Crosswinds at Hawks Landing Condo Association Board Meeting February 23, 2011 at 1:00pm At Wisconsin Community Bank Present: Board Members: Steve Anderson, Greg Roggeman, Buck Marston, and Tom Rounds Guests: Isaac Bechen, Anchor Property Management Josh Boley and Rodney Boley, Boley Tree & Landscape Care Recording Secretary: Ginny Anderson Steve Anderson called the meeting to order at 1:00pm. 1. Declarant control Kathie Bahman of Gorman & Company has informed the Board that after reviewing what was presented at our December, 2010 Board meeting they accept the fact that Gorman s control terminated back in March of 2008 and that it cannot name a member to the Board. On January 10, 2011 the Board met in order to choose successors to Kathie Bahman and Shelley Koechel on the Board as per section 2 of Article II of our By-Laws. Tom Rounds and Paul Jaeger were chosen to be their successors for the balance of 2011. In addition, Paul Jaeger was elected to be Treasurer. 2. December 8, 2010 Board meeting minutes The December Board meeting minutes were sent to the Board members and approved prior to this meeting. 3. Review and approval of final financial statements for 2010 and for month of January, 2011 The final (December) financial statements for 2010 and for the month of January, 2011 were reviewed and discussed. Errors found in them were pointed out and corrected. Buck made a motion to accept them as corrected. Greg Roggeman seconded it. In December, 2010 the Association and Gorman & Company settled up as to what each owed the other for expenses.
-2- Both the duplexes and garden homes ended up with net income (excess of operating income over total operating expenses) for 2010. The duplexes net income for 2010 was $48,470.32 and the garden homes net income was $16,817.47. The Board agreed that it should wait until later in 2011 to decide how these excess funds should be used. That way we will know if they are needed to cover certain expenses, such as snow removal and salting. If not, then the Board could decide to spend them on something else. Through February 18, 2011 our snow removal and salting bills totaled $23,720.00 for the duplexes and $4,725.00 for the garden homes. That leaves $3,280.00 and $4,175.00 remaining of our budgeted amounts for 2011, respectively. The Board will need to monitor this expense item closely for the remainder of this winter season in order to make sure we have adequate funds to cover our snow removal and salting expenses in November and December of 2011. The Board had a discussion of the delinquent condo fees, special assessments, late fees and other fees owed to the Association. Isaac Bechen will file a money judgement against the Ruschs in Small Claims Court. He will also follow up for the Board on the foreclosure proceedings of Klosterman/Pulver and Shawano, as well as the money judgement proceedings against Klosterman/Pulver. Paul Jaeger has agreed to prepare and file the Association s income tax returns for 2010. 4. Buildings and Grounds committee On January 10, 2011 the Board changed the name of this committee from Grounds to Buildings and Grounds in order to make it clear that the committee is also responsible for building issues. Fred Siegenthaler replaced Chuck Schroeder as the building representative for 9201 Crosswinds on this committee. Tom Rounds gave the Board an update of what this committee is planning to do. The committee met in February and plans to meet again on March 7. At that meeting Boley will be in attendance and a preliminary list of projects and dates will be started. Goal is to have bids for these projects by April Board meeting. Discussed snow removal and salting issues with representatives from Boley Tree & Landscape Care. Talked about possible steps that could be taken to make it better for next year.
