I. Call to Order The meeting of the Board of Directors of UOA of Parkside at Eagles Landing was

Transcription

1 Unit Owners Association of Parkside at Eagles Landing, A Condominium Board of Directors and Officers Meeting Minutes March 24, 2009 Directors and Officers Present / On Conference Jeff Palmucci President Lillian Sutherland Vice President Greg Holmes Secretary Greg Budnik Transition Officer Mark Bialek Officer Other Persons Present 13 Glenn Parisi Legum & Norman, Inc. 14 Adam Reeve Property Manager 15 Charlie Anne Xavier Leasing Manager 16 Paul Barkley Owner 17 John Sprouse Owner 18 Cathy Nagy Owner 19 Ross Shariati Owner I. Call to Order The meeting of the Board of Directors of UOA of Parkside at Eagles Landing was called to order at 9:39 A.M. by Jeff Palmucci II. Approval of Minutes Motion was made by Lillian Sutherland to approve Minutes from meeting held on January 27, 2009 Greg Holmes seconded the motion and minutes were approved III. Homeowner Open Forum John Sprouse asked when 2008 financials would be available. Glenn Parisi stated that Nov. was posted on owner portal of website after last BOD meeting and we could post December and January this week. John Sprouse asked how renewals are compared to last year. Adam Reeve stated that we are currently pre leased at 23.8 as compared to 26.4 last year. Jeff Palmucci asked that previous year s pre lease percentage be added to weekly report. Mark Bialek asked about current advertising. Adam Reeve explained current promotion of $100 off for the rest of the term and efforts to advertise this in all print and internet ads as well as flyering and resident events. Cathy Nagy stated that the special had pulled in a new resident for her apartment already. Glenn Parisi stated that there had been no cut backs to advertising from last year mention was made of extra money in budget due to staff re assignment and having not hired replacement. Mark Bialek asked what on site staff felt would help to get occupancy up. Adam Reeve stated that the extra money could be used for promotional items such as T shirts and Koozies to hand out as college kids love free t shirts.

2 Lillian Sutherland asked how the staff was doing with one less person. Adam Reeve stated that the leasing team had stepped up to take on new responsibilities and he was considering hiring someone only for the busy summer months as long as team was not burning out. IV. Director & Officer Reports a. Greg Budnik reported on his visit to the property to meet with a representative from Albemarle County on March 12 th regarding the maintenance and condition of the storm water management ponds. The county would like trees, shrubs, and groundcover to be replaced/added in upper and lower ponds. They have also asked that the erosion on the upper pond dam be fixed with a rip rap lined emergency overflow. Mr. Budnik stated that these damages were a result of poor maintenance since the original developer's time of condo control and therefore recommended that legal counsel determine if it could be included in the Transition Inspection Report as a warranty deficiency. He also stated that the original design lent itself to more maintenance than would otherwise be necessary if the pond outlet structures had debris racks, which he and the County both recommend for both large ponds. Mr. Budnik suggested that the erosion be repaired as soon as possible, using rip rap instead of a soil backfill (which the County concurred with as an acceptable form of repair). He also recommended that cleaning of ponds be included in landscaping contract, and trash racks be added to drain grates to decrease maintenance costs. In later conversation with Adam Reeve, he suggested that we get proposals for the County requested trees but hold off actually completing work until the fall and only after a review of the original site plans would show what trees or vegetation is actually required Mark Bialek asked where the money for these repairs would come from. Mr. Budnik stated that this money would be allowed to come from the reserve study budget, subject to Board approval. Cathy Nagy asked if there would be a special homeowner assessment for these repairs. Jeff Palmucci stated that there should not be as the money could come from reserves. b. Discussion on status of Reserve Study BOD would like to finalize reserve study ASAP, however, deferred voting until the consultant verified that all Board and Officer comments have been included from the December 2008 attorney consultant meeting and see if shuttle bus replacement can be included in study V. Management Reports

