Minutes of the Board of Directors’ Meeting
Wednesday, January 25, 2012
Call to Order/Establish Quorum of Directors: President Kathie Heisey called the meeting to order at 7:00 pm in the clubhouse at 7900 Greenboro Drive. Other Board Members present were: Vice President Peter Engel, Director Al Fassler, and Treasurer Hattie Martin. Secretary Marion Geiger was absent. A quorum was established. Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Sal and Nancy Ferrara, Francis Grady, Fred Sohlstroma, Rita Valentino, Ken and Barbara Snella, Josephine McLeon, Cathy Griffith, Rima and Angelo Laviano, George Klice, Rose Marie Culhone, and Patricia Engle.
Approval of the Board Meeting Minutes of November 2 2011: Peter made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice vote.
Approval of the Budget Meeting Minutes of November 30 2011: Peter made a motion to approve the minutes as written. Al seconded the motion and it passed by unanimous voice vote. Lynn stated that the minutes would be posted to the website at www.reconcilabledifferences.net .
Collections/Legal Update: Lynn reported that unit 510 the daughter is taking over and has asked for a payoff letter, which is just under $10,000. Unit 808 has requested a cost deposit to move forward with the foreclosure. Unit 902 has a sale date of February 22nd and if the association takes title then the attorney will issue an eviction within 48 hours. Unit 406 was closed for false accusations. Unit 805 was sold to US Bank and the association is entitled to everything that is owed, closed February 6th with new ownership. Unit 308 was closed for false accusations. Unit 508 paid in full, Unit 709 and 613 remain active in payment plans. Unit 218 has asked for a payoff letter from attorney of $16, 200. Unit 603 continues to move forward with the foreclosure procedures. Larsen and Associates continue with their new cases and are moving aggressively. Hattie reported that with all these updates the amounts from the A/R will decrease by $17,000.
Re-Roofing Update: Lynn reported that there is currently a lawsuit that Jason Duff filed against Garrett’s Run Association and are currently in litigation. Joe Herschel Company has been retained to finish the roofing of building 500 and 700, which work should commence on February 20th and completed by March 1st, which will allow the association to receive the Tamko labor certifications. Joe Herschel Company bid for vinyl to be placed on each stairwell to cover the exposed nails at $475 per stairwell. The Board requested this topic to be tabled until next meeting.
Manager’s Report Lynn reported that while looking through the insurance policy’s discovered that there was no coverage for worker’s compensation for volunteers on the property, which she initiated a policy to be written. Also the fidelity bond was under as well, so this was increased to $300,000 for an additional cost of $65 per year. The office personnel is no longer with Reconcilable Differences due to the fire that occurred at the management office and Lynn stated that this need is not required at this time and the Board could look into this further at a later time. Lynn reported that Vance has done an excellent job in painting the electrical and phone room doors to give the complex a cleaner look and has completed buildings 100 and 200, even though this is a slow process, work is being completed. Pressure washing of the sidewalks has been completed this year and the buildings are being discussed and are currently accepting proposals from commercial cleaning companies as there are no water connections on the back of the buildings. Vance will attempt to mist the northern buildings to see how this does. This item will be discussed at the next meeting. Lynn reported that new furniture in the back of the clubhouse had been purchased and looks great. Now owners can enjoy their time outside under shade in rocking chairs.
Parking Decals and Parking spaces: Peter stated in consideration of owner’s concerns, the Board recommends that every unit owner that presents a car registration and driver’s license will be issued up to two decals per unit with two visitor passes. If a tenant comes in to retrieve their parking decals, a current lease MUST be in the file or no decal will be issued. A decal allows owners or tenants to park anywhere in front of their buildings. March 1st will begin the towing of illegal vehicles on Garrett’s Run property at the owner’s expense. Appointments can be made with management for issuance of decals after normal business hours.
Ratify past expenses with in-between Board actions: Due to the Board not having a meeting in December, the following expenses need to be ratified and they are:
Carpet in Rental unit: Lynn reported that three bids were received for replacing the carpet in unit 906 with Chapman biding $1691; Floor Trader bidding $1623; and Carpet Fashions not following bid procedure. Al made the motion to accept Chapman’s contract for $1691 to replace the carpet in Unit 906. Peter seconded the motion and it passed by unanimous voice vote. Lynn reported that this fee will be charged to the unit. It was reported that the rental unit was renting for $550 per month, $500 security deposit and a $50 administrative/background fee. The lease was signed with a tenant for 12 months.
Reserve Study: Hattie
reported that the Reserve Advisors came in with the best bid of $4,500
and that the reserve had the money for this study. She stated that this
expense is needed approximately every 10-15 years and the company will
do a follow up study every 5 years. The study will assist the association
in determining if the reserve funds are being spent properly and putting
projects into priority listing. This topic will be tabled for the next
board meeting so that the company can come out to have a meeting with the
Board members to discuss the contract more in depth.
Owner Input: None
Next Board Meeting: