Four Lakes Condominium Association B Minutes of the Board of Director s Meeting August 20, 2018

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1 Four Lakes Condominium Association B Minutes of the Board of Director s Meeting August 20, 2018 R. Topps called the Four Lakes Condominium Association B Regular Meeting to order on Monday, August 20, 2018 at 7:03 p.m. in the West Annex of the Lodge. In Attendance: Absent: R. Topps- President C. Leon Vice President J. Ciaffara Director G. Jenkins- Secretary S. Howat- Treasurer S. Elmore EPI Management Representative Approval of the Monthly Meeting Minutes: Motion Motion made by C. Leon to approve the minutes as submitted for the June 18, 2018 Board of Directors Meeting with the added correction that $200,000 was transferred from the Lincolnway money market account to Bank of America not $2,000,000. Seconded by J. Ciaffara. Motion unanimously approved. Guests: There were no guests scheduled. Open Forum: A- Owner stated there is person on the Board that is soliciting to buy properties to rent them out and currently owns 12 units that he rents out. S. Elmore stated there is no rule in the Declaration currently that restricts the percentage of rental units. Also the no soliciting refers to people selling items door to door not advertisements on the bulletin boards. Owner wanted to know when and who made the decisions for the property improvements like the pavers. S. Elmore stated that those decisions were voted on at the open board meetings by the board members. The pavers were voted on last year and the Board had decided to do the pavers because they are easier to repair and look nicer. Owner wanted to know how come there are so many cameras and wanted to know if something was going on. S. Elmore stated there are some problems occurring in the buildings from time to time and that the cameras facilitate the resolution of these issues. Owner rents parking space E12 and stated the tree directly behind is too high for the trimmers but it overlaps over his car and it drops berries all over car. S. Elmore stated that Carlos can take care of it. Owner stated there is a dead tree in the parking lot as you go up the back door. S. Elmore stated it is in the management report to be discussed. Owner stated there are more items hanging over the balconies at 5900 building. S. Elmore stated those people are cited, then if still there they are fined and after 5 letters it gets passed onto the attorney. Owner stated that he has puddling water after it rains on his balcony. 5950, 4L- Owner stated they are retired and went on a trip and two days after they returned they received a letter for loud music complaint but they do not play music loud they like it quiet. R. Topps stated that with noise complaints it

2 is very hard to determine exactly where it is coming from and people can mistaken the unit that it is coming from. S. Elmore stated the letter she received is not on the Association s letter head so it did not come from anyone in the Association and that it was probably from a neighbor Owner stated he had his AC unit serviced and the technician stated that the line that is going into the concrete needs to be bigger to be able to handle a newer model AC unit. C. Leon stated that there have been new AC units installed and they have not had to change the line set. Owner stated there is mold on the bricks. S. Elmore stated that it by the front entry that has been a problem and they sealed the bricks and they are hoping they fixed the problem Oakwood 3E- Owner wanted to know what the ratio currently is for owner occupied and renter because she is interested in FHA financing as she is selling her unit. C. Leon stated that the Association is FHA certified for two years. Rule Violations/Appeal Patrick, 5820 Oakwood 2L- Owner stated he has a security plate around his door knob. S. Elmore stated the Board already approved it and he will receive a letter. Molly, C- Owner stated they received a census violation for tenant move out. Owner stated they have the same tenant for the past 4 years and the tenant s son who visited and would stay there on and off. The Board will discuss in executive session and S. Elmore will with decision. James, 6010 Oakwood 4A- Owner stated he received two violations. One for dumping charges and he is not sure if that occurred or not and it would be helpful for pictures to be on the letters so he could see what they are referring too. The second fine was for leaving an item in the mailroom and he did not leave anything in the mailroom. He would like to have these reversed. The Board will discuss in executive session and S. Elmore will with decision. Nathan, L- Owner stated he received one for a late fee. He had an issue with his identity and it messed up all his credit cards. He also received a move in/out violation and stated he added his girlfriend to census for 2016, 2017 and He added his girlfriend to the census card so he could be there for his mother if needed but she never actually moved in. Owner wanted to know if there was a better way to allow for his girlfriend to be there when needed. S. Elmore stated the fine is based on the change in the census and they do not know the circumstances unless people tell them and that EPI recommended the reversal of the fine. The Board will review the appeal in Executive Session. Alexandra, F-Owner stated she was charged for leaving an office chair in the garbage corral. Her husband tried to fit the chair in the dumpster but it was full and it was a small chair. Owner wanted to know what to do if the dumpster is full. S. Elmore stated he recommended the reversal of the fine but that the Board would review in Executive Session. Frank, 6010 Oakwood 5A- Owner stated he received a violation for dumping. He stated someone had left an ab roller in the mailroom and took it for his own use but then decided later tha the did not need it so he put it in the dumpster but the lid wouldn t close with it in there and because of the raccoon problem he left it right next to the dumpster. The Board will review the appeal in Executive Session.

