The Oakleigh Forest Civic Association, Inc.
Minutes of the OFCA Board Meeting, November 9, 2009
Atlanta Bread Company
7:00PM - 8:20PM

Present: Eddie Hubbard, Frank and Liz Cingel, Kathy Kryzstan, Bunny Wilson, Erik Anderson, Wally Campbel, and Kelly Cornacchia. Frank advised us that a quorum is six.

Construction Requests:

• () - 44 Whittier Parkway. () is looking to replace/enlarge the deck in the rear of his house and add a screened portion to part of the new deck, 12' x 22'. The deck will not extend past the side of the house nor beyond 10' of the side property lines. Construction project was approved; work will begin mid December.
  
  () suggested that it would be easier to submit such proposals on line so that all the accompanying photos/drawings could be studied ahead of time. Eddie advised that there is a PDF property form available on the OFCA website which can be submitted to president@oakleighforest.org by the first Tuesday of the month. Frank will add the email address to the construction form itself.

New Business:

• In an effort to make our OFCA BOD meetings more effective and efficient, Eddie chose to begin the meeting with a discussion on the meeting format. He had been especially impressed with Frank's comments at the October General Meeting showing a good-sized jump in the number of hits on our OFCA website. Why should we begin with a reading of the past-month's minutes or OLD Business when that information can be read on line? We need to get things done, he reminded us, but we need to structure these meetings differently. Eddie is working to streamline the meeting discussions to spend time on the more pressing issues. Shorter meeting times may entice more people to hold OFCA Board jobs. There was some discussion on whether members had to attend the monthly meetings if they had nothing to report or even if they had something to report via email that might not warrant further discussion. In Eddie's view, Board Members must attend the monthly sessions; others are always welcome but are required to attend only when their Committee has actionable news. It was agreed that the input of ALL members in discussions is welcome and beneficial.

Treasurer's Report: Kathy Krzystan

• Kathy corrected the budget figures for the 2010 draft budget. Total expenses were -$52,240.00. The Balance with carryover is +$16,238.27.
• The Sep-Oct and Oct-Nov 2009 Treasurer's Reports were approved as written. The balance as of 9 November is $19,818.04.
• There are currently 146 members of the OFCA; 12 of the 158 families have not paid their dues for 2009.
• The house on 11 Emerson has sold - we should receive a hefty 2005-2009 back-dues payment on signing.
• All committees need to stay within their budget. Money is tight! All events need to be budgeted to ensure they break even.
• The books need to be audited at the end of the year. Eddie will seek to identify an auditor.

Director's Reports

Police and Security Affairs: Eddie reporting in Mike Williams' absence.

• There has been a recent increase in crimes in the area, probably due to the economic downturn. The AAC Police are phoning residents to be alert to break ins of cars and home. One break in was reported on Sherburn Road.

Community Services: Wally Campbell

• There have still been no takers for either the Secretary or Treasurer positions. Wally is still looking and expects to meet with potential candidates within the next 2 weeks.
• Discussion: Does the Treasurer need to be an established resident? While there is a checks and balances system in place whereby the President reviews the bank statements and the books are audited when a new person takes charge (in this case Jan 2010), the scope of the job is immense. In these times of tight monies, there's a need to track expenses for the Waterfront, Pool, Social events, etc to ensure that money is being spent effectively and that expenses are under budget. There may be a need for an Assistant Treasurer position to help with the bookkeeping.
• Whoever the new treasurer, Kathy will train. Eddie will also attend that session.
• Re the Oakleaf, some 30 families are now getting solely email versions. When there's an extra page of "sensitive information" included in the Oakleaf - like the upcoming directory listing - Wally will ensure that ALL residents receive a hard copy.

Pool: Erik Anderson

• The last leaf cleanups have been scheduled.
• The refrigerator will be unplugged for the winter.
• BGE will install a remote-read meter.
• Eddie thanked Erik for his hard work as Pool Director these past 2 years. Greg Myers will assume the position in January. Erik will remain on the Committee as an Adviser.

Grounds: Liz Cingel

• Liz is still disputing the Atlantic Irrigation charge for the installation of a sprinkler system valve. They originally misdiagnosed the problem and are now charging us $612.46 for a new valve.

Social Kelly Cornacchia

• Two Santas are needed for the Christmas deliveries. The Social Committee is looking for one more volunteer.
• Thanks to the teen-age organizers - () and () - for the October Haunted Trail event. This was very well attended. People paid in advance and it made money.

Garden Club: Liz Cingel reporting for Sheryl Bond

• Christmas decoration workshop is set for December 4th at Liz Cingel's house. The group will decorate wreaths and organize the luminaries for delivery. In case you wonder where your Garden Club dues go, take a look around the community at Holiday time, especially.
• All poles have been adopted by decorators and will be decorated with wreaths in December. Wally and his crew will remove them at the end of the season.

The meeting was adjourned at 8:20 PM. The 14 December meeting will be held at the Cingels.

Respectfully submitted,

Bunny Wilson, OFCA Secretary

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