Because there were no residents in attendance for the residents’ forum, Bob Bell called the meeting to

order at 6:00 PM. Before the minutes were approved, Beth Cornwall went over the previous assignments (old business).

Regarding the signs that the ARB approved on a construction lot, the ARB indicated that it would be willing to meet with the Board to discuss this matter. No action was taken. All other assignments were completed except for Dwight Weaver—Meet with American Alarms to discuss clubhouse security (surveillance camera at front door).

John Bartelme made a motion that the minutes of December 18, 2018 and January 2, 2019 be approved. James Brown seconded the motion, and the minutes were unanimously approved.

SOCIAL COMMITTEE: Annie Mailloux reported that 157 people attended the holiday party. Once

again, there was a problem with the heaters for the tent as the tent cannot be attached securely to the golf clubhouse and cold air seeps in. Robin Wiggins will not be in charge of the holiday party in 2019; however, there are many committee members who are willing to help. Annie questioned spending $167 on printed invitations and envelopes as there is a “save the date” included in the October Preserve Perspective and the invitation itself is included in the November Preserve Perspective. The party is also announced on NextDoor.

As of January 15, only three people signed up for the Chili Cook Off; Annie will not hold the cook off unless there are more entrants. The Social Committee is sponsoring Big Mike’s BBQ at the golf clubhouse on February 22, 2019. It will be followed by the first Adult Game Night, also at the golf clubhouse, beginning at 7:30 PM. Annie is also planning something for St. Patrick’s Day in March.

Annie also brought up the fact that some residents want the pool to stay open past its usual closing date in the beginning of September. James Brown will coordinate a meeting of the new pool committee members to discuss keeping the pool open as well as the pool opening party that will take place in June 2019.

Jason Damico, who is a musician, contacted the Board regarding having his band play sometime during the summer. Annie will contact him to find out exactly what type of concert he plans as well as where the concert will be held and what the cost would be.

GROUNDS COMMITTEE: Dana Taylor still does not have the contract from Trutech Wildlife Service

although the company did trap one beaver in Swan Lake. Bob Bell presented three proposals for taking care of the downed trees from the December ice storm.

Two proposals included both removing trees as well as pruning the Bradford pear trees, and one proposal was only for removing the storm damaged trees. Proposals for future work in the boatyard were also included. The storm damage prices included removal of cuttings except for the small tree on Bear Tree Creek and the

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The Preserve at Jordan Lake Community Association, Inc. Minutes of the Board of Directors Meeting—Tuesday, January 15, 2019 General Session Location: POA Clubhouse, 833 The Preserve Trail, Chapel Hill, NC 27517 Board Members in Attendance: Bob Bell, Beth Cornwall, John Bartelme, James Brown Elite Management Professionals Representative: Dana Taylor Preserve Residents: Annie Mailloux

extension of Broad Leaf Court where the trees would be placed out of sight. The RFQ, giving quotes from three tree/landscape companies, is attached to these minutes.

MOTION: Bob Bell made a motion that the Board authorize Dana Taylor to contract with Hilton Tree

Service, Oxford, NC, for removal of storm damaged trees contingent on receipt of liability insurance forms. John Bartelme seconded the motion, and it was unanimously passed. The Board authorized Dana Taylor to sign the contract when she receives it.

Several Board members met with John Bendelow on January 14 to go over the APS contract. The Board had received complaints from a resident about the use of golf carts along the dry retention pond on Brown Bear. Bob Bell, Beth Cornwall, and James Brown checked the area, and a wooden bridge was found on The Legacy property off of Stoney Creek Way. Beth Cornwall contacted Jessica Merritt, property manager for The Legacy, and the bridge was removed.

John Bartelme will contact John Bendelow regarding the mulch that abuts the sidewalk at the entrance of the neighborhood as the covenants require grass between any mulch and a sidewalk so that mulch does not wash onto the sidewalk.

Regarding the Bradford Pear trees around the amenity center, on The Preserve Trail, and on Bear Tree Creek: There are 54 Bradford Pear trees in the neighborhood. Two of the trees have to be removed and the stumps need to be ground. The remaining trees can be pruned to prolong their lives. Bob Bell received a quote from Maldonado Tree Service, Cary, in the amount of $7500 and from Hilton Tree Service in the amount of $5,800. Both quotes included pruning the trees, chipping and removing the debris, and cutting down and grinding the stumps of the two dead Bradford Pear trees.

There is about $5,000 in the Reserves for removal of the trees; it was suggested that this money be used to prune the trees. Bob Bell made a suggestion that whichever company was picked, that the company prune one tree for our approval before doing the entire project. Hilton indicated that they would have three to five men prune the trees over a period of seven to ten days.

MOTION: Bob Bell made a motion that Dana Taylor contract with Hilton Tree Service for the pruning of 52 Bradford Pear trees and the removal of two dead trees with the stumps ground and all debris removed. John Bartelme seconded the motion. Discussion was held as James Brown wanted to know if Hilton could not provide the necessary insurance, we would contract with Maldonado. This was not included in the motion. Bob Bell called the question, and the motion was unanimously passed.

