HERITAGE HUNT CONDOMINIUM I

UNIT OWNERS ASSOCIATION

BOARD MEETING

May l3, 2008

I.  Call to Order

The meeting was called to order at 2:04 p.m. by the President, Ed Plummer.  Also present were Board members, Warren Miller and Kay Franklin, SCS representative Kelly Farmer, Building and Grounds Committee Chairperson George Field and a number of residents.  Kelly Farmer introduced her assistant, Daniel Harrison.  Those present constituted a quorum to conduct business.

II.  Minutes of Previous Meetings

Ed clarified that the minutes of the Annual Meeting on March 11 have been published and will be accepted and approved at the next Annual Meeting.  The minutes from the special Board Meeting of April 23, 2008 were approved by motion. (See attached.)

III.  Reports of Officers and Board

TREASURER

            Warren Miller reported that we are awaiting finalization of the annual audit.  The           

Condominium finances are currently in good shape taking into consideration the loss of income from declining interest rates on our investments.  We will be facing the expense of further roof repair since the extensive work by Lennar did not entirely solve the problems.  The separation of the water meters reducing the water rate for irrigation purposes should help that expense.

The Association has finalized the negotiation with Lennar resulting in severance of future claims to Lennar in exchange for the Association retaining a $5,000.  item regularly appearing in the audit, the ownership of which was not previously determined.

PRESIDENT

Ed Plummer made an appeal for residents to serve on the Budget and Finance Committee to provide a broader representation of owners in the decision making process of how Condominium funds are allocated and managed.  Stephen Verosko and Jean Herr responded as volunteers.  Ed noted appreciation for the service of Betty Licitra who has resigned from the Committee.  

Ed called attention to the new policy for recycling which is called “single streaming.”  All paper, glass and plastic items may now be co-mingled.  The recent notice distributed to all residents clarifies appropriate items and their handling.

Ed attended a seminar produced by the State which serves as liaison with Condominium Associations as a resource.  It is hoped that an advisory Board can be formed to serve Common Interest Communities (CIC).  A web link may be found under www.dpor.virginia.gov.

Carpet cleaning of common areas in both Condo buildings is complete.  Garage cleaning and washing is scheduled for this week in both buildings.  These services are included in the cleaning contract and do not require an additional charge.

Ed reported that he and Warren met with representatives from the Fire Department to explore options and plans for a safe and efficient evacuation of the building in an emergency.  The Fire Department said sheltering in place is not an option as balconies are not considered safe in a fire.  No elevators should be used during an emergency.  Disabled people on upper floors would need assistance in descending stairwells.  The Fire Department stated that the buildings were not planned to accommodate disabled people.  As a last resort, stairwells have the highest rating in the buildings for safety in an emergency.

Ed is exploring a presentation by the Fire Department to be attended not only in person but to be broadcast on Heritage Hunt Channel 18 so everyone can view and call in with questions and discussion about emergency plans for evacuation.

In response to a question, Ed stated that building sprinklers are activated independently and heat in one unit will not trigger sprinklers for an entire floor or building.

SCS MANAGEMENT

Kelly Farmer is seeking a vendor to service the trash chutes.  She would like to consolidate contracts as much as possible to avoid multiple contracts for various but related services.

Ed noted that it was time for the hall fire extinguishers to be serviced and we probably need a contract for that.

BUILDING AND GROUNDS

George Field announced a new contractor for fire/safety testing and maintenance; East Coast Protection.

Residents should check water heaters for rusting or leakage since another heater has failed recently.

Heaters in the garage are now turned off and the hose bibbs at garage entrances are now turned on for the convenience of those wanting to wash cars and dogs.  These bibbs should not be used to clean paint buckets and tools.

LEGAL AND COVENANTS

Lee Schultz reported no new applications received.

An investigation is on-going into excessive noise from one unit.

The revised booklet of Rules and Regulations has been distributed to all residents and owners.

The Committee has addressed the complaint that dogs are allowed off the lease inside the condo buildings.

IV.  NEW BUSINESS

A discussion took place addressing the merits of a petition presented to the Board to change the rules to allow shopping carts to be kept in the garage area.  The Legal and Covenants Committee was divided on the issue but made specific recommendations in the event carts are allowed in the garage.  There was divided opinion among those present.  The Board felt that a petition of 21 unit owners was not sufficient to take action.  The Board proposed a survey of all unit owners as a first step in the process of changing the rules.  While the proposal to allow shopping carts involves a rule change, it is closely associated with a bylaw provision and changing a bylaw requires approval by a 2/3 majority of all owners to take place.  The Board will also seek legal advice on the pros and cons of such a change.

V.  The next meeting is July 8,2008 at 2 p.m. in the Club House Board Room.

VI.  The meeting was adjourned at 3:28 p.m.