CEDAR CROSSING CONDOMINIUM ASSOCIATION. Board of Directors Meeting DRAFT Minutes November 17, 2016

Transcription

1 EDR ROSSING ONDOMINIUM SSOITION oard of Directors Meeting DRFT Minutes November 17, 2016 oard Members Fred Praissman (FP) James Farr (JR) Lisa enjamin (L) Susan Palmer, (SP) Michael Warren (MW) Walter Quigley (WQ) President Vice President Treasurer Director-at-Large Secretary Director-in-Training (non-voting member) Management Staff - United Properties ssociates Tanya De Wees (TDW) ssociation Manager ommittee hairs Fred Praissman (FP) arol Praissman (P) bsent Lisa enjamin (L) Michael Warren (MW) Debbie Larkin (DL) hair rchitectural Review ommittee hair eautification ommittee hair udget ommittee hair ommunication ommittee hair Social ommittee The meeting was preceded by a tribunal to meet with homeowners who had received violation letters for not complying with policy on locating their trash cans out of field of sight between garbage days (e.g. in the garage, behind fence or behind house in backyard. ccommodations were made to work with the homeowners to bring them into compliance. Those attending the tribunal meeting will be removed from the noncompliance list. I II all to Order FP welcomed everybody and called the meeting to order. Establishment of a Quorum It was confirmed a quorum was present. III IV Home Owner s Forum Joan Gorman, 721 WW, reported the integrity of her back fence was compromised posing a hazard. JM made a motion to get estimates for replacing the fence and pending review of estimates to approve the replacement if estimate was $2000 or under. This was seconded by L and unanimously approved. TDW will contact vendors to include Pure Maintenance for estimates to replace the fence. TDW will the estimates out to the board for review prior to the next meeting. pproval of Minutes 1

2 V VI VII motion was made by L, seconded by SP and unanimously approved to approve the minutes from the October 20, 2016 meeting. It was unanimously agreed that moving forward a list of action items would be included at the end of the minutes. status/update of these items would be reported on at the next board meeting to improve accountability. Treasurer s Report motion was made by JF, seconded by SP and unanimously approved to accept the treasurer s report as submitted subject to an audit. ommittee/officer Liaison Reports rchitectural Review ommittee 1. No business/report provided at this time. eautification ommittee 1. No business/report provided at this time. Social ommittee 1. New Lights for the clubhouse and front of community DL requested funding to purchase new lights. motion was made by JF, seconded by L and unanimously approved to provide $250 to purchase the requested holiday lights. L will provide petty cash to DL and DL will provide receipts. 2. Holiday party DL requested funding for the annual holiday party. motion was made by JF, seconded by L and unanimously approved to provide $200 to purchase the supplies needed for the holiday party. L will provide petty cash to DL and DL will provide receipts. 3. Holiday Light ontest SP requested funding to hold the annual edar rossing Holiday Lighting ontest. motion was made by JF, seconded by L and unanimously approved to provide $100 in support of the annual contest. This breaks down to a $50 gift card for the first place winner, and two $25 gift cards for the two runner ups. L will provide petty cash to SP and SP will provide receipts. Old usiness Trash an Storage 1. This was deferred to executive session at the conclusion of the meeting. Repairs for Pool/lub-House athrooms 1. ll repairs need to be completed prior to the pool opening in TDW was charged with getting estimates from vendors (e.g., Jim from Emerald, Shane, J. T. Mitchell) and ing them out to the board for review prior to the next board meeting. Fence 1. FD identified the need to clarify our legal standing in regards to the repair and replacement of the fences in the small home area of the community. FP requested we contract a research management company to review our original documents to ascertain our liability. motion was made by L, seconded by SP and unanimously approved to expend up to $500 for a review of our documents to clarify our responsibilities with regards to the 2

