CHARDONNAY COUNCIL OF CO-OWNERS BOARD OF DIRECTORS MEETING
SEPTEMBER 20, 2007

The meeting was called to order by President Bill Frambes at 7:00 p.m.
The meeting opened with Pledge of Allegiance to the Flag and a prayer by Alan Hahn.
Attendance: Bill Frambes, Ned Barnes, Alan Hahn, Paul Ford , Marge Rauch, Board
Members, and Lydia Barrett of Towne Properties.
Twenty seven members of the community were present.
Minutes of the meeting July 19, 2007 were presented for approval. A motion to approve was made by Ned Barnes and second by Paul Ford, motion carried.
Officers Report:
• Ned Barnes asked Chain Gang and Welcome Committee to give him a copy their charter, goals etc.
• Marge Rauch asked Committee chairman if they would E-mail a copy of their reports to the secretary to more easily print copies.
Management:
• Lydia reported on the Napa Valley sign that would indicate the street continued to the right and to the left. She said the sign would need to be removed and then reinstalled at a cost of $195.00.
She is also in the process of obtaining the needed bids required for funding the reserves properly.
Committee Reports:
• Chain Gang-see Attachment.
• Pool Committee — Bob Wheeler reported he purchased a new tarp to cover the pool furniture. The stack chairs and umbrellas will be stored in the storage building. The pool remained open for two extra weeks.
Bill and the community thanked Bob for all the extra work involved in keeping the pool open.
• Welcome Committee — Judy Hahn announced her retirement as chairman at the end of 2007.She also reported the new phone book would cost $210.00. Resident’s Emergency phone numbers will be given to Towne Properties for storage. See attachment for details.
• Social Committee — Pat Rummel. See attachment.
• Landscape Committee — Beth Maggard. See attachment.
• Clubhouse — Rhoda Wheeler See attachment.
• Finance Committee — Paul Ford See attachment.
Old Business:
• Updating of documents and policies is scheduled for Sept. 24 and Oct. 8. Thanks to all who volunteered to work on them. This group will go over all the policies, master deed, permits, rules concerning clubhouse use and pool, etc. The results will be presented to the Board for approval. Marge will notify all who volunteered.
• The Architecture and Maintenance Committee is still in the need of a Chairman. This is not a difficult position, but does need someone who can meet with companies for information, bids, etc .Dave Trowbridge and Chuck Gerhardstein. will remain on this committee.Their attention to repairs and preventive measures has saved the community many dollars.
The Welcome Committee is also in need of a Chairman, due to the resignation of Judi Hahn at the end of this year. The four women on her committee will remain. Any of the chairman positions can be filled by a man or woman.
• The Landscape Committee has decided to go with the bid from the Brickman Co. instead of Davis, to landscape the back of the Clubhouse. The original vote will be set aside. A motion to accept the Brinkrnan bid, for $2554.76, was made by Alan Hahn and seconded by Paul Ford. Motion carried.
• The Napa Valley street sign, as described by Lydia, will be re-bid, due to adding the numbers 400(R) and 1400 (L), and presented again for approval.
Floor Open To Owners:
• Beth Maggard asked when budget will be finalized so that her committee could make plans for 2008. The budget should be finalized in November when all the bids for costs are in.
• Joe Malloy reported door handle finish is becoming unsightly. Bill asked Lydia to check with Fischer about the brand of door handles used on these buildings. Then pricing can be checked.
• Lola Bennett reported her front outside door was not painted. Bill explained the painters needed the resident to be at home so the door could be left open. Lydia will report this address and also Rick Eaglin’s address to the painters. Lola also asked that swimming pool rules increase the number of guests. Bill said this was going to be addressed in the future.
• Bob Wheeler asked if the painters would check the paint on the clubhouse while they were here. Lydia was asked to notify them.
• Daryl Moore reported that numbers on meters are worn off. Bill said these were builders number and not the ones used by the energy company.
New Business:
• Clarification of policy on Clubhouse use was read by Alan Hahn. A long discussion followed among the Board members concerning sales being permitted in the Clubhouse. A motion was made by Paul Ford and seconded by
Marge Rauch. Motion carried by a vote four to one. See attachment for a copy of the policy.
• Budget for 2008 is being worked on. New bids are being obtained in order to properly fund the reserves. Bill will schedule a Finance Committee as soon as all bids are in. Good news came from the Insurance Company that their bid will come in 1 5%-20% less.
• The annual 2008 Chardonnay Owners meeting has been booked for January15 at the Elks.. Three members of the Board will be going off. Paul Ford has also resigned at the end of 2007. His term can be filled by appointment or by election, as decided by the Board. Therefore four slots are to be filled. Bill made a plea to the community to seriously consider running for election to the Board. This enables you to participate in decisions that effect your investment and to make improvements that are enjoyed.
• Next Board Meeting — November 15, 2007
• The meeting adjourned at 8:30 p.m.
• After a brief recess a short executive meeting followed to review late fees and receivables.
Respectfully submitted;
Marge Rauch, Secretary
RESOLUTION CLARIFYING POLICES ON CLUBHOUSE USE
A. Free use of the clubhouse.
The clubhouse can be used, free of charge, by any group of Chardonnay owners/residents. The event must be open to any owners/residents of the community who wish to attend. The Owner/event coordinator must advertise the event to the entire community either in the community newsletter or door to door flyers. The Owner/event coordinator must schedule the event with the Clubhouse Coordinator on a first come, first served basis.
The Clubhouse has an occupancy limit of 53 people which must be adhered to. The event coordinator may set prioritization rules that determine who attends in the case that the event is oversubscribed. If the event being scheduled requires activities that limit the attendance below the clubhouse capacity it must be stated on the event communication to the community.
Guests of Owners/residents are allowed to participate in the event.
B. Clubhouse Rentals.
The clubhouse can be rented by any owner for private events. The owner/renter can invite whomever they want to attend their private function but are limited to a total of 53 people in attendance. Clubhouse rentals are scheduled with the clubhouse coordinator on a first come, first served basis.
C. Clubhouse Sales.
Clubhouse rental for private events are not permitted to have “sales for profit” at the events. Chardonnay owners/residents, when using the clubhouse for no charge, may collect donations, sell items, conduct lotteries i.e. split the pot or use other methods of developing revenue. The profits earned can be used to offset the cost of the event. Any revenue in excess of costs must be returned to the community as recommended by the owner/event coordinator and approved by the Chardonnay Board of Directors.

