2016 ANNUAL MEETING
BRIGHTFIELD VILLAGE CONDOMINIUMS H.O.A.
ANNUAL MEMBERS MEETING.
LOCATION: BRIGHTFIELD MEETING ROOM.
MEETING DATE: JULY 7, 2016.
SIGN-IN AT 6PM.
MEETING TIME: 6:30PM
2016 ANNUAL MEETING:
The 2015-2016 HOA Directors were.
Don Joyce,
Jack Furman,
Judy Nichols
The following is a list of the owners attending in person
taken from the sign-in sheets:
Catherine Barber 8528
Lauree Carlsen
Kelsey Cleveland-Rubeor 8808
Hillary Cleveland-Rubeor 8808
Allen Cooper
Jack Furman 8843
Heidi Gehrke
Calin Grerghe
Natasha Greene. 8552
Robert Haley
Mary Hayes
Stan Jewett
Rian Jordan 8540
Don Joyce
Aimee Karitis
Cathleen McLuckey 8620
Angelic Lingermann
Pamela Mitchell
Diane Moreland 8608
Andreea Nica 8755
Judy Nichols 8852
Shirley Platt 8516
Julie Ries 8508
Steven Rutter 8631
Joe Schoen 8544
Elaine Schultz 8712
Helen Seidel 8848
Otis Shinn 8532
Ralph Solhjem 8616
Celeste Whorton 8548
Lee Ann Taylor
At 6:40PM the count of members present and represented by proxy was completed.
It was reported that there were enough members present and by represented by proxy for the
quorum requirement. (The quorum required is at least 66 unit owners represented either by
proxy or in person.)
A total of 75 units were represented by proxy or in person (75 eligible to vote).
An additional 20 unit owners sent in proxies for quorum only (not eligible to vote).
Seeing that the quorum requirement was met, the meeting was called to order at 6:45pm.
The proof of meeting notice was made and verified by members attending the meeting.
Reading of 2015 Minutes from the previous Annual Meeting was waived without any objection
from members present. The 2015 Annual Minutes have been posted on the website since
July of 2015. Those minutes were approved as posted without objection a show of hands.
Report of Officers and Committee Chair:
Don discussed the current happenings with fixing water leaks around the site.
One major and two minor water leaks occurred during the past year.
Don discussed the collection HOA fees and collection procedures.
Board Nominations from Mail-in were as follows:
Jack Furman,
Don Joyce,
Judy Nichols.
Don requested additional nominations from the floor.
There were three additional nominations:
Natasha Greene,
Rian Jordan,
Otis Shinn.
Election of Directors:
75 Ballots were handed out.
Unfinished business: None
New Business:
Discussion about dry rot repair on decks and townhouses.
There was a discussion about the need to keep up on the vacuuming in the interior halls of the buildings.
The vacuuming has not been getting done regularly, and it was agreed that it is important that this gets done.
Report from the Board Of Directors and open discussion with owners:
There was discussed about Joe's work assignments and setting his priorities and daily work requirements.
The Board reported the following:
The 2016-2017 Budget was approved at the April Budget Meeting. The
2016-2017 Budget has been posted to the website and mailed to all owners.
Financial statements are posted to the BVC WEBSITE each month.
Joe Moreland has been in charge of "special projects". Special projects is mostly dry rot and siding repairs. It also includes
landscape irrigation maintenance and repairs, gutter cleaning, Fence repairs, etc. The Board of Directors
assigns the special projects and sets priorities.
Robert Aylwin has been in charge of "maintenance".
Robert does vacuuming and cleaning. The 8600 flats building is cleaned each Monday.
The 8700 flats building is cleaned each Wednesday. The 8800 flats building is cleaned each Friday.
Landscape day is each Tuesday. Robert and Joe both work together each Tuesday on landscaping.
During the Fall season both Robert and Joe spend at least one hour everyday leaf blowing.
The pool has been maintained by volunteers. Michelle Gardner (unit 8800 tenant) volunteered to maintain the
pool last year. This includes meeting with the County Inspector for pool inspections. It also includes
testing the pool chemistry every four hours. A special thanks to Michell for her help with the pool last year.
Michelle has volunteered for the pool duty again this year along with help from Hillary (8808).
Michelle Gardner (8800) also volunteered to maintain the front entry monument planters. She will start in this Fall.
Roof replacements will be contracted out. We ask for at least three bids with bid specifications provided by the
BVC Board. Don reported that we have plans to replace the roofs on the townhouses this coming year. A Contract
Committee will be formed to review contracts and recommend which company to hire. (After the meeting a contract
Committee was formed made up of volunteers Otis Shinn, Vonda LaVoie and Stan Jewett.
Owners expressed their need for better communication about work to be done that may effect their limited
common areas. We asked for volunteers from each building to help with communication of information to
residents. Kelsey Cleveland-Rubeor 8808 Volunteered to assist the Board with communication.
This is especially important when we have to make an emergency water shutoffs or other matters
effecting a specific building.
Tax resolution. A motion was made and seconded to transfer unused operating funds to be transferred to the
reserve fund. The motion passed without objection.
Announcement of Election Results.
The members voted. Ballots were collected and counted by volunteers.
The election results were as follows:
Don Joyce. 57
Judy Nichols. 45
Jack Furman. 44
Rian Jordan. 29
Otis Shinn. 25
Natasha Greene. 23
The new 2016/2017 Board of Directors are:
Don Joyce,
Jack Furman,
Judy Nichols
Owner discussed the need to increase the number employees with
expertise to better match our needs.
Adjournment – 8:30 pm.
End of Brightfield Village HOA Meeting Minutes.