Kings Park West Community Association

Board of Directors Meeting Minutes

February 8, 2011


In attendance: Joe Meyer, Armand Fournier, Jim Messinger, Virginia Scattergood, Mark Heppner, Linda Bufano, Larry Velte.


Meeting called to order at 7:30. 


Approval of January Meeting Minutes: The January minutes were reviewed; Linda motioned to approve, Mark seconded; approved 7-0.  


Treasurer’s Report: The board was informed that the current checking account balance as of January 31, 2012 is $5,309.11; the savings account is at $13,103.39; there are 2 general fund CD’s in the amount of $5,233.18 each, and the reserve CD is $13,434,77 bringing the grand total to: $42,313.63. 


Goldklang/Audit: Audit items- RCS in years past sent to Goldklang invoices, bills, and other items necessary for the audit. However this year specific requested items were missing so Jim went through his files, recreating where necessary, and sent the documents to Goldklang.


The taxes have been approved- KPWCA had an extension since they were due in September.  RCS also did not have some items available for the taxes- Jim worked directly with BB&T to get the information. Jim also had to manually re-create financial information needed to complete the tax forms


Goldklang’s contract renewal is due. They only sent the engagement letter to RCS and it was not forwarded to us. Armand will remind Goldklang that the Board wants a copy of the audit; previously it had only gone to RCS and the Board did not receive it in a timely manner which caused the need to expedite not only filing the taxes- but also respond to the annual audit as well.  This delay caused unexpected, undue workload on the Board.


RCS Performance:  The RCS contract is up in May.  The board discussed the issues with RCS and the audit and tax response; plus this month’s financials were found to have errors. Armand will draft a letter to RCS asking for a monetary credit for this year given the lack of work and effort on the above mentioned items. 


The Board then discussed how RCS’ behavior has hurt the Association- through financial errors, lack of information/lack of response, and audit issues.  Larry will begin investigating other financial management companies through the Community Association Institute and by contacting our attorney’s and auditor’s for recommendations. It was also noted that RCS has an electronic database of KPWCA information which would need to be transferred to a new management company.


GMU Application for Storm Water Management Techniques:  If GMU receives the EPA grant it may affect some of the common property. If this happens the Board will need to decide how to handle.


English Ivy Removal: Resident Greg Sykes has offered to clean up the English Ivy on KPWCA land.  County regulations permit us to eliminate noxious weeds, and since he is a member our insurance covers him. Armand motioned to allow him to cut the vines; Joe seconded.  Approved 7-0.


Assisted Living Facility Proposal:  There is a proposal to build an assisted living facility on Roberts Road across from GMU. Armand wants to attend meetings to see how traffic and other items would impact the neighborhood. 


Hearing no new business, Linda motioned to adjourn; Armand seconded. Concluded at 8:20 pm.