CHAIN GANG REPORT SEPT. 2007

The Chain Gang ladies were happy to assist the Social Committee in the pool closing activities on Monday, September 3.

The Chain Gang also offered to assist in assembling the new up-to-date Chardonnay phone directories when they are ready.

Mark this date on your Calendar – October 27. The Chain Gang will sponsor a pancake breakfast including sausage, fruit, orange juice and coffee. The breakfast starts at 9:00 am. Cost is $5.00 per person for adults and $2.00 per person for children 12 and under.

Barb Culp
Chain Gang President

Welcome Committee Report

Carolyn Ford, Annie Kendall, Gayle Hewitt, and Evie Smith, have agreed to once again serve on the committee. I will be retiring as of January 1, 2008. A new chair will need to be found.

The budget for 2008 has been submitted to the Board.

The next item we have been working on, and at this point I want to publicly thank Pat Rummell for typing in all the names and addresses for me. My health this summer has been less than good, and I am so thankful that she offered to take over that task for me.

So, the books are typed and I have two here with me tonight -- one with lines, one without. I’d like a consensus which version you would like me to get. We have left space between each alphabet letter for additions.

The cost of getting 200 copies reproduced, with a colored, hard paper cover and back, stapled in three places along the side, will be $210.00. As soon as Evie Smith and I have finished the proofreading, we will get them printed and the committee will see that all residences get a copy.

We have two new neighbors and the baskets are in the process of being filled. I would also like to wait until we have the information on these neighbors to add to the book before I get them printed.

Respectfully submitted,

Judi Hahn
Chair
Welcome Committee
September 20, 2007

SOCIAL COMMITTEE REPORT TO BOARD SEPT. 2007

In August we had our first art show that went very nice. We had about 28 people show. We served wine,cheeses, crackers and cookies. We had a large display of art. The art club would like to do this again next year.

Pool Closing went really good. For brunch and dinner we had around 35 to 40 people at both. Everyone was really into the cakewalk. Bob Gray took six or seven cakes on lucky number 13. He donated one that Nancy Trowbrige baked as a door prize. We had 55 people sign up for the door prizes, and 23 door prizes to give out. We received donations from LongHorn, Bob Evans, Skyline, Perkins, Green Derby, PNC Bank, Fifth Third Bank, Ron And Barb Culp, Social Committee and Pat Rummel. Even though we had to cancel the beauty contest due to several illnesses, Ken Allen gave a great performance as a physic. We had 30 people attending bingo.

Since everyone was to worn out from the all day events going on at the pool closing we decided to have the “Night under the Stars” on September 28th at 7PM. We’ll be having music from the 40’s and 50’s. Were planning a fire pit in case we need a little warmth. Snacks will be provided by the committee and it will be bring your own bottle and lawn chairs. If things get a little lively we may even have karaoke. This will all happen out by our beautiful gazebo.

