Inner Harbor Village Condominium Association
Meeting Minutes
July 8, 2005
[These minutes were originally prepared by Mark Garcia and adopted by the Board of Directors at their August 12, 2005 meeting. A portion of the discussion under the topic “Owner’s Forum” was later amended by unanimous vote of the Board at their September 9, 2005 meeting.]
Opening:
The regular meeting of the IHVCA was called to order at 3:00pm on July 8, 2005 in Bay Club, Port Ludlow by Mark Garcia
Board Members Present:
Mark Garcia, Gregg Hupp, Brett Oemichen, Kees Bouterse, Bob Edelblut, Pegi Graham, Jon Olsen, Bev Rothenborg
Absent:
Jack McKay
Guests Present:
Marianne Barber
Trix Bouterse
Barbara Landi
Alex Rafalovich
Louise Rafalovich
President’s Report
President Garcia announced that the meeting was to be recorded on a digital audio file. This audio file will be archived on a CD for future reference. He reviewed Roberts Rules of Order which is to be used at all IHVCA Board meetings. No objections to the parliamentary procedures to be used. Motion and Owner question forms were presented by Mark Garcia to the Board for use in the future. An archive CD of Inner Harbor Village Condominium Association records was presented to the Board. It shall be updated annually and given to each Board Member for historical perspective on Inner Harbor issues.
The June 22, 2005 minutes were accepted by the board after Brett Oemichen corrected the term of the Bookkeeper’s remuneration. The bookkeeper will bill the Association for services rendered. The billing amount will match the quarterly Association Assessment and Reserve fees, currently $647.00 per quarter. The Association will issue a check in the billed amount and that amount will be included in a 1099 MISC at the end of each tax year. The bookkeeper shall also receive a $100.00 certificate of sale fee for each unit purchased during the tax year. A separate check will be issued and that amount shall also be included in the year end 1099 MISC.
Read by Mark Garcia. It reflected that the Land Sales funds will be included in revenues received and placed into the savings account. A new savings account will be opened for the general funds and the current savings account shall contain only the reserve funds. This separate account shall require 2 signatures for any funds disbursed. The operational account check shall not be signed by Mark Garcia, who is both President and Bookkeeper; unless a check is time sensitive and no other signatory can be found. All operational checks over the amount of $1,000.00 shall be signed by 2 signatories. The report was accepted by the Board. He also told the Board that he has been unable to locate a current contract for the 2 year extension with BestScape but he is pursuing the matter with the help of Kees Bouterse. Kees says he has seen the contract but not the actual signed contract. He said that Doug Barber, who was IHVCA President at the time, assured him that there was a signed contract and it was in the IHVCA files.
Kees Bouterse Landscaping report;
Motion # 1 was made to remove the tree in front of Bldg 16 for the amount of $385.00.
First Brett Oemichen
Second Jon Olsen
Adopted Unanimously
Discussed a tree in front of Bldg 17 that Kees and Jon Olsen state they can remove without a contractor
Motion #2 was made to remove a cedar on N. Chandler
Tabled until the next August 12, 2005 meeting
(Pegi Graham stated that the tree in front of Building 3 was tested by an arborist who stated that it was dead inside. Jon Olsen said that he and Kees could remove some lower branches to lighten the load on the tree and report back to the Board.)
Sprinklers were discussed and Kees stated that they have been adjusted and that he would report on their effectiveness after the next water bill comes in. He will report at the September 9, 2005 meeting.
Pegi Graham Maintenance report;
Pegi stated that there are many areas where the landscaping has not been trimmed back from the buildings and have damaged some buildings. The Landscape Committee and the Maintenance Committee shall work together to resolve these issues. BestScape has not kept shrubbery trimmed back from buildings as required by their contract and that shall be addressed.
Building 15B has problems with three of their skylights. Pegi estimates a repair cost of $300.00 each. Pegi and Jon Olsen will talk to the company that installed them to see if they are under a warranty. She will report back at the August 12, 2005 meeting.
There are some miscellaneous repairs such as leaky rain gutters that she will have repaired when she can locate a licensed, insured contractor.
Jon Olsen discussed Article 24 of the CC&Rs. All Board members will review Article 24 to see how it effects the Association. This will be discussed at the August 12, 2005 meeting.
Motion #3 was made to give one set of 4-plex front stairs a coat of Multi-Coat and to winterize the rest of the 4-plex stairs as needed. This would include removing carpets.
First Jon Olsen
Second Gregg Hupp
Adopted Unanimously
Jon Olsen discussed the possible deck repair at IH 15B and wondered if the previous Board made a written commitment to do so. Pegi stated that there is also a complete replacement needed at IH 16B.
Motion #4 was made that we inspect any signed documents regarding the 2 outstanding deck repairs
First Brett Oemichen
Second Jon Olsen
Adopted Unanimously
Mark Garcia will check with Bob Force, who was IHVCA President at the time, to see if there is a signed commitment and notify the Board via email.
Pegi Graham explained our Pest Control Contract with Sunrise to the new Board.
Bev Rothenborg Insurance and Hospitality report;
There was nothing to report about insurance. Mark Garcia asked Bev to check with our insurance provider, CAU, to see if homeowners, doing a job for IHVCA are covered by our insurance. Also if any homeowner appointed to a committee is covered. Bev will report back at the August 12, 2005 meeting.
Bev asked if there were any papers given to new homeowners which welcomed them to the Village and gave them useful information. Mark Garcia will get those documents to the entire Board to review so that she may give them to homeowners.
The email procedure for the Board was explained and agreed upon.
Motion #5 was made to appoint homeowner, Barbara Landi, to assist Jack McKay in keeping website up to date.
First Jon Olsen
Second Kees Bouterse
Adopted Unanimously
It was also agreed that the Owner contact data on the web site would be removed until we have confirmed that they want their information published. Additionally the Board agreed that unofficial minute’s will not be posted because any corrections made might be perceived as trying to change the record rather than correct the record.
The Board reaffirmed the approval for the installation of a propane tank for IH 10C, provided that all requirements of the permit are met.
Gregg Hupp removed his Agenda item regarding the Definition of Limited Common areas until the August 12, 2005 meeting
New Business
It was suggested that we review the house rules and make any changes this Board might feel appropriate. House rules shall be addressed at the August 12, 2005 meeting.
Jon Olsen asked that the record reflects that he believes that the policy of repairing decks is illegal and violates the terms of our CC&Rs. The record is so noted.
Owner’s Forum
A letter from Doug Barber, with some informational articles, was presented to the Board for their review.
Mark Garcia stated that several years of Board minutes were missing from the IHVCA file cabinet. He informed one homeowner of CC&R Section 14.8 by letter that explained the proper procedure for a owner access to IHVCA records. It was further clarified that IHVCA Board Members have access at any time. A copy of the letter was given to each Board member.
July 20, 2005 at 3:00 pm at the Bay Club will be the time when all survey forms are opened up and tallied in front of any interested owner. Pegi Graham mentioned that Steven Riehemann was at sea and could not receive land mail; however, he is able to receive email. The Board agreed unanimously that Mark Garcia would email Mr. Riehemann the Board Informational packet and allow him to respond via email.
The meeting was adjourned at 5:07 pm by President Garcia