Four Lakes Condominium Association B Minutes of the Board of Director s Meeting June 18, 2018

Transcription

1 Four Lakes Condominium Association B Minutes of the Board of Director s Meeting June 18, 2018 C. Entwhistle called the Four Lakes Condominium Association B Regular Meeting to order on Monday, June 18, 2018 at 8:31 p.m. in the West Annex of the Lodge. In Attendance: Absent: R. Topps- President C. Leon Vice President J. Ciaffara Director G. Jenkins- Secretary S. Howat- Treasurer S. Elmore EPI Management Representative Appointment of the New Directors: S. Elmore went over with the homeowners and explained how the meetings are run and explained all the reports that are sent to the Board of Directors in advance of the meetings. The Board excused themselves from the meeting to review the appointment of Officers. Motion-Motion made by C. Leon to appoint R. Topps as the president. Second by C. Ciaffara. Motion Motion- Motion made by C. Leon to approve G. Jenkins as secretary. Second by C. Ciaffara. Motion Motion-Motion made by C. Leon to approve Howat as the treasurer. Seconded by J. Ciaffara. Motion Motion-Motion made by C. Leon to approve J. Ciaffara as director. Seconded by G. Jenkins. Motion Motion- Motion made by G. Jenkins to approve C. Leon as vice president. Seconded by R. Topps. Motion State of the Association: R. Topps stated that the Reserve funding is in great shaped at a little more than a million dollars. Mr. Topps also reported that new pavers are being installed at the entries to all of the buildings over the next three years. It was stated that LED lights are being installed in all buildings. Mr. Topps reported that the MHOA has paved the area from the lower portion from Oakwood down to Forest View. Also that cameras were being installed on all floors for security of the residents. A camera was also installed in the mailroom which will help monitor the area for stolen packages. Mr. Topps also noted that there have been three arrests within the Four Lakes Development within the last month.

2 Approval of the Monthly Meeting Minutes: Motion Motion made by C. Leon to approve the minutes as submitted for the April 16, 2018 Board of Directors Meeting with the added correction that under Rule Violations there is no 1620 building it needs to be changed to J. Also, added change to add the amount of $2000, 000 was to be transferred from the Lincolnway money market account to Bank of America. Seconded by J. Ciaffara. Motion unanimously approved. Guests: There were no guests scheduled. Rule Violations: Open Forum: Erin Kelly, M- Owner stated she received a Violation for move in. She sent an in August that she had a roommate move in and was bringing a mattress and requested for the elevator pads to be put up. S. Elmore stated the was confirmed as it was sent in and Management is recommending the reversal of the $150 fee but the move in fee should be sustained. The Board will discuss further in executive session and S. Elmore will owner with the Board s decision. Michael Becker, A- Owner stated he received a move in fee Violation but no one has moved in or moved. He contacted EPI and explained he put his girlfriend on his census because her car is parked in the lot sometimes and he thinks someone assumed she moved in. S. Elmore stated Management recommends the fine be reversed. Russell Fibich,6000 4C- Owner stated that he is still having problems every times it rains water is coming through the wall. The wall above the patio door is bubbling and cracked now. S. Elmore stated the owner is on the list for the balcony project which just started last week and Sandy will contact him to set up an appointment. Owner- Owner stated she suggests for the buildings first floor flooring they consider using rubber flooring like they use in the hospitals. S. Elmore stated that rubber flooring is very slippery and they would have to have walk off mats. Michael Shredl, K- Owner stated he sent an April 25 regarding a privacy fence for his unit. The unit backs up to the surface road. Owner wanted to know if it was a possibility to have one installed R. Topps stated it is on the agenda for this meeting Owner- Owner stated Sandy stated that the carpets were lightly cleaned because the Association was going to change the flooring. Owner wanted to know if they were going to change the tile too as it has a horrible smell to it and needs a deep cleaning. Owner stated that there is a horrible smell from when you walk in from the front door to the door you put your key in. S. Elmore stated that Albres cleaned the carpeting on all floors but the first due to the changeout of the flooring material. It was noted that the janitorial service has someone come out twice a year to clean the grout. Owner stated her garbage is right on top of their building and you can barely lift the lid on the garbage because there is no room and there are raccoons in there all the time. She suggested using a compactor. S. Elmore stated they can look into it and see what their options are and the Board can consider it for the 2019 budget.

