HERITAGE HUNT CONDOMINIUM I

BOARD MEETING MINUTES

MAY 15TH, 2007

I. Call to Order

The meeting was called to order at 2:02 PM in the Heritage Hunt Clubhouse. Present were Board Members Ed Plummer, Bill Massarella, and Warren Miller. Also present were Stephen Harrison, George Field, Lee Schultze, Betty Licitra and a number of unit owners. The minutes of March 13th were accepted and approved. After the annual board meeting of March 13th, the new board met and voted on three offices as follows:

II. Committee Reports

Building and Grounds

 

George Field reported that while mowing, Lasting Impression (LI) workers damaged several sprinkler heads. LI was asked to check rain sensors on both buildings. They will repair the sprinkler heads at no charge to the condo. He also noted that there are some dead shrubs and tree stumps. Stephen Harrison said these plants are our responsibility to replace if that's what we intend to do.

 

Two water lines to the outside hose bibs in building "A" require repair from freezing. One in "B" requires repair also. The lines in building "A" were turned OFF and it is not clear why they split. In building "B" someone apparently turned the water ON but failed to turn it OFF. No one should change seasonal settings of building equipment without prior Board approval. We are looking into having a handy-man repair these items.

George Field reported that the housekeeping contractor was going to be replaced ASAP. Mr. Plummer noted that the target date for the new contractor to start is June 8th.

 

The committee is considering a clean-up day or two to clean leaves and debris from the perimeter drains in both garages, preparatory to hose washing the garages.

 

The committee plans to check all exterior door weather-stripping for needed repairs.

 

Budget and Finance

 

Betty Licitra reported that she had been unable to attend, but the committee met on April 18th at 7:30 pm in Marsh Mansion with George Field, as Chair, and Bill Goetz present. Also attending were Ed Plummer, Bill Massarella, and Warren Miller; Ed Plummer took minutes. From the minutes Betty noted that Bill Goetz asked for clarification of the committee's role and that Warren Miller had explained that the committee acts in an advisory capacity to the Board. The meeting was largely devoted to preparing for the financial informational meeting on April 24th. That meeting was well attended and received praise and "Thank you's" from a number of residents. Bill Goetz's spreadsheet with projector & screen presentation was most helpful.

 

The need for a special assessment is yet to be determined and a final decision will await developments with the developer negotiations. The audited figures for 2005 and 2006 show a deficit, which will have to be made up in some way.

 

Ed Plummer reported that the Board had sent a "final" packet of information to our lawyers so that negotiations with Lennar on some warranty issues may begin. We hope to have a progress report at the next Board meeting.

 

Bids for new housekeeping contracts were reviewed. Ed Plummer will confer with J&B with more specifics in mind. It is time to terminate the present contract with Healthcare Services Group.

 

There will be regular Budget and Finance meetings on the 3rd Wed. of the month at 7:30 PM at the Club House Boardroom.

 

Budget and Finance Committee made a recommendation that the Board approve a proposal to have a condo website not to exceed $250 annually. Ed Plummer noted that Emergency Contact Questionnaire returns now totaled 58 with at least 48 residents having internet access. Warren Miller moved and Bill Massarella seconded, that a motion that the website be approved as proposed. As the proposal was Ed Plummer's to begin with, he recused himself. The motion passed with two votes in favor and one recusal. Unit owners will be able to go to heritagehuntcondos.org and get the latest condo news and information.

 

Legal and Covenants

 

Since the last board meeting, Lee Schultze said four applications were approved. Two dealt with window treatments which did not comply with the current guidelines. Because they were installed by the owners in B104 and A301 before the guidelines were developed they were grandfathered by the board. Both, however, provided for the following conditions:

1. The unit owner sells the unit, or

2. The unit owner leases the unit,

3. The unit owner chooses to change the window treatments.

Upon the occurrence of any of the above, the window treatments will be required to be beige or white as required by the Guidelines.

 

The application of unit A109 owner to have her nonconforming dog grandfathered was approved by the Board with the following condition:

Upon the animal ceasing to live in A109 the approval will lapse and any further pets coming to live at the condos must conform to the Guidelines.

 

A motion was made by Warren Miller, seconded by Bill Massarella, and passed unanimously by the board to adopt Policy Resolution No. 5 granting blanket authorization for the use of specified window tinting. See attached resolution.

 

One of the change applications involved moving a kitchen cabinet from a unit to the unit's associated storeroom. Lee Schultze said the committee was concerned that attachments to storeroom walls entailed some concerns and developed the following General Conditions To Be Used in All Applications Involving Condo Storage Spaces:

Conditions/Stipulations

1) The attachment of anything to any wall in the storage unit must not interfere with or hinder access to common

electrical and communication wiring or common plumbing.

