The Cloisters Association Board of Directors Minutes September 15, 2014

Transcription

1 The Cloisters Association Board of Directors Minutes President Jan Honsberger called a meeting of The Cloisters Board of Directors to order at 6:00 PM on, at the clubhouse. Board Members present: Jan Honsberger, Becky Cornwell, Marilyn Barnum, LJ Johnson and Chris Bradford. Present from PVHM: Scott Vandenboss and Phil Weiler Approval of Agenda Agenda approval: Cornwell moved the Agenda be approved, Bradford seconded the motion - approved. Approval of Minutes Dated August 19, 2014 The Minutes of August 19, 2014 were previously approved electronically.. Financial Review Vandenboss reviewed the August 2014 Financial Statement. August 2014 balance sheet: The checking account operating cash ending August 30 is $31, The capital account is funded at $115, and the reserve fund is at $43, Of the reserve fund, $20, is in a CD with Flagstar Bank. Separate bank accounts totaling $124, reflect on the balance sheet to address the insurance claim for the fire at Lochcarren Court. Total association cash and CD is $315, The balance sheet reflects the receivables are at $10, There were unpaid bills of $3, which reflects as accounts payable on the balance sheet ending August 30, Building Maintenance through August 30 is below budget by $ Landscaping is over budget by $ Snow Removal is over budget by $44, Electric/Gas, Pest Control, and Water/Sewer, part of Operating Expenses is $2, under budget. Motion made by Bradford to accept the August 2014 Financial Statement. Johnson seconded the motion, motion approved. Management Report Vandenboss reported that two units in Lochcarren Court, 218 and 222, have extensive damages caused from roof leaks that transpired from the winter. Because the fire incident prohibited anyone from gaining access to the condominium units for over two months due the crime scene investigation, it's believed that the ice/snow on this flat roof caused the damages to these two units. Travelers Insurance recently inspected the two properties and denied these two units qualified under the original claim given a different peril caused the leaking in the unit, not the fire or incidental issues caused by putting out the fire. Vandenboss will arrange a meeting of the Board members and Steve Brundige of the Ralph Hayward Agency to determine how to proceed, which will likely be a second claim made to Travelers Insurance. Owner Communication A couple co-owners inquired about the weeding and shrub trimming in the Inverness courtyard. Believe that some areas being addressed while others not. There may be an irrigation leak in Inverness Court--Weiler will follow up and check. 146 Carberry to receive letter due to items strewn about the patio area. Need to check the drains in Paisley Court---appear they are collecting water run off and not draining appropriately.

2 Page 2 of 5 Old Business Staining of Paisley, Durness, and Ballantrae: The project is almost completed. The quote for doors and stoops is too excessive now given the additional expenses being incurred for the additional claim for Lochcarren Court. Window Replacement Update: Vandenboss provided an updated list. Most all of the windows budgeted for 2014 have been completed to date. Fence Repairs: The repairs continue and look very nice. Brick wall repair update: The brick wall at Inverness is dangerous and needs to come down. The Board approved removing the existing wall and determined to hold off on creating a new one for the time being. Curb Repair: The curb repair of the island in front of Ballentrae Court has been completed. Blacktop Repair Status: The Board would like a proposal for all the asphalt areas less Braemar Lane. Weiler will acquire a proposal from Tustins Asphalt. Roof Repair/Replacement update: The roof at 221 Paisley is completed. The 154 Carberry Hill roof scheduled for 9/ Lochcarren Court, 121 Inverness and Ballantrae Courts scheduled mid to late October. 246 Dunbarton needs to be inspected for leaks. New Business 4-plex cleaning: Addressed cleaning member regarding her child attending while she was cleaning. Also mandated cleaning forms completed and left on bulletin boards in each quad. Status of pool closing: Pool closing transpiring through this week including chemical shock and algeacide of pool, dropping water line level, blowing lines, and furniture storage. Cleaning of Gutters and Scuppers: PVHM generally cleans specifically troublesome units throughout the season and as requested. Full cleaning will be done toward end of October or start of November, near the first hard freeze. Replacement of Pool rules sign: This was discussed at the end of the last meeting. PVHM requested specifics from the board as to what they wanted changed/added to the sign regarding wording. Still awaiting response from board. Shutdown of irrigation: Scheduled first part of November when compressor available. New Mailboxes: Board to determine the next step with mailboxes. Researching options. Why do we do liens? Both liens and small claims actions with the Court system are engaged. Typically, the lien notifications to the co-owners has had a greater response than filing in small claims. However, both are sought. Liens hold a little more "weight" in that if someone was to foreclose or sell the condo, this lien is on the title search requiring the co-owner to clean up the outstanding balances. Pending Work Orders: Based on communications with the Board in the past, they did not want to receive the whole report that is generated from Microsoft Access. The report provided in the past provided all activity from the beginning of the year forward. It was requested of Terri to provide only the pending (open) work orders to minimize the confusion of the report. Certainly we can begin sending the whole report again. Fall Cleanup: Usually completed Oct/Nov. Need to await a couple freezes in order for leaves to fall. Cost is $1200 for first cleanup, $1,600 for second cleanup, and $1,200 for third cleanup. 2

3 Page 3 of 5 Snow Removal Contract: Vandenboss stated he would honor last year's snow removal costs for plowing and shoveling snow. The cost for salting has escalated to over 40% more for product. This will be adjusted to reflect that increase. Adjournment There being no further business, Honsberger adjourned the meeting at 6:55 p.m. Respectfully submitted: Scott Vandenboss, Acting Secretary The following Motions were adopted electronically by the Board on the dates indicated following the September 15th meeting: ITEM #1 From: Becky Cornwell [mailto:beck_corn@yahoo.com] Sent: Tuesday, September 30, :34 AM To: scott@parkviewhills.net; phil@parkviewhills.net; Jan Honsberger; Chris Bradford; Marilyn Barnum; LJJJJ123@aol.com Subject: Notes and action items from Board's meeting with Steve Brundige on 09/25/14 Notes from meeting with Steve Brundige on September 25, 2014: Sterling Court. Motion on September 25, 2014: enter into termite contract for Sterling Court with Rose Pest Control, initial cost $2,431, renewable for $656/year for 4 years. Motion by Cornwell, support by Bradford. All ayes. Again, the Board has requested of PVHM that ALL courtyards not currently covered by a contract be inspected as soon as possible. 218 Lochcaren: The Board received a verbal report from Steve stating that the co-owner is nonresponsive to the requests of the insurance adjusters and repairs cannot be completed as needed: A letter is to be sent to the co-owner certified mail, return receipt and by personal delivery with a proof of service advising that The Cloisters and its insurance company will no longer be liable for any repairs to the interior of the residence as a result of the fire due to his non-response to requests for access and cleaning to make the necessary repairs. If PVHM requires the services of an attorney to draft the notice/letter, please do so as soon as possible. In addition, PVHM is to contact the appropriate health agency to inspect the residence for possible condemnation and whether or not it is suitable for occupancy. 222 Lochcaren: The Board received a verbal report from Steve stating that the roof and ceiling damage to this unit are not a direct result of the fire (according to Travelers). A preliminary estimate for repairs is $36,000, at the very least. Upon motion by Bradford, support by Cornwell, file an insurance claim for the damages: ayes: Cornwell, Bradford, Honsberger, & Barnum. Nay: Johnson. NOTES for additions to Rules & Regulations: 1. Confirm smoke alarms are required in all units and authorize inspections by management. 3

4 Page 4 of 5 NOTES for Newsletters: 1. Add safety notes and insurance suggestions. ITEM #2 From: Becky Cornwell [mailto:beck_corn@yahoo.com] Sent: Monday, October 6, :42 AM To: scott@parkviewhills.net; wendy@parkviewhills.net; Jan Honsberger; Chris Bradford; Marilyn Barnum; LJJJJ123@aol.com Subject: Completed motion to accept asphalt bid from Tustin The following motion was approved on October 5, 2014: Motion by Bradford to accept Tustin's asphalt repair bid as submitted, support by Cornwell. Ayes: Bradford, Cornwell, Honsberger, and Barnum. Johnson unavailable for vote. Bradford to advise PVHM of budget line item to be charged. ITEM #3 Notes from Meeting with Steve Brundige on October 16, 2014, including Board Actions and Notes Present the entire meeting: Honsberger, Bradford, Cornwell, Johnson, and Barnum Present for insurance discussions: Steve Brundige The following Motions were approved on October 16, 2014: Insurance Upon motion by Bradford, supported by Barnum, and unanimously approved the quotes itemized below were approved, including Landmark America for $22.25 million for Property coverage with a $25,000 deductible, $3,475 for General Liability coverage, $1,689 for Directors and Officers coverage, and $2,616 for a $3 million Umbrella policy. The funds are to be raised as follows: Total To Pay: Property Insurance 83,300 General Liability 3,475 Umbrella 2,616 Directors and Officers 1,689 Total Insurance $91, Per Month $7, Payment as Follows: Operating Fund (Residual Insurance Funds) $16, Reserve CD $20, Reserve Checking $20, *Leaves $5K In that account Capital (Loan) $20,

5 Page 5 of 5 Operating Fund (Amount owed to Capital) $13, Repairs at 114 Lanark Court Upon motion by Bradford, supported by Johnson, and unanimously approved, the quote of Great Lakes for basement drain repairs at 114 Lanark Court at a cost of $1,620 is accepted. The cost should be paid from the capital fund. 5