KINGSPOINTE OF NAPERVILLE CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES September 11, 2017

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1 KINGSPOINTE OF NAPERVILLE CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES September 11, 2017 The May meeting of the Board of Directors was held at the Naperville Municipal Center on September 11, S. Elmore called the meeting to order at 6:03p.m. and confirmed a quorum of the Board was present. Present at the meeting Dannette Hill Julie Lagodney John Walker Chuck Dolan Karen Peterson (arrived at 6:10p.m.) S. Elmore EPI Management Absent: Chris Geraci Judy Stepien Approval of the : Motion Motion made by J. Walker to approve the minutes, Board of Directors Meeting July 10, 2017 as presented. Seconded by J. Lagodney. Motion was unanimously approved. Guests: Drew s Landscaping- Shane reported that they are focusing on the shrub trimming and the second round will be completed this Thursday. The last two weeks in September they will concentrate on the second round of bed edging and cultivation. The turf is not growing and there is no rain in the forecast, therefore they will not be mowing, however they will be working on detail work. The third turf application will occur in about two weeks if there is rain to help it along. The new berm plantings and unit plantings will be completed this Thursday/ Friday. They will place watering hangers on ever single door that gets a plant so the owners are aware that they need to water the plants and every new plant will have a blue flag by it. J. Walker had concerns about his unit 836 Donaldson s arborvitae that separates the patio units. They are very overgrown and he believes they have not been trimmed in at least three years. Shane stated he will take a look at it. Seth from Pizzo and Associates- Seth stated to the Board that Sandy asked them to look at the Association s pond(storm water basin) and give a report on it and any recommendations. Seth stated he works for Pizzo which is a nonunion contracted company that has been in business since 1988 which is also a part of a group of three other companies, one which is a unionized company that works on new construction projects. They have three offices in the Chicago area with the closest one being in Romeoville. They took a look at the pond and it definitely serves a storm water management function. There are inlets and outlets and an over flow in the corner. He presented to the Board with his report and provided pictures and his proposal. In his report he stated there is some erosion all the way around and there is aging older rip rap. There is a slight vertical cut

2 about six inches above the rip rap with the turf above it is being maintain. There are a few areas that have muskrat dens that have collapsed and caused erosion. His proposal he presented was staged into three phases: shoreline wetland, prairie buffer and water plants. The first phase would be plantings at the shoreline edge inward. He does not feel the existing rocks need anything drastically done to them currently and no plantings in the water would be feasible at this time. They will not install anything that is less than eight feet wide with ideally 10 feet in some areas, but the narrower you go it does not allow for it to do its job as well and it becomes less resilient. The native prairie plants that he is recommended will grow on average three to four feet high. They are warm seasoned plants that don t typically grow until late April/ Early May. They can adjust the mix of plants and that would determine height however it would benefit to keep it above 18 inches to keep native geese out of the plantings. Their recommendations would fit within both the City of Naperville and Dupage County regulations. They are about naturalizing areas, eco system restoration and provide the shoreline stabilization. This process would be to first kill off the dead grass so that the area can be controlled before introducing new plantings. These areas do require stewardship which is maintenance of the naturalized areas. They would only be going up to the water s edge and would work along with the current pond treatment company to make sure that treatments do not affect the plantings they would be putting in. The amount of maintenance would depend on the types of plantings that were chosen. If going with a more diverse taller mix of plants it would require more maintenance of about 6-7 times out. Where as shorter more wildflower like plants would only require about 3 times out for maintenance. Seth will locations of prior work they have done in the area for the Board to be able to check it out. Sara Webb from Comcast- Sara Webb informed the Board that she would like to be able to offer Comcast as a provider option for the Association. She sent a team out to look at the property so they could survey what it would take to get Comcast service. She ed S. Elmore the access agreement for bringing the services to the property. In the back of all the properties there are green boxes that AT&T has for service and Comcast would install similar boxes in order to bring service to the property. They would come in from 59 on the North West corner and install a lock box and tap so any resident that wanted Comcast can tap into the box. S. Webb wanted to know if the Association had any agreements with Direct TV or WOW stating those companies owned the wiring to the units. S. Elmore stated the Association does not have any master agreements but he is unsure if there are individual agreements. S. Webb stated as long as there are no agreements they can use the existing wiring and tap into that for the connection to the outside boxes. There is about $175,000 worth of work for Comcast to be able to offer Comcast as an option for the building and in exchange for them doing this work free of charge they are asking for a certain period of time access to all the units to serve the property. This does not mean the units are required to use Comcast services it just allows Comcast access to the property for a period of time. S. Elmore stated the Association can only grant permission for access to the exterior of the buildings and the unit owners can only grant permission for interior access. There are compensation options available for the Association for marketing rights. One option is exclusive marketing which would mean Comcast would become the only provider the Association

