FARMLANE CONDOMINIUM ASSOCIATION 2014 ANNUAL OWNERS MEETING

Transcription

1 FARMLANE CONDOMINIUM ASSOCIATION 2014 ANNUAL OWNERS MEETING January 20, :00 PM at Worthington Community Center Present: Ken Barker (Barker Holdings LTD), Don Hayward, Anne Hayward, Carolyn Morris, Charles Coleman, Rebecca Kay, Rennie Boring, Pamela Husch, Doug Dorr (Latsa Properties LLC) Proxy: Scott Durant The meeting was called to order by Ken Barker, President, at 7:05 PM. The minutes of the 2013 Annual Owners Meeting were read. MOTION: ADD ANNE HAYWARD TO LIST OF ELECTED OFFICERS. PASSED. MOTION: TO APPROVE MINUTES AS CORRECTED. PASSED. BUDGET: The approved 2014 Budget was presented by Don. The Association continues to have a strong reserve even after an unbudgeted $11,000 was spent on unexpected repairs in The 2014 Budget is conservative with money budgeted for the usual repairs for concrete, etc. Money is also budgeted for water line repairs that may be needed. Our insurance costs have risen as well as a possible increase in expenses for a new accounting company. Less money is budgeted for tree trimming since a major trim was done in There is also $6000 budgeted for repairs or tree-removal if needed. OLD BUSINESS: Carolyn and Becky recapped some of the projects done in 2013: New trim on the stucco units, all gutters and downspouts thoroughly cleaned, water problems in several basements fixed, major tree trimming done, seal-coating driveways and replacing loose shingles. NEW BUSINESS: Ken suggested a goal for the coming year would be to find a replacement for R.C.Perry since their accounting system does not match the needs of our association. The money owed on the delinquent* units should be collected before the transition is made. Don and Ken will follow up on this. Rennie suggested hiring a full-service management company so Board Members would not have to directly deal with problems. It was noted that this would increase our monthly fees and may not be effective. Don and Ken will get quotes when they look into management companies for Board review. There was discussion about how complaints and violations should be handled. It was agreed that a letter should be sent to all owners reminding them to familiarize themselves with the rules and forms in the Owners Handbook and to update their contact information. Anne will compose the letter and send it to the Board for review before mailing it out. Owners are responsible to get the information to the renters. ELECTION OF BOARD MEMBERS (secret ballot of 12 units): Chuck Coleman, Becky Kay, Carolyn Morris, Doug Dorr, Pam Husch, Anne Hayward. MOTION TO ADJOURN. PASSED. The meeting was adjourned at 8:45 PM. BOARD MEETING TO ELECT OFFICERS: Called to order at 8:46. It was agreed the new officers would be: President: Chuck Coleman ; Vice President: Becky Kay; Secretary: Anne Hayward; Treasurer: Pam Husch; On-Site Contact: Carolyn Morris and Board Member: Doug Dorr. Becky will send out a list of dates for suggested meetings in The meeting was adjourned at 8:50PM. *Delinquent units in place of owner s name.

2 FARMLANE BOARD MEETING MARCH 17, :00PM PRESENT: Becky Kay, Doug Dorr, Carolyn Morris, Pam Husch, Anne Hayward ABSENT: Chuck Coleman The meeting was called to order by Becky Kay at 6:05 at 1127 Farmlane. The minutes from the Board Meetings on November 18 and January 20 were read and approved. It was noted that Chuck has taken an out-of-state job and may not be able to continue on the Board. Becky will contact him to get clarification. Pam reported on the Budget. Some of the actual costs have not been received, so she will an updated report when she gets the information. $1975 was spent on the water/road problem near 1098/1102 to detect the leak. The problem is not resolved yet because of a delay by the City of Columbus Water which Carolyn has been monitoring. It was noted that R.C.Perry is not sure if it is willing to continue their relationship with Farmlane. It was noted that residents should be contacting the Board and the Board will contact R.C.Perry to resolve issues. The is FarmlaneOwners@gmail.com. Becky will contact RCP to be sure they direct calls to us and not to Rebecca. There was a question about who has copies of the delinquency agreements and which units have liens. It was noted that we should have hard copies of these documents on file. RCP, Don or Ken should have copies. Becky will check into this. Several copies of the Owner/Resident Emergency Form have been turned in. Anne will coordinate the copies we have so far. There was discussion about general maintenance of individual condos. The Owner Handbook has policies that owners must keep up their property or they may be fined. The Board decides how to handle this. There are several units that need repair on fences, garage doors and trash. It was suggested that letters be sent out once the weather is better and the owners have had a chance to repair their properties. MOTION: TO ADJOURN. PASSED. The meeting was adjourned about 7:30.

