Crestwood Terrace Condominium Owners Association - Board Meeting Minutes

Aug-19-2014
08-CTC Board Mttg Minutes Aug-19-2014
Board Member Attendees
Pres. Ed Wilson; #16 Vice Pres. Mike Kelly; #46 Treas. open Sec. Karen Blair; #36 Jeff Tingley; #15
Association Member (Owner) Attendees
Jeff B; #13 Sharon R; #15 Helen M; #17 Greg & Ginger H; #33 Roger & Glenna B; #43
Monthly Board Meeting Dates thru Nov, 2014
Tues, Sept-23-2014
6:30pm; unit-15
Tues, Oct-21-2014
6:30pm; unit-15
Tues, Nov-18-2014
6:30pm; unit-15
Annual Business Meeting
Date pending

Association President Ed Wilson called the meeting to order: Tues, Aug-19-2014 at 6:30 pm.
Open Forum New Business from Owners:
1. Jeff B (unit-13); attended as a representative of the 8 member Crawl-Space Water Mitigation / Window Water Intrusion
Mitigation committee. Jeff advocated the Board adopt the recent submitted Phase III Crawl-Space Water Mitigation and
Window Intrusion Mitigation work-plans, at a budget level of $30,000 and $5,000 respectively.
2. Sharon R. (unit-15); attended for informational purposes only.
3. Helen M. (unit-17); attended to express her strong displeasure with the Board for deciding to replace the damaged gutter
(camper backed into it) in front of her unit without first communicating to her it was being considered, especially since
she would be billed for the repair. Considerable back & forth followed, Board response Damage to unit-1 gutter
prompted the Board action to replace other damaged gutters on property. Association is responsible for the exterior
maintenance of duplexes, and while the Board does communicate work scheduled, it is not practical to communicate with
owners other than via Monthly Board Meeting Minutes, all Association business pending or under discussion.
4. Greg & Ginger Hicks (unit-33); Greg attended as a representative of the Crawl-Space Water Mitigation / Window Water
Intrusion Mitigation committee, and echoed Jeffs endorsement of the Committees work plans. Ginger expressed
concern over the parking situation in the NW portion of the property, noting 2 units using visitor parking areas, since
they have more vehicles than can be parked in the units designated parking areas. Board response; some informal
communication with the 2 units has occurred, the Board will look into this further.
5. Roger & Glenna Bahr (unit-43); asked if the Association has a policy on the installation of rain-barrels, also asked if a
shrub along the north side of their unit could be pruned or removed. Rain-barrels; Board response - Association has no
policy on rain barrels and would consider an architectural change request to install one; please include sales/technical
documentation. Prune/remove shrub; Board response-Association will prune shrub if its an Association planting, if its
an owner planting, its an owner responsibility to care for it. Ed agreed to stop-by to look at plant.
Note: A Board member position is vacant; any owner interested in joining the Board is encouraged to
contact a Board member!
Executive Board Meeting:
Review/Approve Prior Board Meeting Minutes:
July-16-2014 Board Meeting minutes were read and reviewed. Mike Kelly made the motion to accept the minutes;
motion seconded by J eff Tingley and carried unanimously.
Financials:
1. July-31-2014 Financial Summary; for the period July-1-31-2014.
Income
(e.g. dues)
Expenses
Delinquent
Dues
Total
Funds
Reserves
Target
Reserves
% Funded
$10,182.73 $8,117.31 $6,252.70 $60,895.51 $412,330.00 14.77%
a. Income: Typical dues payments + unit-20 dues pre-payment ($900) + unit-43 reimbursement for repair of HVAC
water damage ($460.70).
b. Expenses: Typical expenses; e.g., RPM $550, Landscape Maint. $851, CAU Ins. $1,177, Irrigation Maint. $1,192,
and about $3,100 in Building Maint., of which about $2,010 will be reimbursed by units 2, 21, and 43.
Owner Dues Credits:
Total Outstanding
Dues Credits
Total Monthly Dues
Credits (Policy Cap)
Total Monthly Dues
Credits (Actual)
Unit(s)
Participating
$6142.85 $500 $300 9, 16, 17, 18, 35, 39, 44
Delinquent Dues Detail; reminder owner charges 60 days past due assessed a late payment fee of $50.00.
Unit-21: $6,005.86; short sale in process
Unit-29: $ 246.84
Crestwood Terrace Condominium Owners Association - Board Meeting Minutes
Aug-19-2014
08-CTC Board Mttg Minutes Aug-19-2014
Karen Blair made the motion to acknowledge the J uly-2014 Financial Reports from RPM have been reviewed and
deemed accurate; motion seconded by J eff Tingley and carried unanimously.