3 VIII IX X D E F G H D fencing repair and replacement. TDW will get estimates from vendors and them out to the oard for review prior to the next board meeting. Water Meters 1. TDW was charged compiling an accurate list of all the broken water meters for the next board meeting SNIGHT 1. TDW will verify if culvert repair has been completed. SGE/Pool winterization 1. September and October no winterization has been done. Recycle ans/trash ans 1. The unwanted recycling cans have been picked up. 2. TDW will contact them about the handles for the garbage cans again ommercial Tree Services 1. FP/P need to set a date to do a walk through with a commercial tree service to overview the trees needing to be trimmed so we can get an estimate on getting the repairs done. New usiness R Submissions: NONE SUMITTED oncrete pron Repair 1. motion was made by L, seconded by JF and unanimously approved to accept quote from oncrete Jack/obby s oncrete for $6,250. TDW will notify them and schedule repair work. 2. TDW will come out and meet with oncrete Jack/obby s oncrete when they come out to do the apron repair to show them the broken driveway by the shed behind the clubhouse. TDW will get a quote from them on the replacing the broken concrete with rebar reinforced cement. Managers Report Tanya provided a packet of support documents to the OD members to review prior to the meeting. Provided an overview of violations and correspondence from homeowners 1. The OD requested that all future violation reports correctly identify the items that have been resolved. Executive Session/Delinquencies/Violations Trash an Violations will be fined/handled the same as any other noncompliance violation. This includes $25 fine per occurrence following a 30 day notice. Delinquency report and Violations were reviewed and actions identified. Tanya will send out letters for next month s Tribunal. The oard unanimously agreed that fees to turn water on and then back on (due to delinquency in keeping payments current) are fully at the expense of the homeowner who is notified at 30 days as well as at Tribunal prior to shut off. FP identified an accuracy error in the violation letters sent out last month. Not all those identified were sent a letter. TDW will review the list to identify who was missed and make sure letters are sent out correctly for next month to include any missed this past month. 3

4 XI djournment of Meeting Next oard Meeting Thursday, January 19, 2017 Third Thursday, monthly, 7:00-9:00 p.m. Respectfully Submitted, Susan Palmer TION ITEMS SSIGNED T PREVIOUS MEETINGS STTUS TO E REPORTED ON T THE NEXT MEETING 1. New ssociation Management Policies: FP will follow-up with UP/Laura Solomon on how the new management policies will affect our community. 2. Repairs for Pool/lub-House athrooms: TDW will get estimates from multiple vendors (e.g., Jim from Emerald, Shane, J. T. Mitchell) and them out to the board for review prior to the next board meeting. 3. Social ommittee Funding: L will get petty cash to cover all the approved social committee activities ($550) and provide monies to DL ($450) and SP ($100) WW Fence: TDW will get estimates from multiple vendors (e.g., Jim from Emerald, Shane, J. T. Mitchell) to replace the fence at 721 WW and them out to the board for review prior to the next board meeting. 5. Delinquencies and Violations: TDW will review the last month s list to identify who was missed and make sure letters are sent out correctly for next month to include any missed this past month. 6. oncrete pron Repairs: TDW will notify oncrete Jack/obby s oncrete and schedule concrete apron repair work. TDW will come out and meet with them when they come out to do the apron repair to show them the broken driveway by the shed behind the clubhouse. TDW will get a quote from them on replacing the broken concrete with rebar reinforced cement. 7. Fence: TDW will get estimates from vendors who will review our documents to ascertain our liability to repair/replace the fences in the small home section of the community and the estimates out to the oard for review prior to the next board meeting. 8. Water Meters: TDW was charged compiling an accurate list of all the broken water meters for the next board meeting. 9. ommercial Tree Service: FP/P (eautification ommittee) need to set a date with TDW and commercial tree service to do a walk-through of the community to overview the trees needing to be trimmed so we can get an estimate on getting the work done. 4

5 10.Trash ans: TDW will contact the waste disposal company again to get a status on the requested missing handles on the garbage cans. losed Meeting Executive Session 5