Wednesday, October 26, 2011
November Meeting
The November Board Meeting will be at the Douglas Library, November 8th, at 5:30pm.
October 12, 2011 DRAFT minutes
DRAFT – DRAFT - DRAFT
CROW HILL HOMEOWNERS’ ASSOCIATION, INC.
BOARD OF DIRECTORS’ MEETING
Meeting held at Juneau Downtown Public Library
October 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
Wanda Fleming, Treasurer
Sheila Box, Secretary
Members at Large, Patricia Young, Tresvant “Tres” Causey III, and Jean Feakes
Property Manager Duane Gates was present, Wayne Bundy was present.
Michele Metz, Vice President – was absent
2. APPROVAL OF AGENDA: Wanda Fleming moved to approve the agenda as presented, with one addition by Wayne, Jean Feakes seconded. The agenda was Approved.
3. INTRODUCTIONS AS NEEDED: There were none.
4. APPROVAL OF September 2011 BOARD MEETING MINUTES: Wanda Fleming moved to approve the September minutes as written, Jean Feakes seconded. The minutes were Approved.
5. OWNER COMMENTS AND QUESTIONS: Wanda Fleming mentioned that the insulation to her condo was done very well.
6. PROPERTY MANAGEMENT REPORT ON DELIVERABLES: Wayne noted that a prospective buyer approached him asking if the board would approve a window on the south facing side of the building in unit 2150B for a prospective buyer. Iris noted that the buildings look a certain way, and once in, even if the new owner pays for it, the window is the responsibility of the association. The request for a new window was not approved. Iris asked about the letter from the attorney’s office to a homeowner for nonpayment of dues. The management company suggested the board now proceed with legal action on collection of back dues of approximately $1,700. The board agreed to proceed with legal action to collect the back dues. Wayne noted that the water pipe replacement project is finished, except for one building, G, where the city needs to come in and replace the meter. There was some trash left at the work site, and the board discussed holding back funds from the final billing to pay for the cleanup.
7. OLD BUSINESS:
a. Snow Removal Contract – The low bidder did provide two letters of recommendation. The board discussed the bid, and the cost for hand shoveling. Wanda Fleming moved to accept the Frontier Service bid for snow removal, and Tres Causey III seconded. The motion passed.
b. Noise Complaint – The board addressed a noise issue regarding two units in building C, which has been ongoing as far as the board being notified, since June of 2008. It was noted that the complainant had retained council and that the association had received a notice from the complainant’s attorney. Duane noted that since a letter from a lawyer had been received, the board should not discuss this issue and turn it over to the association’s attorney immediately. Patricia Young moved that the noise issue be turned over to the association’s attorney for resolution and advice, Jean Feakes seconded. The motion passed.
c. CHHA Rules for Owners and Tenants
i. Review and Update as needed
1. Flooring – skip for now
2. Owners leasing carports for winter storage – Iris noted that the rules do cover use of carports, which are for owners use only.
ii. Other updates – the contact information for current realty information needs to be updated, arrears over $500, and current board information all need to be updated. Wording on page 6 needs to be changed to read ‘trash’ as cigarettes should not be smoked on decks now. Patricia Young has an electronic copy of the rules and said that she would update them. Jean Feakes asked if a speed limit could be posted in the parking lots. Duane noted that moveable speed bumps could be purchased for $700 each.
d. Recertification - Wayne noted that Catharine Sayer at Wells Fargo is collecting and will submit the FHA paperwork. Duane stated he still needed a reserve schedule. Iris gave him the one the board preliminarily adopted at a recent meeting, which Duane and Wayne have electronic copies of. Wayne said that the certification timeline changed recently, and they were not informed of the renewal date, and several loans had gone through without recertification. AHFC paperwork has been submitted.
i. Report of Reserve Schedule Meeting of October 1, 2011 – Iris and Wanda attended a work session with Duane. They went over California law regarding reserves; review information from the walk around board members did to update the reserve schedule, and explained the process to Iris and Wanda at that meeting. Iris noted that it is important for board members to be involved in the reserve scheduling; so that the board has a solid understanding of what large projects cost, and how long they should last, so that upkeep of the units could be planned and maintained.
