Jerry's Board Update

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Board Update #63
by
Jerry McQuaid

The board held an "off-cycle" workshop on Wednesday, November 12.  Off-cycle means that this was not one of the half day quarterly workshops designed to prepare for the quarterly board meetings.  Nevertheless, some important business was discussed and decisions were made.  It's my turn to write the Board Update.  Here is what happened.

1. We held an extensive review of the policies and procedures employed for traffic and vehicular enforcement in the community.  I'm sorry to say that we did not have adequate time to address all the issues of concern and we raised a number of questions which could not be immediately answered.  However, it was a good start and we will continue to sort our way through these issues.  Here is what we learned:

• The contract security force operates with the authority of a deputy sheriff when it comes to traffic enforcement within the gates.
• It is not our practice to stop either automobiles or golf carts purely to check on documents.
• Operators of automobiles (read that as licensed motor vehicles) must have a valid drivers license and proof of insurance if they are stopped for a traffic violation.  They can avoid paying a fine for failure to have these documents by displaying them at the Community Standards and Security office within five days of the date on the ticket.
• Operators of golf carts are not required to have these documents.
• Warnings, instead of tickets, are issued for traffic infractions in special cases.  These include visitors and new residents who may be unfamiliar with our traffic regulations.
• As of now, there is no database in place to enable the officer to know if an individual has had a previous warning or ticket at the time they are stopped.  We hope to see this in the future.
• Security management is aware of the need for their officers to drive in a safe and appropriate way as they pursue vehicles and they are taking steps to assure that this happens.

This area needs more work by the board but this is what we have resolved so far.

2. The board reviewed the proposed administrative controls to be used in the implementation of the new barcode-based gate access system that will be replacing the current transponder-based system next year.  The Safety and Services Team and the board share a concern that the new system have adequate administrative controls in place prior to implementation.  This is necessary to assure that the new system not incur the same flaws and lack of control that have been found with the current system.  Bob Rasmussen made an excellent, detailed presentation of proposed policy which gave the board confidence in going forward with this program.  Since the board has yet to finalize these policies, I'm not going to roll them out but here are some things you can expect as this new system is implemented:

• In addition to replacing the transponder with barcodes, windshield decals will be reissued as well in an effort to get control of who has these decals.
• Neither the decals nor the barcodes will be issued for installation by the residents.  Security and the Safety and Services Team will install both the decals and the barcodes to assure that we know what vehicles they are going on and who owns those vehicles.  This is also required to assure that the barcodes are in the proper position to be seen by the lasers.
• There will be more restrictive limits as to who may receive access via barcode.  This is primarily intended for access by residents and employees and not vendors and contractors.

This is an excellent program and will increase the security of the community by maintaining better control on who can enter the community unobserved.  As the details of the policy become finalized, we'll keep you informed.

3. Encroachment Policy.  Last year, we implemented a policy to deal with instances where residents had encroached on common area.  To date, 140 residents voluntarily requested a review of possible encroachments.  Physical inspections determined that none of these cases constituted encroachments which would require any further action.
4. Installation of the fence between properties on Argent Place and the college property is being delayed while boundary issues are resolved.
5. Construction of the RV Parking area is proceeding and only slightly behind schedule.  It should be ready early next year.  It was reiterated that this facility will not be owned or operated by the Community Association.
6. Al Reuben raised an issue about appropriate regulation of the installation of satellite dishes.  The Community Association, via the Modifications Committee, has the authority to regulate the placement of these dishes so long as we do not interfere with the ability of the dish to receive the signal adequately.  Al and I are both supportive of assertive exercise of this right to assure that the satellite dishes are as esthetically unobtrusive as possible.
7. The developer recommitted to try to assure that new neighborhoods are of a reasonable size (175-200 rooftops) so as to not proliferate many small neighborhoods.  Our primary concern here is that neighborhoods require logistical support in terms of elections and meeting space so many small neighborhoods increase this need.
8. The decision to heat the Riverbend Pool again this winter was affirmed as a direction to management.
9. The board agreed to establish a policy which clarifies how appeals of decisions of the Covenants Committee are handled.  Any resident has the right to appeal a decision of the Covenants Committee to the Board of Directors.  However, the board has the right to decide whether or not a hearing is necessary as part of that appeal.  As a minimum, when an appeal is filed, the board will review the case file and any written submissions made by the resident.  This policy will be implemented via unanimous written consent.
10. The charter of the new Fitness Advisory Committee was reviewed.  This committee will have 13 members.  Seven will be members at large and six will be appointed by six clubs who formally utilize facilities administered by the Fitness Center.  These clubs are Bocce, Synchronettes, Tennis, Table Tennis, Tap, Ballet and Jazz Dance, and Ballroom and International Dance.  This action will also be formalized via unanimous written consent.
11. Finally, good news!  Last spring, Steve Koehl and I tried to get gate fees exempted for florist deliveries, tow trucks and repair service vehicles.  We were voted down 5/2.  In this workshop, all three resident board members proposed reconsideration of the exemption for florist deliveries and we got it.  We're gathering information on tow trucks for future consideration.  Good things happen when we work together.

Don't forget that the Annual Meeting of the Community Association is next Tuesday, November 18 in Pinckney Hall.  The Finance Committee will present the 2004 Budget proposal and the Master Planning Committee will present their final report as well.  Immediately following the Annual Meeting, the board will convene to act on the 2004 Budget proposal.  As usual, these proceedings will be broadcast over the community TV channel.

A year ago, the board was meeting in workshop format on a quarterly basis.  Now we meet monthly.  It's a whole lot more work for us, but, hopefully, you can see that there is more than enough business to justify these meetings.

Hope to see you on Tuesday.

Jerry

Material supplied by Jerry McQuaid, WWW editor Steve Koehl.  Revised: November 20, 2003.