September 2002 Board Meeting Minutes
Date: September 19, 2002
Place: Senior Center
Attendees: President – Ray Aduddell – Present
Vice President – Len Price – Not Present
Treasurer – Alan Hahne – Present
Secretary – Angie Eberhart – Present
Member at Large – Vacant
Property Manager – Sheryl Heidenreich – Present
Minutes:
Meeting called to order at 7:04PM
Minutes approved as presented for 15 Aug 02. It was noted that the 2nd page was not completely copied and first part was missing.
Architectural Control Committee (ACC) – Ray Aduddell, President, stated that Len Price was on vacation but briefly stated that we were dealing with the normal standard approvals such as windows, doors and that nothing out of the normal issues.
Roads and Grounds – Ray Aduddell, President, briefed that the pool has closed for the season 10 days early because of maintenance. Ray also stated that Len has been working with the City of Parker on the water issue.
Newsletter – Sheryl, Property Manager, stated that the newsletter should be out in about 2 weeks. Ray Aduddell, President, ask for any inputs or articles for the newsletter.
Special Assessment – Ray Aduddell, President, stated this was an on-going issue. He stated that the board of director’s continues to have meetings to determine the next step in the process as issues with the bank and loan are revealed.
Ray Auddell, President, also stated that a survey was conducted in August. A door-to-door contact was initial done but proved to be unsuccessful after a few hours with only a few folks home. Putting the surveys on car windows and on fences quickly put plan B into action. The homeowners returned via fax, mail, e-mail or by dropping off at the shed. The intent was to make 100% contact. Survey results were tallied and here are the results. We received 101 surveys back. From the surveys we received the tallies were as follows:
Roofs, gutters and paint (loan) 48.5%
Roofs only (loan) 18.8%
Roofs (Cash) 11.9%
Loan Approval 67.3%
Other Comments 20.8%
We had a 20% participation rate.
a. Margarie Lewis addressed her electrical issue again to the board. She stated that she had discussed this with the board last month and thanked Ray and Sharon for coming by her town home to look into the situation further. She stated that the board decided to reimburse her half of the cost. She denied the offer. She wanted to know what basis the attorney used to make her decision, and when our offer expired. She also stated that she would be pursuing her legal rights in this matter. Ray Aduddell stated that the board went against the attorney’s advise when we made the offer to pay half.
b. Ruth Ann Watts stated to the board that it was our primary responsibility to uphold ALL of the documents and that we were NOT to be selective as to which ones we enforce. She ask when we had 2 families evicted who paid for the trash haul away? Sheryl, property manager, stated that the association did not get charged extra for the haul away, it was part of the normal trash pickup.
c. Virginia addressed her concerns about the insurance renewal and the special assessment. She ask if the rest of the homeowners were aware of the consequences if the insurance is not renewed? She didn’t want to alarm the homeowners when it may not be necessary but wanted to bring to the board’s attention. She also addressed her concern about bankruptcy and any legal claims against the association. She would like Andy Cobbs, our insurance representative, to address this issue at a board meeting. She also stated the board may have to go to the judge to get the special assessment passed as a last resort.
d. Gerald Freunzi stated that we needed 66% to pass the special assessment. He also stated that he was willing to discuss that each homeowner’s insurance would be very high if the association’s insurance was not renewed. If the association has hail damage from a storm the board could call for an emergency special assessment. He also state that the home values would go down.
5. Financial Report
Alan Hahne, Treasurer, explained the balance sheet and income statement that were handed out to the homeowners. He stated there were timing issued on the balance sheet that may look misleading to the homeowners. A suggestion was made to add a little more detail on the monthly operating statement on the description column. Alan, treasurer, explained that the balance sheet has 3 years worth of information. This is so the homeowners can compare where we’ve been, where we were last year and where we are.
6. Old Business
a. Travelers Insurance. The board at this time has not received any new information on the status of the renewal of the insurance policy. Sheryl Heidenreich, property manager, stated it looked positive that the association would get a renewal. Andy Cobbs was looking into getting quotes from other insurance companies but it would be at an increased rate and the coverage would probably be reduced.
b. Office Space. This issue was discussed at the August board meeting. At this time, we have found an office space in the downtown area of Parker. This is within walking distance for the homeowners to drop off payments, come over to discuss issues or to drop off or pick up information from location. The other location was not within walking distance and was not in “move in” condition. The rent for the office space is $650 a month with no add ons. Some of the board members has seen the new office and have stated it is very nice but small!! Currently the association is renting space at the property manager’s home for $250.00 a month. The new lease is a 2-year lease and can be subleased.
c. Property Managers raise. The board voted to approve this raise and would get the letter to Laura (bookkeeper) to type and make it official.
7. New Business
a. Additional board member. The Board Members voted in Sharon Roybol as a board member and the position of Member at Large. She is currently working on a Welcome Package for new homeowners.
b. Snow bid removal has been tabled for the October board meeting for additional bids.
c. A suggestion was made to move the red curb lines to the other side of the streets so the ice would melt.
d. The Property Manager, ask to increase John’s hours by no more than 10 hrs per week to work on the fences for the homeowners requests.
e. Website. Michelle SiMono volunteered to help the board get the website up and running properly with the needed updates of the minutes, etc.
f. Chris Hudson from the City of Parker, Dept of Public Works, was a guest and discusses the new construction at Pine Drive and it’s impact on Town & Country. Since the road will be expanded, he stated the City of Parker is willing to give the association 12-15 trees as a barrier or buffer if the association would take care of watering and arrogation. Chris also wanted to know what types of trees the association wanted and we were to let him know by Spring. He also ask if the association wanted a sidewalk put in from the parking lot to the curb? The Board would get back to him on both issues.
The meeting was adjourned at 9:46PM. The next meeting is 18 October 2002 at 7:00 PM at the Senior Center.
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