Skipping back to 3. Guest - Andrew Engstrom 2194B, came in as a guest, and asked about an extra window for unit 2150B. The board noted that the item had already been discussed.
7. Old Business – Continued
e. Fire Update –
i. Construction report - Iris said construction would begin on October 17th, Monday. Wayne said he would place the parking signs for the new configuration over the weekend, and that the duration of the project would be two weeks, for the wall and the carport – though the contractor is still working on the permit for the carports with the city, because the old post construction, having them buried, is no longer code. New earthquake codes call for the posts to be mounted on cement foundations with shear load fittings at the top and bottom. So it’s a matter of redesigning the structure so it will still be useable and look nice.
ii. Wayne said that the insurance company is dictating the approval of the plans for the carport, as the claim for the rebuild is under their purview. No further information regarding the payout from insurance has been forthcoming.
iii. Iris noted that the bills need to be coded correctly.
f. The Window group has been renamed the “Maintenance Plan Team” or MPT.
8. New Business – There was none.
9. Board Requests of Deliverables from Property Management team – Get the Recertification finished, turn the past due homeowner over to the attorney for collection, and turn over the noise issue to the attorney.
10. November Meeting – It was noted that Sheila Box would not be continuing as secretary, and she noted that she would create two one-page procedure documents, one for the minutes process, and one for how to manage the blog. The next meeting was set for November 8th, 5:30pm.
11. Meeting Adjourn - Wanda Fleming moves to adjourn the meeting; Jean Feakes seconded it – the meeting adjourned at 6:35pm.
Wednesday, October 12, 2011
October 12, 2011 Board Meeting Agenda
Crow Hill Homeowners Association Inc.
Board of Directors Meeting
Wednesday, October 12, 2011
5:30 – 8:00
Douglas Public Library – Meeting Room
1) Call to Order
2) Approval of Agenda
3) Introductions as needed
4) Approval of September 2011 Board meeting minutes
5) Owner Comments and Questions
6) Property Management Report on Deliverables
7) Old Business
a) Snow removal contract
b) Noise complaint issue
c) CHHA Rules for Owners and Tenants
i) Review and update as needed
(1) Flooring
(2) Owners leasing carports for winter storage
d) Lending institution recertification update
i) Report of status of Reserve Schedule Meeting of October 1, 2011
e) Fire update
i) Construction report
ii) Report on current status of insurance settlement
iii) Proper financial coding of fire costs
f) Projected FY13 Window replacement – work group report
8) New Business
9) Board Requests of Deliverables from Property Management team
10) Schedule November Meeting
11) Adjourn meeting
September Minutes
APPROVED
CROW HILL HOMEOWNERS’ ASSOCIATION, INC.
BOARD OF DIRECTORS’ MEETING
Meeting held at Juneau Downtown Public Library
September 13, 2011
1. CALL TO ORDER AND ESTABLISHMENT OF QUORUM: The meeting was called to order by President Iris Frank at 5:26 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 (arrived at 5:45p.m.) and Tresvant “Tres” Causey III and Jean Feakes
Property Manager Duane Gates was present, Wayne Bundy was absent with the flu.
2. APPROVAL OF AGENDA: Wanda Fleming moved to approve the agenda as presented, Jean Feakes. The agenda was Approved.
3. INTRODUCTIONS AS NEEDED: Lilly Walsh, “C” building E, 2156 was present.
4. APPROVAL OF August 2011 BOARD MEETING MINUTES: Jean Feakes moved to approve the August minutes as written, Wanda Fleming seconded. The minutes were Approved.
5. OWNER COMMENTS AND QUESTIONS: Lilly Walsh commented on a noise issue she was having with a bathroom fan in the unit below hers which is not working correctly. Iris addressed the issue and noted that the owners were asked to replace the fan.
