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 17^th, 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 8^th, 5:30pm.

11. Meeting Adjourn - Wanda Fleming moves to adjourn the meeting; Jean Feakes seconded it – the meeting adjourned at 6:35pm.