Middleton Conservancy Condominium Association Board of Directors Minutes November 29, 2018

Transcription

1 1 Middleton Conservancy Condominium Association Board of Directors Minutes November 29, 2018 Host: Anita Matcha (3334) Present: Lynn Buckmaster, Loren Ziglin, Pat Eagan, Anita Matcha, Todd Richmond, Mitch Hagens, Joel Phillips, Cheryl Vickroy (Chair., Landscape Committee), Dylan Duhr (Prima), Rob Schmidt (Prima) A quorum was present and the meeting was called to order at 4:06 PM by Lynn (Vice President) Approval of Previous Meeting s Minutes: The minutes of the October 25 Board Meeting were approved unanimously by . It was determined that Board approval of the November 7, 2018 Annual Meeting Minutes was not needed. Approval of Agenda: The November meeting agenda was approved unanimously by . Election of Officers and Committee Positions: President: Loren offered a motion to make Todd Richmond MCCA BOD President for the remaining year of Steve Hintzman s term (Todd also give s up his ARMC co-chair position). Lynn seconded the motion and it was approved unanimously by the Board. Vice-President: Lynn offered a motion to make Mitch Hagens MCCA BOD Vice-President. Todd seconded the motion and it was approved unanimously. Treasurer: Todd offered a motion to make Anita Matcha MCCA BOD Treasurer. Lynn seconded the motion and it was approved unanimously. Secretary: Todd offered a motion to make Joel Phillips MCCA BOD Secretary. Lynn seconded the motion and it was approved unanimously. Review of Annual Meeting: Todd encouraged Board members to compile their views of the Annual Meeting and submit them to Joel prior to discussion at the January, 2019 meeting. Todd mentioned that the set-up problems that occurred at the 2018 Annual Meeting have been addressed by the Craftsman and should not be a problem in the future. He also said that there was some disapproval of the voice vote method used at the meeting and suggested that we return to counting house number cards (including proxies) that are held up by attending unit owners.

2 2 Website Security: Rob Schmidt announced that Prima was changing its source of website security, a process that will begin on January 1, 2019 with an expected completion on February 1, Treasurer/Finance Report: Anita Matcha Financial Report: Anita reported $12, in disbursements, $ in payables, $1, in receivables, and $837, in reserves. With the addition of $46, from the Operating Account at Park Bank, the total for all accounts came to $884, A motion to approve the report was offered by Todd and seconded by Lynn. The motion was carried. Authorized Signatures: In accordance with MCCA bylaws, Anita as Treasurer will have signing authority at Park Bank whereas Lynn and Loren will have that function at First Business Bank. ================================================================= Prima Project Update: Dylan Duhr & Rob Schmidt Rainwater Conduit Problems: Basset began the process of addressing this issue in the fall but the need to complete the fall clean-up followed by frozen ground in November forced a halt to this project short of completion. Lighting: The issue involving an unauthorized back porch light at 3330 (Farnsworth) is ongoing and under review. The owner claims that a city ordinance mandates the lighting of back porches with exits, but some question remains as to whether that applies to this situation. Additional Items: Mitch Hagens (3225) reported that his gutters are dead level and need pitch so they can drain properly. He also said that the distance between his downspouts was extreme and the 2 problems together were causing an accumulation detritus (leaves, etc.) further worsening the drainage problem. Mitch said he has reported this issue every year since moving to the MCCA but the problem has persisted. During the recent fall he used Prima s AppFolio online reporting mechanism to express his concerns but has not received a response from either Prima or the ARMC. He also looked at a number of other MCCA condos and found similar examples of dead level gutters and extreme distances between downspouts. Pat and Todd confirmed Mitch s findings and said that the matter would be investigated further in The need for a document explaining unit owners responsibilities re. decks was also discussed. It was again noted that it is the owner s responsibility to stain his or her deck.