3 FARMLANE BOARD MINUTES May 19, 2014 Present: Doug Dorr, Pam Husch, Carolyn Morris, and Becky Kay; Absent: Anne Hayward and Chuck Coleman The meeting was called to order at 6:01PM at 1127 Farmlane Drive. The MINUTES of the previous Board Meeting were presented for discussion. MOTION: TO APPROVE. MOTION PASSED. Treasurers Report: Pam reported that the Farmlane Association cash account is in good standing with a balance, as of 5/18/14 of $32, OLD BUSINESS: 1094 WATER LEAK: The water leak that created the large hole in the street was fixed and was a result of a water leak at The repair area has been filled with gravel. It s too late in the season for cold patch asphalt. The Association paid for the cold patch, which was included on the original invoice. Carolyn is securing reimbursement or a credit to our account with ALD. TREE REMOVAL: The large gum tree was removed from the back of The tree caused damage to the basement walls and was lifting the concrete patio away from the house. The removal was approved by the Board through a series of s. OWNER/RESIDENT HANDBOOKS: The Owner/Resident handbooks were revised for 2014 with updated RCPerry information to include NSF language and clarification of the grace period. The handbooks were passed out to all residents on May 3 rd. RCPerry Update: Becky Kay and Pam Husch met with Rebecca Damsen of RCPerry to review accounting procedures and develop a relationship with the new Board. The meeting went well with clarification on many items. The prospect of working with them in the future is promising. GUEST SPEAKER: Jim Tucker of 1 st National Financial Services addressed the group about accounting services his company offers to condominium associations. This is a good option to be kept on the back burner should we have need of a new accounting firm. Jim is also an independent insurance agent and took a copy of the Association insurance policy for review and a quote. NEW BUSINESS: BASEMENT REPAIR: 1121 had severe leaking and the wall was slightly bowing in. The repairs were completed and invoice submitted. NOTE: Approval for this work was done via by all Board members.

4 SEAL-COATING & ASPHALT: Carolyn will check into the price of seal-coating of the driveways that were replaced in She will also get a quote to asphalt the area where the water line repair was done outside 1094 since it s too late for cold patch. SUMP PUMPS: Carolyn presented a proposal from the Basement Specialists, the firm that has been repairing the basements. Mr. Johnson has proposed installation of new sump pumps, when needed, at a cost of $325., with a lifetime warranty. Recent sump pump installations have cost around $300 so this cost is in line with what the association has spent in the past. The association would keep the warranty paperwork on file, as the warranty would cover the sump pump, which the association would own. MAINTENANCE REQUESTS: Water has been leaking inside and around the front door. Superior was called out to check the gutters and flashing and could not find a problem. Upon further inspection by Carolyn, Becky, and Maggie Seymore, it was found that the siding on the upper end of the side of the unit has slid back about 6 which would allow for water to seep in. Carolyn will call Superior to come out and fix the siding The gutter over the porch is clogged and will be cleaned out by the lawn service. We are on the schedule Carolyn is waiting for bid to raise the concrete to the level of the house. A hole in 1144 sidewalk will be filled at the same time Complained of an unseen critter sleeping in the shrubs by the front porch. Since no damage has been sustained and the critter has not been seen, it would not be cost effective to call in a varmint control service. As a possible solution to varmints scouring the neighborhood for an easy food source, Becky Kay contacted waste management and ordered new lids be installed on trash containers that were missing the lids. This was done through the 311 website. All trash cans now have lids Owner* submitted a maintenance request for repair of the ceiling in an upper bedroom and bathroom in her unit where repairs had taken place in Upon researching past minutes and the Declaration of Farmlane Association, we found no precedent for fixing drywall nor do we find it specified in any documents. This will be communicated to Owner*. Looking further, we have been unable to locate Exhibit C which the Declaration references as the Association s guide of responsibility to do maintenance. The Declaration also specifies maintenance to be done by Unit owners, which encompasses a lot of work that the Association has paid for in the past. There are also instances where the Unit owner paid for things that the Association should have paid for. It was discussed (not voted on), that the Declaration be reviewed, possibly later this year, and rewritten to specify clearly and exactly what the owners responsibility is and what the Association s responsibility is for maintenance and repairs of the Common areas, Limited Common areas and Units. The discussion was tabled for discussion at the next Board meeting. MOTION: to adjourn at 7:00PM. PASSED

