Saxony HOA

Download: June 2007 Meeting Minutes (PDF)

Saxony Condominium Association
Board of Directors Meeting
Meeting Minutes
June 7, 2007

Opening:
The regular meeting of the Saxony Condominium Association Board of Directors was called to order at 7:02 PM on June 7, 2007 at the Saxony Clubhouse

Present: Page Perey (Vice President), Tamela Collins (Treasurer), Phillip Ramey (Secretary), Tricia Simon (Member-at-Large), Marcel Scheel (SUHRCO)
Not Present: Adam Bresson (President)
Quorum? Yes

Proceedings:

• Owners’ Forum:
  • Compressor in fire area below Building D frequently going off
    • A fire technician checked the system on 6/7/2007, but did not find anything
    • Another technician was scheduled for 6/8/2007
  • Inquiry into whether garbage enclosures will be resided
• Board Action Between Meetings:
  • MOTION to authorize the Board to approve items between meetings over e-mail by Page, seconded by Phill and passed
• Fire System Testing:
  • Annual fire and sprinkler system testing is due
    • Currently using four companies to complete testing
    • Received proposal from AAA Fire to consolidate services
  • MOTION to authorize SUHRCO to contract with AAA Fire, seconded by Phill and passed
    • Marcel will review termination requirements for current contracts
• Ivy Removal Request:
  • Request received from owner of Unit 16 to remove ivy growing on building
  • MOTION to approve request for removal of ivy by Page, seconded by Phill and passed
    • In the event costs are incurred, ivy will be removed at the cost of the association
• Review of Landscaping Services:
  • Current contract is with Torres Landscaping
  • Proposal received from Greg’s Gardening
  • MOTION to cancel contract with Torres Landscaping and to accept Greg’s Gardening’s proposal by Page, seconded by Tricia and passed
• News Kiosk:
  • Page investigated news kiosk options for the mail area
    • Outdoor locked box with bulletin board
    • Plastic flip-top boxes
  • MOTION to approve purchase of kiosk items by Phill, seconded by Tamela and approved
• Rental Cap:
  • Attorney selection for creation of document
    • MOTION to contract Michael Ross to create the rental cap document, seconded by Page and passed
    • Draft will be provided prior to the next meeting
  • Implementation process
    • Rental cap comes in as a draft to the Board and the Board can vote to approve or reject the draft
    • Once approved, the draft is then considered a proposed amendment to the Association
    • Proposed amendment is then sent to all homeowners for vote and will require either 67% or 90% approval to pass depending on attorney interpretation
• Onsite Maintenance:
  • Following Jeremy’s resignation, Marcel and Megan Pennington analyzed day-to-day onsite needs and determined that a full-time position is not justified
  • Received a bid from Euromaintenance for onsite maintenance services
  • MOTION to contract with Euromaintenance for onsite maintenance services by Page, seconded by Phill and passed
• Summer Reminder Letter Review
• New Meeting Date:
  • MOTION to move Board meetings to the second Monday of each month at 7:00 PM by Page, seconded by Phill and passed
• Recycling and Garbage:
  • Review of current multi-family unit recycling and garbage service and issues
  • MOTION to solicit bid for signage (4 signs) to be posted in garbage area by Page, seconded by Phill and approved
• Community Watch Discussion
• Review of monthly financials
• Review of plans for community event on 6/9/2007
• Fence proposal discussion

Topics for the next meeting:

• Postal drop boxes

Adjournment:

• Meeting was adjourned at 9:01 PM. The next general meeting will be held at 7:00 PM on July 9, 2007, at the Saxony Clubhouse.

Minutes submitted by Phillip Ramey, Secretary.