THE GREENS AT SEVEN OAKS BOARD OF DIRECTORS OPEN SESSION MINUTES July 9th, 2013 5:30 PM WHITE OAK

AK CLUBHOUSE

BOARD MEMBERS PRESENT: Tony Castro Vice President Lin Frasier CFO Carol Bianco Secretary Robert Kline Member at Large
Harvey Campbell Board President

BOARD MEMBERS ABSENT:

CALL TO ORDER: The meeting was called to order by Board President Harvey Campbell at 5:33 pm. EXECUTIVE SESSION: A motion was made to ratify all actions taken in Executive Session. MOTION: Lin Frasier SECOND: Tony Castro RESOLVED: Motion to approve all action taken in Executive Session. ALL IN FAVOR, MOTION CARRIED. CONSENT ITEMS: The Board of Directors reviewed the consent items and a motion was made to approve as presented. MOTION: Carol Bianco SECOND: Tony Castro RESOLVED: Motion to approve the Open/Executive Minutes of 05.14.201 as presented. ALL IN FAVOR, MOTION CARRIED. FINANCIAL REPORTS as of 05.31.2013: The financial reports as of 05.31.2013 were reviewed for approval by the Board of Directors, and a motion was made to approve all documents as presented. MOTION: Tony Castro SECOND: Robert Kline RESOLVED: Motion to approve all financial reports as of 05.31.2013 as presented. ALL IN FAVOR, MOTION CARRIED. COMMITTEE REPORTS: 1. Management Committee: Lin Frasier presented to the floor a breakdown of the associations fees and explained exactly where the homeowners dues are being spent. Lin Frasier stated the budget is created based on what is needed by the community, and not what is wanted. Lin Frasier also informed the floor that in order to keep up with the maintenance of the community, the Association dues will have to increase by a small amount each year.

2. Social Committee: a. 4th of July Party: Committee Chair Carol Kline gave the floor to Judy Ashworth to present the outcome of the 4th of July Social. Judy Ashworth stated there were 115 reservations for the social, and if the community continues to show interest in the social, it will become a yearly event. Board Members Robert Kline, Harvey Campbell. And Tony Castro were mentioned for appreciation in their presence at the event. Judy stated the program was very emotional with honoring all branches of the military with songs and photos. Steve was thanked for leading the singing of patriotic songs to honor our country. The committee was thanked for the preparation of the food, and Judy Ashworth stated ticket prices may go up due to food prices. Judy stated that overall it was a successful and emotional event to honor our countrys services. b. A Walk on the Wild Side: Committee Chair Carol Kline informed the floor that the next social will be September 27th, 2013 and presented the floor with flyers previewing the social. Carol Kline stated there will be African dancers performing at the event and the food will be catered by Hodels. More information will be provided closer to the date of the social. c. The Board of Directors addressed the Social Committee and stated their appreciation for all the events they have organized and hosted. Management was directed to send a letter on behalf of the Board of Directors stating their appreciation. 3. Swimming Pool Committee: Chairman Gary Skaggs stated there was nothing to report. 4. Grounds Committee: a. Committee Chairman Gary Skaggs reported the process of surveying the streets will begin soon. Gary Skaggs stated he had the cracks evaluated and the report stated that excessive water where the gutter meets the sidewalk is causing the damage. He reported that next year the south streets of the community will be receiving treatment. 5. Club House Committee: Chairman Steve Filson was not present. 6. Marketing Committee: Committee Chairman Rendall Brushey had nothing to report. 7. Management Report: a. White Oak Gate Accident: Mr. Kelly reported he had no new update on the White Oak Gate Accident claim and will provide update to the Board of Directors when available. 8. Nominating Committee: a. Nominees: Tony Castro presented the following nominees: Harvey Campbell, Robert Kline, Gloria Hass, Don Stussy, and Terry Barnett. At this time, a motion was made to approve the presented nominees to be placed on the ballot. MOTION: Robert Kline SECOND: Carol Bianco RESOLVE: Motion to approve the presented Board of Directors nominees to be placed on the ballot. ALL IN FAVOR, MOTION CARRIED.

