trustees it was the consensus
of the Trustees that Treasurer Roeder investigate this matter and
report back to the Trustees in regard thereto.



There being no further business, Trustee Briggs made a motion to adjourn. The motion was duly seconded and passed without dissent. The meeting was adjourned at 9:20 p.m.

Respectfully submitted,


______________________
Will Snell, Secretary