2. Audit of Association 2013 Financials Schwindt & Co;
a. Send of audit materials (e.g., Association 2013 financials); completed.
b. Audit completion target date: Nov-2014; prior to Association Dec-2014 Annual meeting.
3. Consolidate Financial Accounts; Umpqua Bank (x0643) closed, funds transferred to Umpqua Bank (x7326).
Old Business:
Building Maintenance:
1. Fireplace vents - maintenance; details on how to maintain vents pending; low priority.
2. Crawl-Space Water Issues Association Priority:
a. Phase II Crawl-Space Water Mitigation; Spending is $39,004, on a budget of $40,000. Status of remaining tasks:
Correct unit 17 moisture barrier; complete.
NW outlet drain sump behind unit-35; install overflow outlet; in progress, DM completion target early Sept.
Scope & Clear Rain Drains (duplexes 19-20, 21-22, 23-24, 25-26, 37-38, 41-42, 43-44, 45-46); complete.
Restore Lawn Areas-N Slope Units (26-27, 28-29, 30-31); in progress.
Reduce irrigation (behind/between duplexes); South, West, North, Center duplexes complete. East pending.
Remove dirt pile (unit-18); complete.
Unit-36; repair root intrusion in front roof rain drain; pending-low priority
b. Phase III Crawl-Space Water Mitigation; Planning & Budgeting in process.
Team: Jeff B. #13, Ed W. #16, Greg H. #33, Grant V. #37, Ted V. #39, Jim T., #44, Darrel R. #44, Mike K., #46.
Install Crawl-Space Drains; remaining 4 units with A priority water issues, units #10, #13, #14, #33.
Correct Faulty Rain Drains; 10 units (#9, #10, #12, #13, #14, #17, #20, #23, #25, #37, #38).
Funding Target: $25,000 to $30,000.00.
Schedule: ASAP
3. Investigate Windows - Improper Install - Water Damage - Association Priority; Planning & Budgeting in process:
a. Team: Bob J. #3, Jeff B. #13, Ed W. #16, Greg H. #33, Grant V. #37, Jim T., #44, Darrel R. #44, Mike K., #46.
b. Sample set of unit windows (16 windows) facing North/East/South/West on all styles/placement of units selected.
c. Funding: Limit investigation budget to $5,000; Board funding authority limit.
d. Schedule: Defer until fall when contractor pricing is more competitive.
4. Crawl-Space Inspections:
a. Unit-2; complete 2 sewer-pipe hanging strap reattached, replace insulation on water pipes.
b. Unit-17; complete 2 sewer-pipe hanging straps reattached, 1 crawl-space vent repaired.
5. Bi-Annual Dryer Vent Cleaning; Task completed Wed, July-23-2014. Notice of Owner charge issued Mon, Aug-18
th
.
6. Wash siding (Assoc.) / patio-deck covers (owners); - spring-summer 2014; in progress.
7. Wash concrete drives/sidewalks & stain/water-proof wood porches/decks (owners); summer 2014; pending.
8. Gutter Repair:
a. Units 1 & 17; Front Gutter-damaged by owner; gutter replacement complete. Owner charges pending
b. Unit 46; Side Gutter-damaged by unknown cause; gutter replacement complete.
9. Unit-2; HVAC Condensation Water Leak damage to exterior wall/sub-floor; repair complete (owner charge $1,420.04).
10. Unit-3; Install West Gutter rain-drain outlet; complete.
11. Unit-4; Garage Door-dented by owner; repairs pending; low priority.
12. Unit-13; Repair settling front porch support footings; pending
13. Unit-34; Garage Door-dented by owner; pending - low priority.
14. Unit-38; Kitchen vent issue; area near kitchen vent cold in winter; pending; low priority fall 2014.
15. Unit-43; Condensation Water Leak damage to garage ceiling dry-wall; repair complete (owner charge $460.70).
Grounds Maintenance:
1. Storm-Water Facility:
a. Follow-up with City regarding plantings to mitigate blackberries; tabled until further notice.
b. String-trim/spray weeds/blackberries along inside perimeter; in progress.
2. Street Maintenance;
a. Patch (asphalt) cuts to street from install of drainage pipes; complete.
b. Tar pavement cracks and seal coat entrance and intersections; pending Association Priority.
3. Fence Maintenance:
Crestwood Terrace Condominium Owners Association - Board Meeting Minutes
Aug-19-2014
08-CTC Board Mttg Minutes Aug-19-2014
a. Perimeter fence, reinforce fence post behind unit 9 and behind units 17-18; pending.
b. East Perimeter Fence mitigate stream bank erosion; tabled until 2014 Annual Meeting.
