Board of Director’s Meeting
July 10, 2009 – Minutes
The meeting was called to order by Dan Quail, President. Board members present: Dan Quail, Gregg Hupp, Marianne Barber. Also present, Dan Lanksbury, Property Manager.
Minutes of the June 11, 2009 meeting were approved.
Officers for the 2009/10 fiscal year were decided upon as
follows: Dan Quail – President,
Financial Report
The financial report for the year ending June 30, 2009 was reviewed at the annual meeting, so nothing new was discussed. It is worth noting that the Association insurance expense was $4,600 below budget, largely due to a refund associated with a change in the policy year. That refund accounted for all but $150 of the deviation from budget for the FY.
Landscaping
Report – Dan Lanksbury
Eleven work requests were received for the period June 12 through July 9, 2009. All but one were resolved. Work on the remaining one is in progress.
A number of dead or distressed shrubs were removed at Bldgs. 3, 7, 11, 17. New Cyanosis plants were placed behind Bldg. 11.
Rain sensors were placed on all irrigation timers. Several leaking pipes were repaired and inoperative sprinkler heads replaced.
Maintenance
Report – Dan Lanksbury
All but one of the planned water heater replacements have been made. The last one is to be completed this week. The Property Manager will attempt to gather information on the age and condition of the water heaters where the homeowner has declined to replace aging heaters.
The roofs of six buildings are currently being cleaned with two additional buildings to be partially cleaned. Cleaning is being done by brushing rather than pressure washing to help preserve the roof tile.
A contractor is scheduled to place deodorizers under the roofing shingles overhanging the fascia boards on four buildings where bats have caused problems on entryway stairs.
Property Manger is working to find an acceptable contractor to replace the entry stairs rail on Bldg. 2. He is also working with our roofer to develop an acceptable chimney cap prior to replacement or repair of those that are failing.
When the new chimney caps have been installed, the chimneys will be cleaned and repainted as necessary. Re-caulking of seams and windows followed by touch up paint will commence soon.
Old Business
Motion made and passed that up to $400 may be spent by the Property Manager without Board approval. Expenditures beyond that limit must be approved by the Board.
Property Manager will pick up contractor invoices at the Post Office and approve them before e-mailing the accountant to issue payment checks. Checks will go to the Treasurer for signature. Contractor invoices for each month will be given to the Treasurer at the next BOD meeting
Treasurer will have signing authority $1,000 per check . Beyond that must go to the Board. Most large expenditures will already be pre-approved.
New Business
BOD agreed to extend Property Manager’s contract for an additional year.