3 Treasurer s Report: R. Topps read over the financials as May 31, 2018 Balance Sheet Total checking and Savings $1,038, Total Current Liabilities $1,076, Total Liabilities and Equity $62, Total Accounts Receivable $34, Profit and Loss Total Income Year to date showed that the Association had an income of $448, under budget by 2, Administrative Expenses were $148, under budget by $11, Common Area Expenses is $35, over budget by $5, Repairs and Maintenance Expenses were $83, under budget by $12, Utilities Expenses were $44, under budget by $19, Reserves funding is $96, reserve is fully funded Net Income were $40, over budget by $35, Motion-Motion made by C. Leon to approve the treasure report as of May 31, Seconded by J. Gibbs. Motion Committee Reports: R. Topps reported on the current events with the MHOA- There were three arrest made due to package thefts. Every Monday if you bring you resident ID you can get free food with purchase of beverage. New signage on Maple Avenue They are going to spray for mosquitoes. Landscape Committee - Kathy Srejma - Kathy presented to the Board a copy of the landscape report to go over. It included that there are some severely eroded areas and that she is recommending to seed those areas with natural grasses that has deep roots. Water ways should be also be inspected for proper drainage. Management Report: S. Elmore presented the Board with a copy of the management report. Carpet Cleaning- S. Elmore stated to the Board Albres completed the carpet cleaning. Rear Security Doors- S. Elmore stated to the Board that Construction Concepts has replaced four of the doors and that the fifth door should be replaced by the end of the week. It was noted that all of the doors were primed at the factory. Engineering Inspection-Roofs- S. Elmore stated to the Board that ESS Engineering recommended that all five buildings roofs be replaced. Waldman Engineering will be out Wednesday this week to inspect for a second opinion. They should receive the report by the end of next week and S. Elmore will the report to the Board so they can move forward with this.

4 Hallway Carpet Replacement- S. Elmore presented the Board with the samples of the vinyl planking floor material. EPI will obtain costs for the planking depending on which sample the Board selects. Mr. Elmore was not able to bring the sample flooring from the Four Lakes A Association as Albres still had the sample. S. Elmore will put all of the samples in R. Topps furnace room in order for the Board members to review which samples they prefer. Motion-Motion made by C. Leon to approve the replacement of all five buildings first floors with vinyl planking pending a color choice. Seconded by R. Topps. Motion Front Entry Address Sign-S. Elmore stated to the Board the new lighted sign was installed at S Elmore request direction from the Board rather they want to install the lighted address signs at the other buildings. Motion-Motion made by J, Ciaffara to install the rest of the buildings with the lighted address signs for a dollar amount not to exceed $500. Seconded by C. Leon. Motion Paver Installation- S. Elmore presented to the Board with quotes for the paver installation for the 5900 building walkway. S. Elmore recommended going with HL Contracting at a cost of $8, for labor only as they are lowest bidder. Company Installation Cost-Labor only HL Contracting $8, Clarence Davids & Co. $11, Construction Concepts $11, Bear Landscaping $9, Prairie Path $12, Motion- Motion made by J. Ciaffara to approve HL Contracting to install the pavers for 5900 build at a dollar amount not to exceed $8, for labor. Seconded by G. Jenkins. Motion Post Office- S. Elmore stated to the Board that he contacted the post office and requested packages be left on table due to security cameras monitoring the mailroom. The post office agreed and will continue delivery of packages. Annual Meeting- S. Elmore presented to the Board with a copy of the notice that was sent to all the members regarding the annual meeting. Landscape Committee- S. Elmore presented the Board with a copy of the Landscape Committee report. MHOA- S. Elmore informed to the Board that the MHOA removed the Walnut and Choke Cherry trees at 5900 building space E17

5 Rule Violations: Violations are reviewed in Executive Session. Correspondence: Shredl- S. Elmore present to the Board with a copy of the from Mr. Shredl to install a privacy fence to screen the service road. Mr. Shredl stated he wants to install a privacy fence to give more privacy as it is very open and gives then no privacy and also they end up with debris at their unit. The Board decided they would like the Landscape Committee to review the area and come up with recommendations to help with this issue. Inspection Report: S. Elmore reviewed the Inspection Report with the Board. Sales: Unit Address Sale Price H $115, H $ H $113,000 Motion- Motion made by R. Topps to adjourn meeting at 10:34p.m. to executive session. Seconded by C. Leon. Motion Meeting was re-opened at 10:46 PM. Motion Motion was made to approve the recommendations of the management company relative to the rule violation appeals. Seconded Unamiously approved. Motion Motion was made to adjourne the meeting at 11:04 PM. Approved. Respectfully Submitted, EPI Management Company, LLC