3 3 Prima Management Report: Dylan Duhr & Rob Schmidt Grounds Maintenance: Bassett has performed lawn care per the contract and the fall clean-up was completed before Thanksgiving. No owner complaints only compliments received by Prima. Bassett has informed Prima that the weather has not cooperated and with the cold, approved projects that are not trees won t be done in Landscape Committee meeting was held on November 12th. Minutes Below: Review of financials Budget is on track. Review of new work tickets One new work ticket from Joel Phillips was entered. It is a duplicate of one that Cheryl entered this summer. Approval of quotes for work previously ordered Cheryl and Dylan Dylan provided some quotes from Bassett for work tickets entered in Aug/Sept. They include:! Approved, 4 keyholes to be remediated with cobblestone and 1-2 grasses + addl quotes totaling ~$800! Additional quotes requested were provided! Assuming these pending items are approved, we are approaching spending cap for 2018 Annual Calendar (Suggestions) Cheryl / all o Nov Jan " Annual planning (2019) tree/shrub inventory, etc. 3 year trimming plan (TBD) " Consideration of standards? " Develop communication for trees to be removed and work to be done in 2019 " Survey? o Feb Apr " Long term planning/visioning Weeding issue Invasive options Review of Bassett recommendations " Quarterly communication plan? Possibly using Neck of the Woods. " Succession planning for the Committee o May-Jul " Execution Volunteer work days

4 4 o Ongoing project management Aug Oct " Budgeting (following year) " Annual Meeting prep Tues Jan 15, 7 PM is the next meeting. Please mark your calendars (no Dec. mtg due to the holiday) Action items: o Doug will ctc Bassett re: the evergreen type suggested to replace the failed evergreen (Serbian Spruce) and let Cheryl know what he finds. o Cheryl will authorize remaining work o All are requested to review the calendar items suggested and offer any further suggestions! Building Maintenance: ARMC fall walk around was held on November 15 th and Dylan attended. ARMC December meeting will be 10 th 3312 (Alberts / Spencer) reported fringed air flowing through gaps by front sliding door. Prima inspected and it appears the deck is sagging away from building causing the airflow. Ace inspected on 11/24 and need to have one of the specialist from the company inspect. This is inspection is scheduled for 11/30. Gutter Cleaning Ace completed targeted (ones with trees near them) gutters on 11/24. They will be back on 11/30 to check the remaining gutters on the property JSD has been authorized to prepare the proposal for the data survey for the storm drains. Financial: October financial reports were ed 11/20/18. Bank signers: Board will need to reassign signors with the departure of Steve Hintzman and schedule with Park Bank. Bank Change for reserve accounts: Anita has finalized Owner Communications and Website: Website: All approved meeting minutes and financial reports have been posted. Board Meeting: November meeting scheduled for the 29th. Pending Action Items: Prima is trying to coordinate a time with Ace to inspect attics for proper insulation and possible venting issues. Ace has inspected approximately ½ the units as of 2/27.Over ½ have been inspected as of 4/24. Ace will be