3 Treasurer s Report: S. Howat read over the financials as July 31, 2018 Balance Sheet Total checking and Savings $1,030, Total Current Liabilities $58, Total Liabilities and Equity $1,068, Total Accounts Receivable $34, Profit and Loss Total Income Year to date showed that the Association had an income of $633, under budget by $8, Administrative Expenses were $200, under budget by $17, Common Area Expenses is $47, over budget by $5, Repairs and Maintenance Expenses were $140, under budget by $8, Utilities Expenses were $72, under budget by $16, Reserves funding is $134, reserve is fully funded Net Income were $43, over budget by $40, Motion-Motion made by G. Jenkins to approve the treasure s report as of July 31, Seconded by C. Leon. Motion unanimously approved. Committee Reports: R. Topps reported on the current events with the MHOA- There is a new community service office for Four Lakes who goes to the MHOA meetings every month and gives reports on calls that the police respond to. Mondays at the restaurant with a resident ID and a purchase of a beverage you get a free meal from a select menu. The pool at Forest View and Four Lakes Avenue is closed due to low attendance and minimal parking and the cost of up keep and attendant. New hours are posted for the other pools. Management Report: S. Elmore presented the Board with a copy of the management report. Rear Security Doors- S. Elmore stated to the Board that Construction Concepts has installed all the new security doors and painted them. There are three items that need to be corrected on the installation including the door sweeps. Hallway Carpet Replacement- S. Elmore stated to the Board that all the carpeting will be removed on the 1 st floors and replaced with the vinyl plank flooring previously approved by the Board. Albres will not be able to start installation for at least another 30 days due to working on the installation of the same flooring at two other properties. Front Entry Address Sign-S. Elmore stated to the Board stated the 5950 building lighted address was repaired. The remaining four signs were ordered and will be installed once received. The 5900 sign will be installed on the front stone pillar as the sign will not be able to be seen from the parking light.

4 Paver Installation- S. Elmore stated to the Board that HL Contracting has completed the installation of the entry paver walkway at the 5900 building per the specifications. Management recommended doing the 6000 building for 2019 as their front walkway is starting to fail. The Board will need to determine whether the stairs will be replaced with a ramp or not. The Board would like S. Elmore to obtain bids for both ways. Package Delivery- S. Elmore stated to the Board that the pantry will take all the packages except Amazon due to delivery issues with that company. S. Elmore will send out an blast to all members informing them of the package service. Landscape Committee- S. Elmore presented the Board with a copy of the from the Landscape Committee chairperson stated she is going to place her unit for sale and has resigned as the Chairperson. Standpipe Testing- S. Elmore presented to the Board a copy of the fire report regarding new requirements that all standpipes now need to be tested annually. All the buildings passed the tests for MHOA- S. Elmore presented the Board with the MHOA tree removal proposal and installation at 5950, 5900, and 6020 buildings in the amount $6, The proposal for plant material installation on the west side of the 6000 building where all of the trees were removed two years ago in the amount of $1, Motion-Motion made by J. Ciaffara to approve the tree dead tree removal and installation at a dollar amount not to exceed $6, Seconded by S. Howat. Motion unanimously approved. Motion-Motion made by C. Leon to approve the plant material installation on the west side of the 6000 building at a cost not to exceed $1, Seconded by G. Jenkins. Motion unanimously approved. Balcony Resurfacing- S. Elmore stated to the Board that 18 balconies have been re-surfaced with 6 having to have drains installed as there was not enough pitch to drain the water from the back of the balconies. The painting of the steel channel will be done in September. Exterior Building Painting- S. Elmore stated to the Board that the Waldman Reserve Study provided for the buildings to be painted in The north side of the buildings are the worst and the siding s initial coating has faded. The siding and trim are made of concrete board and MuriTec trim boards. S. Elmore recommended painting all four sides of all the buildings per the reserve study. The Board requested S. Elmore to get bids for this work. Roofing Status- S. Elmore presented the Board with a copy of the roof replacement bid specifications that was drafted and sent out for bid. S. Elmore stated he has only received on bid and will have the others in within a week or so. The Board will either have to approve unanimously over or a special meeting will need to be held or the matter can be deferred to the October meeting. Each roof will take 5 days to remove & replace. Management Contract- S. Elmore stated to the Board that the three year management agreement is due to expire on October 31, EPI is proposing for the Board s review a 3% total increase for the next three year term. After discussion of the proposed renewal the Board agreed that the contract should be renewed for a three year term.

5 Motion: G. Jenkins moved to renew the contract with EPI for a new three year term with a 3% increase. Seconded. Unanimously approved. Ombudsperson Act- S. Elmore presented to the Board with a copy of the new rule that has been added to the Association s rules no later than January 1, 2019 per change in the Condominium Act. S. Elmore recommended sending a notice out to all owners s about the rule change and hold the meeting on October 15, 2018 at 7:00 pm. Correspondence: E- S. Elmore stated to the Board that this unit is at the bottom of the hill by the front entry and when it rains water floods down there and that there are no storm sewers in that area. S. Elmore met with Carlos and they determined the water must be carried to the south end of the building to run down hill. The cost from the MHOA is $5, and they would set up catch basins and drain them to the south end of the building. Management is obtaining one more additional bid. Inspection Report: S. Elmore reviewed the Inspection Report with the Board. Sales: Unit Address Sale Price M $145, F $101, J $135, J $121, K $123, B $154, C $125,000 Motion-Motion made by J. Ciaffara to approve the preliminary budget as a draft showing a gross 1.8 % increase to be sent out to all owners. Seconded by G. Jenkins. Motion unanimously approved. Adjournment to Executive Session : Motion- Motion made by R. Topps to adjourn meeting at 9:14 p.m. to executive session. Seconded by C. Leon. Motion unanimously approved. Meeting Called to Order from Executive Session at 9:35 PM. Motion Motion was made to approve the rule violation recommendations made in the management report. Approved. Adjournment Motion was made to adjourn the meeting at 9:40 PM. Approved Respectfully Submitted, EPI Management Company, LLC