Nov
22
2011
September 2011 – Board Meeting
Saxony Owners Association
Board of Directors Meeting Minutes
2011 September 12
Call to Order
7:02 PM
Establishment of Quorum
All board members present.
Approval of August Minutes approved in email.
Review of Monthly Financials
Homeowner’s Forum
Townhouse 19:
- Are there any updates on the construction process? Yes, we are moving forward.
- Are the garage doors the owners’ responsibility? Yes. Townhomes owners responsibility is studs in, the roof and all doors and windows. Declaration section 10.3. (any door or window that serves the unit exclusively).
Unit B304
- Noticed that many shrubs have been removed lately. Will they be replaced and what’s the plan? Will they be maintained and not be allowed to become overgrown? Yes there is a replacement plan – an evergreen shrub. We are waiting for an estimate from the landscaper. We will be working with the landscaper to make sure that shrubs and other landscaping on the property are maintained, walkways and parking spots are un-encroached upon by shrubs and trees.
Ongoing Business/Projects
- A. Board Response to Challenge on new “poo and pee free” area
a) The board received a challenge letter from lawyer regarding the “no poo and pee” zone on the grassy area requesting a 67% vote of owners to change the use of the common area.
b) Board’s attorney, John Coe, wrote a response letter which was read at the board meeting by Marcel Scheel confirming the board’s right to establish a “no poo and pee” zone area the community’s declarations.
- B. C104, E105, E 106 water intrusion fix before winter (Charter)
- Estimates have been drawn up for both E105 and 106. Mike Cruse from Charter will visit and draw up and estimate for C104 on Monday 9/19. Once this is done he will get the information to the architect who will meet with the board before Charter begins work. It has yet to be determined whether the work will be a patch or a complete repair, as the source of water intrusion still needs to be determined.
- C. Greg’s Landscaping: Contract, Extra Work, next year’s Contract and Rates
- The board would like to meet with Greg to define aspects of the contract so we understand exactly what is included in the contract and what is not and to make sure we are defining the aspects of the contract similarly and maintaining clear expectations. For example, some specific aspects of the contract that continue to come up are landscaping the boundaries of the property and pruning of shrubs. The board is awaiting estimates on replacements shrubs and bark. The board would like to know when is the best time to place bark down? The bioswale is not included in the landscaping contract and must be cleared out annually because it is part of the fire easement area. Maintaining this area is required by the city annually.
- D. Sprinkler Issue – city repairs in front of E
- The city will repair if the fix does not maintain over time. The asphalt is not tamped down. It is kind of loose and could deteriorate into a pothole.
- E. B Bldg front door (Charter)
- Charter is getting bid to replace the door. Charter will look at the door again to determine the source of the issue.
- At some point the cost to repair to doors may outweigh the value of keeping them. Repairing the intercom system will also be very expensive.
- Marcel will research whether or not the doors can be removed by board decision or if a vote of owners must be conducted.
- F. A (B?) Bldg hose (Marcel)
- Pending. Can’t recall who requested the hose and have not heard from this person again.
- G. Opening of different bank account for the settlement funds:
- The treasurer researched both BECU and First Tech.
- Both banks handle association bank accounts.
- First Tech has the best rates at over $250,000 would earn 3.5% over a year.
- For anything over $100,000 BECU will give 2.5% over the year
- Further questions for the bank: What are the penalties for early withdrawal? And what other specifications of the bank?
New Business
- A. New Waste Station(s), Sign(s)
- The secretary will research purchasing two additional Mutt Mitt stations – one for in front of building B and one for in front of building F.
- A motion made to approve the purchase of one additional “No poo and pee” sign. Seconded and unanimously approved.
- The board notes that the additional signs have helped to improve the pet waste issue.
- B. Subscribers to info@ (Caren)
1. Vice President will modify the web site.
- C. Water Rates up 18-40%
- Water will most likely go up 18% next year but this has not yet been confirmed.
- How does the metering work? One meter per building and then the bill for the building is divided by the recorded number of inhabitants. (See Condominium Declarations Article 16, Section 16.6.3)
- Minol bills are frequently late. Can we change the billing window? Do people have enough time to pay the bills? Timing is tight. If we change the billing window there will be a large gap between receipt of bill and payment.
- Marcel will ask Melinda if there is a way for the association to be direct bill by the city and then to pay the city directly digitally.
- D. Saxony Budget (Marcel)
- Marcel reviewed the draft and highlighted proposed changes
- The Board needs to approve the draft budget by October and ratification in November by owners at the annual meeting.
- New: condo owners and townhome owners need to ratify assessment piece of budget separately.
- E. Tree Pruning, 543
- Marcel is waiting for a bid but it is unclear which number townhome 543 is.
- F. Interlake Window Cleaning (Marcel)
- Holding invoice until company replies and either clean the windows that should have been cleaned or adjust the invoice down. The company has not responded to Marcel’s call.
- G. SUHRCO’s Online Payment system (Marcel)
- Table this discussion until we restructure our website.
- The board request more detailed information in written form.
- H. Removal of settlement funds from Saxony financials:
- Treasurer to contact Goff & DeWalt to reiterate the request for detailed invoices in order for us to reconcile our accounts.
- I. Parking in townhomes slips
- Warning letters will be sent to townhomes who are not complying with community parking policies in the Community Declarations (see Article 9, Section 9.3). Those townhomes are: 40, 39, and 11.