3 would market and this option pays the most. This does not mean people don t have choices it just means the Association does not promote other providers. There is a door fee Comcast will pay which would be about $175 per unit. There is also revenue scales that are paid on a quarterly basis based on penetration levels of the property itself. There is also an Xfinity rewards program that is offered which is an extra insentive on top of the revenue share. S. Webb provided information packets that explain current offers that would be available for their services and examples of installations on properties. If the Association decided they want to proceed with this Comcast will provide a full scope of all the work that would be done. S. Webb stated it would take about 120 days to build everything from contract signature to when the addresses would be released for available service. Comcast would pull all the permits required to complete project. Treasurer s Report: S. Elmore gave the financial report for the period 8/31/2017 as follows: Total Checking/Savings $346, Total Accounts Receivable $ 50, Total Assets $396, Total Accounts payable $106, Total Current Liabilities $129, Total Equity $266, Total Liabilities Equity $396, Profit and Loss: Spent Budget Total Income $349, $353, Professional Services $ 18, $ 19, Outside Services $100, $126, Total Office Expenses $ 5, $ 4, Insurance $ 22, $ 33, Miscellaneous Repairs $ 42, $ 37, Utilities $ 13, $ 14, Reserve funding $ 69, $ 69, Net Income $ 78, $ 47, Committee Reports: Landscape Committee- J. Lagodney stated trimming, cultivating and plantings in the berm have been occurring. The new plant material was put in and more will be planted. Homeowners are reminded to make sure they are watering the plants. Christian is now back and she is communicating with him. J. Lagodney stated she and S. Elmore went and selected mature trees to replace some of the trees that were removed this year and they were able

4 to stay within their budget of $15,000. They choose 6 black hills spruce trees that are from feet tall, 4 douglas firs that are 25 feet tall, a colorado green that is 18 feet tall and 3 maple trees. Volunteers are needed to make sure the trees are being watered. S. Elmore will send out an blast asking for watering volunteers if no one comes forward they will have to hire a day laborer to help. Newsletter Committee- D. Hill stated she is working on the fall newsletter and she will put the information J. Lagodney gave about the landscape committee in it as well as the Comcast information. Parking Committee- K. Peterson stated that there has been some improvement with the parking issues. There are still some residual violators but they will continue to inform, fine and tow. Management Report: S. Elmore (EPI) reported: Regalado (941) - S. Elmore stated to the Board that the owner bought property at auction on April 18, 2017 and he had 30 days after purchasing to pay Association. His first payment was not received until August 7, Since this payment was received well after 30 days of purchase management went back an assessed the prior balance of $ to his account and demanded payment Budget- S. Elmore stated to the Board that Management will prepare the initial budget draft and the Board will have to meet to review the individual line item to come up with the proposed budget for This will then have to be sent to all the members at least 30 days prior to the formal approval. S. Elmore would like this to be completed before October 6th so it can get approved at the November meeting. C. Dolan proposed to host the workshop meeting on October 2, 2017 at 6:00p.m. S. Elmore will set this up and make sure the room is available. Guests- The Board discussed everything that Pizzo and Associates presented to them for the shoreline stabilization. They want to compare the cost and maintenance in order to make a decision on how they want to proceed. The Board went over everything that Comcast presented to them. S. Elmore will get the map for all the pedestals that would be installed. If the pedestals get agreed upon he will have the attorney draft up a contract and then the Board can review it and decide if they would like to proceed. Inside/Out- S. Elmore stated to the Board that they are withholding payment to Inside/Out due to damages that occurred to the trim board from not changing out nozzles and using the appropriate ones. Inside/Out is denying fault. S. Elmore stated he is not taking any more action on this until they get the legal opinion back from the Attorney.

