Minutes are not official until approved at a subsequent Board meeting.

 

HERITAGE HUNT COMDOMINIUM I UNIT OWNERS ASSOCIATION

BOARD MEETING

September 9, 2008 – Clubhouse Board Room

 

I.  Call to Order

The meeting was called to order at 2:02 P.M. by the President, Ed Plummer.  Also in attendance were Board Member Warren Miller, SCS representative Colin Dimond and a number of unit owners.  A quorum was present.

 

II.  Introduction of Al Stern

Ed Plummer introduced Al Stern, Ad Hoc Nominations and Election Committee chair for the Heritage Hunt HOA.  Al reported that  there are 24 vacancies on the various Committees in the HOA to fill in the December elections.  He urged those present to participate in making decisions for our community by filing a declaration for candidacy available in the Clubhouse lobby.  Al also stated that he would attend the Wednesday night Happy Hour in Building A to reach as many people as possible in these efforts.  He emphasized that the sizable budget needs the representation of a diverse group in order to capture the ideas and needs of the community.  All interests are welcome.

 

III.  Minutes of Previous Meeting

A motion was made, seconded and approved to accept the minutes of the previous Board meeting of  July 8, 2008.  Ed explained that henceforth the minutes of meetings would be labeled to indicate that minutes are unofficial until formerly approved at a subsequent meeting.

 

IV.  Treasurer’s Report

Warren Miller, Treasurer, reported that the final audit report has been received but as yet SCS as not adjusted their records to reflect adjustments in the audit report.  The financial situation is good with some expenses exceeding budget projections while others are below budget.  Warren is confident that as figures for the next couple of months become available we will have a good basis for finalizing the 2009 budget.  Steps have been taken to trim expenses and have brought results.  Replacing light bulbs with energy savers and excluding irrigation water from sewage charges has made noticeable reductions in costs.  The cost of installing sub-meters should be re-covered by savings within three years.  We have experienced a decrease in interest income from CD’s due to the current financial environment.  And some of our banks have been taken over by FDIC but we have not experienced any losses because of the takeovers.  The reimbursement from the HOA for trash removal has been increased from $480 to $826.88 per month, retroactive to the beginning of January.

 

V.  President’s Report

Ed Plummer urged residents to take care in recycling only appropriate materials in the bins provided.  No plastic bags or plastic food containers are acceptable.  The Fire and Safety program is available on DVD for anyone wanting it.  The recent storm caused water issues both in the garage and some units.  A chronic problem in Building A with drainage from one patio has been addressed by Lennar by removing and replacing the concrete on the A307 patio.  It turns out that no waterproofing membrane had been installed and it was necessary to lower the scuppers for proper drainage.  Additionally, the condo association has installed larger gutters and downspouts for this tier of units and this seems to have eliminated the overflowing of the gutters.

 

VI.  Management Report

Ed Plummer said that Dan Harrison was on vacation and Colin Diamon was present to represent SCS, but that Ed would give the management report.

 

SCS tasked a locksmith to tighten the latch on the A Bldg entrance door and to re-pin the lock mechanism on the B Bldg garage lobby entrance for smoother operation.  East Coast Fire Protection has repaired an Alarm Pull Station in the garage at the north stairwell.  The damage resulted from impact from a recycling bin and AAA Trash has agreed to reimburse us for the repair.  Effective September 30, CAT Communications will take over alarm monitoring for Bldg B.  They already service Bldg A and the new contract rate for both buildings is much less than we had been paying.  SCS is seeking bids for our trash and recycling contract and has already forwarded to the Board proposals from 2 new vendors, both of which appear cheaper than our present contractor.  They are seeking additional bids.  ECFP replaced 3 fire extinguishers on August 29th.  SCS recommends clarification of procedures for processing condo assessments and charges and this will be addressed under New Business by Administrative Resolution No. 6.

 

VII. Report of Committees

            A. Building and Grounds

Ed Plummer reported for George Field.  Ed asked that people observe the LED bulbs in the lobbies next to the elevator.  The new bulbs cost $20. each but use l/l0 of the electricity.  A study done by Glenn Kassing indicates that a savings in excess of $1700 per year could be achieved by switching to the LED bulbs.  The unusual appearance of the LED bulbs would be hidden in the wall sconce fixtures with shades, so are types of energy-efficient bulbs are being explored for use in the chandeliers.

 

            B. Budget and Finance

Ed Plummer reported that the committee is seeking additional members and urges residents to consider joining in order to have sufficient input into management and appropriate use of our condo fees.  The regular meeting date for the B&F Committee has been changed to the 4th Wednesday of each month at 2 PM at a resident’s unit to be announced in the meeting notice.  This change will allow Warren Miller to attend the HOA Budget Meeting, seeking investment information of use to the condo.

 

            C. Legal and Covenants

Lee Schultze reported in Frank Hoss’s absence.  There have been no new applications for remodels or renovations.  The Committee discussed the issue of ads placed on the bulletin boards and presented a plan.  After some discussion the issue was tabled until the Committee can consider a  concise description of appropriate materials to be posted.  The Committee has dealt with the issue of plant materials protruding from the face of the building and is addressing an on-going issue of a noise complaint.  The Committee is requesting SCS to provide a list of registered pet owners so that they may bring all pet owners into compliance if they are not registered.

 

VIII. Unfinished Business  There was none.

 

IX. New Business

Ed Plummer announced a proposed revision to Policy Resolution No. 4 Assignment of Expenses for Door Entry System Programming.  The purpose of the revision is to establish a flat charge of $100 for programming.  The existing resolution already sets policy that the Association will absorb any cost of reprogramming when there is a change of ownership of a unit and that subsequent reprogramming without change of ownership will result in charge to the unit owner.  This revision addresses the new fact that the Board presently has the ability to program the entry systems without incurring expense but that this might not always be the case and that a standard fee is needed.

 

Warren Miller moved, with a second by Ed Plummer, that Policy Resolution No. 4, Rev 1 be adopted.  The motion passed unanimously.

 

Ed Plummer reported that Administrative Resolution No. 6 Procedures Relative to Assessments was prepared to formalize procedures for the collection of annual and special assessments and charges.  The document does not change due dates, grace periods, or late fees.  However, it does tighten the time table for action in the event that assessments or charges are not paid on time and is intended to meet requirements of our condo Governing Documents and the Virginia Condominium Act.  Upon motion of Warren Miller, with second by Ed Plummer, the Resolution was approved unanimously with the stipulation that the appropriate word “oldest” or “newest” be used in Section II.N.4 so as to codify current practice.  It is the intent of the Board that SCS mail this resolution to all Unit Owners prior to October 1st and that the mailing include a cover letter from the Board, providing background and clarification of its purpose.

 

X.  The meeting was adjourned at 3:10 with the next meeting scheduled for November ll, 2008 to be held  in the Board Room of the Clubhouse.

 

Respectfully submitted by Barbara Dunn, Secretary