Bois du Chene Condominiums
Board of Directors Meeting Minutes
June 24, 2015 – 7:00 p.m.
Dan Mingle, President
Darren Eggebrecht, Vice President
Jennifer Davis, Secretary
Brian Pfitzinger, Treasurer
Troy Houck, Member at Large / Watermark Group:
Sandra Stoltz, CMCA
Ted Van Trabert, Property Manager
Board Members Absent: / Guests:
Tom Dynan #1109
Call to Order: Meeting called to order at 7:03 p.m.
Minutes: Approval of minutes from the March 25, 2015 meeting Darren Eggebrecht motioned with corrections. Jennifer Davis to first. Troy Houck to second.
Board Seats:
o Board Appointed Dan Mingle to the Board on May 19, 2015. Jennifer Davis motioned via email. Brian Pfitzinger to first. Troy Houck to second. Darren Eggebrecht in favor.
o Seat Assignments for the next year:
§ Dan Mingle, President
§ Darren Eggebrecht, Vice President
§ Jennifer Davis, Secretary
§ Brian Pfitzinger, Treasurer
§ Troy Houck, Member at Large
Financial Review:
· BDC Operating & Money Market Account Balance were reviewed:
o Operating account balance: $ 9,887
o Reserve account balance: $ 133,495
o Reserve Account-Future Projects: $ 24,809
· Audited financial status
o Brian to review 2014 Draft Audited Financials, sign and scan back to Sandi. (4/29/15)
o COMPLETE & FILED (6/24/15)
Old Business
A. Elevator contract
1. Kone contract expires 12/10/15 and will auto renew for another 5 years. We must give 90 day notice to Kone to cancel which we will do in September. Kone raised their price to $305 per month in December as compared to $145 with Bagby. Replacement parts are at no charge with Bagby unless it is an act of God or vandalism. And “keeping the room at 83F degrees” can be removed from contract. (1/28/15)
B. Spigot
1. Spigot on south side of Building 4 is missing the handle. Jim to get it fixed. (10/22/14)
2. Jim did not take action (12/3/14)
3. Jim tried to change it himself but was unsuccessful. Juan was to repair it but replaced the handle on the front of building 4 instead of the back. He will now replace the one on the back of the building. (1/28/15)
4. Handles were replaced on buildings 3 & 4 but are now missing from Building 2. (2/25/15)
5. Building 2 is still missing one spigot handle. (3/25/15)
6. Spigot on Building 2 still not replaced. Troy is going to buy one and install it so that we are not charged again. The hose on building #4 was replaced. (4/29/15)
7. Darren bought a new handle and tried to install, but it didn’t fit. Troy to find one with correct teeth size and install. (6/24/15)
C. Alleyway wrought Iron painting
1. When will this be scheduled? To be further discussed at next meeting.(3/25/15)
2. We will probably group this project with chimney cap painting. Will revisit once we have all of the chimney cap bids. (4/29/15)
3. Jason Harlow stated at the AGM in May that he would get us bids. Sandi to send email requesting vendor contact info by 7/15/15 or bids by 7/31/15. (6/24/15)
D. Chimney Cap Painting
1. Jim to get bids (3/25/15)
2. Sandi obtained one bid for $2,342 from Diamondback Construction/Ben Burgess. She will obtain two more. (4/29/15)
3. Sandi was not sure of the interest in this project, so she did not pursue more bids. Jason Harlow stated at the AGM in May that he would get us bids. Sandi to send email requesting vendor contact info by 7/15/15 or bids by 7/31/15. (6/24/15)
E. Maintenance Calendars/Checklists
1. Darren stated he would send out the one last used after tonight’s meeting. We will update it and post to website (3/25/15)
2. We updated the calendar tonight. Darren will send revision to Dan for posting on website. (4/29/15)
3. Jason Harlow stated at the AGM last month that he would resend calendar samples for Board review for long term maintenance. Ted received a copy of this yesterday and will forward to the Board tomorrow. (6/24/15)
F. Code Violation-Standing Water & Valve Covers (revisited)
1. Drain covers were put on these pipes last year upon notice of violation. However, the pipes are clogged and need to be flushed out. Jim to get these cleaned out. (3/25/15)
