Charleston Harbor Homes Association

Charleston Harbor Homes Association

CHHA
BOARD OF DIRECTORS
Chaz WoodPresident
Marlin RobertsVice President
Karla OylerSecretary
Jerusha WhiteAssistant Secretary
Karl BlossTreasurer
Larry JanacaroAssistant Treasurer
Joe McCuneMember
Erin PhamMember
Alice RoxburgMember

February 21, 2016 Homes Association Board of Directors Meeting Minutes

The meeting of the Board of Directors of the Charleston Harbor Homes Association (CHHA) was held at the home of the President, Chaz Wood, and called to order by said President at 5:50 p.m. Other officers and Board members present were Marlin Roberts, Karl Bloss, Erin Pham, Alice Roxburg and Jerusha White. A quorum was present to conduct business.

Minutes of January 26, 2016 Meeting

The first order of business was to approve the minutes of the previous meeting. There were four changes to be made to those minutes as follows:

Under Reports of Committees: Reword the first paragraph under Landscape Committee to read as follows:

Lawn care bids for 2016 have been received and there were three. Services included in this year's bid included aggressive seeding and fertilization of common areas, specifically around the lake, as well as mowing. The Committee reported that Teblet Lawn Care was the lowest bidder and recommended that a contract be awarded to that company. They performed the work for us last year and did a good job. A motion was made, seconded, and the contract to Teblet was approved by acclamation.

Under Reports of Committees: Change Safety (Committee) to Safety and Security (Committee)

Under New Business, Letter of Engagement CPA: Amend the first paragraph to read:

A letter of engagement was recently executed with Kelly Taylor, CPA, to review the Association’s financial records for 2015, for tax purposes and to establish a basis from which to work with future finances. After contacting several local CPA firms, it was learned that a full audit, as it is required by law today, is very cost prohibitive and could be as much as $10,000-$15,000 for a typical audit. After discussing the issues and interviewing Ms. Taylor, it was recommended by the President that she perform a Financial Review of our books, which will provide us with an equivalent review without spending nearly as much money. The difference is the level of detail utilized in verifying every number in the books.

Under New Business, Delinquent Dues and Non-compliant Properties: Amend second paragraph to read:

After reviewing policies stated in Association Covenants and Restrictions, and consulting legal counsel regarding forward steps, the Board will document written standards and actively pursue nonpayment, including liens, collection agencies, attorneys and/or foreclosures. The Board confirmed to its membership that liens have been filed against some residences. It was moved, seconded and approved that said changes to the minutes be made.

Treasurer’s Report

It was reported by the Treasurer, Karl Bloss, that our CPA has made journal entries in order to make adjustments to the books, creating a difference between QuickBooks and the bank statements. These are listed as “clearing accounts” and the differences will be in the books until all financial issues are resolved. There will be a meeting with the CPA tomorrow at 4 p.m. and clarifications will be obtained at that time. A motion was made and seconded to accept the financial reports with the proviso that it they will not be fully accurate until the CPA is finished with her review. The motion passed.

Reports of Committees

Architectural: No report was given.

Landscape:

Teblet Lawn Care will begin the aggressive seeding and fertilization of our common areas later this month.

The process of obtaining landscaping ideas, suggestions and proposals from area companies has begun. The Landscape Committee is hopeful that a contract agreement can be completed by mid-March. We are hopeful to begin:

• Revitalizing our three entrances, but it may need to be done in phases due to budget constraints.
• Increase flower garden area at pool parking lot near new gate installation for security purposes.
• Revitalize four pocket areas that have The Glen and The Estates signage.
• Explore landscape options on the lighthouse peninsula.
• Explore possible landscape deterrents for geese population at the lake.

The ornamental entry gate at the pool parking lot has been awarded to Bill Ryczek. This week he surveyed the site area and will be presenting us with the drawings within the next week. Next step is to install the support posts.

The pool parking lot resurfacing bids have been coming in. We currently have three bids for using hot seal. We will continue to seek bids through March 25, 2016.

No snow removal has been performed thus far in February 2016.

