Minutes are not official until approved at a subsequent Board meeting.
HERITAGE HUNT CONDOMINIUM I UNIT OWNERS ASSOOCIATION
BOARD MEETING
November 11, 2008 – Clubhouse Board Room
I. Call to Order
The meeting was called to order at 2:00 p.m. by the President, Ed Plummer. Also in attendance were Warren Miller, Treasurer, Kay Franklin, Vice President, Daniel Harrison, SCS representative, Michael Patrick, SCS representative, George Field, Building and Grounds Committee Chairman and Frank Hoss, Legal and Covenants Committee Chairman. Also in attendance were a number of Committee members and resident owners.
Dan Harrison introduced Michael Patrick, who will become our SCS representative on January l, 2009 when Dan leaves SCS to start a new career as a U.S. Army Environmental Officer.
II. Minutes of Previous Meeting
A motion was made, seconded and approved unanimously to accept the minutes of the previous meeting of September 9, 2008.
III. Treasurer’s Report
Warren Miller reported that the finances of the Association are in good shape despite the drop in interest rates and the sad state of the general economy. Unexpected expenses such as legal fees and modification of the sprinkler systems are being offset somewhat by savings in other areas such as conversion to energy saving lighting. The installation of water sub-meters has resulted in a savings so far this year of about $4000.
IV. President’s Report
Ed Plummer reported favorable response to the recent Newsletter he produced noting his concern that residents may not be receiving timely information about useful community information. Those present agreed and Ed said he would continue to use this resource from time to time. Ed addressed such issues as a recent fire alarm malfunction, proper trash and recycling issues and tips for maintaining appliances.
V. Management Report
A. Status of Maintenance
1. Dan Harrison reported that he has contacted
2. He reported that AAA trash has denied responsibility for alleged damage to an alarm box believed to be from one of their recycle bins having bumped into it.
3. He is awaiting proffer of three bids for repair of ceiling at the entrance of Building A.
4. Three old fire extinguishers have been replaced.
B. Vendor Contract Review
1. Trash contract bids are being considered with needed clarification on recycling bins, deodorization, etc. All three bids are for less than we are paying the current contractor.
2. AAA bills continue to come in priced higher than the contract provided, but Dan reported that he is making corrections to the individual invoices before payment. He noted that AAA claims dumpsters have been cleaned but some odor persists.
3. TruGeen LandCare has expressed interest in doing our landscaping work and a walk-around meeting with the vendor and the Board has been scheduled for this coming Friday.
4. Nationwide Insurance has renewed our master policy for the next year for a modest increase of about $100. At the Board’s direction, SCS has paid the insurance in one installment, thus saving account fees.
C. On the occasion of Dan leaving SCS, the Board members expressed their appreciation for Dan’s work on behalf of the Association and wished him well in his new career.
VI. Committee Reports
A. Building and Grounds – George Field reported
1. New LED bulbs are now available in a more natural warm white and are being considered for the chandeliers.
2. Space heaters are being inspected for functional status. Some need work.
3. Residents should make sure the heater in outdoor water heater closets are ON and set about 1/3 of the way up from COLD, or to about 40 degrees. Also check the ceiling vent in the furnace closet. It should be OPEN.
4. The sprinkler systems have been winterized and are now OFF.
5. There was a discussion of a recent repair. It is acknowledged that Board and Committee members have performed many voluntary hours of maintenance and repair work on behalf of the condo community – most recently the replacement of an electrical part which would have cost hundreds of dollars in a service call.
Warren Miller estimates that the efforts of these volunteers saves the residents approximately $l5,000. per year which would otherwise have to come out of our condo fees.
B. Legal and Covenants – Frank Hoss reported
1. Committee approval for one application for shelving in Bldg. B and one violation has been abated.
2. The committee has prepared three resolutions for approval by the Board. These will be addressed under New Business.
VII. Unfinished Business – None.
VIII. New Business
A. Upon motion of Warren Miller, with second by Kay Franklin, the Board unanimously adopted for 2009 the budget submitted by the Budget and Finance Committee. The new budget calls for a modest increase in monthly assessments to $355 per month. The Budget was presented to Dan Harrison. SCS will prepare new coupon payment books for 2009 and will notify all unit owners of the new budget and assessment.
B. Discussion followed on three Legal and Covenants committee resolutions.
1. Policy Resolution No. 6 Relating to the Use of Bulletin Boards
Frank Hoss reported the resolution divides Section IV.K of the Rules and Regulations into new subsections 1) and 2), where 1) addresses notices and other postings throughout the common areas and 2) is a new subsection to address the use of bulletin boards in the Trash Rooms. Mr. Hoss read the complete proposal to the meeting and noted that it came about following a resident’s posting an ad for a chair, someone else’s removal of that ad, and the original poster posting a response to the removal. The resolution would make it clear that residents are allowed to post appropriate notices, ads and the like on the Trash Room bulleting boards subject to some common sense restrictions. Upon motion of Warren Miller with second by Kay Franklin, the resolution was approved unanimously.
2. Policy Resolution No. 7 Relating to Emergency Contact and Pet Information
Mr. Hoss reported that the committee has decided to replace the Pet Registration Form (Appendix C of the Rules and Regulations) with a combined Emergency Contact and Pet Information Form (to be the new Appendix C). It was noted that the pet registration forms that have previously been filed with SCS have not been updated to reflect changes and the Board has an on-going need to have current contact information. New owners will receive the form as part of the condo re-sale package and are expected to complete it and give it to the Board. In addition, the Board will include the form with other periodic communications with residents in order to keep the information up-to-date. Upon motion of Kay Franklin with second by Warren Miller, the Board unanimously approved the resolution.
3. Policy Resolution No. 8 Relating to Balcony Railings
Mr. Hoss reported that committee proposes that Section II.H.1 of the Rules and Regulations by amended as follows:
1. Balcony Rails. No object may be placed or hung on the outside of the balcony rail with the exception of “seasonal decorations”, which are described below.
The proposed change clarifies that “nothing” is to placed outside of the balcony railings; this is both for safety and appearance reasons. Upon motion of Warren Miller with second by Kay Franklin, the resolution was approved unanimously by the Board.
4. SCS will inform all owners by mail of the new resolutions. Residents will be asked to submit the Emergency Contact and Pet Information form for emergency purposes only. Information from the forms will be used for Board business and only shared as appropriate with emergency responders.
IX. The next scheduled Board meeting will be January 13, 2009, at 2:00 p.m. in the Clubhouse Board room
X. Adjournment
The meeting adjourned at 2:50 p.m.
Respectfully submitted, Barbara Dunn