HIGHLANDS COOPERATIVE ASSOCIATION

Open Minutes

October 30, 2005

Board Members Present: Ellena, Guyer, Jane, Smith, Smydra

Management Present: Lyon, Miller

Meeting called to order at 5:09 p.m.

OPEN MINUTES

Smith moved, Ellena seconded to accept the September 25, 2005 Open Session Minutes. Approved 4-0. Smydra abstained.

MEMBER CONCERNS

Georgia Vroman, 6220 Balfour Drive: Ms. Vroman asked if it would be cost effective for Highlands to install digital programmable thermostats. Ms. Miller will investigate.

COMMITTEE REPORTS

None at this time.

DECK STAIN COLORS

The Board and Management reviewed and discussed a stain catalog from MinWax.

The was Board consensus to change the policy to reflect that if a Member is staining their deck anything other than clear or redwood, that a color sample be submitted to office. Allowable colors would be ones identical or similar to the top 2 rows, plus Colonial Maple & Ipswich Pine in the MinWax catalog. Redwood stain will be grandfathered in the Member’s file.

There was Board consensus to add to the policy the allowance for a Member to use plastic wood products in their deck construction. This will be allowed providing the Member provides a sample.

OCCUPANCY AGREEMENT, REVISIONS

Miller reviewed and discussed the letter from Pentiuk, Couvreur & Kobiljak regarding revisions to the Highlands Cooperative Association Occupancy Agreement.

There was Board consensus to agree to all of the suggestions and revisions to the Occupancy Agreement with the exception of item 9, article 12. Management is requesting that item 9, article 12 (specifically regarding a situation where a Member commits a crime off the Highlands’ property; are we obligated to evict them?) undergo further review and discussion.

GROUNDS GARAGE

Ms. Miller presented the site plan approval for the Grounds Garage, and stated that the site plan is posted in Board room.

Ms. Miller and Mr. Robert will be taking bids from contractors. Groundbreaking will depend on the contractor chosen. Ms. Miller expects that by the January, 2006 Board of Directors meeting there will be contractor bids to review. Ms. Miller further stated that Highlands is also looking at being its own General Contractor.

There was Board consensus to allow Ms. Miller to dispute the city’s requirement of installing a sidewalk in front of the Grounds Garage.

OLD BUSINESS

Use Agreement and Recertifications: Ms. Miller stated that when she spoke to Highlands’ legal counsel about the Occupancy Agreement, they said that we don’t have to do recertifications every year, but every other year. The Use Agreement states the same thing. Ms. Miller explained her plan to conduct every-other-year recertifications, and will be notifying the Membership regarding this plan.

Business Recovery Plan (BRP): Ms. Miller and the Highlands Cooperative IT representative are working on a Business Recovery Plan. Thus far, the BRP includes plans to have one server on site, and a backup server at another location. There will also be offsite storage of recertification records. Projected completion date of the Highlands BRP is February or March 2006. Mr. Smydra stated that he wants the completion date to be no later than March, 2006.

NEW BUSINESS

The new Canon combination copy/scan/fax machine has been purchased and installed. Using the new machine, Ms. Miller is looking at different ways to archive files to eliminate some paperwork in the Office, and is investigating how best to utilize the copier’s many functions.

BOARD MEETING DATES

November 20, 2005

MEETING ADJOURNED AT 6:12 P.M.

I certify that this is a true and accurate statement of the Board Meeting of October 30, 2005.

Respectfully submitted,

Elizabeth A. Smith

Secretary

Highlands Cooperative Association Board of Directors