September 2009 Board Meeting Minutes

The Fox Run Homeowners' Association Board met at 7:00 PM on September 21, 2009. Attending were Daniela Cambie’, Rod Langman, Mike Ryon, Nancy Wentz, Noel Gilbreath, Christian Coulter, John Larese, Chandelle Gibbs, and Karen Tunstall.

1-       It was decided to try to limit discussion for each topic to 30 minutes.

2- Finances.

Nancy presented the last statement showing a cash reserve of approximately $300,000. Dues have been paid by most of the owners. There are 8 homeowners who have not still paid their dues. One person has paid $200; the other seven have not paid any dues yet. Late fees have been assessed and liens on the properties will be placed on Oct 1^st. Rod will try to contact these owners one more time.

Budget audit: the board has decided to hire an outside auditor. Noel, Chandelle and Karen will get quotes from different auditors and CPAs.   (Nancy will write down her procedure and provide 4 yrs of records for the audit.)

3-Club House.

The board decided to look into different lenders and also to start contacting builders and architects to get quotes.

The maximum amount of the loan has been estimated at $300,000 with an estimated $150,000 down payment for the construction. Noel, Daniela, Chris and Nancy will look for possible loans and present results to the board members as soon as they receive the estimates.

Noel and Karen will look for builders in order to get a quote.

Rod has suggested considering also Mr. Chadwell.

The board has asked to meet again with Mr. Smee, the architect that was previously contacted by the board at the beginning of the project.

Nancy will look into other architects.

4-Speeding

The board decided to hire the car patrol for two 4-hour shifts for the next month. Car Patrols will also serve as security device.

Nancy has strongly suggested considering adding stop signs to calm traffic. Chandelle will talk to Farragut Alderman, John Williams to see what we can do.

Mike presented the process from the Town of Farragut to initiate the traffic calming application. The board decided to postpone the vote to initiate the traffic calming application until after trying the car patrol and seeing what results are obtained.

5-Security

The board has decided to post new signs for closing the pool facilities and adjacent areas (parking lot) during winter time. The facilities will be closed from 10 PM to 6 AM from Oct to May. John Larese suggested installing a gate to prevent access to the parking lot. The gate will be locked at all times during winter and people that need access to the parking lot for special events (like soccer games) will need to request it to the board. Depending on where the gate is located, residents using the tennis court may have to park in the circle during the winter season. Karen, John and Mike are looking at gate options and quotes and once we have enough detail regarding the location and the cost, the board will decide how to proceed.

Noel has suggested adding a light (like the tennis court lights) near the picnic areas, Rod has suggested waiting until the clubhouse design and location is finalized because of the cost of the light.

6- Covenants

Empty lots: only one lot has not been cleaned up on top of Brochardt. The board was contacted by the owner, who asked for a time extension since they were starting construction. The extension was granted until construction will starts in the next few weeks.

7- Facilities

The pool will be closed for the season on Oct 5^th.

Pool bathrooms: Noel presented a quote to replace tiles and toilets in both bathrooms. He is going to look at quotes for dividers as well.

Soccer fields: if nobody requests the use of the soccer fields during winter time, Mike will remove the nets.

8- Social

Chandelle received the votes for the Fall Party. The date is set to October 25. She has a few volunteers for the Chili cookout and other activities. She needs more volunteers.

The meeting was adjourned at 9:30 PM. The next board meeting is scheduled for Monday Oct 19.