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March 27, 2013

Call to order: The meeting was called to order by President Betty Conant at 4:30 pm. 

Approximately 6 residents were in attendance.

Establish Quorum of Directors: Present were President Betty Conant and Treasurer Dennis Filler.
Accept Resignation of Secretary, Sarah Fraser: Dennis made the motion to accept the resignation of Secretary Sarah Fraser, Betty seconded, motion passed.

Appoint New Secretary, Brenda Dowd:  Dennis made the motion to appoint Brenda Dowd to be a Board member and take on the Secretarial position as an officer. Betty seconded, all in favor.

Approve Minutes of Past Meetings: Dennis motioned to approve the minutes of the November 8, 2012 Board meeting and the minutes of the Organizational Meeting held on January 30, 2013, as written and posted on the website. Brenda seconded, all in favor.
Financial Report: Manager Michelle Davis reported that as of February 28, 2013, the Association has $32,354.00 in the Operating Accounts and $206,095 in Reserve Funds. The association is only $243 over budget to date. The Association has $60,410 in receivables, but in March we have had some good luck with collections. One unit that the attorney said we would only be able to collect $950 on, paid the Association almost $14,000, and then sold it to a new owner. Two more units in collections were taken back by the bank, and we will have to write off about $4,500 on each, but the Association has funds set aside to cover these losses, and now the banks are responsible for the monthly fees and upkeep. Michelle asked the Board for a motion to use $6,537.00 from Road Reserves to cover the work done by Mike’s Masonry on the curbs and cracks in the roads. Dennis made that motion, Brenda seconded, all in favor.

Discussion on Painting Bids: Michelle noted that Dennis spent a great deal of time going over these bids and she appreciated his time and expertise. At this time, the two lowest bids are from Anchor Painting & DAB Painting, but they are not “apples to apples”, because one was asked to quote another “half” building also. After discussion, it was agreed that final prices will be obtained from those two companies for painting building #1695, and the two half buildings, #1785 & #1795, since they have a lot of brick façade on them.
It was noted that building #1765 hadn’t been painted since 2003. It will be checked.

Discussion on Security Bids: Manager stated that these bids were all over the place. All three companies bid what they THOUGHT we needed instead of what we asked for, so prices ranged from $6,900 for cameras only at clubhouse and entrance, to over $18,565 for cameras throughout, which would be monitored so that a voice could tell people to leave the area, or call the police if they were needed. Discussion ensued. There has been no more trouble since the one break-in and majority opinion was to drop this issue for now.
Approval to Use Reserves to Paint Buildings: This issue was tabled until accurate bids are obtained.

Owner Input: A resident asked about the foil in the window, window screens that need replacement, and speeding issues with one unit. It was noted that 3 letters have gone to this unit owner and the foil is promised to be removed by the end of this month.

A resident asked if they could just remove the window screens and not replace them. The Board agreed after this meeting, that the “look” of the Association is not lowered by just removing the screens and not replacing them. Anyone who does not open their windows and therefore does not need the screens is allowed to just remove them, but all were cautioned to keep the frames in case they are needed one day. 

It was noted that 40 letters went out to owners about their screens and/or screen enclosures needing repair or replacement. Some have already taken care of it. Michelle was asked to mail letters to those in Building #1695 to hold off on replacing their screens until AFTER the painting is completed. 

Set Next Meeting: Betty noted that we will schedule the next meeting after the new painting bids are received.
There being no further business, the meeting adjourned at 5:00 pm


Michelle Davis, CMCA, AMS, LCAM #17226
Community Association Manager