6. PROPERTY MANAGEMENT REPORT ON DELIVERABLES: Iris asked if Wayne had issued a letter to a delinquent owner, Duane was not sure but said he would check. It was noted that the items that had been stored in the carport are now gone, so it is presumed a letter went to that owner. Signature cards were distributed to officers, and cleanup on the carport has been done. A check register was included in the packet to the board for this meeting.
7. OLD BUSINESS:
a. Financial – FY2012 Budget Review: Duane noted that he and Iris worked on the format of the budget, and that a few line items had been combined. Operating budget = current year, where the dues go for day to day operations. Reserve = long term, projects for more than one year. Cash on hand = how much cash we have, which is separate, but affected by the other two budgets. The FY 2012 net Operating budget shows that $90,000 is going into reserves this year, minimum by FHA standards is 10% of homeowners fees, or for Crow Hill $32,000. Reserves budget shows the increase of $90,000 and expenditures for water meter and insulation costs of $48,000. Fire damage is not yet included, as insurance is still pending. The net increase to reserves is $42,000 plus Operating cash of $50,000 cash on hand at the beginning of the year, and should remain the same. $73,000 existing funds in Reserves, plus $42,000 = $116,000. So the Reserve budget plus Cash on Hand budget for the end of the year should be $156,000. The board set a meeting with Duane to go over the budgets and budget principals in depth at Exit Realty on October 1st, at 3:00 p.m. Duane suggested the owners get an invitation to this meeting as well.
Skipping to 8a. – Reserve Schedule – Duane noted that each part of the condo (i.e. the roof) should be noted – when it was replaced, how long it is expected to last, and how much it is expected to cost (approximately) so that the association can put away a small amount each year to equal the amount expected to be needed for future repairs. FHA says that a reserve schedule analysis is a required part of the FHA approval process, which is why Duane says they have started the process. He noted that the FHA package outlining how to do this is more complicated and difficult to read than the one he gave the board. Sheila asked why it was allowed to expire. Duane said it expires every other year and you have to resubmit and recertify. Duane noted for the record that the boards at the other property associations he works with do their own reserve schedules, he just helps them to understand it. Wayne does ours, as he is our property manager of record. The monthly set-aside for Crow Hill should be $16,900 per month, in order to catch up and be fully funded at $203,000. Michele Metz moved to adopt the reserve schedule as presented, Jean Feakes seconded it. The motion was Approved.
It was noted by Iris that the AHFC approval has also expired, as noted on the AHFC website. The board discussed that it was a two-year process, changed to one year, and that Wayne had been asked to complete this paperwork. Duane noted that the approvals take between 2 weeks and 2 months. Iris noted that Sheila is a member with a condo for sale, but that the association also has a vested interest in remaining on both of these lists without pause.
Back to 7b) Fire Update
i) Iris said the police have a person of interest, but not someone in custody. Insurance settlement is ongoing, the adjuster was in the hospital, so the process is delayed.
ii) Rock Wall bids – Several bids came in at about $60,000 – and we could rebuild just the small section behind the carport, but the entire wall will need to be replaced before too long anyway, so doing it piecemeal would likely be more expensive. It was noted that the drainage problem at the dumpster would also be addressed and possibly lessened as a result of the rebuild. R&M Engineering firm was involved, and the companies bid based on that engineers report. Bayshore Landscaping, our current landscaper, would like to be involved, but proposed that another construction company do the work and subcontract him for part of the work, as he is not a big enough firm to bid the whole project. There were 3 bids. Bicknell Construction at $69,000 – Arete Construction at $49,000 - and $58,000 for the Channel Construction/Bayshore combination. Duane suggested the board decide to go ahead with the project as a $61,000 project, and empower someone on the board to finish getting a contract from Channel and make the final decision. Iris noted that the association has already contracted with Bicknell for the carport rebuilding, and we might realize some savings by having them do it all. Tres noted that cash flow may be a problem depending on what we can work out with the insurance company. Iris said that it didn’t matter, since the engineers report stated the rock wall needed to be replaced, and now was the time to do it with the carport out of the way. Wanda Fleming moved that the association move ahead with the rock wall replacement, and that we approve the president to accept a final bid not to exceed $61,000. Jean Feakes seconded. There were a few questions about the details, for example whether the rock wall and carport done together would result in a cost reduction, and whether the president was willing to take on this responsibility. The motion was Approved.
