October 14, 2003

CALL TO ORDER: 6:15 by James Wagers. The following board members were present: James Wagers-President, Sandy Nichols-Treasurer, Laura Marlowe-Secretary, Larry Young-Facilities Chairman, Mark Yates-Property Manager, Sherry Quisenberry-Board Facilitator, Charlie Gancio-Social Director; Others present: Susan Potter.

MINUTES: September 23, 2003 Minutes Approved. Motion by Laura Marlowe, Second by Charlie Gancio. Approved.

FINANCIAL REPORT: Bank Account ending balance: $41,368.38. Motion by Sandy Nichols to close First Security Bank of Lexington account and transfer funds to Central Bank account. Second by Mark Yates. Approved. Motion by Sandy Nichols to close the Clubhouse Account, Second by Mark Yates. Approved. Sandy Nichols is still reviewing the previous financial records.

INSURANCE POLICIES: copies were passed out to the board members by James Wagers.

SANDY NICHOLS:

· Past due association dues: about 40 residents have still not paid. James Wagers is working with Jeff Darling on appropriate action.

· Motion by Sandy Nichols to have waiver of fees signed by local groups for use of the clubhouse. Second by Charlie Gancio. Approved.

· Water Bill received and will pay.

JAMES WAGERS:

Clubhouse Rental review for 2004, discussion on rate changes.
Mark Yates and Larry Young to research utilities and expenses and recalculate rental fees. Deadline for approval, before 2004.
Need to look at Management of the rentals and review Dellavalle contract, new hours at clubhouse, 12-2, new person, Vicky, two days a week.

LARRY YOUNG:

· Facilities committee membership, two people committed: Dwayne Stephens and Susan Potter.

· Chairs, tables and pool equipment being stored off of the deck. 6 lounge chairs will be fixed as a test.

· Interviewed two management companies. Deadline for decision to hire is November 30. RFP’s will go out end of the week to three vendors.

· Rules and regulations for pool season 2004 will be passed by the Facilities committee in the coming months.

· Condition of pool: Pump room was fixed with two new motors. Motion by Larry Young to winterize the bathrooms for $275.00, second by Sandy Nichols. Approved.

MARK YATES:

Fixed front sign that had a crack in the plexi-glass.
Has the ability to spend up to $1,000.00 per month for general/minor repairs.
Christmas decorations will be installed weekend of November 15.
Working on winterizing the irrigation system.
Working on replacing street signs as needed.

CHARLIE GANCIO:

Vendor Fair date is November 22^nd; letter and application to participate are being mailed out to the neighborhood.
Future events: Halloween Party hosted by Karen Irving & Gwen Rosenblum. Motion by Charlie, second by Sherry to designate $150.00 to fund the Halloween goodies to be given away at the clubhouse. Approved.
Christmas Party and New Years Eve Party: dates have been reserved at the clubhouse, more information later.
Television to be purchased ASAP, Charlie got bids from three vendors. Charlie will be getting prices on computers and peripherals.
Motion by Larry Young, second by Laura Marlowe to charge a minimal fee to the vendor fair participants to cover all costs including the approximately $30.00 fee for the Ad in the Lexington Herald-Leader. Charlie Gancio amended the motion to have the vendors that sign up for the event pay the fee for the ad. Approved.

SHERRY QUISENBERRY:

Update on presort mailing process: Motion by Sherry, second by Larry to place $200.00 in an account at the main post office for CNA board to use when doing a neighborhood mass mailing. Approved. Presort number will be changed over to Sherry.
Tennis court completion: Mark is getting paint and supplies for the tennis court surface.
Neighborhood letter will be going out this week.

SUSAN POTTER:

Clubhouse remodel: Mark and Larry to work with Susan on proposal.
Landscaping: Mark is going to get proposals for a professional Landscaper to maintain the front entrance and common areas of neighborhood.

WEB SITE: Beth Tibbitts & Dave Weck

Beth reviewed Copperfield website and took suggestions. She will be developing the site over the next few months.

FRONT SIGN: Donna Bruck

Will be notified to post the last names of any new neighbors on the front sign welcoming them to Copperfield.

DIRECTORY AND WELCOMING: Kathy Cloin

Working on the directory
Motion by Charlie, second by Larry to issue $100.00 to Kathy to fund the welcome package for new neighbors, not to exceed $15.00 per package. Approved

NEWSLETTER & DATA BASES: Terri Young

Directory to be published by August 15^th, annually.

DATE FOR NEXT MEETING: October 28^th, at the Clubhouse.

ADJOURNMENT: motion by Larry Young, second by Mark Yates, adjourned at 10:45 P.M. by James Wagers, President.