OPEN MINUTES
February 21, 2011
Board
Members Present:
Ellena, Guyer, Jane, Moles, Smith
Management Present: Miller, Lyon
Members: Sign-in sheet available
Meeting
called to order at 6:47 p.m.
MINUTES
Jane moved, Smith seconded to accept the Open Minutes of December 20, 2010 as written. Approved 3-0 (Guyer, Moles abstained)
Thermal Imaging
New photos were taken on Friday, February 11, 2011 as the first pictures were too difficult for an accurate analysis to be made. The new pictures are being done at no cost to the Cooperative. Results should be available for the March Board Meeting and will be put on the agenda.
Smith Trees/Lawn Care Proposal
The Board reviewed a proposal from Smith Tree & Landscape Service for the 2011 season which includes both a Plant Management Program and Lawn Care agreement at a total cost of $44, 979.00. The last contract was 4 years ago, and expired in December 2010 with only two rate increases during that time.
This proposal represents a $32.00 increase from last year’s treatments. It also includes an additional $8, 328.00 for an ash tree injection treatment to be done every other year. The injection treatment cost reduced $162.00 from 2009.
This proposal is currently a 1-year agreement. There is a pre-paid discount of $987.45 for the Plant Management Program and $1,261.50 for the Lawn Care agreement being offered also. Both these factors were discussed with Management instructed as follows.
1) Ask for a 4 year contract as before
2) Negotiate for a better pre-pay discount
3) Report the final total cost(s) for the Board’s review
Guyer moved, Ellena seconded to approve the 2011 proposal from Smith Tree & Landscape Service in the amount of $44,979.00 to include the Plant Management and Lawn Care agreement. Management to ask for a 4 year contract and negotiate a better pre-pay discount. Payment for the Plant Management Program is to be distributed from the Operating Budget and the Lawn Care payment is to come from the Surcharge Account.
1613 W. Miller Road
Management asked the Board to begin thinking about how the Miller Rd. property will be used in the future. Current ideas included future office and renting property. Board discussion followed.
As of this time: 1) Walnut trees will remain on the property
2) Member suggestions will be accepted
3) Interested Board Members can see the property (date/time to be determined)
NEW/OLD BUSINESS - None
Jane Drolett
Ms. Drolett requested that the number order of the parking spaces in her lot be changed back to the way they were first done. Management is following up with this request. Ms. Drolett stated her concern that Members may not be getting enough notice before an inspection.
Management acknowledged that since these letters are sent out at the end of each month, Members are likely receiving from 2 weeks to 1 month of advance notice. However, if the scheduled time is not convenient, Members have always been welcome to contact the office and have the appointment rescheduled.
Meeting
Adjourned at 7:10 p.m.
I certify that this is a true and accurate statement of the Board Meeting of February 21, 2011.
Respectfully submitted,
Jackie Guyer, Secretary, Board of Directors