Discussion was held regarding the boatyard. John Bartelme noted that John LaManna has removed some of his containers and hopefully, once winter is over, he will have removed all of his containers. No mention was made of the removal of his Conex container. When Bob Bell and John Bartelme met with John LaManna at the boatyard, it was suggested to John that he move his equipment to space #38 as space #24 is being eliminated as it is too small; most of that current space is not on The Preserve’s property. In an email to Dana Taylor, John wrote, “…please let me know if that front spot that need [sic] a couple trees removed to accommodate 2 trailers and one truck is still offered and about keeping my stuff lot #24 until our winter storm events are over that will help me make a decision on what I intend to do next.” It is hoped that John LaManna will have all of his containers removed by April 1, 2019. When John LaManna moves to a different space, the concrete barriers can be rearranged.

John Bartelme suggested fencing along the property line that abuts The Preserve Golf Club’s property and Aqua’s property at the back of the boatyard. John will get a quote from Lowe’s and Home Depot as to the cost of a section of fence for that area.

AMENITIES/POOL COMMITTEE: James Brown will meet with the pool committee in January to

discuss pool opening/closing dates, the possible extension of pool hours in September after the pool has closed, and the pool opening party usually held in June.

James reported that American Alarms fixed the magna lock on the front door, and the door cannot be opened just by jerking on the handles.

Regarding the repair of pool lights, on November 24, 2018, Triangle Aquatics submitted a proposal in the amount of $3663.11 to pull new pool lights into place and to hook up and install five new lights. The cost of five lights was included in the proposal. On August 29, 2018, Future Connections submitted a bid of

$2,989.00 to remove existing light assemblies and pull in five new assemblies with 150’ cord. The existing LED lights will be used.

MOTION: Bob Bell made a motion to have Dana Taylor contract with Future Connections to provide the necessary supplies and work to install new pool light fixtures. Beth Cornwall seconded the motion, and it was unanimously passed.

The purchase and installation of a pet waste station was discussed as to the brand, emptying the station, and the installation cost. First Choice Disposal will empty the station, and it was thought that ASP would replenish the black bags in the receptacle. James Brown stated that he would charge $80 to install the station near the garbage cans at the amenities center.

MOTION: Bob Bell made a motion that Dana Taylor purchase one pet waste station from Pet Waste Eliminator. Beth Cornwall seconded the motion, and it was unanimously passed.

COMMUNICATIONS COMMITTEE: Beth Cornwall reported that Bob Bentley and Bill Pekala

finished the 2019 Directory. Bob Bentley got two quotes for the printing: Staples in Chapel Hill quoted $3.00 per copy for a total of $1,245 for 415 copies, and Office Max in Apex quoted $2.06 per copy or $856.36 for 415 copies. Neither quote includes sales tax. Bob Bentley will have Office Max print the directories, hopefully with a completion date in late January. Beth Cornwall will distribute the directories to only those residents whose names are in the directory.

SECURITY AND SAFETY: Dwight Weaver was not at the meeting. It was suggested that Dwight

confer with American Alarms to obtain the cost of installing a surveillance camera at the front door of the clubhouse.

ROADS: Bob Bell and James Brown met with Turner Asphalt to discuss the roads project. Turner does

not do OGI, and only does chip seal. (Chip seal is a pavement surface treatment that combines one or more layers of asphalt with one or more layers of fine aggregate.). Bob Bell felt that chip seal was not appropriate for a residential community. When Blair Barnhardt submitted a bid package to the various paving companies, the package did not include Brown Bear and Butterfly Court. Therefore, all bids received were off by 6,000 square yards. Turner’s revised quote was $510,000 with a 2” chip seal coat. Any further dealings with Turner will be with the owner.

Turner is already booked through June, so Bob Bell will talk with Raleigh Paving whose original bid was $530,000 without a seal coat.

TREASURER’S REPORT: Don Ferranti was absent, so Bob Bell gave the treasurer’s report. There

were several errors in accounting. The $60,000 from the ARB funds was not credited correctly, and the balance sheets have not been correct since September 2017. There is approximately $100,000 in prepaid dues. Instead of CD’s, money has been placed in money market funds.

At 7:52 p.m., Beth Cornwall made a motion to adjourn to the Executive Session. It was seconded by John

Bartelme and unanimously passed.

Beth Cornwall Secretary, Board of Directors The Preserve at Jordan Lake Community Association, Inc. Attachment: RFQ—Tree Work Assignments:

1. Trutech Contract for 2019—Dana Taylor 2. Coordinate meeting of pool committee to discuss pool opening dates, keeping pool open past the

usual closing date, and the pool opening party—James Brown 3. Contact Jason Damico regarding proposed concert—Annie Mailoux 4. Contract with Hilton Tree Service (storm damage of trees)—Dana Taylor

5. Contact John Bendelow regarding mulch abutting sidewalk at entrance—John Bartelme 6. Contract with Hilton Tree Service (prune Bradford Pear trees)—Dana Taylor 7. Contact Hilton Tree Service to have them prune one tree before doing all trees—Bob Bell 8. Quote from Lowe’s and Home Depot for section of fence at back of boatyard—John Bartelme 9. Contract with Future Connections to install new pool lights using existing LED lights—Dana Taylor 10. Purchase one pet waste station from Pet Waste Eliminator—Dana Taylor 11. Install pet waste station once it arrives—James Brown 12. Distribute 2019 Directory—Beth Cornwall 13. Contact First Choice for the charge to empty pet waste receptacle—not assigned 14. Contact APS to see if they will replenish black bags in receptacle—not assigned 15. Talk with Raleigh Paving regarding roads project—Bob Bell 16. Rectify discrepancies in financials—Bob Bell, Don Ferranti