BOARD MEETING October 19, 2006 MILL CREEK CONDOMINIUM ASSOCIATION MINUTES. Greg Nelson, Chairperson; Mark Ozbun, Treasurer; Terry Dean

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1 ATTENDANCE Board Members: NWCM: Condo Owners: Greg Nelson, Chairperson; Mark Ozbun, Treasurer; Terry Dean None Present OPENING: Greg Nelson at 7:17 PM APPROVAL OF MOTION: By Greg Nelson to approve the minutes of the 09/20/2006 Board meeting. MOTION: By Greg Nelson to approve the minutes of the 09/30/2006 Board meeting. TREASURERS REPORT Revenue: Expenses: $162, Collected $160, Budgeted We have collected pretty much right on the money for the year. The reason we have collected more is because of interest and late charges. Our outstanding AR is slightly lower than last month. Now standing at $2,014. We have 1 unit on a payment plan within our Collections process. $155, Spent $160, Budgeted We spent $4,614 less than budgeted for the year. I do not see any areas for concern at this time with regards to general expenses. We just paid a large water bill. We should see some large invoices soon for the landscaping project. This could put us over budget temporarily. I would anticipate that we would catch up in the following month. I would project that we are going to come in very close to spending our budget number. Retained Earnings: $22, $16, on 12/24/05 Page 1 of 5

2 Reserves: $97, $78, on 12/24/05 Budgeted to spend $77,322. We are now projecting to spend around $140,000. To date, we have spent $52,380. Caulking $0.00 Trim Painting $140,000 Power washing and sealing (deferred) $0.00 1/3 roof treatment/repair (deferred) $0.00 Total $140,000 Notes: 1. MCCA Income Tax filling. A. Our taxes were filed on 10/13/ Bank signature cards. Umpqua bank provided new cards to sign. The cards were signed and will be mailed to NW Management immediately by Mark Ozbun. MOTION: By Greg Nelson to Agree to adopt the letter of authorization to switch to Umpqua Bank. 3. Preliminary Budget review 2007 budget, rates, and reserve estimates. It was suggested that we invite Schwindt to join us at the annual meeting. We also need to post all previous budgets, assessments and reserves study to the website. 4. Reserve Study proceed with having Schwindt perform a complete reserves study at the end of the year. OLD BUSINESS: 1. Architecture A. Painting all the trim on units 1 thru 45 and 53 thru 63, (53 units). This project is moving along. We are almost done and should complete the majority of the work next week. A walkthrough will be performed by Greg Nelson with Delta upon completion. B. Snow blowing into units through roof vents. (waiting on the next snow, to check our test home at 2338 NW Miller). C. ARC Request for Cedar picket fence, received 07/27/06 (2434 NW Miller Road, Jennifer Elliot). This has been approved with changes and returned to the homeowner. Page 2 of 5

3 D Justus stairs leading to the second level apartment seem to be separating from the house as result of settling. Two more trim pieces to install. Also corrected a window leak issue. All work has been completed, with the exception of a roof leak issue. 2. Landscape 3. Safety: A. Landscape at the lower end of Justus. Contract signed. Ken plans on starting this project on Monday, October 23 rd. The goal is to complete this project by the end of fall. B. Retaining wall status on 9942 Justus. Still need to reconcile the differences in the bids received from Ken and Showplace. Greg will inquire with Ken on the specifics of how the wall would be constructed. C. NW Justus Lane erosion issues (9936, 9930, 9924, 9866 and 9854) 1) The original work should all be completed. 2) According to Rob Terry (Contractor). We need to watch these areas closely when the rains begin. There is a feeling that the roof pitch is such that the gutters and downspouts may not be able to accommodate the runoff. 3) Terry Dean will obtain a bid to replace the gutters and downspouts with larger product and bring to the next regular meeting. D NW Justus Lane dead tree in side yard (will be replaced in October). This was replaced. E NW Stimpson Replacement for removed Zelcova tree. The $406 tree was approved for spring planting. F Justus Replacement of dead plants on side of house. 1) Cost to replace 1 Rhody $48, 1 Pieris $35, and 1 Azalea $22. Total $105. 2) Greg Nelson approved. Lani instructed Showplace to proceed with this work. We will to check to see if this has been completed. A. Exterior light fixture issues 1) Terry Dean will contact Lani to have HOA schedule an appointment with the resident to correct Justus There is no power. Do not know if the resident has tried to trip the GFI in the garage. 2) 2416 Hampton No power. 3) 2452 Hampton Has one dead socket. Page 3 of 5

4 4. Communications: A. Website. An insert was included in the last billing. Visit Mill Creek online! We have a new website, where you can find out the latest news in the neighborhood; access the CC&Rs, meeting minutes, and more; and link to other Forest Heights' websites. The board has a new , too: Board@millcreekcondosfh.com. We also plan to do a door hanger with the website name. Greg will work with Marilyn to get this completed. B. Directory Listing Terry Holloway is pulling this together for us. Greg will obtain status. 5. Support Services. A. Residential Survey tabled again this month. We should discuss at our next meeting to bring up at the annual meeting. Results should be published on the website. Terry will convert the hardcopy survey into electronic format. B. Management Companies tabled until January. At that time, we will call a special meeting to discuss and evaluate our options. 6. Other Business: A. Insurance earthquake coverage being dropped on August 1, ) Greg Nelson called the insurance company. Yes, we have coverage effective August 1st. Terry will research into alternate coverage at a better price. B. Justus street signs 1) Greg Nelson approved to have these signs replaced to match the existing cross street signs on the same posts. This work has been completed. C. Security signs. 1) Terry Dean will work with NWCM to draft a new letter to residents. This was in the September billing. 2) The letter will state that, Security signs should be removed for site from the street. If they are not removed, the Board will have them removed. 3) Terry Dean will have these letters hand delivered to each home. Terry has withdrawn his offer to hand deliver these. This will be done at the same time as we deliver the website flyer. Page 4 of 5

5 NEW BUSINESS NW Justus submitted ARC request for fence. This application has been approved. Terry will notify NW Management and homeowner NW Justus. Do we need NW Management obtain a bid to paint the back stairs? No. Greg will have Delta paint this as part of the painting project. 3. Orange packing stickers for $1 each. NW Management is asking if we want any for our use. The Board decided that it does not want any stickers at this time. 4. Showplace contract, NW Management is indicating that they do not have a signed copy. The Board did sign this contract at their August meeting and had it mailed to NW Management. If NW Management cannot locate the signed copy. Then the Board will need a new contract to sign and return. 5. NW Management suggests in order to obtain homeowner information more quickly, a postcard or statement message/insert to each homeowner asking them to list their requested contact information would be very efficient. The Board does not think that this will help and is not pursuing. SCHEDULE OF BOARD MEEETINGS FOR 2006 ALL BOARD MEETINGS WILL BE AT 7:00 PM AT THE FHHA OFFICE UNLESS OTHERWISE INDICATED. THURSDAY, NOVEMBER 16, 2006 THURSDAY, DECEMBER 15, 2006 Annual Meeting, JANUARY?, 2007 OPEN FORUM (15 minutes) ADJOURN MOTION By Greg Nelson to adjourn the meeting at 8:45 PM Second: Mark Ozbun Page 5 of 5