7.c) Window Replacement group – didn’t meet. Sheila noted that Wayne had been asked several times to get permission for Sheila to come and photograph new windows so they could be posted on the blog, but he had not done that. Sheila also noted that there was a blog created, and she would be happy to teach someone how to update the blog if the board would like to continue that.
8. b) Snow Removal Contract – There were 2 bids, and a third one on the way.
Carl’s and Frontier Services were given. Carl’s has been doing the units for a while. Each operator priced out the contract in a different way, by hours or by equipment and number of times they came. Sheila asked if the association has a year to year estimate on the number of hours it usually takes to do the job. We do not. There was a question about whether ‘hand shoveling’ meant the stairs and balconies, or just when an operator had to get out of the truck for something.
Wayne was called to clarify that “hand shoveling” did mean stairs and balconies – and recommended we go with Frontier as it would be cheaper. Sheila asked if there were references for Frontier, as the shoveling is so much cheaper we are not sure they could do it. Wayne said he could get references. It was decided to table the discussion for now, until a few questions could be clarified, and empower the president to poll the board via email, and accept a bid after taking an email vote.
(Email Vote -
9. Board Requests of deliverables from Property Management team –
i. Whether a letter via the attorney to the person who is long delinquent with dues went out last month
ii. AHFC and FHA Recertification
iii. Rock Wall process finalized
iv. Who has new windows for photographing
v. Snow plow references
vi. Committee meeting – Windows – Duane noted that a few years past, the association did repairs building by building, instead of project by project. Sheila asked if doing the projects one way or the other would make a significant cost difference – Duane said probably not, and it makes more sense to him to do it building by building. He recommended a new group look at the maintenance plan for the entire complex, look at it building by building, and roll the windows into that discussion. He noted that board members and owners need to be on this committee. Iris suggested the windows committee be reformulated to be a maintenance committee, who would look at the association as a whole. Michele noted that the membership needed to be informed so they could participate. The following members said they would serve on a maintenance committee: Michele Metz, Iris Frank, Lilly Walsh, and Wanda Fleming said that she would chair it. This committee said they would meet in the next two weeks. Homework for this group was to get together and look at the condition of all the buildings within the next 10 days, and write down what each building needs.
10. October meeting – October 12th, Wednesday, 5:30 p.m. at the Douglas Library
11. Jean Feakes moved that the meeting be adjourned, the meeting Adjourned at 6:45 p.m.
September 12, 2011 Meeting Agenda
Crow Hill Homeowners Association Inc.
Board of Directors Meeting
Tuesday, September 13, 2011
5:30 – 8:00
Douglas Public Library – Meeting Room
1) Call to Order
2) Approval of Agenda
3) Introductions as needed
4) Approval of August 2011 Board meeting minutes
5) Owner Comments and Questions
6) Property Management Report on Deliverables
7) Old Business
a) Financial - FY 2012 Budget Format Review
b) Fire Update
i) Insurance settlement
ii) Rockwall bid -
c) Projected FY13 Window replacement – work group report
8) New Business
a) AHFC recertification – review Reserve Schedule
b) Snow Removal Contract
9) Board Requests of Deliverables from Property Management team
10) Schedule October Meeting
11) Adjourn meeting
August Minutes
DRAFT – DRAFT - DRAFT
CROW HILL HOMEOWNERS’ ASSOCIATION, INC.
BOARD OF DIRECTORS’ MEETING
Meeting held at Juneau Downtown Public Library
August 9, 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, Jean Feakes
Property Manager Wayne Bundy was present, Duane Gates was absent with a broken arm.