Tree trimming bids were solicited for:

• Trim and thin four Bradford pears in front of the pool parking lot
• Lift up and trim poplar tree in the Pleasant Valley Rd. entrance island
• Cut down, remove two Scotch pines at the corner of NE Pleasant Valley Rd. & N. Brighton Ave.
• Grind three stumps and level chips

Three companies have bid thus far:

• Arbor Masters Tree & Landscape$475 for four Bradford pears & poplar tree at entrance

$550 remove Scotch pines and grind three stumps

• TJ’s Tree Service$1000 for four Bradford pears & poplar tree at entrance

$500 remove Scotch pines and grind three stumps

$400 option to take down poplar tree at entrance

and grind out stump)

• Farage Tree & Stump Removal $1475 for four Bradford pears, poplar tree at

entrance, remove Scotch pines and grind three

stumps

,

It was discussed that the dead Scotch pines could be cut down by residents as part of the Spring Cleanup Day in order to save money, leaving only the trimming of the Bradford pears and poplar tree at the south entrance. It was moved, seconded and passed to accept the lowest bid for this work, and that would be Arbor Masters Tree Landscape for $475. Marlin Roberts will call the contractor. This item will come out of the Landscape budget line item.

Construction of Bridges report was deferred to the Lake Committee report.

The Landscape Committee has contacted 3-1-1 and requested help with the drainage ditch on the north side of our 71st Terr. entrance. It is unsightly and not maintained. It has been confirmed that Public Works Street Maintenance District 1 has investigated this request. Public Works Street Maintenance’s responsibility is to maintain dirt bottom ditch lines. When weather permits, with drier shoulders, crews will spruce up shoulder area.

Lighting:

In the past month, the Committee has:

• Replaced -- changed light to LED at 7106 N. Quincy Ave.
• Replaced -- changed light to LED at 7005 N. Quincy Ave.
• Converted sodium vapor to LED at 6700 N. Charleston Dr.
• The ornamental light post at the south entrance (Pleasant Valley Rd.) was unstable. The base has been tightened.

• The ornamental light posts at our 68th Terr. & 71st Terr. entrances are too tall for conventional ladders and the safety of a worker attempting to change out the globe lights to LED. It has been suggested that we explore either renting a bucket lift or hire an electrical company with a bucket truck. We will look at cost comparisons before proceeding.
• Lights shining on our entry monuments (all entrances) have been converted to LED lighting.

Lake:

Algae Control -- The committee reviewed bids by two lake service companies and is recommending that our HOA engage Blue Valley Labs to service our lake for algae control. They are closest to the budgeted $5,500 for algae control. The committee discussed the types of algae and that grass carp were introduced to the lake last year to help with algae control. The Board discussed that Blue Valley needs to identify and document the species of algae that our Lake has so as to determine the best methods for algae control and management. A motion was made, seconded and carried to contract with Blue Valley Labs for their algae control services. Marlin Roberts will contact the contractor.

Dam -- The committee reviewed the schedule and fees provided by Geotechnical Engineer Gary Van Riessen. Mr. Van Riessen inspected the dam on January 29 and cited several issues including concerns for the spillway, the levelness of the dam (dips in the middle), seepage through the dam (toe seepage) and trees growing on the dam. The committee recommended to the Board of Directors that it proceed with engaging Mr. Van Riessen’s services in preparing a dam mitigation/maintenance plan for the sum of $2,945. A motion was made, seconded and passed to contract with Mr. Van Riessen for his services. Jerusha White will contact him.

Lighthouse -- The committee reviewed suggestions to improve the lighthouse and made the following recommendations:

Purchase and install a 35-watt rotating beacon. This beacon can be installed by our membership. Cost is estimated to be $188.95. Discussion was held regarding how to mitigate any problems of the light shining into some residents’ homes. A motion was made, seconded and carried to make that purchase.The committee will plan to frost or tint Plexiglas panels that face houses who may find the rotating beacon distracting or an annoyance.

In order to remove and replace the existing damaged Plexiglas windows, Brian Bates has agreed to donate materials and assemble the replacement.

At the time the Plexiglas is removed, the roof is to be removed and inspected. We may be able to have students at Winnetonka High School metal shop braze or otherwise seal and repair the copper roof. The committee agreed to retain the verdigris finish on the copper roof and not clean or polish it.

Lighthouse (continued)—

Purchase accent lighting to make the lighthouse visible at night. The Committee recognizes the significance of the lighthouse in the community and believes we can enhance our presence by having the lighthouse seen at night. The Committee is to experiment with lighting and make final recommendations in the near future.