-3- Tom Rounds asked Josh Boley to obtain a contract or letter of understanding from Water Wizard for the turning on and shutting off of our lawn sprinkler system this summer. Josh said he would have it for the March 7 committee meeting. The Board discussed the list of concerns from the residents of 9201 Crosswinds. Isaac Bechen said he would get copies of the building plans for the three garden homes. He would get the plans for 9201 Crosswinds from Gorman & Company and the plans for 9213 and 9225 from Dorshner and Associates. Both Tom Rounds and Isaac Bechen put replacing the Downs deck post on their to-do lists for this year. 5. Review and approval of 2011 Budget and Review of 2010 mailings to membership The Board reviewed and approved the mailings to the membership. Isaac Bechen said he would mail them along with his introductory letter. 6. Transition from the Carryl Company to Anchor Property Management Isaac Bechen said he would mail an introductory letter out to the membership around March 1. He also told the Board that there would be no problem if some condo owners mail their condo payments to Anchor before April 1 instead of the Carryl Company. 7. Hawks Landing Homeowners Association Dues Steve Anderson reported to the Board that in response to his inquiries as to how the $3,260.00 of annual dues that was charged to us in the past was calculated the Hawk s Landing HOA has informed him that: 1) they couldn t because it was an amount that Jeff Haen came up with years ago and he was unable to explain how he did it, 2) it was the intent of Jeff Haen that the Outlots (of which we are one) contribute towards the maintenance and repair of the common elements but it is debatable whether or not the HOA has the authority to collect such amounts from the Outlots, and 3) they entered into an agreement with Jeff Haen to lower the amount charged to the Outlots in 2011 to $500.00. Steve reported that so far the HOA has been silent as to whether or not they would refund any amounts that were paid in the prior years that exceeded the $500.00 and the only specific common elements that they mentioned were the three medians at the Hawks Landing Circle and Mid Town Road intersection.
-4- The Board decided that we won t pay the $500.00 at this time. Instead, Steve should see if he can find out: 1) what common elements the HOA are responsible for versus the Outlots and 2) if the HOA would refund any monies from the past years. 8. 9225 Steve Anderson reported to the Board that he had received a bill from Hustad Companies for the repairs it made to the roof on 9225 Crosswinds Lane in 2010. He also reported that Bruce Ramos of Gorman & Company had contacted him soon after and said we should ignore that bill because it was in error. Bruce also said that it is their intent to send a corrected bill to us for at least some of this work. After some discussion of this the Board decided no action should be taken on this matter until the corrected bill is received. Then, the Board can see exactly what Hustad and Gorman feel the Association owes as a fair and equitable share." Next the Board reviewed and approved the warranty and repair agreement that our attorney drafted regarding the water leaks in 9225. It was decided that the agreement should be sent to Gorman & Company. 9. Review and approval of attorney bills The Board reviewed and approved for payment three billings from our attorney that were received in December, 2010, January, 2011, and February, 2011. 10. Review of amendment language to rules and regulations The Board reviewed our attorney s draft of an amendment to our rules and regulations regarding overnight parking of cars on our roadways and the storage of items on parking spaces in the driveways in front of the duplex garages, on parking spaces in the garden style buildings, on private drives, and on patio/decks or in other limited common elements. Some changes in wording were suggested. The draft was approved as amended. Isaac said he would mail it to the condo owners along with his introductory letter. 11. Karen Aasen s request to install a new patio storm door Karen Aasen s request to install new storm doors for both her upper and lower level patio/deck doors was approved.
12. Status of reimbursement for $1,000.00 deductible paid regarding water damages in Unit 303 in 9201-5- Steve Anderson reported to the Board that the Carryl Company sent a letter to both the occupant and previous owner (but possibly still the owner) of Unit 403 in 9201 to inform them that the Association wanted to be reimbursed by them for our $1,000.00 deductible that we incurred in this event. Isaac Bechen will follow up with the Association s insurance agency, the Neckerman Insurance Agency, to find out if we can be reimbursed by one of the insurance companies involved. 13. Other issues It cost the Garden Homes $1,701.13 to repair wind damages to the roofs of 9201 and 9213 in 2010. The Board decided not to submit a claim for this to its insurance company due to the risk it may cause our insurance premiums to be increased. The Carryl Company has said that the minutes from our October, 2010 Annual Informational Meeting are almost ready. They are to send them to the Board. Two things that the Board needs to deal with in the next few months are: 1) reviewing our current condo unit rental moratorium which is due to expire on June 30, 2011 and 2) lowering the quorum percentage required for the Association to conduct business at our annual meetings. 14. Adjournment The next Board meeting is scheduled for 1:00pm on April 19 at Anchor Property Management s offices Steve Anderson adjourned the meeting at 5:00pm.