Town & Country Village Homeowners Association, Inc.
Date: 15 August 2002
Place: Senior Center
Attendees: President- Kathy Glendenning – Not Present
Vice President – Len Price – Present
Treasurer – Alan Hahne - Present
Member at Large – Ray Aduddell – Present
Member – Angie Eberhart
Secretary – Open
Property Manager – Sheryl Heidenreich – Present
Minutes:
1. Call to Order
Meeting Called to Order at 7:04PM
2. Approval of Prior Minutes
Minutes approved as presented for 20th of June 2002
3. Officer/Committee Report
Architectural Control Committee (ACC) – Len Price briefly discussed the procedures the walker takes when she finds Non-compliance. Recently there have been 3 issues of concern reported the Property Manager. They are dog poop; dog poop smell and window air conditioners. Once the resident was notified, the problem was taken care of. Other issues concerning garage doors and storm doors have been sent to the Property Manager who in turn forwards to the board members for approval. Several of these issue this past month.
Roads & Grounds – Ray Aduddell discussed that the board may be combining the ACC and Roads & Grounds committees.
Newsletter – Sheryl Heidenreich stated that there were a few volunteers to get the newsletter started by 1 Sept 02.
Special Assessment – Ray Aduddell discussed that the Special Assessment that was voted on at the Annual Meeting in July 2002 was rejected 2 to 1.
4. Homeowner Communication
a. Fred Graver asked the board if we could ask the attorney the question, “What if we, the association, default with the maintenance or maintaining the property?” Ray Aduddell noted his concern and stated we would address the question to the attorney and get it in writing.
b. Margarie Lewis addressed her electrical outage issue to the board. She brought her letters she had sent along with pictures. The pictures show the area to be in the common area behind her unit. She sent $877.00 in repairs to have this electrical issue resolved. Ray Aduddell stated the board would look into this situation.
c. Ruth Ann Watts delivered the ballots, proxies, etc of the Special Assessment to Angie Eberhart, the secretary of the board.
d. Debbie Buker addressed her roof issue. She stated she has not got any return phone calls or e-mails on her issue. Ray asked her to provide in writing, dates and times of when she called.
5. Financial Report
Alan briefly explained the balance sheet and the profit and loss statements. He explained in the near future there would be an operating statement provided at the monthly meeting. There are timing issues on the balance sheet and profit and loss statement that can be misleading to the homeowners.
6. Old Business
a. Travelers Insurance sent notice that they would not be renewing the association’s policy in October 2002. Alan briefly spoke about his conversation with Andy Cobb. Andy had stated that we might be able to get the same policy but with riders. He also stated that insurance premiums have gone up and that we were at a higher risk since our roofs were in bad repair. Andy will be meeting with the insurance brokers on 20 Aug 02 for additional information concerning our situation.
b. Special Assessment did NOT pass. Defeated 2 to 1. The board met with the opposition to get their opinion. The board has met quite a bit lately concerning the special assessment and getting a plan of action together. The board will be walking the premises in the next few days with a survey to get homeowner’s opinion and what they would like to see on the next ballot. Ray spoke with Erie Osborn about getting the roofs on before winter if the vote passed. Eric stated it would not be a problem.
c. Ray apologized for the Annual Meeting not going well. Lessons learned were: chairs in rows, microphone, no proxies and simpler ballots, faster sign in procedures, and possibly moving annual meeting to another location to accommodate all the homeowners.
7. New Business
a. Realignment of the board as follows:
Ray Aduddel – President
Len Price – Vice President
Angie Eberhart – Secretary
Alan Hahne – Treasurer
Sharon Roybol – Alternative (non voting member)
Kathy Glenndenning formally resigned due to workload increase and family matters that required more of her time. Thanks to Kathy for all the hard work!! Very much appreciated!
b. Mansonite Siding Claim Letter – homeowners should have received this letter in the mail. It will take another 2 weeks for the independent inspectors to complete the work. The association should have an answer within 8-10 months from the date of filing the appropriate documents with the court.
c. Cement bid – The concrete in areas are pretty bad and is another major concern of the board. The board requested an estimate although no work will be done. The board has received a very detailed breakdown. The estimate was in the amount of $118,736.09.
d. 20 Mile Storage – Ray Aduddell, President of the Board and Sheryl Heidenreich, Property Manager, took a look at what was in the storage unit and found only 11 boxes. These boxes have been moved to the shed, located by the pool, so we can cancel the storage unit. The board will be going thru the boxes to see what is in them. CNT Enterprises, a prior management company, shredded most of the old documents so we are basically starting from scratch.
e. Survey – As mentioned earlier, the board will be conducting a survey to get homeowner’s opinions on the special assessment. The board will use the results from the survey to make the ballot. The ballot will consist on only one choice and will have a Y/N. Ray stated that if the roof vote passes, there will probably be some weather delays but that will not cause the project to be cancelled. If the roofs, gutters and paint vote passes, the roofs will be done 1st and the paint and gutters will be done in the spring.
f. Office Space in downtown Parker – The board is exploring possibilities of renting office space in downtown Parker for $18.00 a square foot and some plus amenities. Presently the office space is at $1.77 square foot. Some of the possibilities are converting the shred into an office, subleasing and renting office space.
g. Rosewood Kiosk – The mailbox kiosk at the Rosewood location was replaced with a similar style. The board is having the others repaired to extent their useful life.
h. Swimming Pool – The swimming pool’s water level is 6 feet below the normal level. It would cost between $800.00-$1,600.00 to refill. Discussion was held and Len Price motioned to close the pool 2 weeks early. Angie Eberhart 2nd the motion. Written notice will be given to homeowners immediately. Other pools issues were the heater and the cover.
i. American Civil Construction Quotes – Quotes on tree spray and repairing the French drains were briefly discussed. The board was given an estimate of the problems and what it would cost to treat each issue. The board requested for Sheryl Heidenreich to get more information that will be brought to the September meeting so it would be discussed in more detail.
j. Property Managers Review – The board briefly discussed Sheryl Heidenreich review and pay increase. The pay increase never happened because the board has not approved it yet and the letter was not sent to the bookkeeper.
Ruth Ann Watts (Nominating Chairperson) gave Angie Eberhart (Secretary) the package of ballot, proxies, etc. from the July 18ths, 2002 Annual Meeting regarding the special assessment.
The meeting was adjourned at 9:07PM.
The next meeting is 19 September 2002 at 7:00PM at the Senior Center.
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