5 5 resuming inspections when they install roof vented dryer vents. Waiting for dryer jacks from manufacturer. Expected to arrive 5/28. Dryer jack installation completed 6/11. Inspections about 90% complete. Hope to complete in early fall as temperatures drop. New owner roster has been sent over to Ace since there were some changes. Prima staying in touch with Ace to complete. Ace was given an updated owner roster on 2/16/15 and hopes to complete over the next two weeks. Work completed. Waiting for a master spreadsheet of results. After May 2016 board meeting, Dylan spoke with Chad and he will make it a priority to finalize. Spoke with Chad again 11/14/ (Whalen) reported soil erosion. Bassett will inspect 3330 (Farnsworth) installed exterior light on rear of building. ARMC reviewed installation and the condo documents and determined this should not have been installed in this manner. To discuss at board meeting. Owner notified to remove, pending inspection (Ziglin) reported noise that sounded like rafters creaking. Owner inspected during rain storm. It was determined to be the swale between the two units has a lot of erosion and the water was flowing right against the foundation creating the sump pump to run over and over due to back check valve (owner repaired) Erosion will be added to the bids along with JSD report.: Bassett & Olson Toon have been updated Bassett awarded bid and contact has been signed. Work scheduled for week of 10/29 Bassett got backed up and due to the cold November this work will be done in spring of 2019 ARMC projects: Erosion on property- Bassett and Olson Toon have been given a copy of the JSD report. They are compiling bids to address the issues pointed out. Bids should not exceed the $9,600 amount in the 2018 approved budget. Olson Toon inspected on June 6 th and Bassett is scheduled for June 25 th. Bids have been received and ARMC and Allen Lenzen from the Landscape and Dylan walked the property and identified the areas and prioritized the items. Items approved at the July board meeting. Bassett has been awarded bid and will be scheduling in early October.- Work scheduled for week of 10/29 Bassett got backed up and due to the cold November this work will be done in spring of 2019 Monument Lighting Remains a costly proposition. The ARMC will continue to evaluate options. $ has been approved in the 2019 budget to resolve this issue. PKK lighting is working on an updated solar light proposal.- PKK doesn t believe the technology in battery life is at a

6 6 point that it would be a wise investment at this time for the amount of sun needed and the short winter days in WI. Decks The ARMC will be reviewing the policy regarding the staining and maintenance of the unit s decks. Documents: Dylan has picked up the documents stored at former secretary Nancy Stringer home. Rob has purchased the software and we will continue to update the new document packet (Plumb) reported large crack in back concrete patio. Concrete Services will provide estimate for replacement Estimate was approximately $4,500 for the replacement of the patio (this is due to the location of getting equipment to the concrete on the property). ARMC will inspect all rear concrete patio s and recommendations. Bassett bid the patio for brick pavers and the price is $4, Prima has a request for another concrete vendor. August 20/21 rain storm created potential damage to the gabions. JSD will be providing an engineering estimate for calculating the volume and capacity of the storm water system. ($250 is the estimate and waiting for the completed report) Completed Items Bassett completed erosion work at 3419 (Stommel) (King) reported leak into the garage. Most likely due to blocked buried downspout. Prima inspected and cleared the block (Ballweg) reported leak into the home. Ace inspected and found the chimney cap was the most likely cause and will be repairing. Ace made repairs 3310 (Ireland) concrete raising was completed by Nelson Mudjacking. Annual Meeting: Packets have been mailed and ed on October 8th. ==================================================================== Sunshine Committee: Lynn Buckmaster Solstice Party: To be held Friday, December 14, hosted by Loren & Carole Ziglin (3228). Sunshine Fund: The fund now has $ thanks to the generous donations of attendees at the Annual Meeting. Old Business: Landscape Committee Chair Cheryl Vickroy again stressed the importance of including professionals (i.e., Bassett Landscaping) in the development of standards for the maintenance of trees, shrubs, and lawns. Cheryl also said that a

7 7 consistent policy was needed for keyholes since independent action was apparently taken at unit Some formula involving cobbles &/or tall grass was recommended for keyhole spaces. It was suggested that orange tags be placed on trees and shrubs scheduled for removal. New Business: Cheryl announced the addition of 3 new members to the Landscape Committee. They are master gardeners Helene Kennedy and Jim & Mary Loving. Todd noted that without prior notification, City of Middleton crews trimmed back the brush and trees along the stretch of Pheasant Branch Road that borders the MCCA. Almost all of the trimming was done on the west side of the road. Todd did ask the crew to not trim too deeply on the east side of the road north of the MCCA s north entrance since that vegetation provides privacy for the MCCA units below Pheasant Branch Road. The reason for the trimming was unclear, but may have involved vegetation getting too close to the utility lines on the west side of the road or the crews may have been removing invasives. There will be no Board meeting in December. The next meeting will be hosted by Todd (3406) on Tuesday, January 22, 2019 at 4:00 PM. Adjournment: A motion to adjourn at 5:18 PM was approved unanimously.