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CROW HILL HOMEOWNERS’ ASSOCIATION, INC.
BOARD OF DIRECTORS’ MEETING
Meeting held at Juneau Downtown Public Library
July 12, 2011
1. CALL TO ORDER AND ESTABLISHMENT OF QUORUM: The meeting was called to order by President Iris Frank at 5:30 p.m. A quorum was established with the following board members present:
Iris Frank, President
Michele Metz, Vice President
Wanda Fleming, Treasurer
Sheila Box, Secretary
Members at Large, Patricia Young and Tresvant “Tres” Causey III
Absent was Member at Large Jean Feaks
Duane Gates of Exit Realty was present, Property Manager Wayne Bundy joined via audio.
2. APPROVAL OF AGENDA: Michele Metz moved to approve the agenda, Wanda Fleming seconded. The agenda for the meeting was approved with no additions.
3. INTRODUCTIONS AS NEEDED: Lilly Walsh, owner, Building E, Unit C joined the meeting at 6:30 pm.
4. APPROVAL OF PAST MEETING MINUTES: Tres Causey III moved to approve the May 2011 Board Meeting, Wanda Fleming seconded. The minutes were approved. Duane Gates noted he needed a copy signed by the President and Secretary. Wanda Fleming moved to provisionally approve the minutes from the June 22, 2011 Owners meeting, subject to the final approval of the owners at the next owners meeting. Sheila Box Seconded. Iris Frank moved to approve the June 22, 2011 board meeting minutes, Michele Metz seconded.
5. OWNER COMMENTS AND QUESTIONS: There were none.
6. PROPERTY MANAGEMENT REPORT ON DELIVERABLES: Duane Gates went through the budget information with the board, and explained the process Exit Realty uses to utilize the budget to track and organize payments to vendors. The board discussed with Duane doing away with an adjusting entry approach to the budget, and how that will be easier for the board and owners to follow changes to the annual budget. Sheila Box suggested that the assets account be tied more closely to the budget, so that additions and subtractions to that account can be tracked. Duane offered new board members a one hour tutorial on the accounting whenever they would like. Duane recommended a check register be included for the board’s review each month, Iris concurred, noting that a few checks were written that probably should not have been, for example for a garbage disposal hose replacement in one unit, a toilet replacement, etc.
7. OLD BUSINESS
a. Financial – FY2012 Budget Review: Iris and Patricia handed out 2 budget pages. Iris stated we were not really $75,000 in the hole, but closer to $25,214 ahead, except for the $31,000 payment which needs to be made to the reserve account which wasn’t, so we would be $5,786. In the hole. Duane stated that there needs to be a line item for the fire damages, so that it is easier to track the expenses and payments in the accounting, which is different from the budget, which represents a projection of expenditures, rather than actual expenditures. We do take funds out of reserves for capital projects (like the painting) from time to time, which makes those projects not maintenance (an annual, reoccurring expense) but special projects which should be budgeted for. FHA Guidelines states the transfer to reserves needs to be equal to or greater than 10% of the dues, and the reserves must be sufficient to cover the deductible on the association’s insurance for the total loss of all units (which is $38,000). A reserve schedule should cover every major element of the association (roofs, painting, paving, etc.) which will need replacing or updating on a scheduled basis (i.e. every 5 years, every 10 years). The combination of the FHA guideline and the cost associated with the reserve schedule for upcoming large projects should drive the amount that is placed in the reserve account every year, in order to avoid assessments. The annual meeting approved budget was for $312,000. The only big adjustments to that budget were increases to the landscaping by 6,000 and to the insurance by 39,000. There was some discussion regarding movement of minor categories like bank charges into property management, and income tax into legal and audit. The FY12 budget figures show that the association would then put $91,000 into the capital reserves budget. Wanda Fleming moved to go ahead with the operating budget as presented for FY12, Tres Causey seconded. The motion was Approved. There was a little more discussion regarding the reserve budget amounts. Wayne Bundy joined the meeting via audio. Wanda Fleming moved to approve the FY12 Reserve budget projects, 13,500 for the water meters, and $35,000 to complete insulation of buildings D, E, and F. Michele Metz seconded. The motion was Approved. Wanda Fleming moved that the board officers; Iris Frank, President, Michele Metz, Vice President, Sheila Box, Secretary, and Wanda Fleming, Treasurer, be the approved signatories for checks. Michele Metz seconded. The motion was Approved.
b. Maintenance and Complex Upkeep – The situation with the grill and bikes in a common area at the upper level was discussed, the renters have been fined twice already. Kyaks have also been noticed in a parking space in the middle level. Iris suggested that a notice be sent to all owners to warn them that anything left in a common area will be removed and the owner will be charged for removal. It was clarified that the waterside decks are limited common elements, and the door side decks are common elements, which must be kept according to the association’s rules. Duane suggested that the board could legally issue a notice that objects left in common areas would be considered abandoned and could be removed after 30 days. The board could also hand over the authority to issue fines according to the fine procedure to Exit Realty, so that Wayne could act on fineable offences at will. Iris Frank moved to give Exit Realty authority to follow the associations published rules and guidelines and issue letters and fines as appropriate under the fine structure, and courtesy copy the board as soon as any notice or fine is levied.
Patricia Young seconded. The motion was Approved.
8. NEW BUSINESS:
a. Fire Update – Fire investigation is ongoing. The fire has been deemed suspicious. The investigator requested that anyone with any information contact: Daniel Jager, Fire Marshall, Capital City Fire and Rescue, dan_jager@ci.juneau.ak.us or phone 586-0260 fax 586-8323. A note will be included in the bill for next month. There was some discussion about the cars and the burned structure, recognizing that the owners might need some time to move their cars, and that at least part of the frame should be moved now, as it is dangling in such a way that might impede car removal. Wayne noted he is waiting for bids from contractors, which will also include the rock wall behind the carport, and several windows directly across from the carport that will need to be replaced because of the heat. It was decided that M&M Construction could do the initial dismantling of the carport and a pile of dirt that is in the way of car removal now.
i. Dryer Vents – this project is completed.
b. Window Project – Michele Metz, Sheila Box, Wanda Fleming, and Lilly Walsh will form an ad hoc window committee to address concerns about the project, and collect information that may be necessary to make sure the owners receive information needed to advance this project. This committee may add members and may meet separately from the board.
c. Removed from the agenda
d. AHFC Recertification – Review Reserve Schedule. Iris will work on this and present it at the next meeting.
9. BOARD REQUESTS OF DELIVERABLES FROM PROPERTY MANAGEMENT TEAM: At this meeting the following items were requested of Exit Realty: A note in the bill about the fire and who to contact; Signature cards for the bank; Taking care of the carport and dirt blocking car removal; Adding a check register to the documents presented to the board each month.
The meeting was adjourned at 7:45pm
