Timberlake Crossing Condominium Unit Owners Board of Directors Meeting Minutes DRAFT. Time: 1:00 pm 231 Mountain Cove Drive, Unit 5, Hardy, VA 24101

Transcription

1 Timberlake Crossing Condominium Unit Owners Board of Directors Meeting Minutes DRAFT Date: Sunday, June 25, 2017 Time: 1:00 pm 231 Mountain Cove Drive, Unit 5, Hardy, VA Previous Board Meeting: Held on March 19, 2017 at 231 Mountain Cove Drive, Unit John Phillips called the meeting to order at 1:03 pm. 2. Roll call was taken and quorum was determined. The following individuals were present: John Phillips President Maureen Baker Association Management Solutions Delmar Kidd Director Trina Cleveland Secretary via telephone Don Phillips Homeowner Board Members Absent: Kevin Currie Rocky Corfios 3. Meeting minutes approval: Delmar Kidd motioned to approve the meeting minutes from March 19, 2017, John Phillips seconded. All approved. 4. Property Committee Report: Delmar Kidd provided report. Issued discussed included: o Overgrown bushes/shrubs at the condos and driveway o Dead pine tree near lamppost 1 needs removal o Left end of first boathouse loose board noted at eave on the end. 5. Treasurer Report not given not in attendance 6. Management Report Maureen Baker provided Management Report (see attachment). Items included in discussion: A. Pressure washing to be completed this week B. Light conversion completed C. Front Column repairs completed D. Reserve Study pending E. Building 230 repairs completed F. Income Taxes are done Page 1 of 5

2 Delmar Kidd motioned to accept report. Trina Cleveland seconded motion. All approved Management report. s to Ratify 1. Temporary PODs for 231 Mountain Cove Drive, Unit 9. This was done over a weekend and they were removed promptly and plywood placed underneath pods to protect parking lot surface. 7. Condo Business Discussions: A. Trash Can Securing Project status Kevin Currie to purchase landscape timbers (or poles). Date of build project still pending. B. Reserve Study Contractor quotes Discussed two companies and selected Criterium Giles Engineers. Plan for study late summer. Motion approved by Delmar Kidd, seconded by Trina Cleveland All approved. New business discussed: 1. Reserve Study Committee. 2. Carpenter Bee Control Options Maureen will get a quote form Steve Fisher to seal the holes in the fall after the bees have left. 3. Landscaping Feedback Bushes need trimming and request for golf cart path to be seeded in the fall (POA) 4. Balcony/Deck staining and repairs Attorney Steve Moriarty responded to the Board s question regarding TCCUOA s responsibility with balcony repair and replacement as the condo bylaws are somewhat vague. Mr. Moriarty stated that the association is responsible for repair and replacement of balconies as they are considered limited common elements. He further explained that owners are responsible for normal maintenance. The Board discussed the intended meaning of normal maintenance and if that also implies that owners are responsible for periodic applications of stain and/or wood preservative on the exterior wood surfaces. The board discussed that one way to ensure that ALL condo owners comply with normal maintenance regarding exterior wood treatment is to simply budget for and have a vendor apply the preservative to all balconies every 3 5 year or as deemed necessary. Maureen will contact a vendor and determine the application frequency required to protect the exterior balcony wood as well as the cost for the treatment. The board will add this amount to the budget beginning in 2018 so that the expense is covered in the association s annual budget (not the reserve budget) every 3 5 years or whatever time Page 2 of 5