3 a. January 2009 Financial Reports Glenn Parisi ran through the narrative of the January 2009 financial reports. Glenn Parisi stated that non L&N managed units were not paying the internet cost although their residents had access to the service. Therefore, because the current budget was based off of 100% occupancy, the budget is short money from each non L&N managed bed space as well as all vacant bed spaces. Lillian Sutherland suggested that collections begin immediately. Mark Bialek asked if these owners could be billed for past usage as well. Lillian Sutherland suggested the owners be billed back to November, when Comcast service was up and running. Glenn Parisi will draft a letter to bill these owners for past internet usage and have BOD review before sending out. b. Property Update I. Entrance Gate Damages the following options were discussed to reduce the amount of damage and wear and tear on the entrance gates: 1) Speed Humps/Bumps these would help to reduce tailgating and entering the exit gate. Greg Budnik suggests Bumps because humps do not slow down cars. Adam Reeve will work on getting quotes for concrete or asphalt bumps. 2) Adam Reeve discussed upgrades to camera system but expressed frustration that the police have the license plate of the truck that rammed the gate and are still unable to file charges. BOD suggested going to superiors to get an answer regarding this case. Glenn Parisi suggested contacting insurance agency to see if they can assist from a different angle. 3) Adam Reeve presented the option of hiring a security guard that could keep an eye on the gate system as well as shuttle buses and pool parties in the summer. The cost would be $16/hour and references were very pleased with service. Motion was made by Jeff Palmucci to move forward with hiring security guard with varying schedule, starting with two weeks of high visibility. Motion was seconded by Lillian Sutherland and approved ii. iii. Shuttle Bus Vandalism Adam Reeve reported that it had been determined that sand and mulch were put in the gas tank of one of the shuttle buses in an obvious act of vandalism. The cost for the repairs was approx. $2,300 and Adam had submitted this to the insurance agency for payment. Locking gas caps have since been installed and the security guard will be asked to keep an eye on the shuttles. Flooring Soft Spots a second case of sinking flooring in the kitchen of an apartment was recently reported. BOD discussed if this was an owner or association expense and if the builder s warranty would cover this cost. Adam Reeve and Glenn Parisi will check bylaws to determine responsible party and also check with association attorney.

4 iv. Leasing Specials Adam Reeve reported that the $100 off special had increased current term traffic and proposed that the special be continued through April with one change applicants must sign renewal lease through July 15, Adam is to send to owners to opt in or out v. Wish List Items Adam Reeve informed the BOD that the closest competitor property was just bought out and a lot of money was being spend on advertising and property upgrades. Adam then presented a list of items that residents had requested and may help in retaining residents as well as bringing in new leases. Motion was made by Jeff Palmucci to approve getting new TV for social room, replacing upright bike in fitness room with an elliptical, purchasing new patio umbrellas with EL Logo, and beginning weekend shuttle service (5 hours a day on Saturday and Sunday). The motion was seconded by Lillian Sutherland and approved. Adam Reeve will move forward with obtaining pricing for re wrapping the shuttle buses as the current wrap is falling apart badly and dated VI. Old Business i. Casey Concrete was approved by BOD to move forward with concrete work as required by Reserve and Insurance inspections. Skyline Farm Services was approved to move forward with railing work required by same studies. ii. Adam Reeve reported that Skyline Farm Services would be completing the relocation of the fence by the pool this week this project was also required by the Loss Control Study completed by Association Insurance. Once gate is relocated, scan card reader and magnet will also need to be moved. iii. Adam Reeve reported that Twins had completed the mandatory repairs to the washing machine hoses and dryer vent cleaning in all apartments. iv. BOD approved 3 year contract renewal with the Brickman Group for landscaping via . Contract stayed at same price for remainder of 2009 and increased by 1% in 2010 and There is a 30 day out clause. v. 2 Charcoal grills for pool area were ordered with BOD approval via . vi. Glenn Parisi reported that coupon books had been sent to all owners that had requested them. VII. New Business a. BOD discussed policy for Realtors to show apartments at Eagles Landing with respect to current residents. Adam Reeve suggested that coming to the office to get a key is a positive because potential owners see the beautiful clubhouse and meet the staff of the management office. Realtors must give at least 24 hours. Adam Reeve explained that residents feel uncomfortable with having a lockbox on their door. It was agreed that Sunday showings need to be made possible between the hours of 11 and 4.

5 VIII. Adam Reeve will type up a policy sheet and have BOD review. The policy sheet will then be posted on the website so that Realtors are aware. Adam Reeve is also working with an attorney to review lease and management agreements regarding tenant transfers after foreclosure or owner management. b. Adam Reeve discussed the potential need for a large amount of carpet and mattress/furniture replacements this turn season because the apartments are 5+ years old. Adam will be including these costs on the turn season letters sent to all owners to make them aware of potential costs. Greg Budnik asked if the fountain in the back of the community center served a leasing or aesthetic purpose, what annual and reserve costs were associated with its operation and whether it could be turned into a landscaping feature as a better use of Association funds. Adam Reeve said that the majority of people do not see it as this area is mostly a through way to the computer lab after office hours. Adam Reeve will get an estimate on the cost to run the fountain vs. the cost to turn it into a planter and report back to the BOD. Adjournment Motion was made by Jeff Palmucci to adjourn the meeting at 12:32 PM. The motion was seconded by Lillian Sutherland and approved Submitted by Adam Reeve on March 31, 2009.