Chanticleer Townhome Association MINUTES Board of Directors Annual Meeting June 25, 2018

Transcription

1 Chanticleer Townhome Association MINUTES Board of Directors Annual Meeting June 25, 2018 The Chanticleer Townhome Association Board of Directors Annual Meeting was called to order by President, Monica Donath at 7:09 pm. Board Members present: Monica Donath (327), Scott Nolan (392), Shirley Japlon (379), Michelle Valentin (329), Kathie Madsen (371), Mary Phillip (316) and Christopher Deuel (365). Also, present: Dawn Roth (from Williamson Management, Inc.), Denise Varnell (331), Esmeralda Soto/Dinorah Del Valle (315) and Ms. Davis (377). Open Forum: Denise asked about the mowing of the backyard and what date it is supposed to happen as she was not aware as they have not come out to mow her lawn. Dawn stated that the landscapers will be out on Wednesdays now to cut the grass and mow the backyards. However, due to the unusual amount of rain fall on the last couple of Wednesdays, the landscapers came out on either Thursday or Saturday. Monica apologized for the inconvenience this is causing everyone but asked for our patience. Scott stated that whenever we change landscapers we go through a rough couple of months in getting them adjusted to our layout and what needs to be done. The landscapers were out on Saturday but only to prune the bushes down per a prior sent to Dawn and the board regarding the same. Esme asked about the black top needing to be done and what type of grade or products should we be using to seal coat. It was explained if it is a thick seal coat that any is fine to use. It was also suggested that you can use a company to come out and provide the services. It was also explained that every homeowner received a letter with regards to fences, backyard decks and driveways. The fencing needs to be stained and driveways need to be seal coated every two years per our rules and regulations. Esme stated that she is having a gutter issue. Scott stated he fixed it but Esme says that it is still leaking. Scott will come over and look at it and if it not repairable, he will replace it. Denise is also having an issue with the amount of rain fall pouring down over the garage from the roof deck area. Several of the board member are also having issued of clogging of the gutters. Scott will put them on the list and look at it: Denise in the front, Shirley in the front, Kathie in the back and clear out anything that may be stuck. Mary asked Scott to look and fix the extension of her down spout as it is loose.

2 Denise asked about the gap in the front of the roof decks and if it will be covered. Scott stated that the gap is needed to allow the rain water to drain. When the siding was put back up, they made the gap bigger than what it was originally and we cannot make that change. Review of May Meeting Minutes: A motion was made to approve the May meeting minutes by Michelle, per Mary was reviewing and had a question on one-line item, which we discovered was a typo, Scott made a motion to accept minutes with cross out and hand written of correct word misspelled, seconded by Michelle and unanimously carried. President s Report: Monica was contacted by homeowner regarding an issue with a neighbor s dog. The issue was resolved and the homeowner that contacted Monica wanted to commend the neighbor for taking care of the issue so quickly. Vice President s Report: Scott was contacted by a homeowner regarding the driveway matter and wanted to provide Scott with the information for an alternative asphalt company. The homeowner thought that if other neighbors were interested in having the driveway done there could be a discount given if done all together. The homeowner says this company has been in business for 28 years and they are Pave Man Inc Lincoln Avenue, Suite 105, Lisle, IL and their number is (630) Scott did state that he has seen Power Paving come out and complete driveways. Scott stated for those who need to get their driveways seal coated you can go with Fireman s Seal Coating or Bolingbrook Construction. Scott had contact with another homeowner regarding various questions. Board asked Scott for a quote to power wash/clean the eight units against Buona Beef and four additional units that needed it to be done after a walk thru. He quoted the board $50.00 per unit for 12 units at a total of $ Michelle made a motion to accept the quoted price, Chris seconded and unanimously carried. Board asked Scott to inspect a rotted header and took care of a loose board. Per Dawn the unit owner was not happy with the work done regarding the loos board (explained in 2 nd open forum). Scott stated that it is not the header that it rotted but the aluminum wrap. Monica asked if ABC should do the work but per Dawn they no longer do that kind of work and will outsource it. Scott stated he can fix it and quoted $ Kathie made a motion to accept the fixing of the aluminum wrap, Chris seconded and unanimously carried.

3 Please note for those staining their decks and fences the stain to use is CWF UV Cedar Tone H20 Base Stain only sold at Menard s Secretary s Report: None. Landscape Report: Shirley walked around and noticed that the board approved planting had not been done yet due to all the rain. She did notice as well as several board members and neighbors that Seberts was out on Saturday (not Friday due to rain) to print the bushes. Dawn had stated that we as a board prioritized what we needed to have done and what we can wait on for future years to come. Mary asked what the planting beds were. Dawn had stated that is the area in the front of the house where some of the boxwoods would be planted. Esme asked about the new landscapers and if they were touching the live plants/bushes as we had a previous company come in and completely chopped down some bushes, etc. Dawn stated that this company will only chop something down if they have an order approved by the board to do so and if the plant is dead. They will not touch the live plants. Dinorah asked if the landscaping company can use the blower to blow the grass as there are foliage from the trees dropping onto the grass and making it look messy. Dawn stated that the only time they will rake the grass is in the spring and fall. Unfortunately, the landscapers will only blow out the driveways and main walk ways. Welcome Committee: Mary welcomed Unit 349 James and Amanda to the neighborhood with a basket. Rental Review Committee: No new rentals. Dawn stated we are still at the maximum capacity for rentals (10% rental rate with 70 units is a total of 7 units to rent already at max) within our association and all investors have been informed of the no renting policy. Architectural Committee: Scott had a few homeowners contact him to have their fences stained. He has been out and has a few areas that need to be touched up.

