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8 | THE COLONY NEWS | JUNE 2022 | HOA NEWS BOARD OF DIRECTORS MEETING HIGHLIGHTS: APRIL 21, 2022 Highlights as presented are a condensed preliminary draft until, after review and approval by the Board at the next meeting, the minutes become official. Changes may occur. A complete copy is available in the HOA Office. Driveways, Front Walkways and Side Walkways Rules - Final Approval. Adopted the proposed Driveways, Front Walkways and Side Walkways rules as published in the March Colony News. Sections 14.1.2 & 15.7.2 Amendments to Rules – Final Approval. Adopted the amendments to 14.1.2 & 15.7.2 regarding Driveways, Front Walkways and Side Walkways areas as published in the March Colony News. Miscellaneous Architectural Guidelines Rules – Final Approval. Adopted the proposed Miscellaneous Architectural Guidelines as published in the March Colony News. Network Infrastructure, Network Equipment, Telephone and Surveillance System. The existing infrastructure and cabling that provides internet, data and phone service throughout the Clubhouse is beyond its use life and needs replacement. This equipment will also provide security camera drop locations and internet stability to the HOA staff and a better user experience to the Clubhouse. Approved TVC, Inc. proposal for network infrastructure, network equipment, telephone and surveillance system at a cost of $99,031 plus a $10,000 Contingency. Also approved Henricksen Experiential (Jake Henricksen) to provide Project Management at a cost of $3,850. Wireless Tablets, Cellular Phone and Data Service Plans for Landscape, Property Service and Guard House. Management presented pricing from AT&T, T-Mobile and Verizon to purchase two (2) Samsung tablets with mobile data plans for the Landscape and Property Services Departments to run management software allowing them to create work orders, violation letters and other tasks, while out of the office. They also provided pricing to purchase a cellular phone with service for the Guard House as a back-up to the proposed VOIP phone system. Approved T-Mobile to provide 1 Galaxy 53 Phone, 2 Galaxy Tablet 7s, 2 unlimited data service plans and an Unlimited Talk Text and Data plan for 2 years at a monthly cost of $223 (not including regulatory monthly taxes or fees). Wireless Microphone Headsets Purchase. Following review by the Communications Committee, it was determined that the current headset microphones have outlived their useful life and need replacement. Consultant Jake Henricksen recommended Point Source Audio Earset products. Proposals from Sound Image, B&H and Markertek were provided. Approved Sound Image proposal to purchase 12 Cardioid Mics and 12 Reversible Dual Ear Sets at a cost not to exceed $5,700. East and West Spas Resurfacing and Coping Replacement. The East and West Spas need plaster resurfacing and coping replacement. Reviewed proposals from 1StopPoolPros, A&M Pools, Inc. and California Pools. Approved 1StopPoolPros to perform the refurbishment of the East and West spas at a cost of $30,632 plus a $3,000 Contingency. Replacement of the Rectangle and Round Banquet Tables and Card Tables. In accordance with the Association's Reserve Study, the banquet and card tables are due for replacement. Reviewed proposals from Mitylite, Trident Furniture and Today's Classroom. Approved Mitylite proposal for 16 6-ft Banquet Tables, 16 36" Square Card Tables, 40 60" Round Banquet Tables and 1 Table Cart at a cost of $36,174.66. Through the April promotion, the Association will receive 4 free table carts. 2022-23 Insurance Renewal. Management presented the Association's 2022-2023 Insurance renewal for Board review. Approved LaBarre/Oksnee's annual insurance renewal premium of $77,797.13 with an option of $15M in Umbrella coverage. Proposed Election Rule, 30-Day Member Comment. Management presented the following proposed Election Rule for Board review and consideration: Article 10 – General Elections and Voting Procedures, 10.2 Qualification and Nomination of Directors 10.2.12 Candidates for the Board need to ensure that if elected, they will be able to comply with the duties of Board members, including the duty to keep certain information confidential. This means that even if a Board member has a duty to another person through a business relationship, the Board member cannot divulge confidential Association information to that person. As an example, a Board member who is a real estate agent or lawyer may have clients who are members of the Association or persons who are potential purchasers of a home in The Colony. This may create potential competing duties if a Board member receives information as a Board member that could be material to the Board member's client. In this situation, the Board member will be in the potential position of breaching a duty to either the Association or the client. Approved the proposed Election Rule for 30-Day Member Comment. Inside Plants Fuel Surcharge. Management presented correspondence from the Association's Inside Plants vendor notifying the Board that due to the recent increase in fuel costs, they will start charging a $12 per month surcharge. The charge will remain in place until fuel prices fall below $4.50. Approved.

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