July 2021 Board Meeting
Minutes
The Cypress HOA Board of Directors Meeting
July 19, 2021
10:00 A.M -12:00 P.M.
Attending: President Stephen Bell, Secretary Keith Schmode. Legal Counsel Todd Miller and Community Manager Stacy Graves
Call Meeting to Order:
President Stephen Bell called the meeting of The Cypress HOA Board to order at 10:00 A.M.
Approval of June 1st, 2021 Minutes of the HOA Board of Directors Meeting
The minutes of the June 1st, 2021 HOA Board meeting submitted by Secretary Schmode were approved as submitted.
Treasurers Report:
President Bell announced that Treasurer Phyllis Zust has submitted her resignation as Treasurer and as a Director on The Cypress HOA Board. The Board accepted her resignation and thanks her for the positive contributions she has made as a Director on behalf of all Cypress owners.
President Bell, Secretary Schmode and Community Manager Graves will meet with the HOA’s accounting provider (Evers and Company CPA’s ) to clarify and review their ongoing services to the HOA. (Meeting with Evers was completed on 7/30/21)
Health Savings Accounts have been set up for Cypress employees. The HOA will make an $88 per month contribution to each of their accounts.
Legal Counsel Report: Todd Miller
Counsel Miller advised that the By-laws of the HOA provide for the remaining Directors to appoint an owner as a replacement on the Board in the event of a resignation. The individual appointed will serve until the May 2022 annual meeting of the HOA where members will elect a candidate to a permanent position on the Board.
Community Managers Report: Stacy Graves
Parts are on order to repair the elevator on the lobby side of the building.
Drain lines in the parking garage have now been cleared. It was suggested that the drains be hydro jetted once a year to keep them clear.
O’Connor Insurance will continue to be our building insurance provider through June of 2022. Health Savings Accounts for HOA employees are set up and functioning. $88 per month per employee is being contributed to each account by the HOA.
Owners are reminded that phasing documents must be recorded when slips are changed or sold. The HOA is charging $500 for these documents. The procedure for this will be posted.
Other than minor parking violations 4th of July weekend went very smoothly. No damage was reported. Security on site appeared to work very well.
Committee Reports:
Finance Committee
The Finance Committee will meet at 9:00 A.M. on July 31st to review the Reserve Study completed by Rocky Miller of Association Reserve Studies and Consulting. Secretary Schmode and President Bell as well as Community Manager Graves will attend the meeting. (Meeting was completed as scheduled)
Activities and Communications Committee
A Meet and Greet with hors d' oeuvres was hosted in The Cypress lobby on May 28th. On June 19th a Crab and Shrimp boil as well as entertainment by Me and Jim took place in the Pool House and pool side. Tilly’s food truck was at The Cypress on July 3rd followed by entertainment from Rebel and Barb. There is a whiskey tasting as well as entertainment by Sax on the Beach scheduled for Saturday September 4th. The Board thanks Betty Bollmeier and her committee for planning and hosting these excellent well attended events.
Dock Committee
Ameren has adopted some new rules and regulations for docks including a structural review of existing docks. There will be a cost for the review, More details including a time line for reviews will be coming in the near future.
Pool Committee
The pool committee has recommended that the Fire Pit hours be extended until 11 P.M. The Board accepted their recommendation. The pool will continue to be closed at 10:00 P.M. The committee is researching a rail for the pool to assist people entering and leaving the pool. A recommendation to the Board will be made in the near future.
Old Business:
Easement Agreement on Captiva Drive
The Developer’s Attorney (Todd Billy) is continuing to develop an agreement for the Board to review.
Update on Jim Johnson and the stop kit on Dock A
It was agreed that Stacy G. will arrange a call with Poly Lift and Mr. Johnson to discuss how his stop kit is damaging our dock. It was agreed by Johnson that after that discussion an agreement will be executed to remove the stop kit. We will require a letter from the lift service provider with a date on when it will be removed. If that agreement is not honored the Board will pursue all legal actions at their disposal. The President of Majestic’s HOA has been made aware of this issue.
Status of the complete transition from the Developers to the HOA
It was agreed that there will be a final accounting of contributions made by the Developers to the HOA. They will receive credit for those contributions by applying them towards their quarterly HOA contributions on unfinished units. Their quarterly payments will be retroactive to July 1st, 2021
New Business:
HOA Violations and Fine Procedure
Stacy G. will present a plan for violations and fines at the next Board meeting. Once adopted the entire plan will be shared with owners.
Deferred maintenance and deficiencies list for Developers prior to turnover
The list of maintenance needs and repairs is being developed and will be presented to the Developers prior to a final transition agreement being signed.
Water leak and follow-up with Majestic
There is an underground water leak with Majestic’s sprinkler system. This has resulted in very high water bills being erroneously charged to The Cypress. Majestic will be billed by The Cypress for these water bills. Majestic’s sprinkler system has been shut off until this issue can be fully addressed. Steps have been taken to install a new sub-meter to accurately keep track of Majestic’s water usage.
Addition of a part-time maintenance person for the 2022 season
Now that The Cypress is near full capacity, with the exception of the Penthouses, the Board will assess the need to add another maintenance and cleaning person during the 2022 busy season.
Next Meetings:
Board meetings are scheduled for August 11th 10:00 A.m. September 8th 10:00 A.M.
Adjournment:
There being no further business President Bell adjourned the meeting at 12:00P.M.