4. Lawn Maintenance (2014 Irrigation Schedule: Sun, Mon, Tues, Fri am 2x for 10 min):
a. Crab-Grass control pending
b. Unit-32, investigate replacement of narrow grass strip behind unit with drain-rock; low priority; pending
5. Plant Bed Maintenance:
a. Weed Plant Beds; after some initial difficulty getting the recipe right plant bed weed control is now on track.
b. Prune Shrubs; in progress.
c. Plant beds in front of units 30-31 with new plantings, install of bark-dust; complete.
6. Replace Arborvitae/Rhododendrons/Escalonia in front of units/garages (12 complete, 7 in progress):
a. Units 13, 15, 16, 25, 30, 34, 36, 41, 42, 36, 45, 46 replace Arborvitae/Rhododendron; complete.
b. Units 1, 2, 18, 22, 33, 39, 43; in progress.
General Admin:
1. RPM Property Management; review of revised management agreement; pending; low priority.
2. Emergency Maintenance Contact List; complete copies will be hand delivered and or emailed.
New Business:
Building Maintenance:
1. Unit-17; Dryer Vent Cover #2; Owner requests vent cover thru garage wall be replaced due to contractor damage.
Denied by Board; damage is minor, cover is otherwise fully functional.
2. Unit-17; Dryer Vent Cover #1; Owner requests dryer vent cover though crawl-space vent be removed as its no longer
in use. Denied by Board; dryer vent cover & vent is part of original duplex construction, best it be left in place.
3. Unit-18; Garage Floor Uneven-Preventing Garage Door Closure; pending low priority.
4. Unit-35; Remove Laurel bush blocking SE crawl-space vent; pending.
5. Unit-37; Bolts protruding interior walls; inspection finding - sheetrock nails; owner responsibility; closed.
Grounds Maintenance:
1. After some discussion, the Board agreed to revise the terms of the Plant Bed Maintenance agreement with Frank F. for
the remainder of 2014, from $300/month less materials, and $15/hr. for ad-hoc landscape maintenance tasks, to
$350/month less materials, and $20/hr. for landscape maintenance tasks.
2. After some discussion, the Board agreed to authorize Vern S. (#20) to coordinate FY-2014 irrigation maintenance (e.g.
adjust sprinkler heads for coverage) for the Assoc., granting him the authority to engage Sierra NW or Frank F per
existing agreements as he sees fit with a not-to-exceed budget of $250.
3. Unit-10; 2 broken sprinkler heads behind unit; Sierra NW contacted to make repairs.
General Admin:
1. July-21-2014, Les Caldwell (#12) notified Board he was willing to join the Board as Treasurer. July-24-2014, Board
appointed Les C. to the Board thru the 2014 Annual Meeting. July-19-2014, Les C. resigned Board appointment due to
increased responsibility at his work. Board sincerely thanks Les for his honesty and integrity through this process.
2. Unit-13 Architectural Change Request; July-18-2014, owner submitted request to replace Arborvitae & other plants in
the front porch planting bed with Assoc. approved plantings; Approved by Board July-19-2014.
3. Unit-16 Architectural Change Request; July-18-2014, owner submitted request to replace Arborvitae hedge behind unit
with Assoc. approved plantings. Approved by Board July-19-2014.
4. Unit-18 Architectural Change Request; Aug-18-2014, owner submitted request to replace Arborvitae & other plants in
the front porch planting bed with Assoc. approved plantings; Approved by Board Aug-19-2014.
5. Unit-22 Architectural Change Request; Aug-12-2014, owner submitted request to replace Arborvitae & other plants in
the front porch planting bed with Assoc. approved plantings; Approved by Board Aug-16-2014.
6. Unit-43 Architectural Change Request; Aug-1-2014, owner submitted request to replace Arborvitae & other plants in the
front porch planting bed with Assoc. approved plantings; Approved by Board Aug-10-2014.
7. Unit-45 Architectural Change Request; July-18-2014, owner submitted request to replace Arborvitae & other plants in
the front porch planting bed with Assoc. approved plantings; Approved by Board July-19-2014.
8. Board Administrative Procedures Document; document being drafted in collaboration with the Finance Committee.
9. Resident Parking Violations; units 28 & 31; deferred to Sept-2014 Board Meeting.
Reminders to Owners:
1. Owners are encouraged to participate on the various Association committees to do so contact a Board member!
Respectfully submitted, Karen Blair, Association Secretary.