Forest Rim Condominium Owners Association Board of Directors Meeting Report

Transcription

1 Forest Rim Condominium Owners Association Board of Directors Meeting Report Date/Time: 5 September 2017/1:00 PM Place: Forest Rim Condominium, Unit L2 Attendance: Present: Frank Turner Rob Lowd Mike Conlan Dan Bancroft Will Lambert Tom Worobec Absent: None Standard Agenda Items: 1. Open session for membership: The owner that attended last month was also at this meeting, still expressing concerns about completion of repairs to his unit. The board again reviewed how repairs were prioritized. This is based upon not only the deterioration of the roofs and siding but also insurance and safety issues. The board was also presented with other emergencies such as sewage backups, flooding units, burst pipes, and roof leaks that were more severe than his. The owner was under the mistaken impression that the board was paid for their services. He suggested that kickbacks might be involved and felt that units selected for repair were chosen because the owners were friends of board members. He was advised that the board receives no remuneration and selection of projects is not related to the relationship of the board to the individual owners. The owner also asked for a schedule of the building repairs over the next five years. Although the board should be able to propose a schedule for next year soon, multi-year planning will be based upon funds available and prioritized according to surveys done during subsequent years. The approach is consistent with recommendations made by Team Engineering, Anderson Construction and Kelly Home Improvements. The date, time, location, and agenda for the next meeting are attached (ATCH 1). 2. Review of Minutes: August 2017 BOD meeting minutes approved 3. Maintenance and Repair FR HOA Form 001: a. #13) Unit F3 deteriorating deck, stairs, and railing, water leaks/stains in multiple locations, and insulation around foundation breaking down: The steps have been replaced. Replacing the railing for the new steps is planned for this year. b. #23) Unit I5 - roof above entryway pulling away from building façade: Footings and posts have been replaced. Roof reattachment with lag bolts is complete (CLOSED). c. #26) Unit H2 - roof leak: repairs scheduled for September. d. #28) Unit H2 insulation along foundation is deteriorating: Awaiting prioritization of projects for entire condominium complex. e. #32) Unit B1 retaining wall is falling apart: Repairs are deferred until sufficient funds are available and projects with higher priority are accomplished.

2 f. #37) Unit N2 back deck footing is out of alignment and getting worse each year and the exterior insulation along the foundation is deteriorating: Awaiting prioritization of projects for entire condominium complex. g. #41) Unit G2 chimney box at roof intersection is missing flashing and needs repair: Repairs to be accomplished when the roof is replaced. h. #42 Unit D1- evidence of roof leak seen on kitchen counter but exact origin is undetermined: Roofing replacements will commence next year. i. #43 Unit N5- the sill at a back window is broken: awaiting prioritization of projects for entire condominium complex. j. #45 Unit H1- footing that supports sun room is dislodged: To be monitored for future repairs. k. #47 Unit L2- roof leak near skylight that was installed during rebuild: The leak has resolved and internal repairs will be made by Harry Stearns. l. #48 Unit B3- owner requests replacement of kerosene heating unit with propane unit: Egnatz Associates is in the process of erecting the visual screen around the propane tank. m. #59 Unit F2- front deck railing is loose: This will be addressed as part of the plan addressing maintenance that has been deferred. n. #66 Unit B2- mice and squirrels are entering unit through holes in wall and soffit. The owner is concerned about freezing pipes. Owner wants to replace window in master bedroom (at her expense). Clapboards are rotting on outside of unit: Repairs have been completed (CLOSED). o. #68 Several sill cocks at risk for freezing due to inadequate insulation. A plumber was contacted to improve the design and install shut-off valves. Modifications are planned before winter p. #69 Railings are needed for many steps throughout complex. Kelly Homes was selected to complete this project. q. #70 Unit E1- leak from kitchen skylight. Snow and ice were removed by VRPS but the leak continued causing damage to the drywall. A temporary repair of the roof leak was accomplished but, upon review, the internal repairs still need to be performed. The roof will be replaced as prioritized. r. #72 Unit D4 - owner request to enclose wood storage area. Approved if the owner follows approved guidelines (permit as needed, appropriate design specification and materials, and good workmanship). The specification was sent to the owner. s. #73 Unit L3 loose board on new deck. Kelly Homes made repairs (CLOSED). t. #74 Unit L2 broken sewer line with tree roots growing within has caused sewage backup. The plugged lines were cleared but are likely to get blocked again. Johnston Construction will be contacted for a quote to repair. u. #75 Unit F3 displaced and rotting clapboards. The board will review the siding and prioritize for repairs. v. #76 Unit F3 rotting window sills and frames and peeling paint. The siding will be replaced as prioritized. w. #77 Unit K3 roof leak that resulted in growth of mold. VRPS will dry it out and apply a mold killer. The roof will be repaired. 4. Treasurer s report (February, May, August, and November). 5. Website updates: Minutes of this meeting and the new amendments will be posted.

