Four Lakes Condominium Association B Minutes of the Board of Director s Meeting Monday, April, 17, 2017

Transcription

1 Four Lakes Condominium Association B Minutes of the Board of Director s Meeting Monday, April, 17, 2017 C. Entwhistle called the Four Lakes Condominium Association B Regular Meeting to order on Monday, April 17, 2017 at 7:00 p.m. in the West Annex of the Lodge. In Attendance: Absent: -0- C. Entwhistle President C. Leon Vice President R. Topps Treasurer J. Gibbs - Secretary J. Ciaffara Director S. Elmore EPI Management Representative Approval of the Monthly Meeting Minutes: Motion Motion made by C. Leon to approve the minutes as submitted of the February 20, 2017 Board of Directors Meeting. Also, to include the change of typo from date December 21 st to December 31 st. Seconded by J. Gibbs. Motion was approved. Guests: There were no guests scheduled. Treasurer s Report: R. Topps reported as follows: Balance Sheet R. Topps reported that the Association s total checking/investment accounts were approximately $871, Total Liabilities: $62, Profit and Loss Total Income Year to date showed that the Association had a deficit of income of $5, under budget. This is primarily due to no unit rentals by the Association. Administrative Expenses were $2, over budget. Common Area Expenses is $9, under budget. The main factors for this overage were tree trimming expense which has not occurred yet this year. Repairs and Maintenance Expenses were $4, over budget. The main cost of the deficit was due to HVAC repairs and miscellaneous expenses. Utilities Expenses were $6, under budget. Reserves Funding is $54, Total Income over Expenses was $2, over budget. Net Income were $7, below budget The delinquent assessment accounts were reviewed. 1

2 MHOA Reports: R. Topps reported: There was supposed to be a concert, however musician did not show up and the show was cancelled. There is a telephone app for those that are interested in knowing special events that are occurring on the MHOA Website. Look out for information about breakfast occurring on the weekends from 10am-2pm. Notice will be posted by the MHOA. There will be summer concerts with food options. Again Notices will be posted. Sheriff s Department reported the 4 Lakes B Association is one of the Associations where there are fewer police calls than from the other Associations. Police are now getting reports from the Fire Department on how many times the Fire Department comes out and where they go. All four pools will be opened and on time. Volleyball signup is April 7 th, 2017 if interested contact the Recreation Department. Rule Violations: 5950 Oakwood 4A- Owner stated he received a violation for unregistered dog. He stated he was not sure they were going to keep their dog due to it being ill. Once they decided to keep the dog in March they paid the $75 annual registration fee for the dog. Owner has been corresponding through with EPI and sent a letter. He purchased the dog on February 25, The Board stated they will go through the records and review them and management will contact them by with a decision. Ron and Cynthia- Ron would like to meet with the Board in executive session and discuss privacy issues. The Board agreed. Open Forum: 5900 Oakwood Drive 4E- Owner stated he was at the previous board meeting and discussed smoking bans and was asked to get more detailed information. He brought copies for the Board of three articles that appeared in the Chicago Tribune from on this subject. He briefly summarized what the articles stated and the importance of legal counsel on this matter. He would like the Board to review the information and discuss this matter further at the next meeting M- Owner stated there is an open grass area next to the side of her building were owners tend to take their dogs. She wanted to know if there was still a leash rule for the dogs, as she was had a problem with another owner who does not keep their dog on a leash. The Board stated that the rules state all pets must be leashed or carried within the building and outside the units and pets must be controlled outside the building, also Dupage County has a leash law. The Board told the owner to make sure that she reports incidents to the management company and to call the nonemergency police telephone number to report any incidents. Owner A- Owner wanted to know if there was a way to get a statement or payment book for their balance after they paid fees. The Board informed owner he can log into account on the Resident Portal and see the current balance on his account. Owner stated he asked because he has problems logging in. S. Elmore informed 2

3 him that everyone must log in using the same address that was provided on the census card. S. Elmore stated to owner to use that and if it does not work to him and he will try it for him Oakwood 2K- Owner stated that at the last meeting the odor on the ground floor of his building was discussed and wanted to know if they ever figured out the origin of the odor. S. Elmore informed owner that after the carpet was cleaned twice there had not been any more complains of the odor. S. Elmore stated that they inspected the drains and nothing was wrong. However, the Owner was asked that if there are any more signs of an odor to contact the management company L- Owner stated that once she moved in she noticed a gas odor in her unit and had a plumber come out and he fixed it. Then she noticed gas odor when she walked in the front door, so she called Nicor. They found a leak out back and they fixed it. She stated that ever since then periodically she still smelled the gas odor and made a report last Sunday and has reported it to management. S. Elmore stated Nicor would not have recharged the building unless they have 100% pressure on all the gas lines. The Associations contractor checked all the furnaces and pressurized the main gas lines and found two small leaks, one in the garbage room and one on another floor which were immediately repaired. Then the contractor purged the lines with nitrogen to pressurize the lines to check for any more gas leaks. There were no more gas leaks in the main lines. When all the individual lines for the furnaces were turned back on the contractor found twelve more leaking lines after the valves. Nicor shut the building down because of these leaks. The lines were fixed and the contractor had to repurge the lines again and the problem was fixed. The Board stated if anyone smells gas to report it immediately. S. Elmore addressed concerns about bills for repairs and stated that repairs for individual furnace repairs are the unit owner s responsibility and they will receive an individual bill from the Association for the repair. Management Report: S. Elmore presented the Board with a copy of the management report. FHA Certification- S. Elmore reported that notification for FHA Certification was received Friday and HUD wanted a current delinquency list which had been sent over to the Attorney on April 17 th, 2017 and they should hear something from HUD within the next 30 days. Water/ Gas Meter Project- S. Elmore stated to the board the water project should also add the gas meters as well. The Board and S. Elmore discussed the options and went over the proposals that Sensus and Ion had to offer. S, Elmore recommended Ion for the Water meters because they have the most flexible system and would charge a monthly fee with a monthly report. The Board feels that they want to discuss this topic more and get more information before making a final decision. Window Cleaning- S. Elmore informed the Board that window cleaning will be May 15 th, Rear Doors- S. Elmore informed the Board that they are obtaining bids for the replacement of the rear doors. Pavers for 5950 Building- S. Elmore presented to the Board with the proposals for installation of the pavers. S. Elmore informed the Board by buying the materials out right they will be saving $ Motion- Motion made by J. Gibbs to approve the installation of pavers at the 5950 building not to exceed the cost of $8, Seconded by C. Leon. Motion approved. 3

4 Unit Entry Door Locks- S. Elmore informed the Board that an went out to all members that included the only approved front entry locks to the unit doors which had a Georgian Nickel Finnish. After the was sent out several Members called/ ed the Association with concerns as to which locks are not in compliance. S. Elmore requested direction from the Board regarding this manner. The Board felt that the locks that the developer initially installed should be grandfathered in, but no other locks after that will be grandfathered. S. Elmore will go back and find out which locks were initially installed in each building and will take a picture for each building, so there is no confusion as to which type of locks are grandfathered in. The Board decided to allow for 60 days for owners to be in compliance. Carpet Tile Replacement- S. Elmore informed the Board that they have enough carpet tiles in inventory to go ahead and replace carpet tiles on the first floors for all five buildings. S. Elmore presented to the Board with three proposals for the installation and glue (building are 750square feet per floor). Albres is at $1.50 per square foot, Trend Carpet is at $2.73 per square foot and Deterge is at $1.40 per square foot. If the Association decided to use padding the price will be an additional $.59 per square foot. The Board decided to have S. Elmore go ahead and do one building and then the Board will check it out and decided how they want to proceed. Balcony Resurfacing- S. Elmore informed the Board he will have the inspection of the balconies completed by the end of April Management Agreement- S. Elmore informed the Board that the management agreement with EPI expires the end of June He informed the Board that with any contract the Board should bid this contract out. Annual Meeting- S. Elmore reminded everyone that the annual meeting will be held on June 19, 2017 at 7pm. The Board will hold their regular meeting after the annual meeting. Sales of Units- S. Elmore informed the Board that there were two units that sold, one was for $139,000 and the other was for $135,000. Inspection Report: S. Elmore reviewed the Inspection Report with the Board. Trellises - S. Elmore informed the Board that the trellises will get spot painted and some of the flat end top boards are the ones that need to be restained. The perimeter fences look good so nothing needs to be done to them at this time. Rotted Trim on Rear entry door- S. Elmore informed the Board that there is rotted trim on rear entry doors for two building and they are getting bids for them. Canopy Roofs- S. Elmore informed the Board the canopy roofs are in good shape and only need some minor sealing. Elevator Tiles- S. Elmore informed the Board that they have some tiles in inventory that match and can be cut down to use to replace the broken elevator tiles that are severely cracked Building- S. Elmore recommend to the Board that they have Carlos (MHOA) fill in the dead areas with wood chips and border it out since nothing is growing in that spot (rear of the building by the access road) 4

5 New Business: Meeting Signs- R. Topps stated that the signs for the board meetings are not being put up and they need to be put up the Tuesday before the meeting and should come down the day after the meeting. S. Elmore stated he will assign it to someone else and make sure they are getting put up properly. Motion- Motion made by C. Leon to adjourn meeting and move to executive session. Seconded by R. Topps. Motion was approved. The Board re-opened the meeting at 9:30 PM. Motion to Sustain the fines as stated in the management report. Unanimously approved. Motion to Sustain the No Notification fine for Mitiu. Unanimously approved. Motion to deny the payment plan for Colunga. Unanimously approved. Motion to sustain fine for $ for Takarz. Unanimously approved. Motion to sustain fine for Krupa (No Notification) Unanimously approved. Motion to sustain fine for DeCarlo. Unanimously approved. Motion to adjourn the meeting at 9:58 PM. Unanimously approved. Respectfully Submitted, EPI Management Company, LLC 5