Next event will be the Monte Carlo on Oct. 19th at 7PM. Info will be in the grapevine and notices will be posted on the doors.
November 16th will be our Thanksgiving Dinner. Turkey, dressing and gravy provided by the Social Committee, the rest will be bring a dish to share.
December 14th will be the Christmas gift exchange. More information will be in the grapevine.

Treasurer’s Report Attached.

Respectfully submitted,

Pat Rummel, Chairperson
Chardonnay Social Committee

SOCIAL COMM1TfEE MONIES (NOT BUDGETED)— Report September 13, 2007
CASH BALANCE ON August 8, 2007 $ 68.50
Cash art show $140.00
Paid to P. Rummel (pool closing) (22.75)
Paid to Marge Rauch (wine glasses) (42.25)
Paid to Lola (art show reimb for cheese) (70.25)
Paid to P. Rurnmel (reimb pool closing) (28.50)
Income from pool closing (includes
Cake walk, split the pot and food) $226.70
CASH BALANCE ON September 13, 2007 $260.45
CHECKING ACCOUNT September 13, 2007 $348.88
SOCIAL COMMHTEE MONIES (BUDGETED) $285.72
Submitted amount received (?)*** 102.12
Actual balance for budgeted funds $183.60
This was the amount requested, after checking
Over receipts and what I submitted to Towne

Landscape Committee Minutes for Board Mtg

Thurs Sept. 20, 2007
1.) Front entrance: Davis Landscape replaced some of the failing wave petunias with begonias. They have made a nice showing. The rest of the petunias are now gone. We will not be using wave petunias at the front entrance again, as this is now two years that they’ve failed us.
2.) With the severe draught conditions, we have put out all of the green gator tree bags that we have. Thanks to Chuck and Mary Gerhardstein and my friend for helping to put them out and watering. Thanks to to the other “water fairies” who have been helping to fill them. In fact thanks to ALL OF THE WATER FAIRIES THROUGHOUT THE NEIGHBORHOOD FOR THEIR EFFORTS TO KEEP OUR PLANTS AND TREES ALIVE. THE HELP IS GREATLY APPRECIATED AS IT IS TOO BIG OF A JOB FOR ANY ONE PERSON TO DO. TR
Gear has been filling the bags for the last two weeks since they have much less grass cutting to do. The plan is to continue for them to fill as long as there is little grass to cut. Gear has also supplied the smaller donut shaped bags for watering. We have the smaller bags since they ran out of larger ones.
3.) Gear will also be cutting the hillside behind bldg 7 and between bldgs 6 & 7 this week. We are asking them to keep the oaks and cedar volunteers that are growing despite the draught.
4.) Have also asked Gear to pull away the mulch 2” from the base of the trees. Vince said they would do so. If you see it hasn’t been done in your area, please feel free to let the men know when they are there.
5.) The landscape committee has been given approval to re-landscape the area immediately behind the clubhouse. The initial plan was to go with the Davis Landscape bid, but we had reconsidered and will now go with the bid by Brickman. That plan will also include a pad on which to park the grill and trash cans. Some of the removed materials will be transplanted around the “cottage” at the end of Vina Vista. This work is to be completed this fall.
6.) The committee has been asked to get bids for additional irrigation for the neighborhood to help maintain our plant life. Two of the last three years have given us severe draughts. Bob Wheeler is working with Expert Irrigation to get those bids.
7.) The committee has also submitted its budget proposal for 2008. It was especially difficult this year given the draught and not knowing how many trees will need to be replaced next year. 15 trees have been identified that will probably need to be replaced. The budget requested is $8100. (This does not include the irrigation or proposal for relandscaping the hillside behind the patio and pool.)
8.) Met with Dave Koester from the Agriculture Extension Agency. He looked at the trees on the front drive and believes they are “scorched” from lack of moisture. We also looked at the burning bushes in the neighborhood that have already lost all of their leaves that normally are bright red in the fall. He believes they are suffering from our 80 degree March weather, our April ice storm and now the draught in addition to spider mites. He also notes some of our azaleas are suffering from mites. He honestly doesn’t know how much we can expect to come back, as this is the worst draught we’ve ever had.
9.) Dave Koester will also supply us this fall with some seedlings to plant behind building 8 to replace some trees lost there.
10.) We have a balance of $642 left in our budget for which we hope to plant a few more items that were budgeted for last year, but are waiting for the draught to ease first.
AND ONCE AGAIN THANKS TO ALL IN THE NEIGHBORHOOD FOR ALL THE HELP IN WATERING TO KEEP EVERYTHING ALIVE! YOUR HELP IS MUCH APPRECIATED!!!!
Respectfully submitted,
Beth Maggard