November 2021 Board Meeting

The Cypress at the Lake Board Meeting Minutes for Nov. 18,2021

With the acceptance of the resignation of President Stephen Bell and as stipulated in the By-laws Treasurer B. Keith called to order The Cypress HOA Board Meeting at 1:30 pm.

Board members K. Schmode(Secretary)  and Doug Theobald (Newly appointed Board Member)were in attendance along with

Todd Miller-Legal Counsel and S. Graves-Cypress Management

Treasurer B. Keith made a motion to approve the agenda. The motion passed in a roll-call vote as follows:

B. Keith-yea   K. Schmode-yea   D. Theobald-yea

Treasurer B. Keith made a motion to appoint Board positions. The motion was seconded and passed. The Board Officer positions are:

K. Schmode- President

B. Keith – Treasurer

D. Theobald- Secretary

It was noted that with the Officer changes and the need for the new Secretary to work on special assignments with the Community Manager and the Board that Management will take the notes during Board meetings and present the minutes to those meeting to the Board for their review and approval.

A motion to reflect this change was approved, and a roll-call vote was taken.

K. Schmode-yea   B. Keith-yea   D. Theobald-yea

Treasurer B. Keith presented the Treasurer’s report for Nov. 2021 and stated that a budget for 2022 will be presented by the end of 2021. All banking accounts have been updated with new Board member info and past Board members have been removed.

Unfinished Business:

-The elevator repair has been completed.

-Management is currently working with scheduling the repair of the damaged entrance header in P1. Once completed a height limit sign will be added.

-The staff is currently working on edge guards and the practical location of additional as needed.

-Cypress has received a check from Majestic for the past water leak bill from PWSD #4.

-Update on units 10A,10B,8F. The developers have been working hard and completion is near. Delivery has been an issue. The Board will then follow up with the punchlist provided for the building and P1 construction area.

-Management has and still is currently working on improvements with the front gate. We are making progress.

-The survey the past Board was working on will continue and hopefully be sent out to residents by the end of the year.

New Business:

-Doctors will continue to the winter snow removal and the new Board members were informed of the procedure they follow. President K. Schmode made a motion to approve the walkways as an additional service this year.

The motion passed in a roll call vote

K. Schmode-yea   B. Keith-yea   D. Theobald-yea

-Management did encourage the Board to finalize protocols for water leak issues also violations for residents. A timeline was set for February 2022.

-Community involvement by Cypress management was discussed with the Board members. It was agreed by the Board that this has always been important and does help with vendor references.

-Discussion was started regarding the roof anchors and inspections that will be needed for window cleaning for the 10th floor units. Board member D. Theobald does have experience with this and did provide some useful information. This discussion will continue.

-Management did propose an assessment and collection policy that follows the by-laws. It was noted that the Board does encourage all residents to sign up for an ACH. It was brought to a motion by Treasurer B. Keith to approve this and that it would be posted and emailed out to all residents. It was noted this policy would take effect starting January 2022.

A motion was approved, and a roll call vote was taken

K. Schmode-yea   B. Keith-yea   D. Theobald-yea

-The Board did have a lengthy discussion with legal counsel regarding the completion of the road easement agreement with the Developers. It was decided that the Board would schedule a Meeting with J. Davis to access the progress in finalizing the agreement from the Developers perspective. At the prior board meeting it was voted on that Todd Miller would seek bids and move forward with a survey of the road to ensure the document presented to the Developers is clean and tight. Todd Miller had a formal bid at this meeting to engage Shoreline Surveying and Engineering, LLC for $2,000 to complete a proper mete and bounds survey.

A conversation stating the survey and proper documentation needed for this be provided by Todd Miller.

It was brought to a motion by B. Keith and a roll call vote was taken.

K. Schmode-yea   B. Keith-yea   D. Theobald-yea

Legal counsel did reflect.

-Management did provide a report from Atlantis dock. There are several cables on Dock A and B that need immediate repair. The report also stated future time frame and expense for these repairs which will be factored into the current budget and aid in the planning for use of reserves. This report was shared with the dock chair J. Posadny.

A motion was approved, and a roll call vote was taken

K. Schmode-yea   B. Keith-yea   D. Theobald-yea

-The December Board meeting was set for December 16th at 1:30.

President K. Schmode did adjourn the meeting at 1:32 pm.

Respectfully Submitted by

S. Graves