HEATHERLEA OF ARLINGTON
BOARD OF DIRECTORS MEETING
January 25, 2006
Board Members Present: Jim Shelton, President; Karen Pate, Vice President; Betty Scott, Secretary; Kate Spear, Treasurer; Gladys Daines, Member-at-Large
Board Members Absent:
Representing KPA, Inc.: Gina Spellman, Community Manager
Attending from the Association Office: Lucy Oliver, Office Manager
Unit Owners Present: None
President Shelton called the meeting to order at 7:03 PM.
Jim moved to approve the minutes of the December 14, 2005 meeting as written. Gladys seconded. 3-0-2 (Betty & Karen abstained; not present at the meeting.)
Kate had suggested via an email that money be deposited to the Operating Account to bring that account level to at least one month's assessment income. Jim explained that the Operating Account increases/decreases on a monthly basis depending on expenditures, and suggested that no money be moved at this time. The account should be monitored over the next two months, and should this not be the case, the issue will be reconsidered..
Jim moved to invest $30,000 from the money market account into an 18 month or 3 year CD depending on interest rates. Betty seconded. Motion passed.
The Board would like Jim Orlick, CFO/KPA, invited to the February meeting to explain the difference between the cash flow method and the component method of Reserve Funding. Management will invite Jim to the meeting.
Kate requested that a monthly report be generated, line item by line item, to explain expense variations by 10%. She also would like to receive the quarterly report of water usage throughout the property. Management will provide these reports.
Kate also requested that the Management Reports be distribute one week in advance of the meeting. Following a brief discussion it was decided that the monthly financials will be distributed upon receipt, but the Management Report will remain on the current schedule - distributed the Friday before the board meeting.
UNIT OWNER PRESENTATIONS
2819-A - requested that 2431 be removed from the site inspection for security bars on the windows. This unit has a variance for the security bars.
It was also suggested that an article be included in the newsletter regarding maintenance of main shut-off valves and pressure reducing valves within each unit.
Heatherlea Board Meeting
January 25, 2006
Page 2
COMMITTEE REPORTS
Building & Grounds – Jim noted that a walk-through will be planned for late February/early March for spring planning. Jim asked that an announcement be placed in the newsletter inviting residents to participate in the walk-through by calling the Association Office for the specific date.
He also requested that whatever notes taken by CLS & the Board that develop into a proposal be scrutinized and followed-up. In the past, CLS has made several promises that have not come to fruition. This has led to the quality of service from CLS being questioned.
This discussion led to a request to bid out enhancement services following the walk-through, as well as the request to bid out maintenance and landscaping services going into 2007.
Newsletter - The 1st Quarter 2006 Heatherlea Buzz has an editorial deadline of February 10, with distribution during the week of February 27. Suggested articles were the Doggie Walk sponsored by the Animal Welfare League of Arlington, early promotion of the spring yard sale, an article regarding the increase in the master insurance deductible, a reminder of regarding condominium fee payments and how they can be made, plumbing valves and their maintenance, turning on hose bibs, and the community walk-through with Community Landscaping Services.
VARIANCE REQUESTS
None
OLD BUSINESS
2006 Property-wide Painting – following receipt of the Board's request for the "do's & don'ts' based on the last painting cycle, Management is seeking meetings with the contractors solicited for revised proposals that will give pre-determined prices for the replacement of rotten wood, the replacement of gutters property-wide. Management hopes to have these meetings and revised proposals available for the February meeting.
4534-A & D - these two units have suffered water intrusion due to foundation leakage. 4534-A is still experiencing leakage following repairs made by American Exteriors over a year ago. Management presented a proposal from CLS to excavate the exterior of this unit. It will be inspected by Portugal Construction, and based on their findings; the situation will be repaired/remedied.
Management requests approval of the first step by CLS. Gladys move to approve the CLS proposal for the excavation of the area at an expense of $850. Betty seconded. 4-0-1 (Karen abstained as this is her unit.)
NEW BUSINESS
Parking Package - Jim moved to approve the Parking & Recreation package for 2006 with the elimination of the ballot for the Bylaw Amendment Change. Betty seconded. Motion passed.
The Bylaw ballot for changing the Annual Meeting quorum requirements has been on-going for the last four years. To-date, owners have not met the 66 2/3rds return of the ballot to change the bylaws. At this time, the Board decided to quit promoting.
The discussion of the Parking Package also led to a request for a revision of the community's property map. Several items, especially locations for recycling on the current map are out-of-date or incorrect. The Board requested that Eugene be responsible for updating the map as he is most familiar with the property.
Heatherlea Board Meeting
January 25, 2006
Page 3
Management Fee Increase - Although the Board acknowledged that this fee increase was presented to the Association during the formulation of the 2006 budget, the Board feels that the memo sent by KPA Management
needs to be provided during the budget process and should include an explanation of the CPI-U statistics that are being used for cost increases.
COMMUNITY MANAGER’S UPDATE
Management presented a site inspection report that was not included in the Management Report.
Management also presented a request by the Administrative Staff. The staff's request is that instead of the current half day off every other Friday that they have a whole day off every other Friday. Hours of work would not be compromised as they suggested that the Association Office would staffed every Thursday from 8:00 AM until 7:00 PM, thus allowing residents the advantage of 'after hours' interactions with the Association Office. The Board was in agreement with this concept.
FINAL COMMENTS
None
EXECUTIVE SESSION
Jim moved to hold an Executive Session at 8:35 PM. Betty seconded. Motion passed.
Delinquencies and personnel matters were discussed.
Jim moved to exit the Executive Session at 8:50 PM. Betty seconded. Motion passed.
Following the Executive Session of the Board, Jim announced that he had been called to active duty for the Navy and was, therefore, submitting his resignation from the Board. He would follow-up with a formal resignation via email.
NEXT MEETING
Scheduled for February 22, 2006.
ADJOURNMENT
Meeting adjourned at 8:58PM.
________________________________
Betty Scott, Secretary Date ____________________
Board of Directors
Heatherlea of Arlington