5 FARMLANE BOARD MEETING JULY 21, :00PM PRESENT: Becky Kay, Doug Dorr, Carolyn Morris, Pam Husch, Anne Hayward ABSENT: Chuck Coleman The meeting was called to order by Becky Kay at 6:00 at 1127 Farmlane. The minutes from the May Board Meeting were read and approved. Pam reported on the Budget. Everyone has been paying their fees. Carolyn will look into a late notice from Superior for $85. A large tree limb was removed ($50). American Leak was unable to cold patch the road repair so we have a $300 refund/credit. It was agreed that we should have a check issued rather that keep a credit on the books. Carolyn is looking into scheduling seal-coating the driveways. A signpost on Worthington Woods was knocked down by a cement truck doing work at 1133 Farmlane. A letter will be sent to the owners advising that the sign must be repaired at their expense. It was also discussed that unauthorized improvements were being done without Board approval. The Association will not be responsible for damage caused by improvements done by the owners without Board approval. Anne will compose a letter to the owner of 1133 Farmlane for Board approval. Becky reported that the maintenance the Association has been doing is not consistent with the Condo Declaration/Bylaws. She has checked into several law firms specializing in Condominium law to advise us about rewriting our Declaration/Bylaws. MOTION: RETAIN WILLIAMS & STROHM, LLC TO REVIEW AND ADVISE RE: DECLARATION/BYLAWS. MOTION PASSED. Becky will contact them. MOTION: TO ADJOURN. PASSED. The meeting was adjourned about 7:30.

6 FARMLANE BOARD MEETING NOVEMBER 17, :00PM PRESENT Chuck Coleman (via Skype), Becky Kay, Doug Dorr, Carolyn Morris, Pam Husch, Anne Hayward The meeting was called to order at 6:00PM at 1127 Farmlane. The minutes from the September Board Meeting were read and approved. Pam reported on the Budget. We are within our 2014 Budget and have a healthy reserve. Because of the early snow and predicted harsh winter we will put more money for snow removal in the 2015 Budget. The snow removal company has agreed to keep their price per occurrence the same. OLD BUSINSS: The signpost on Worthington Woods has been repaired. The street in front of 1098 will be repaired when the company has extra materials to do the job. Carolyn will check on this since has been quite a while. Several items were voted on via since the last meeting: There was a waterline problem (1144) that was repaired. Also the trees and bushes were trimmed. There was also a motion and approval via to advise Robin from Williams and Strohm LLC to proceed with writing a proposed amendment to the Declaration for our review. NEW BUSINESS: Owner* unit has water coming in over the front door. Superior has been out twice but has been unable to determine the cause. Carolyn will ask Joel for more information. Becky has volunteered to be the Association s Statutory Agent. Becky also presented the paperwork to update the Association s non-profit status. The documents were signed and Becky will mail them. Chuck reported on the summons received from Owner*. Chuck contacted R.C.Perry for information. The insurance deductable is $2500. The Association has followed correct procedures on the liens, etc. R.C.Perry has the financial records needed to support the Association. Chuck will get more details from the insurance company, R.C.Perry and Mr. Kennedy (Owner s* lawyer). It was agreed we can communicate via as we get more information. Chuck reported a Financial Reserve Study would cost about $3000 to $4500 if we decide to do that. The Annual Owners Meeting is tentatively scheduled for January 19, We may decide to change to a later date if we need more time for the amendment issue, budget, etc. MOTION: TO ADJOURN. PASSED. The meeting was adjourned about 7:30 PM. *Online version edited to protect individual owner names.