2) If the storage space has a concrete exterior wall, the applicant shall accept full responsibility for any water

damage that may result from attaching anything to such concrete exterior wall.

 

Lee Schultze read a committee proposal that the Board consider annual inspections of each and every storage unit in the two buildings. The inspection proposal has multiple purposes: Check for health and safety issues from both an insurance and safety standpoint; heighten awareness of all unit owners that we all have responsibilities to community; and give us some baseline knowledge as to modifications that might have been made in such storage spaces. Bill Massarella made a motion to accept the proposal but there was no second. Nevertheless, there was some discussion of the ramifications of the proposal and Lee Schultze ultimately suggested that the committee retract the proposal for further committee study.

 

III Management Report

Stephen Harrison reported that he had solicited and received a pest control contract at the Board's request. The proposal was from Triple S Pest control. Ed Plummer noted that in Building A units feature a built-in pest control system that is serviced by a company called Home Team and that Home Team has been asked to submit a bid, as well.

 

Steve Harrison of SCS asked the Budget and Finance Committee to submit special 2008 budget items as early as the end of June. He will begin the process of drafting the 2008 baseline budget shortly thereafter.

 

SCS will check several door sweeps at the end of the halls. Some of them are preventing the doors from closing completely.

 

SCS will ask both Master Plumber and Prince William County Service Authority (PWCSA) rep to come to the condo at the same time in order to coordinate what needs to be done to get irrigation water meters installed that meet PWCSA requirements.

 

The 2006 Audit was received and finalized. It was signed and accepted without any corrections. The loss for 2006 was $10,641.

 

Roof Inspection was performed and the results were forwarded to the lawyers with other material for negotiations with Lennar. Hope to have a progress report for the July board meeting.

 

Healthcare has been sent formal notice of termination of their housekeeping services with an end date of June 7th.

 

Elevator Pads are on order and will be available for use as unit dwellers move in or out.

 

A motion was made and passed to purchase materials to make Real Estate Lock Box Bars, not to exceed $100. These bars will be installed at the south stairwell entrances to each building. George Field will handle.

 

Drywall Crack Repair is awaiting outcome of developer negotiations and the item should be dropped from the agenda.

Unit 107B status should be dropped from the agenda. This was erroneously carried over from the March 2006 Annual Meeting to the March 2007 Annual Meeting Agenda.

 

Generator Maintenance is awaiting parts. During a March 19th self-test, the generator reported low-oil pressure and shut down. A service call by Western Branch Diesel determined that it was only a sensor problem. WBD will change the oil when they come out to replace the sensor.

IV Unfinished Business

Pending negotiations with Lennar, the status of a special assessment to cover 2005 ($14,838) and 2006 ($10,641) losses is on hold. Initial Working Capital funds will be used to pay for the installation of the 2 irrigation water meters and irrigation lines behind Building A.

Ed Plummer has received about 58 Emergency Contact Questionnaires since last November.

Damage from ice damming on 2/18/07 affected four units. The roof inspection turned up issues which may have contributed to this problem.

The responsibility for determining age eligibility of new residents rests with the Heritage Hunt Home Owners Association and not with the condominium association.

The owner leasing his/her unit is responsible for providing SCS with a copy of the lease.

In the near future, the Board hopes to provide some explanation and guidance on insuring one's condo. The master condo insurance policy refers to our condo declaration for the definition of the condo unit. It's important that one's condo policy use the same definition for the policies to dovetail. Similarly, if a unit owner has made improvements beyond what the developer built, it is important that such improvements be covered under what is known as a betterment clause. When this information becomes available, we will post it on the bulletin boards and the website and possibly distribute it door-to-door.

V New Business

Ed Plummer reported that building "A" appears to have an unassigned garage parking space A20. The board is considering offering the space for rent and thinks the fair way to do this would be to post an announcement on the bulletin boards, asking interested parties to submit their names in writing and then we would draw a "winner'.

 

Trash rooms have been looking better in recent months. Ed thanked everyone for the cooperation in following the posted rules. However, recently there has been a resurgence in problems with glass containers. Loose glass bottles should NEVER be placed in the dumpster or ESPECIALLY on the floor. Please put glass in bags with other trash that will cushion the glass and minimize breakage.

 

The water meter in building "B" consistently records some 2 to 3 times as much usage as the meter in Building A records. Stephen Harrison of SCS was asked to contact Prince William County Service Authority to check the water meter accuracy.

 

Following the 2006 audit, Warren Miller asks that SCS write off $10.00 for unit A110, account number 907-9757, as this unit was sold more than a year ago and there is little chance of every recovering the $10.

VI The next board meeting is scheduled for 2PM on July 10th in the clubhouse boardroom.

VII The meeting was adjourned at 3:40 PM.

Respectfully submitted,

Betty Licitra, acting secretary

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