Tony Castro reported that all the nominees are approved by Management and have shown they meet the qualifications to be on the Greens at Seven Oaks Board of Directors. Tony Castro gave a special thanks to Margaret and Alice for organizing and recruiting nominees for the upcoming election. b. Candidates Night: Mr. Kelly reported that Candidates Night is scheduled for August 1, 2013 at 6:00pm at the White Oak Clubhouse and notices will be mailed and posted in the community accordingly. A motion was made to approve the Candidates Night flyer for distribution to the community. MOTION: Lin Frasier SECOND: Carol Bianco RESOLVE: Motion to approve the Candidates Night flyer for distribution. ALL IN FAVOR, MOTION CARRIED. BUSINESS: 1. Begin Annual Meeting Process: a. Mr. Kelly reported that the annual meeting has been a scheduled for September 10th at 5:30 pm. Management will provide and draft the packet for the Board of Directors approval. Mr. Kelly stated that a request for a cumulative vote was received, and due to the request owners will now be able to cumulatively vote. A written explanation of the new process will be provided with the annual meeting notice. 2. Newsletter Printing and Distribution: a. Robert Kline updated the floor about the proposal received for printing and distributing the monthly newsletter. John Martinez volunteered to hand deliver the newsletter to those who do not receive it via email. The Board of Directors reported the distribution of the newsletters will be discussed at the next meeting. A motion was made to accept the Castle Print and Publications proposal conditionally on a 12 month trial basis with spending $3600.00. MOTION: Robert Kline SECOND: Tony Castro RESOLVE: Motion to accept the Castle Print and Publications proposal with the condition of a 12 month trial and a spending cap of $3600.00. ALL IN FAVOR, MOTION CARRIED 3. ALCC Reports Review Agenda: Mr. Kelly reported and reviewed with the Board of Directors and a motion was made to accept as presented. MOTION: Lin Frasier SECOND: Tony Castro RESOLVE: Motion to approve the ALCC Agenda as presented. ALL IN FAVOR, MOTION CARRIED.

OTHER BUSINESS: 1. Owner Communication: a. Pool Concerns: Mr. Kelly reported that Management received communication of pool use and abuse or children using the pool after 7p.m. Mr. Kelly informed the floor that Kern Security is at use to the association and Management cannot act unless they know the owner out of compliance. John Martinez recommended the rules and regulations be reprinted in the Monthly newsletter to help with the issue. b. Mr. Kelly stated that security has improved over the past couple months, however would like to inform homeowners that there was a burglary on Dutch Iris on the golf course side. Harvey Campbell suggested that a lock be put on homeowners back gate to ensure safety. OPEN FORUM: 1. Gary Skaggs reported that the pool misters are being left on over night and suggest that Kern Security turn them off at the end of the pool hours. 2. A homeowner reported that the thermostat in the Ridge Oak Clubhouse is being turned down to 70 degrees. Management stated they will contact Kern Security to check that thermostat stay at 80 degrees. 3. John Martinez stated that a car was parked on the canal next to a homeowner and when Kern Security was called they stated it wasnt their jurisdiction. Management will address problem with Kern Security. 4. Lin Frasier requested the 2014 Contracts from Management within the next 30 days for: Atlas Pools, Hoggards, Kelly Management, Open and Shut, Penney Landscaping, and State Farm. 5. Homeowners requested that the Greens at Seven Oaks Open Session Board Meeting be changed back to 4:30 p.m. The Board of Directors requested that Management update newsletter calendar with correct meeting time first, and the numbers of attendance at the next meeting will decide whether the time should be changed back to 4:30 p.m. 6. John Martinez stated that homeowners should not have to pay to have things removed from the community. Mr. Martinez stated that if anyone needs anything removed to contact him and he will be happy to remove it free of charge. 7. John Martinez requested that homeowners be updated with how violators are being handled. Homeowners would like to know that their complaints are being heard and the Management is doing something about them. Wart Wilson stated the problems are growing and would like to be updated on how things are being handled. Mr. Kelly stated that homeowners must send written requests and Management will address their concerns as soon as possible. 8. Cindy Dew reported that Kern Security calls her house from the gate phone accidently on the night shifts. Mr. Kelly stated he will change the gate code again to ensure the problem does not reoccur. 9. A homeowner questioned the status of the Estate Sales Policy and when homeowners will receive it. The Board of Directors reported that the policy was approved at the last meeting and the final will be distributed to owners with the next newsletter.

OWNERS IN ATTENDANCE: Linda Frasier, Ward Wollesen, Rendall Brushey, Judy Ashworth, Katherine Cesare, John Martinez, John & Barbara Overton, Carol Horan, Gloria Wagner, Sylvia Corson, Bill & Mary Crommett, Gary Skaggs, Margaret Campbell, Carol Kline, MaryAnn King, Andy & Alice Reis, Gloria Hass, Steve Filson, Cindy Dew, Ed & Susan Starbuck, Niland Roberts, Bonnie Casola. ADJOURNMENT: There being no further business the meeting was adjourned at 6:46 p.m. by Harvey Campbell. SUBMITTED BY: Delaney Wolf- Stenographer