2. APPROVAL OF AGENDA: Iris asked that item 7.a) New budget format, and 8.b) new reserve schedule both be taken off the budget as Duane was unable to be here. Sheila asked that window replacement work group be taken off as group was unable to meet in July, although a new date needed to be set. Wanda Fleming moved to approve the agenda as amended, Michele Metz seconded. The revised agenda was Approved.
3. INTRODUCTIONS AS NEEDED: There were none.
4. APPROVAL OF July 2011 BOARD MEETING MINUTES: Jean Feakes’ name was misspelled, which will be corrected. There were no other corrections to the minutes. Michelle Metz moved to accept the July 2011 board meeting minutes, Wanda Fleming seconded. The minutes were Approved.
5. OWNER COMMENTS AND QUESTIONS: There were none.
6. PROPERTY MANAGEMENT REPORT ON DELIVERABLES: Note regarding the fire from last month was completed, signature cards for the bank will be coming this month according to Wayne, and the carport cleanup has begun. A check register was also requested, and will be coming next month, as it was a new item, and Wayne was unsure what was intended. Overdue dues list was discussed, and appropriate action will be taken against one owner who is very overdue.
7. OLD BUSINESS:
a. Financial – FY2012 Budget Review: Iris noted that the discussion last month indicated that the 10% she thought needed to be in reserves could also be spent on capital projects. So if the $47,000 insurance check is credited, and the $47,000 carryover is figured in from last year, the association actually came out $11,000 ahead. She would like to send this out to the owners once it’s checked, with the old format and new format. For the current year budget, it looks like there is $42,000 over, but the association may spend that in association with the fire. Iris noted that when she first came to the association, it had over $240,000 in reserves, and now is down to about $83,000 in reserves, so anything the association can do to rebuild those reserve accounts should be done, and has ramifications in terms of certification for lending organizations. Duane should be involved in that conversation, so the board should discuss it again next month. In addition a few line items in the budgets were going to be combined, and that will also be explained next month.
b. Maintenance and Complex upkeep – There was discussion regarding items left in community areas, and the fact that one unit on the upper level has been fined four times now for the same items left out, and is up to $100 per fine at present. Wayne clarified that the carports are limited common elements, owned by the association, over which the association has limited judicial control. This means that the association does have the legal authority, with proper notice, to notify the owner that if the items are not removed, according to the bylaws, within 30 days the association will come and remove the items and take them to the dump. It was noted that the association would need to photograph the items as they are now, be specific in the notice regarding which items would be removed, and that the owner would be charged for legal and trash fees. The board directed Wayne to get the legal representative involved and draft a letter notifying the owner that in 30 days the property would be removed and legal and trash fees would be levied.
c. Fire Update – Three bids by Brown Built Construction for $45,000, M&M Services for $44,000, and Bicknell Construction for $26,000 were received. All three bids may be viewed upon request at Exit Realty. The board clarified that all bidders are required to use equitable building materials in order to meet current building codes, and that there will be no overage allowed. The lowest bid, by Bicknell, also had the CBJ permit included. Items not included in the current bid that have been listed in the insurance claim are the rock wall and the four windows in D building that were affected by the heat. It is very likely the rock wall will need to be replaced. We are still waiting for a final decision from the adjuster in Anchorage, who initially offered the association $25,000 – at which time Wayne went back to them and reminded the insurance adjuster that the landscaping, rock wall, windows, and concrete slab for the base of the carport would also be included in the fire damage. It was determined that Bicknell has also done satisfactory work for the association before. Wayne noted that the rock walls around the complex will eventually need more work, and that replacing the rocks with some form of concrete or formed structure will probably be needed, and since the rock wall damaged by the fire has a creek behind it, it will be replaced first as part of the insurance settlement for the fire, and other walls would need to be made to match as they are replaced in the future. We know we will get at least one bid on the wall, including Brett who does the landscaping. Brett also determined that most of the trees will probably survive, with proper trimming. Wanda Fleming moved to accept the bid from Bicknell to replace the carport structure. Jean Feakes seconded the motion. The motion was Approved. The board directed Wayne to have the contractor begin cleaning up the soot and beams now, as part of the contract. Wayne noted that the police have caught a suspect who will be charged with the Crow Hill and other fires around town. Wayne noted that we should get a report from the fire marshal that we could disseminate.