3 6. Property Manager Consultation: Will Lambert reported on a leak on Unit G1 that affected two bathrooms, a hallway and a bedroom closet. Water entered the unit through a kerosene pipeline that was not capped and came up through the floor in holes that were made for pipe access. It appears that the lower level of this unit is situated well below ground and this allows ground water to drain into the unit. Johnston Construction has reviewed the water problem at G2 and will provide a quote for eliminating ground water around the foundation (as well as extending the refurbishing of the swale beyond the end of G1). Depending on whether Johnston is the selected bidder on a major project at Owls Nest, they may or may not be able to correct the problem this fall. The cost of the exterior work will be borne by the association but internal repairs are the owner s responsibility. Will also reported that the work requested after the general safety inspection was completed. He also noted that the grate behind the upper dumpster needs to be replaced. An unused kerosene tank was removed from the A building. 7. Condo documents review: the amendments for article 2 and 9 will be notarized and posted on the website. 8. Contract reviews (done during the month noted): landscaping contract (December), master insurance policy (April), snowplowing contract has been finalized, parking lot crack sealing (May), and property management (November). The VRPS contract is under review. 9. Inspections (performed during the months noted): Kerosene tanks and fireplaces (May), safety and general property inspections (June). 10. Annual meeting preparation: Meeting place determined and notification prepared (December), meeting notification sent out, agenda finalized, and rules of order reviewed (January), Annual Meeting (February). Old Business: 1. Reserve Fund study and deferred maintenance. Building C roofing and siding work is almost complete. Building A is being accomplished. That work is expected to be completed in November. If any windows need to be replaced the cost will be the owner s responsibility. Additional funds have been set aside for other repairs throughout the property (OPEN, PR: Lowd). 2. Fireplace safety: A2, A3, B1, and N3 remain condemned. They must not be used until they comply with safety standards. If these units are not corrected by the summer, the board plans to initiate additional corrective measures. Flue and fireplace inspections occurred on August 28 th and 29th. The board is awaiting the report. Any discrepancies discovered will be reviewed by the board and discussed with the fire chief and owners. (OPEN, PR: Turner). 3. Kerosene tanks: After over two years of notifications via letters, s, website postings, and announcements at meeting, some owners have not complied with NHDES guidelines. In addition to being tagged by the Fire Department, the tanks were locked to prevent filling. (OPEN, PR: Conlan).

4 4. Areas of responsibility regarding insurance and payment of deductibles. A proposed policy regarding Areas of Responsibility for maintenance, insurance, and payment of deductibles was presented at the annual meeting (see Annual Meeting minutes posted on website). Before it is adopted, the board continues to gather data regarding the costs associated with decreasing the deductible on the master insurance policy and the approximate range of costs for unit owner s HO-6 (walls-in) policies. Our insurance broker provided a letter that delineates what owners should have in their HO-6 policy so that it will pay replacement costs not covered by the master policy (ATCH 2) (OPEN, PR: Lowd). 5. Heaters installed improperly below Jacuzzis. The property manager inspected the units and corrected discrepancies (CLOSED: PR: Turner). 6. Conversion table for unit designation. A table was prepared that has old unit designations that align with the new unit designations (ATCH 3) (CLOSED). New Business: Although there are some additional trees and shrubs that should be removed, it will be deferred until next year due to lack of funds (INFO). Meeting adjourned at 5:00 PM Next meeting: 10 November 2017/1:00 PM/Unit K1 Recorded by: Michael Conlan Reviewed by: Frank Turner Robert Lowd Dan Bancroft

5 Date/Time: 5 September 2017/1:00 PM Place: Forest Rim Condominium Unit L2 Standard Agenda Items: Forest Rim Condominium Owners Association Board of Directors Meeting Agenda 1. Welcome and Introduction: Open Meeting for Membership 2. Review of Minutes: September Review of Maintenance and Repair FR HOA Form Treasurer s report: (None) 5. Website updates 6. Property Manager Consultation. 7. Condo documents review: Conversion table for unit designations 8. Contract reviews: landscaping, master insurance policy, snowplowing due, lot crack sealing, property management due 9. Inspections: (None) 10. Annual meeting Old Business: 1. Reserve fund, deferred maintenance projects update (PR: Lowd) 2. Fireplace safety: Inspections and condemned fireplaces (PR: Turner) 3. Kerosene tank remediation program (PR: Conlan) 4. Areas of responsibility for insurance and deductibles (PR: Lowd) 5. Conversion table for unit designations (PR: Conlan) New Business: ATCH 1

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8 ATCH 2

9 ATCH 3