BORDEN COMMONS CONDOMINIUM OWNER S ASSOCIATION Annual Meeting Notes

Transcription

1 BORDEN COMMONS CONDOMINIUM OWNER S ASSOCIATION 2015 Annual Meeting Notes Members Present: Robert Benevento, Judy Chaudet, Lisa Hutzel, Bob Ludt, Gail MacLeod, and Mark Rush Roll Call Proxies were certified and there were enough to conduct the annual meeting. Review 2015 Activities Landscaping New shrubs and trees were recently planted. Each plant was determined not to effect the water pipes as there had previously been problems with roots causing water breaks. The overall landscape will be evaluated on a yearly basis to determine if anything new needs to be added or if the current trees/shrubs need to be trimmed. The boxes in front of Building B will be replanted. Salt buckets will be placed outside in the corridors when the weather gets worse. Building A Owners will be advised to clean up any items in the storage rooms that are not inside their respective, framed in storage spaces. Mr. Benevento will notify owners that any items remaining will be disposed of. Review of 2015 Budget Lexington & Company has now paid off the note from the embezzlement situation. Trash pick-up was increased during certain times of the year based on tenants moving in or out especially when the school semester started or concluded. Insurance expense: Significant premium was being paid due to Quest plumbing issues and the property was being insured at $4 million due to many years of unrestrained inflation adjustments by the insurer. Multiple new estimates were provided ranging from $2.5-$2.9 million. Between the lowered, correct valuation, and documnetation noting the completion of the Quest removal project, the insurance premium will be reduced considerably. Plumbing review: The project is expected to be completed by January 2016 which is well ahead of schedule. This is primarily due the money available from Lexington & Co.'s rapid payoff of their debt to BCCOA. Other Maintenance: The exterior cinder blocks on Building A were painted.

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23 Borden Commons Budget 2016 Ordinary Income/Expense Budget 2014 Actual 2014 Budget 2015 N/L 2015 Budget 2016 Income Association Dues $41, $41, $41, $41, $41, Interest on MM $ $32.00 $60.00 $33.00 $34.00 LexCo Note (Paid in full as of 11/05/2015) $4, $12, $6, $8, $0.00 Special Assessments (Plumbing) $19, $19, $19, $19, $19, Total Income $64, $72, $66, $68, $60, Expense Administration Fees (PO Box) $0.00 $84.00 $0.00 $98.00 $98.00 SCC & DPOR Fees $88.00 $90.00 $90.00 Grounds and Maintenance Mowing/Weeding/House $3, $3, $3, $3, $3, Snow Removal $1, $1, $1, $1, $1, Trash Removal $1, $2, $1, $2, $2, One Time Projects $2, $ $4, $2, $2, Pest Control TW Clark $ $ $ $ $ Brown Ext. $ $ $ $ $ Insurance Expense $8, $8, $8, $7, $7, Property Taxes $ $ $ $ $ Management Fees $4, $4, $4, $4, $4, Professional Fees $ $ $ $ $ Plumbing Upgrades $24, $15, $25, $35, $11, Other Maintenance $10, $4, $7, $7, $9, Water leak repairs $4, $5, $4, $1, $1, Utilities Dominion VA $ $ $ $ $ Total Expense $62, $47, $62, $67, $45, Reserve for Contingencies $1, $24, $3, $ $14, Total Cash on hand Actual 2014 N/L 2015 Est Money Market $21,128 Money Market $21,156 $21,191 Operating $33,790 Operating $21,000 $37,771 Total Reserve $54,918 Total Reserve $42,156 $58,962