2. 6 drains on south end of property were cleaned out by hand and then with a plumbing snake two weeks ago. They were cleaned out manually again last week. There is a design flaw. Sandi is going to get a bid for drilling holes in the wall and tying pipes into it so drainage is through the wall into the bushes Bowen Street. (4/29/15)
3. The water in the pipes is by design. Troy found other properties in the area with the same pipe design. There are two companies Andy’s Drains and Dallas Drains that do this kind of work. Ted has a bid on another project that is comparable and believes the cost would be about $5K to drill holes in the walls and reroute the water. The Board opts not to change this. Jennifer Davis motioned to remove this item from the agenda. Darren Eggebrecht to first. Troy Houck to second. (6/24/15)
G. Fascia Board #1110
1. Jim to get this repaired. (3/25/15)
2. #1110 being repaired. Contractor walked property today looking at Fascia board issues. (4/29/15)
3. Fascia board is being replaced around the property. This week the North stairway will be completed. Next week the fascia outside unit #1110 should be completed. (6/24/15)
H. Late Fees on Water bills(revisited)
1. Andrea Hurtado wants to recover late fees from 2010-2011. Melissa Miles said she would help her and check with the water company to see if that is when they switched accounting systems and if there were any problems with bills being sent out late. The HOA was receiving bills 2-3 days before they were due. (3/25/15)
2. No update (4/29/15) (6/24/15)
I. Thresholds Building 4
1. Jim to have these inspected and repaired/replaced. (3/25/15)
2. Sandi to get bids for front door and French door thresholds. (4/29/15)
3. The threshold for unit #4104 was replaced last week. (6/24/15)
J. Unit #2101 Leak
1. Wall leak has been repaired. Wall still needs to be repaired. (4/29/15)
2. COMPLETE (6/24/15)
K. Front gate hinge repair
1. Someone back into the gate breaking the hinges. Gate is to be repaired this week. (4/29/15)
2. COMPLETE (6/24/15)
L. Broken iron chair on South Patio
1. Board to research a replacement. (4/29/15)
2. Replacement Chair ordered 6/5/15 and is now in courtyard. COMPLETE (6/24/15)
M. Garage Leak
1. Leak into garage under building 2. Will wait to see if it stops leaking. Only way to get to leak is to remove floors in units. (4/29/15)
2. Jennifer Davis motioned to table this item until it is seen that leak continues and action needs to be taken. Darren Eggebrecht to first. Troy Houck to second. (6/24/15)
N. Landscape service review
1. Jason submitted a name and clients for a new landscape service. At this time the Board has decided not to change vendors. However, Sandi is going to talk to Juan about the porter service shortcomings. (4/29/15)
2. It appears the porter is doing a more thorough job. He has been sweeping more and taking down cobwebs, etc. COMPLETE (6/24/15)
O. Light out Unit #4102
1. Sandi to contact Juan to replace. (4/29/15)
2. COMPLETE (6/24/15)
P. Lights on Alley telephone poles
1. City to be contacted regarding the burned out lights. (4/29/15)
2. These lights are our responsibility. There are five lights total two of which are burned out. We have bids to replace three of them with the current bulbs and a bid to replace the fixtures and bulbs with longer burning less wattage LED lights. Troy is going to speak with someone today who is willing to get on a ladder to replace the bulbs which would save us the $300 to rent the cherry picker the other bids require. (6/24/15)
Tabled Items:
· Landscaping replacement along Bowen
· Crepe Myrtle replacement for those removed outside units 4101 and 3101 – JM Landscape Quote (7/30/13) Crepe Myrtles are $105 each with a $65 installation fee
· Drywall to be completed in Clubhouse
· Waterproofing has been tabled until after completion of engineering report (Feb 2014)
· Pool Cushions tabled until spring 2015. (Apr 2014)