d. Window Replacement – Sheila noted that she has spoken with Wayne about the windows, and needing to get him to find someone who will let her take pictures of new windows which could be posted. She reported that we should have gotten people’s names who wanted to be on the window committee at the annual meeting, but that the association needed to be notified of the window committee. Sheila said she would hold a meeting on the 31st of August at her house, for people interested in windows. Iris noted that a window has already been chosen, so the scope of the committee would need to be defined, including how to pay for the windows, either all at once or in stages, and what the financing options are. Sheila noted that as there were not even enough votes at the annual meeting to go forward, it seemed clear that people didn’t have enough information, and wanted pictures of the windows, so part of the window’s group goal should be gathering information they think people want, and to drum up enough excitement and interest to get people to vote on the windows. Iris suggested putting a note in the next mailing, saying that she wanted to hold another vote in November, although that may be too ambitious and January was probably more likely. It also is more difficult to reach people without updated email addresses, of which there are few on the owner list. Sheila said she would try to draft a notice which Wayne will send out in postcard form with the next mailing at the end of the month before she leaves, to meet at 5:30pm on August 31 at her house.
8. New Business –
a. Dissemination of Information – Sheila has created a blog online, which she presented on a laptop computer. She noted that it was not as easy as she had hoped to make a blog “members only”; it would be a completely public online presence. However, no one can change what the association puts up, and the decision to allow comments could be made at a later date, and comments could always be turned off if necessary. The current page could have several static tabs at the top, which would always be there. One could be “About this blog” describing the purpose of the blog, what it’s for and what it’s not for, one could be a tab for the association bylaws, so they would always be available. Currently she also made a tab for the fire, which includes pictures, the contact information for the fire marshal, and a link to the Juneau Empire story. The current blog also has a small survey posted, which people could do online, and the draft minutes are the current ‘post’. The address is www.crowhillalaska.blogspot.com. While it’s unclear if people will use it; it is the easiest and fastest way to get pictures and information that is not required to be legally issued (which the board would still have to mail). Potentially that could include lost pets, garage sales, etc. it could be as broad or as narrow as the board wanted. Iris suggested that a survey should also be mailed, and that people would need to be notified in the minutes that it is available. Michele asked if there could be a counter to see how many people looked at it. Sheila said she thought there could be a counter. Sheila also suggested that the association put up small bulletin boards at the four mailboxes, which someone would also have to ‘police’ once a week or so, to help develop a sense of community, where people could post lost pets, garage sales, free stuff, or the board could post information about cleanups, and meetings. Iris noted we wouldn’t have the money for bulletin boards this year. Sheila also said that with some increased communication and emails, the agenda could go out on the blog or via email as well, and maybe people would come to the meetings to address items they are interested. Iris asked for a link to the blog. Tres noted that an email about an upcoming meeting should contain the date, place and time of the next meeting in the subject line, and that the blog is another way to advertise the meetings. The board thanked Sheila and recommended the process to expand communication go forward.
9. Board Requests of deliverables from Property Management team –
i. A letter via the attorney to the person who is long delinquent with dues
ii. A letter via the attorney to the owner who’s tenant is storing items in common areas regarding removal of those items
iii. Signature cards for the board members
iv. Bid on the rock wall
v. Check register for next month’s meeting
vi. Direct contractor to begin cleanup of the carports
vii. Blog information from Sheila, and possibly a survey regarding preferred communication to all owners.
10. September meeting – September 13th, 5:30pm at the Douglas Library
11. Wanda Fleming moved that the meeting be adjourned, Jean Feakes seconded, the meeting Adjourned at 6:30pm.
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