3 frame is determined. Another question arose about condo owners who have screened in the lower patios and if these new structures are also considered limited common elements and therefore a responsibility of TCCUOA to repair and replace, similar to the balconies. It doesn t seem fair that all owners should have to pay for repair/replacement of a lower level structure that was added after the bylaws were created. The board asked Maureen to check with Steve Moriarty (attorney) to determine if our bylaws need to be amended to state that lower level screened in porches and other lower level structures (including privacy fences between units) are not a limited common element and are therefore the responsibility of the individual owner(s). 5. Policy needs to be developed regarding PODS and moving trucks. Permission required in advance. Open item for more discussion. Maureen will draft up a sample. 6. Parking issues in the circle and whether we need a way to make a reservation for the pavilion for parties if over 6 people? Discussed website and Kevin Currie possibly developing a form for this. Maureen to draft a policy for an eblast related to having more than 6 guests at the shelter or pool 7. Safety issue related to individual witnessed jumping off of boathouse roof. eblast to be sent by Maureen. No one should be on the roofs. Future Meeting Dates: Q3 Sunday, September 17 at 1:00 pm Q4 & Annual, Sunday November 5 at 1:00 pm Meeting Adjourned at 2:01 pm Respectfully Submitted, Trina Cleveland Secretary TC CUOA Page 3 of 5

4 Association Management Solutions, LLC Management Report for Timberlake Crossing Condominium Unit Owners Association, Inc. June 25, 2017 (3/19/2017-6/25/2017) Administration, policy enforcement, maintenance: 1. Weekly calls with President (John Phillips). 2. Attended 3/19/2017 BOD Annual Meeting. 3. Review & update 3/19/2017 BOD Meeting Minutes, eblast to owners and sent to web master for posting on website. 4. Draft BOD meeting agenda for 6/25/2017 sent to Board, made BOD meeting packets. 5. Attended 2017 Chadwick Washington Moriarty Elmore & Bunn Community Association Legal Seminar in Roanoke. 6. Updated State Corporation Commission report with new Board Members and coordinated President s signature. 7. Solicit Workers Compensation Waiver forms from new Board members and sent to Debbie Robbins (State Farm Agent). 8. Onsite exterior inspection and prepare TC CUOA Resale Certificate for and TC POA Resale Disclosure Packet for 231 #7. 9. Generate TC CUOA 2017 Project spreadsheet and costs. 10. Request opinion from Steve Moriarty Attorney, who is responsible for maintenance of wood on each deck. Opinion sent to Board. 11. Update Reserve Study spreadsheet with contractors to both TC CUOA and TC POA. Maintenance/Contractors: 1. LED parking lot lights conversion completed by Pitman Services. 2. Condo front porch column repair project completed by Arant Enterprises/Westlake Wash. 3. Solicit References from 2 Reserve Study companies Criterium and Miller Dodson. 4. Solicit quote from Bradford Pest control for carpenter bee treatment $350 but would have to go through the condos to get to inside of decks. 5. Coordinate collection of Prosiding Sample Books for collection by Charlie English from Financial: 1. Generate and send monthly financials to Board. 2. Process Accounts Payable & Receivable. 3. Invoice monthly assessments, collect assessments, assess finance charges, and sent statements to owners for delinquent dues. Follow up with late owners, assess finance/late fees for outstanding dues. 4. Provide files, QB file, and answers to CPA at Davidson, Doyle, and Hilton for 2016 Income taxes and audit. (Audit $2400, reviews $1600) 5. Monthly bank reconciliations for all accounts. 6. Solicit and maintain current certificates of insurance (liability and worker s compensation) and completed W9s for contractors. 7. Coordinated signatures and information to update Union First bank accounts (John Phillips and Kevin Currie) and set up 2 nd monthly bank statements to be mailed to John Phillips President. Communications: 1. Eblasts a. 6/25/2017 BOD Meeting reminder. b. 3/19/2017 BOD Meeting Minutes Draft c Year End Financials d. Assessment Increase 2017 e. Timberlake Crossing POA/CUOA Summer 2017 f. Pressure Washing Update Page 4 of 5

5 2. Respond to owner questions/issues via and telephone for proof of insurance for refinance, questionnaire, payment of assessments, appearance issues and impact on resaleability of units. Board Votes to Ratify: 1. Temporary PODs for 231 Mountain Cove Drive, Unit 9. Unfinished Items: 1. Trash can enclosure project. 2. Pressure wash exterior of condo buildings by Westlake Wash, plan for start June 26/27. Financial Update (as of 6/22/2017) 1. Union Checking Account $11, Union Savings Account (Reserve) $46, All owners current with June 2017 assessments. Page 5 of 5