· Garage Leak under Building 2 (June 2015)
New Business:
A. Flower Pot Replacement
1. Jennifer Davis to measure courtyard pots and count the number needed on property and let Sandi know so she can get a bid.(6/24/15)
B. Handicap Parking Space in Back Alley
1. Melissa Miles stated at the AGM that she told another resident they could take down the sign and park in the space as we have no handicap residents. The sign was put back up and removed a second time. We do have a resident that has a handicap placard. If he requests a parking spot we will put up another sign.(6/24/15)
C. Replacement of Classic Construction with Specialty Vendors
1. They charge a minimum fee of $275 for any job they do. We would like for WM to try to use vendors who are not GCs to do work when possible so there is not minimum fees and trip charges, etc. We think the handyman currently doing the fascia board repairs might be a good option. COMPLETE (6/24/15)
D. South Alley Gate Reverberation
1. South Gate is reverberating more than normal. This was completed today Owner was home and stated that it is better. COMPLETE (6/24/15)
E. Unit #1106 Back Patio/Deck Repair
F. Hot Tub & Pool
1. ASP replaced the spa heater the week of May 19, 2015, but would not cover it under warranty because the chemicals were not being kept in balance. Sandi will discuss this with Quality Pools.
2. WM had spa water tested 6/8/15 by Leslie’s Pools and there were elevated copper levels. So the Pool was closed. Pool water tested on 6/9 and chlorine, pH and copper were all within acceptable range. The hot tub was drained and refilled by pool water overflow on 6/10/15. ASP will not warranty the heater because they say the chemical levels were not kept in balance. Quality Pools which does the chemical maintenance says they were. We need to have the same company servicing and maintaining the pool so that this scenario doesn’t recur. Ted to call ASP to see what they will charge for a service contract. He hopes to get a deal by switching Sutton Place to them as well. Spa was closed on 6/20 until the heater is replaced and an email was sent. (6/24/15)
G. Loose Wires on Telephone Pole in Back Alley
1. Wires are not electrical wires, but rather cable wires, so there is no danger. COMPLETE (6/24/15)
H. Gate Vendor
1. Jason Harlow suggested Metropolitan Gate for a gate maintenance contract. We have looked into them before and they were more expensive. Jason said he would look into this. (5/28/15 AGM).
2. There was no contact from Jason regarding this, so Sandi is going to contact them for a contract price. (6/24/15)
I. Announcement of new property managers
1. Dan Mingle stated he would send out an email regarding this. (5/28/15 AGM). WM to send out letter advising owners of the change.
2. Sandi sent email 6/1/15 stating she is the new property manager and Ted Van Trabert will be supporting her. Their emails are and . Their phone # is 214-528-2630. COMPLETE (6/24/15)
J. Water on A/C Unit in Back Alley
1. This is not an A/C. This is a non-functioning vent for the garage, so this is a nonissue. (6/24/15)
K. Rental Cap Proposal
1. Melissa Miles stated she would write a proposal for a rental cap. (5/28/15 AGM)
2. No update (6/24/15)
L. Alley Blockage (moving trucks/dumpsters/etc.)
1. Ted to call management company of building behind BDC regarding these issues (5/28/15 AGM).
2. This is not something with which WM should be involved. If there is something blocking the alley call 311. COMPLETE (6/24/15)
M. Another email was sent regarding Proof of insurance & lease submissions on 6/17/15.
N. Power washer lock
1. Sandi to bring it over. (6/24/15)
O. Bylaw Amendments
1. Ted to request set of amendments filed with the City of Dallas. (6/24/15)
Adjournment:
· Meeting adjourned at 9:49 pm. Brian Pfitzinger motioned for adjournment. Darren Eggebrecht to first. Troy Houck to second.
· Next board meeting is scheduled for July 22, 2015 at 7:00pm in the Clubhouse.
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