posted Jul 16, 2012, 11:16 PM by peterc@saxonyhoa.org
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updated Jul 16, 2012, 11:19 PM
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Saxony Owners Association Board of Directors Meeting Minute June 11th, 2012 Meeting called to order 7:08pm Establishment of Quorum 5 board members Approval of April Minutes Approved via email
Review of Monthly Financials Operating Funds $142,277.03 Settlement Funds in OP $197,846.46 Petty Cash $250.00 Maintenance Reserves $218,466.25 Insurance Reserves $19,424.99 Insurance Reserves – FHA Deductible Sub-Account $4,166.65
Total $582,431.38
Outstanding Financial Commitments $0.00
Items of note:
The board still needs to open a money market account for the Construction Defect Settlement Funds but it is being postponed until a loan has been secured so that the funds can be moved to the same bank.
Units B-105 and G-103 have sold.
Delinquencies: Current Month $4,960.67 Over 30 days $3,638.60 Over 60 days $2,374.64 Over 90 days $37,175.94 Prepaid Assessments ($6,415.44) Total Unpaid Balances $41,734.41
There was an inquiry as to how many units are delinquent?
- This can be found in the monthly financial statements provided by SUHRCO
Homeowner’s Forum
- Homeowner requested to house and use of elliptical machine
- Board decided it would not be a good idea because of insurance issues and office space will be used during construction project
- Board approved homeowner to use elliptical in her 2nd floor unit
- Homeowner inquired about weeding around common planter area
- Currently waiting for a bid from Greg’s
- Homeowner asked how one would get copies of previous year’s tax return and audits
- SURHCO has these document
- Homeowner asked when mold will be cleaned on and around the PT slab
- Mold will be completely removed during construction project
- Homeowner stated building D gates are not locking most of the time
- Homeowner will send email to the board stating concerns
New Business
- Property Walk Through Schedules
- Cece will send schedule
- Travis will make checklist
- G103 Kitchen Sink Clog – Common pipe clog?
- Haven’t heard back from Maintco
- Marcel will follow up
- Parking Concerns
- Letter sent to A building residents using visitor spots
- Space 163 (HOA owned space) - being used by bldg F resident, will monitor
- Vandalism in townhome area
- Eggings on garage doors and cars
- Board will post notices on mail kiosk, “Contact police if you see suspicious behavior. Be vigilant.”
- Cagianut & Company Rep Letter
- Cece will check, rep letter is normally sent in Q4
- Tax return and audit ready to be signed
- Bike Rack on Property
- Bike racks already at units
- Play structure
- Commercial grade Rainbow play structure with swings $3-5K
- Will mention at town hall meeting
- Peter will get two proposals from Rainbow
- Saxony Pond issues
- Cost of maintaining it
- Marcel will get proposal from Greg’s to drain and make a planter
- Cover in plastic so it may be used as a pond again in the future
- Bio-soil scheduled to be done
- $2,500 – allocated in annual budget
- Storage of personal items in Garage
- Summer letter
- Marcel will check with Carissa on status
- will include request to send updated DOL info
Ongoing Projects
- Website Status
- Example available on Google apps
- Marcel will send list of all emails
- New website will go live soon
- First Tech CU
- Travis met with them last week regarding transferring funds to another account
- Checking on monthly fees
- Figuring out what they need from board
- Dumpster Issues
- One option would be to install security cameras – probably too costly
- Another option would be to hire a full time maintenance person – also probably too costly
- Construction Repair Scope Meeting on 20th
- Don’t need George to attend
- Nicole will still attend
- Gate issues and bids
- Hold off until after construction project
- Saxony Cabana Damages
- Scratches from nail on hard wood floors
- Kitchen lights not working
- How to prevent damage in the future?
- Charge admin fee for rental?
- Set a temporary code each time it is rented?
- PO Approval
- BOD will approve invoices for all expenses over $500 outside the budget
- Contract for Project Facilitator?
- Typically it would be 3-5% of project budget
- Marcel will make a proposal
Meeting Adjourned @ 8:09PM
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