5 Snow Removal- S. Elmore presented to the Board with several bids for the snow removal. The Board would like an blast sent out in the morning telling owner s that SMs is on its way out to shovel. Company Name Bid Miller Inc. $64,000 Construction Concepts $55,265 RCH Construction $54,355 SMS (current contractor) $43,500 (prior price was $42,500) Motion- Motion made by J. Lagodney to continue to use SMS for snow removal. Seconded by J. Walker. Motion carried. Landscaping Update- S. Elmore requested direction from the Board for the aeration. Drews agreed to do one aeration free of charge and would like to do it in the fall as compensation to the Board for the mishap at the beginning of season. Motion- Motion made by K. Peterson to except the free aeration from Drews. Seconded by J. Walker. Motion carried. Ion Water Meters- S. Elmore informed the Board that there was one meter that was installed properly however it also added on the common area water line. Chris with Aqua-City plumbing on behalf of ION did an inspection on all the other water closets to make sure the common water line meters were separate from the unit meters and they all were correct. Stone Façade Changes- S. Elmore presented to the board with several bids to change out the existing siding stone based on Hanlon s Construction bid specification. S. Elmore stated that on the east side of Bond Street the front of the garage buildings where it is currently aluminum would be converted over to a stone façade. There is no budget line item set up for this project. The Board would have to approve funding of the program. There are some options that could be used for this: 1. To use a portion or all of the siding reserve and fund the project over 5 years. 2. Borrow the funds from the bank which current rate is about 5.5%. 3. Use funds from non-allocated account which are on the balance sheet. 4. Special assess all units and a special meeting would have to be set up for it. A 5. Add funding into the 2018 and future budgets to fund the project.

6 Company Name Hanlon s Construction $3, Soumar Masonry $4, Construction Concepts $6, RCH Construction $5, Bid price /square foot Motion made by K. Peterson to hold a special meeting for this project to inform homeowners of this project and hear any concerns. Seconded by H. Hill. Motion was denied by J. Walker and J, Lagodney. Motion failed. Due to the failed motion S. Elmore recommended sending out a communication to everyone in the Association stating what the project entails, along with pictures, and invite them to come to the Board meeting to discuss this project. Karen and Julie will work with S. Elmore to put together a survey to send out to all the members. Driveway Replacements- S. Elmore presented to the Board with proposals for the driveway replacements. Company Name Bid/Square foot Total Pave Man $2.91 $17, Briggs $3.50 $21, Fireman s $3.95 $23, Motion- Motion made by J. Walker to approve Pave Man at a cost of $17, Seconded by C. Dolan. Motion carried. Sale Summary: S. Elmore reported to the Board that three units were sold. 972 Sheridan Circle $240, Powell Court $177, Sheridan Circle $248,000 Inspection Report: S. Elmore reviewed the inspection report with the Board. Open Forum: Owner had questions about insect control. He stated he knows they spray around the buildings for insects but wondered why they would not spray for ants as well. S. Elmore stated they are currently only spraying herbicides and the landscaper takes care of that. In order to spray for ants they would have to hire a licensed exterminator and they do not have a budget for one right now. The Board will take it into

7 consideration for the 2018 budget. S. Elmore will get some estimates for exterminator. Owner also wanted to know how often and inspections were down on the property. S. Elmore stated they are done twice a month. Owner stated he had some minor damaged but nothing was done about it. S. Elmore stated to Sandy as he must have missed it. Owner had a question the size of the bushes that were planted. S. Elmore stated it was a mistake and when the work order was written up it stated to replace the bushes that were removed with three bushes that are similar to the ones by the patio. Since there were large and small bushes by the patio the landscaper put the smaller sized bushes in, however they were asked to remove and replace with the larger bushes. Pompe 270 McHenry- Owner stated he wanted to know if there was a way to get information for insurance from the Association. S. Elmore stated he will add that information to their site. Owner also wanted to know why there is a fee to pay water bill online and he does not feel 15 days is enough time to pay it. S. Elmore stated that is a third party that adds that fee and the time frame was set up by the Board and the Board stated it is the same time every month therefore you should know when it is due ahead of time and there are multiple ways to pay. Owner stated he has a problem with his bill that he was charged a late fee by mistake and there is an outstanding balance because of it. S. Elmore stated he keeps the envelopes for the bills and he can check the post marks to see when the check was mailed out and he will look into it and let owner know. Owner also wanted to know how many units are rental units. S. Elmore stated that there is about 33% rental units. The only ones that were grandfather in are the ones that submitted the forms to the Attorney but if those units are sold the new owners are not grandfathered. Rule Violations and Appeals: Rule violations and appeals were heard in executive session. Adjournment Motion- Motion made by J. Lagodney to adjourn meeting at 8:30p.m. to Executive Session. Seconded by J. Walker. Motion unanimously approved. Respectfully Submitted: EPI Management Company, LLC