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64 DECLARATION OF POLICY FOR BORDEN COMMONS CONDOMINIUMS FAILURE OF MECHANICAL SYSTEMS The Board of Directors unanimously voted on September 14, 2012 to adopt this declaration as a part of the Public Offering Statement. The following Declaration further defines the procedure for repair of mechanical systems as specified in Article V-Operation of Condominium-Section E- Maintenance, Repair, Replacement and Other Common Expenses. Maintenance and repair of all main water supply lines and sewer lines will be paid by the Borden Commons Owner s Association (hereinafter referred to as BCOA). Upon discovery of a mechanical system failure, it will be determined which unit the system serves at which time the individual owner of that unit will be notified. Maintenance and repair of the mechanical systems located within the unit boundaries will be the responsibility of the unit owner. Maintenance and repair of the mechanical systems located outside or partially outside the unit boundaries will be covered by the BCOA. Per Article III, Section M, Paragraph (b) of the Association s By-Laws any damage to the interior of each unit is to be the responsibility of the each unit owner(s) and would constitute a claim under each unit owner s personal insurance policy. The interior of the unit is defined as painted surface in and floor covering in. Typically, the master policy would cover repair of the drywall and subflooring within the unit boundaries. If necessary, an evaluation concerning insurance coverage for wall finishes and floor coverings will be determined by the insurance adjusters. The Board of Directors, at their discretion will then determine whether or not to file a claim with the BCOA master insurance policy or to cover the cost of replacement/repair from the Association s funds from the drywall out and the subflooring out. This determination will be based upon the level of damage, total cost of repairs, frequency of mechanical failures resulting in the number of claims, and other considerations that may be relevant to each occurrence. Tenant or owner displacement expenses incurred during repairs to the interior of a unit damaged by the mechanical failure will be the responsibility of the individual unit owner. Repair of mechanical systems located within the unit boundaries and damage resulting from such a mechanical failure to that unit will be the responsibility of that individual unit owner. Repair of damage to adjoining units will be determined by the unit owner s insurance company depending on the type of coverage carried by the unit owner. The unit owner will be responsible for repairs not coverage under their insurance policy. Unit owners will need to contact the City of Lexington and request the water be turned off at the water meter if their unit will be vacant for more than 30 days.

65 DECLARATION OF PROCEDURE FOR REPORTING FAILURE IN MECHANICAL SYSTEMS i.e. Water Break in Plumbing Lines 1. Managing agent will provide emergency contact numbers to each Owner identifying persons to be called in the event of a mechanical system failure such as a water leak. It is the Owner s responsibility to provide instructions to their tenants to contact them directly immediately in the event of a water leak. Owners are not to distribute the emergency contract numbers to tenants. 2. Upon discovery of a leak, every attempt should be made to quickly stop the water flow by whatever means possible to minimize damage. If assistance is needed to stop the water flow, you should first call the 24 hr. emergency responder or alternate emergency responder at the number provided on the card listing all contact numbers. 3. Immediately contact Amy Gianniny at the number(s) provided. 4. A representative of Lexington Company will respond as soon as possible but no more than 8 hours after contact and will make an inspection and evaluate the origin of the leak. If deemed necessary, a representative from the insurance company carrying the master policy will be notified to assess the situation. 5. No action is to be taken to facilitate any type of remediation to areas located outside of the unit boundaries without consent from the managing agent. Any cost of repairs made without authorization may not be approved for payment by the Board of Directors or insurance company. 6. The owner of the unit serviced by the leaking pipe will be notified and responsible for notifying their insurance company and coordinating an inspection by their insurance adjuster with the managing agent. 7. The unit owner and managing agent will meet along with other any other persons necessary to make a determination on how to best proceed with repairs. 8. All repairs are to be performed by licensed and insured contractors. It is recommended that contractors provide a copy of their contractor s license and proof of insurance. Mechanical systems policy amendment

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85 One of the water damaged exterior paneling sections on Building A was repaired. Two more remain, but are in somewhat better shape than the one that was chosen for immediate repair. Review of 2016 Budget Proposed Projects over the next several years The stucco exterior on the buildings needs to be patched and painted. Repair utility door frames and doors that are rusted. Replace the remaining paneling on Building A that is damaged. Repair and paint the stair cases for Building B. Power wash breezeways and decks. Building A will be completed in 2016 and Building B will be completed either in 2016 or 2017 based on need and budget. Repair the trim and seals on Building A deck supports. Inspect for any structural issues upon removal of existing trim and address accordingly. Election of Board Officers Current officers were approved to serve for another term. Annual Safety & Housekeeping Items Continued issue with tenants leaving trash outside in the breezeway. Tenants will be notified of the nuisance. If the problem continues, the owner of the apartment will be fined. A fee/fine structure first needs to be developed to promote accountability. Pet violations. The tenant in A1 has been notified of the no pet policy and at this time the issue has been resolved. Feeding stray animals is considered to be a nuisance and tenants/owners will be notified of any violation. The bylaws will be evaluated to determine if commercial vehicles and/or portable storage units may be parked/warehoused in the common parking lot. A bike rack area will be explored so that tenants do not store bikes in the breezeway. Possibly replace the mailboxes and unit number placards. Additional Administration Agenda Items It was approved to change the annual board meeting to a Saturday in December. The board will develop a collection policy for overdue fees. The discussion of modifying the structure of association fees was deferred until General agreement existed regarding a reduction primarily focused on the smaller units. It is not uncommon for dues to be a function of floor plan size/utilization or some combination of factors, rather than a flat amount. Studio owners are considerably over taxed in the current scenario. It was also agree that it is preffered to do this without increasing the dues for the larger units. This may be possible now that the backlog of maintenance is getting smaller.