HERITAGE HUNT CONDOMINIUM I

SPECIAL BOARD MEETING

DECEMBER  12, 2007

UNIT B310

 

I.       Call to Order

 

President Edwin Plummer called the meeting to order at 10:12 AM.

 

II.     Attendance:

 

Present were Edwin Plummer, Gwen McCauley, Warren Miller, and George Field.  As all 3 Board Members were present, there was a quorum.

 

III.    Resolution Regarding Revenue Ruling

 

Our accountant, Beth Johnson of Ahlberg & Company, P.C., suggested in a letter dated November 30, 2007, to Mr. Miller that the Board adopt a resolution to the effect that we want excess assessments from 2006 applied to 2007 assessments in accordance with IRS Revenue Ruling 70-604.  Upon motion of Warren Miller with second by Gwen McCauley, the Board voted unanimously to adopt Administrative Resolution No. 3, attached to these minutes.

 

As Mr. Miller anticipates a surplus for 2007, the Board decided to prepare a similar Resolution for 2007 to be voted on at the January 8, 2008, Board meeting.  A resolution will be drafted for inclusion in the January Agenda.

 

IV.    Warranty Negotiations With Developer

 

Mr. Plummer reviewed that in an August 27th letter from our lawyers to the developer, detailing building problems that we felt the developer should address.  In September, Lennar representatives walked the building with Board members and agreed to rectify what they considered real problems, as opposed to matters of opinion.  Lennar has finished the repairs and Mr. Plummer gave a status report based on having walked both buildings last month.  Summit Roofing was engaged to re-inspect the roof and that was done this past week and we are awaiting the report.

 

In recent months two new issues have come to the Board’s attention that are as potentially serious as the roof issues:

 

1)  One is that reports, which we have only recently received from Fire Sprinkler System tests last summer, indicate that BOTH buildings have inadequate floor drains in the Sprinkler Valve Rooms to accommodate full-flow sprinkler system tests.  We are awaiting quotes from Strickland Fire Protection Services for various options, the cheapest likely being to buy a “fire” hose that could be connected to the sprinkler system to carry water outside the garage.   Meanwhile, Kerry Farmer of SCS is attempting to get more information from the Fire Marshall.  We will likely want to discuss this issue with our lawyers.

 

2)  The other concerns the code requirements for washing machine and hot water heater leak-collection pans and drains.  The building plans seem to show and the code seems to require a collection pan with a drain and a separate drain for the hot water heater pressure relief valve.  Throughout the B Bldg and on the first and second floors of the A Bldg, the hot water heaters have such separate drains.  The hot water heaters on the third floor of A Bldg have the pressure relief valve piped down to the collection pan instead of to a dedicated drain, seemingly in violation of the code.  In all cases, the hot water heaters sit flat on the collection pans and thus block the free flow of any leakage into the drain.  Additionally, in most, but not all, units the hot water heater blocks view of the drain connection to the pan and the existence of a proper drain cannot be verified without actually removing the hot water heater.  This is       another issue to discuss with the lawyers.  One idea is to arrange to pull a heater for inspection and offer Lennar the opportunity to be present.  Similarly, one cannot see under washing machines to verify the existence of proper drains.

 

The plan is to get the roof inspection report, review warranty issues with the lawyers, and then approach the developer to see what can be resolved.

 

V.     Painting the Buildings

 

1)  We have estimates from 2 contractors for painting; one covers some specific exterior needs and the other is comprehensive for exterior and interior.  The comprehensive estimate is cheaper for the comparable items.  The company is giving a 15% discount for work that can be done off-season between October and April and their presentation and knowledge of the paints and colors in our buildings was impressive.

 

2)  It was decided to proceed with the exterior work to stair railings and concrete pads at building entrances.  Also, we need to get estimates for maintenance caulking of wood panels on Barclay units, etc.  It was decided that we would proceed with painting the interiors of both buildings from the 1st thru 3rd floors and address store room hallways, garage areas, and stairwells in subsequent steps.

 

VI.    Management Company Review

 

We have received some recommendations for alternative management companies.  While it was agreed that we need to investigate the matter to be sure we have the best fit for our needs, recent changes at SCS suggest that we wait and see how things go.  In any case, the matter will require detailed in-depth research.

 

VII.  The meeting was adjourned at 11:50 AM.

 

Minutes respectfully submitted by Edwin Plummer

 

 

 

 

ATTACHMENT A

 

HERITAGE HUNT CONDOMINIUM I

UNIT OWNERS ASSOCIATION


ADMINISTRATIVE RESOLUTION NO. 3


Relating to 2006 Excess Assessments Applied to the

Following Year’s Assessments, Revenue Ruling 70-604

 

 

 

WHEREAS, the Heritage Hunt Condominium I Unit Owners Association, Inc. is a Virginia Association duly organized and existing under the laws of the Commonwealth of Virginia,

and

WHEREAS, the Board of Directors desires that the corporation shall act in full accordance with the rulings and regulations of the Internal Revenue Service;

NOW, THEREFORE, the Board of Directors hereby adopts the following resolution by and on behalf of the Heritage Hunt Condominium I Unit Owners Association:

 

RESOLVED that any excess of membership assessments over membership expenses for the year ended December 31, 2006, shall be applied against the subsequent tax year member assessments as provided by IRS Revenue Ruling 70-604.

 

This resolution is adopted and made a part of the minutes of the meeting of December 12, 2007.

 

 

 

 

 

 

 

 

 

 

HERITAGE HUNT CONDOMINIUM I UNIT OWNERS ASSOCIATION

 

RESOLUTIONS ACTION RECORD

 

 

 

Resolution Type

Administrative

No.

3

 

 

Pertaining to:

Excess Assessments Applied to the Following Year’s Assessments

 

 

Duly adopted at a meeting of the Board of Directors held 12 December 2007.

 

 

Motion by:

Warren Miller

 

Seconded by:

Gwen McCauley

 

 

Officer

Title

Yes

No

Abstain

Absent

 

President

X

 

 

 

 

Vice President

X

 

 

 

 

Treasurer

X

 

 

 

 

ATTEST:

 

 

 

 

 

 

 

 

 

 

 

 

Secretary

 

Date

 

 

 

Resolution Effective,

12 December 2007