June 2010 Board Meeting Recap

*The below notes are NOT official minutes and are a recap. For full text, contact a board member.*

Minutes of the Board Meeting
MacLaren Hill Condominium Association
June 22, 2010

1392 Carling Drive Lounge
Present: Jon Guyer, Richard Robbins, CarolAnn Winther, Caitrin Mullen, Greg Barron, and Catherine Mason.

Absent: Allison Sandve
JSP: Jason Parr, (Property Manager), Shannon Moraga.
Homeowners: Rebecca Hess, Erv Berg and Joan Meneghel

Homeowners’ forum

The meeting began at 7:00 p.m. with the following business transacted during the homeowner forum. A homeowner provided a request for a satellite dish that would be placed on the side of the building on a metal post or attached to the building with cable coming in through the patio doors. In the discussion it was made clear that from a landscape point of view, placement might be an issue. It was felt that a free-standing post might be more permanent looking. Putting the cable in electrical box conduit to dress it would be preferred from an aesthetic point of view. Once the vote is taken (later in the meeting), the homeowner will be informed of the decision by JSP. Another topic was the unresolved issue of smoking on upper decks. The letter sent regarding the smoking on the deck above has not solved the problem. According to the current rules and regulations, the Board is able to assess fines as part of the enforcement procedure. However, the Board feels that it needs to be very careful in applying fines. It is necessary to be sure of the rules involved and to know both sides of the issues. Finally, with regard to requests for Matt to do work for individual owners, JSP is willing to provide owners with a list of reputable vendors who are licensed and bonded. Matt is not to do work for anyone on an individual basis.

Norman Taple of Gurstel Chargo, P.A. was a guest at the meeting. Mr. Taple is a senior lawyer with his firm and works with JSP on general consultation and dues collection. The association used another lawyer during the transition for questions. In the past, collections were handled by the law firm that was recommended by our management company. Mr. Taple and his firm are recommended by JSP to do the work of advising the association and to handle collections. The firm has a real-estate division that Mr. Taple works in. He is well versed in many aspects of real-estate law. They have a staff that specializes in post-judgement collection. At times, it is to the association’s benefit to proceed with foreclosure. This is done on a flat fee basis. They do not adopt the billable hour requirement for their associates, so they feel that they are more up front with clients regarding the cost of their services. Collections for Gurstel Chargo are done at a 28% contingency rate. Other hours are billed either at a discounted rate or on a flat fee basis.

Call to Order

The meeting was called to order at 7:40 p.m. The Minutes of the April 19, 2010 meeting were approved. The Minutes of the May 17, 2010 meeting were approved. Greg Barron moved. Jon Guyer seconded.

Reports of Officers

Treasurer’s Report

Included in the Board packet are the complete financial reports. This includes the dues summary, income statement, balance sheet, and check register. The Asset summary as of June 18 showed $40,259.97 in checking for Operating expenses and $229,627 in Reserves. We need shared-costs billing for Bigos from David Katz; final bank statements; and the audited financial statements for 2009 from Michael Mullen.

Committee Reports

Atrium Committee

Landscape Committee

A motion was submitted to accept the Outdoor Images bid to do the landscape project around the atrium buildings and the townhouses. Paul Lulick has proposed to do one building and then have the committee review the work. If we are not satisfied, we can terminate the project or tweak it. The committee recommended that the Board approve the $9, 235.00 for the townhouses and $8,625.00 for the atriums. The costs to be taken out of the $10,000 budgeted for 2010. Greg Barron made the motion. Jon Guyer seconded. The motion carried. With the signing of the contract, the work is scheduled to begin the week of July 5.

Social Committee
A call has gone out for people who are interested in a progressive dinner to contact Caitrin. It is developing as a combination pot luck and open house.

Rules and Regulations (ad hoc.)
A draft of changes to the rules and regulations was appended to the Board packet for consideration.

Management Report
An email distribution list is being suggested so that all homeowners whose emails are listed can periodically receive communications. Written documentation was requested for a claim for carpeting replacement in a unit damaged by water from ice damming. Jon will try to get information on whether this unit was included in the board-approved replacement project.


Old Business

Deferred maintenance and planning report—information on projects is included in the Board packet. This is for information only.

Owners’ requests—The owner’s request for a satellite dish was included in the homeowners’ forum. A motion was made to approve the request as long as the installation is professionally done and the cable is professionally dressed. The homeowner will also need to submit a signed form to indicate that she accepts liability if there is any damage to the property. Carolann Winther moved. Caitrin Mullen seconded. The motion carried.

Resident Directory—discussed under management report

Allocation of common expenses--tabled

New Business

Landscape Project—covered under landscape committee

Bigos update

Shared service billing—covered under financials
Projects
Garage security—the recommendation is for an electronic access system that would ensure a quicker and more targeted response to problems. It is estimated that this would cost the association about $10,000 to install and would be monitored by the management company.

Deck stain—in discussion with Bigos.