2007/2008 SPECIAL MEETING OF THE
HERITAGE RANCH OWNERS’ ASSOCIATION
BOARD OF DIRECTORS
M I N U T E S
DATE: Thursday, August 7, 2008
TIME: Executive Session at 4:30 p.m., Open Meeting at 6:00 p.m.
PLACE: Recreation Barn
DIRECTORS: Bill Barker, Bob Bernier, Jeff Smith, Dan Prunk, John Allen
_______________________________________________________________________________________________
CALL TO ORDER
ROLL
CALL (to establish a quorum)
Present: Bill Barker, Bob Bernier, Jeff Smith, Dan Prunk
Absent: John Allen
APPROVE/DISAPPROVE CONVENING TO EXECUTIVE SESSION TO DELIBERATE ON MATTERS
ITEMIZED ON THIS AGENDA
Motion by Smith, second by Bernier to convene to Executive
Session, unanimous approval
ANNOUNCEMENT OF ITEMS THAT WILL BE DISCUSSED IN EXECUTIVE SESSION
EXECUTIVE CONSENT AGENDA ITEMS
Nil
EXECUTIVE BUSINESS TO BE CONDUCTED
Director Allen arrived at 4:40 p.m.
1. Performance Review of General Manager
This item is a carry-over from the July 11, 2008 Board Meeting
Tabled to the meeting of August 8, 2008
2. Future procedures regarding annual review of General Manager by the Board
This item was requested to be added by President Barker
Review of General Manager to be same as for all other employees, which is
March/April of each year to correspond to the Budget.
3. Discussion of General Manager’s contract with respect to multiple year
duration
This item was discussed in December 2007, January 2008 and
February 2008. At the February 9, 2008 Board Meeting it was agreed no further
action or discussion of the General Manager’s contract was to occur.
This item is now requested to be added back on the agenda by President Barker.
No discussion
4. Personnel Issue
Issue between President Barker and General Manager resolved
ADJOURN TO CLOSED SESSION
RECONVENE IN OPEN SESSION AND ANNOUNCE ANY CLOSED SESSION ACTION
(Estimated time to be 6:00 p.m.)
PLEDGE OF ALLEGIANCE
MEMBER COMMENTS: All members are invited to speak on non agenda items at
this time. Each speaker will be limited to three (3) minutes with a maximum
speaking period of thirty (30) minutes. Please raise your hand to be recognized
by the Chairperson, at which time you should step forward and state your name,
lot and tract #.
OPEN MEETING CONSENT AGENDA ITEMS
Nil
BUSINESS TO BE CONDUCTED
MEMBER COMMENTS: Time will be allotted during the business portion of the
meeting for member comments on agenda items. Each speaker will be limited to
three (3) minutes with the Chairperson determining the duration of member
comments on each agenda item. When the Chairperson calls for discussion from the
floor, please raise your hand to be recognized by the Chairperson, at which time
you should step forward and state your name, lot and tract #.
ANNOUNCEMENT ITEMS
Nil
UNFINISHED BUSINESS
Nil
NEW BUSINESS
Nil
DISCUSSION ITEMS
5. AEC Planner Position
This item was requested to be added by President Barker.
In December 2002, the Board of Directors adopted a job description for the AEC
Planner position and a person was hired.
After two individuals filled this position, in June 2007 when the position again
became available, it was decided by the General Manager to split the
responsibilities between three persons (two existing employees and an
inspector). The reasons for this change were numerous, which can be summarized
as follows: 1) not enough appropriate checks and balances, 2) re-organization of
other staff, 3) workload fluctuation, and 4) specific expertise. Since
approximately July 2007 this re-organization has been working well with no
complaints received.
On May 9, 2008 discussion of this action by the Board occurred at the request of
President Barker. It was recommended at that time to have Joe Martinez (HROA
Inspector) attend future AEC Meetings, and have follow-up meetings between
Charles Throckmorton (Code Enforcement), Joe Martinez (HROA Inspector) and
Michelle Krull (Administration).
After that meeting Joe Martinez, Michelle Krull and Linda Richey attended an AEC
Committee Meeting, along with Charles Throckmorton. Without objection, the AEC
Committee did not feel the need for Joe Martinez to attend future AEC Committee
Meetings and the overall rating of all employees was favorable. (Charles and
Michelle meet before and after each meeting as requested.)
Since that time the AEC Committee has again chosen to address this issue at
their various meetings, with some consensus as to their desire to have this now
re-addressed by the Board.
Recommendation: Since this involves personnel, and is sensitive in nature, and
due to the fact the AEC Committee has little to no direct overseeing regarding
the day to day duties of the AEC Planner position, it would be beneficial if the
AEC Committee could document specific reasons that they believe the current
employees handling their various positions are not performing in a way that is
satisfactory, and that one employee is seemed to be required. This should be
handled in an Executive Session of the AEC Committee and then forwarded onto the
Board.
Motion by Smith, second by Prunk to take no action
Motion rescinded, without objection
Motion by Smith, second by Prunk to re-write job description reflective of what
is going on
Motion rescinded, without objection
Motion by Barker, second by Allen to eliminate the AEC Planner job description
as written, and write new job descriptions combining Michelle Krull and Charles
Throckmorton as one position: 1) An AEC Planner / Administration and 2) An HROA
Inspector (with a sub-section regarding the portion that Charles will continue
to fill in for Michelle), unanimous approval
6. Marina Project
This item was again requested to be added by President Barker.
In June 13, 2008 the Board of Directors discussed this issue which was then
moved to Executive Session. In Executive Session the Board agreed there would be
termination of discussion on this issue.
Discussion, with no action
Attached to these minutes are two letters received from the Above Grade /
Engineer of Record on this project, one dated August 4, 2008 and one (as
follow-up) dated August 8, 2008.
ADJOURN
Without objection