Minutes of the Board of Directors’
Wednesday, October 9, 2013
Call to Order/Establish
Quorum of Directors: President Kathie Heisey called the meeting to
order at 6:05 pm in the clubhouse at 7900 Greenboro Drive. Board Members
present were: President Kathie Heisey and Director Lucia Kirkpatrick. In
attendance by speakerphone were: Vice President Peter Engel, Treasurer
Hattie Martin, Directors Al Fassler and David Tarantelli. Secretary
Angelo Laviano was absent. A quorum was established. Lynn Hiott
with Reconcilable Differences was present.
Budget 2014 approval to mail
out to owners: Lynn reported that we were able to keep the monthly assessments
at $335 per unit, per month. We were having to not fully fund the reserves,
however, Hattie feels strongly that there is enough money in the budget
to complete the stairwell project with phase 1 and begin budgeting for
a new roof on the 200 building early 2015. Peter made the motion to approve
the mail out to the owners of the 2014 Proposed Budget as written, David
seconded, all were in favor with Al opposing. Kathie reminded everyone
that their vote counted and needed to be returned because if there was
not a majority of votes returned, then the Board would be required by law
to FULLY FUND the reserves at $622 per unit, per month. With the current
rate of $335 per month, this was to not fully fund the reserves, so please
everyone turn in their votes.
Straw vote for Security Deposit
for tenants: Frank presented us with the wording of the straw vote that
we would include in the Proposed Budget letter as: “Charge all incoming
tenants a refundable damage security deposit of $500.00 per unit to hold
in a non-interest bearing account until the tenants move out. This security
deposit would be held for damages to any common area, but not limited to
stairwells, concrete, pool property, etc…” Peter made the motion to accept
the wording written by our attorney for a straw vote. Al seconded, all
Lynn stated that each owner
would be asked to return their proxy no later than November 5, 2013 by
5:00 pm. Each owner would be voting on two items and have a straw vote.
They would vote on a CPA Audit or review for 2013 financials, and most
importantly on fully funding or partially funding the reserves for fiscal
year 2014, then the straw vote on security deposit from new tenants for
common area. Lynn also stated that the new amendment that was approved
and recorded would be included in the mail out for owners to place in their
Drainage update with concrete
repairs: Lynn reported that she had Mike’s Masonry return to the property
and re-evaluate the areas of concern regarding the drainage issues. We
had the trees removed and felt that he needed to see the areas to bid accurately.
He gave us a proposal of having 3 small areas at $1200 each, for a total
of $3,600, 3 large areas at $1400 each for a total of $4,200, and then
all the sidewalks that contained cracks and were becoming tripping hazards
for $1,000 in total. His complete estimate with a guarantee of the drainage
working properly is $8,800. The Board discussed this in further details
and Lynn was asked to consult our engineer Jim Emory to see if he had any
other concrete companies that could bid the job. Lynn did state that we
could get other bids, however, in past experience, Mike has always been
the best at what he does and by far the cheapest. This was tabled for next
meeting to approve.
Owner Input: None.
Schedule Next Meeting:
The next scheduled Meeting will be the approval of the 2014 Budget and
regular Board meeting, Wednesday, November 6, 2013 at 6:30 pm at the clubhouse
at Garrett’s Run.
There being no further business
to discuss, the meeting was adjourned at 6:55 pm by Kathie Heisey.
Lynn Hiott, CAM #35322