4 Treasure s Report: This is still an open position. Dawn went over the summaries of the Alliance accounts, Inland Bank loan account and reserve account. Dawn distributed financials in advance of this meeting. A motion was made by Michelle to approve May financial statements, Scott seconded and unanimously carried. Management Report: Dawn and Shirley did a couple of walk throughs w/seberts and there is a quote for grub control. Shirley stated grubs are little things that live in the ground and eat the roots of grass leaving dead patches of grass. Monica asked is it required to do this yearly? Monica researched it and it not necessary to have done yearly as it can be done every other year. Dawn stated we did have it done last year with our prior landscaping company. Monica suggested that since it was completed last year, we should wait until next year and board approved accordingly. Dawn stated that the boxwood at Shirley s unit needs to be replaced. Seberts quoted the price of $ Scott made a motion to approve the boxwood replacement, Michelle seconded and unanimously carried. Mary noticed that she is getting a lot of weeds in the front. Scott noticed they put down granule but did not spray a liquid application of weed killer. Dawn will ask Mike at Seberts about the weed control and it could be that they have not done the spray liquid application due to all the excessive rain we are getting, which would just wash it away. Seberts issued a survey, which was attached in our packet after the proposal section, for the board to fill out. Chris suggested that we fill out the survey and to Dawn, who will coordinate in getting them to Mike at Seberts. Dawn went over the homeowners insurance chart. Dawn stated Williamson Management will only send one courtesy letter stating they have 30 days to comply in providing proof of homeowner s insurance or will be fined accordingly. Homeowner s insurance needs to be provided to the management company, either from the homeowner themselves or from the insurance company directly sent to the management company, every year at the time the unit was purchased there is no exception. All insurance renewals can be ed to Patty Horbach at phorbach@williamsonmanagement.com or faxed to

5 2 nd Open Forum: Ms. Davis had stated that her roof deck board that was fixed was not done properly. Her granddaughter had cuts her foot on the screw. Scott stated that they put in the screws to keep the board from moving. Ms. Davis stated that it was done incorrectly and provided pictures of what was done. Scott apologized for his employees inability to listen to directions and contemplating on whether or not this employee will need to be replaced. Scott will hire a new employee for future work. As for the issue with the board incorrectly installed, Scott and Dawn will meet at 10am tomorrow (6/26/18) to get up there to fix the loose board and the aluminum cap issue accordingly. Kathie need to have her garage door replaced and wonder if anyone knew someone to replace it and cost. Ms. Davis stated she had it replaced for $ including door and installation. Ms. Davis will Dawn with the garage person s information to provide to the board. Ms. Davis also asked when they will be doing the mulch. Dawn had stated that once the weather cooperates the landscapers will come out and put in the new mulch. Ms. Davis asked about replacing her screen door. Dawn said she will Ms. Davis an architecture form to fill out. If the door is white and like for like, the form will be submitted for board approval and then the door can be replaced. New Business: None. Financial Report: All financials are available as needed. Maintenance Report: Homeowners should request maintenance by contacting Williamson Management, Inc. as follows: Emergency: Contact after-hours service at (855) Non-Emergency: Contact Client Services at (630) or fill out the Maintenance Request form available at Collections Report: Anybody with an outstanding balance has received a letter from Williamson Management, Inc.

6 Old Business: None Adjournment of regular Board Meeting: Chris called the regular board meeting to a close at 8:08pm. Executive session began at 8:11pm and adjourned at 8:40pm, seconded by Shirley and carried unanimously. Respectfully Submitted, Michelle Valentin, Secretary

7 Officers/Elected Positions Association Manager: Williamson Management, Inc. Dawn Roth Phone: (630) Fax: (630) Accounting Department: President: Monica Donath (630) Vice President: Scott Nolan (630) Secretary: Michelle Valentin (708) Shirley Japlon (630) Kathie Madsen (630) Bonnie Novak (630) Mary Phillip (630) Chris Deuel (630) Committee Chairpersons and Members Architectural Committee: Scott Nolan Landscaping Committee: Shirley Japlon Nominating Committee: Open Welcoming Committee: Mary Phillip Rental Review Committee: Williamson Management Chanticleer Townhome Association All townhome dues are to be paid by the 1 st of every month. Please send all correspondence and dues to the following address: Chanticleer Townhome Association c/o Williamson Management, Inc. P.O. Box Las Vegas, NV IMPORTANT***If you plan to write a letter or include anything other than an assessment check, send this type of correspondence to the Bensenville office address at 215 William Street, Bensenville, IL 60106, or contact Williamson by phone to discuss your issue. Anything sent to Las Vegas besides a check is a risk for getting separated.