Benches -- The Committee reviewed suggestions for the installation of memorial park benches around the lake. It recommended one or two near the lighthouse and more along the walking path. The thought is to offer this to residents who wish to purchase sitting benches in memory of loved ones. CHHA would choose a specific bench model to be used to maintain uniformity and cover the costs of permanent installation. The Committee will research bench styles and costs and then offer its recommendations to the Board of Directors at a future meeting.

Bridges -- The Committee has solicited design input as well as bids for replacement bridges. The Committee recommends the installation of level bridges with sloped ramps to facilitate strollers and wheelchairs. They also recognized initial budgeting of $5,000for the bridge projects will probably be insufficient to meet these requirements and have long-lasting structures comparable to the neighborhood. The Committee recommends exceeding the budget as long as finances are available in order to have quality bridges installed. They recommended the use of treated cedar over treated pine and metal balusters consistent with the look and feel of gates and rails already installed in Charleston Harbor. They also discussed seeking costs of alternative building materials such as composites or plastics. This action is still in the bidding process.

Guardrails -- The committee also recommended that the Board pursue bids on barrier/guardrails to be installed along the rocky ledge above the waterfall at the lake. It should be constructed of material consistent with the look and feel of other gates and rails in our community and be designed to discourage or prevent children from climbing on them. This action is still in the design and bidding process.

Lake Aeration –The Committee has been told that additional aeration would assist in reducing and controlling our algae issues. Underwater aeration pumps in each cove as well as a fountain have been suggested. We would need to install all new wiring to handle the electrical load. These are viable alternatives as we will be spending $5,500 for algae control chemicals this year. The Committee agreed that mechanical aeration methods may be a viable alternative to chemical treatment but believes more information is needed to assure nutrient and oxygen levels are balanced as much as possible. The Committee will solicit additional opinions and suggestions from Blue Valley Labs and other local lake management companies regarding the viability of aeration as an effective algae control in the future.

Pool:

No report was given.

Communications:

No report was given.

Social:

No report was given.

Safety and Security:

No incident reports for this month.

City of Kansas City Police Dept. Traffic Division replied to our request to explore a three-way stop at NE. 68th Ter. and N. Charleston Dr. We have been directed to the Streets Division that can evaluate and make roadway changes. We will follow-up with the Streets Division.

Committee contacted 3-1-1 regarding a need for a 25-mph sign at the 71st Terr. entrance. Our other entrances have a speed limit sign and we felt that this entrance should also have one. The City installed the sign this week. It should serve as a reminder to drivers to obey the speed limit within our neighborhood.

Governmental Relations:

Tom Gorenc continues to work with City officials regarding our silting issue and possible future actions on our behalf.

Tom Gorenc has suggested that one of our HOA representatives reach out to the City regarding how the future four-lane expansion of N. Brighton Ave. will impact common areas, our entrances and homeowner properties in Charleston Harbor.

Another question to be asked is regarding the drainage running under NE Pleasant Valley Rd. and creating erosion and a rut where it drains down to our lake.

Marlin Roberts, Vice-President, will request a meeting with our new City Councilwoman Heather Hall.

Old Business

Property Management Companies: No progress has been made on interviewing property management companies. It is recommended that the issue be withdrawn from the Board agenda until the Association’s finances have been reviewed and reconciled.

Delinquent Dues:

Since the HOA still has delinquent dues of approximately $42,000, further action will need to be taken. So far, delinquent residents have been notified, or an attempt has been made, by regular mail and in some cases, certified mail.

It has been suggested that the Board engage collection companies and/or an attorney to collect delinquent dues. Research of collections companies shows that they prefer to deal with larger companies and their rates and fees vary between 35-50%. Most collect their fees on a contingency basis. The HOA’s attorney offers a contingency-based collections service with a 25% fee. He collects primarily by garnishing wages.

It has also been recommended that we develop a progressive schedule for delinquent dues collections. Here is one suggestion:

Step 1For the first calendar year due: The Association sends out past due notices with updated invoices indicating past due fees for the dues that are late ($40 on April 1, $80 on July 1).

Step 2 For dues delinquent over one calendar year: A letter is sent out (standard and certified mail) with an invoice stating the exact amount past due ($80 plus 10% interest per annum). The member is given 30 days to make arrangements to bring their account current. The letter will also state that if arrangements have not been made within the allotted 30 days, a lien will be filed with the County against the member’s property(s). The letter will also explain that all fees related to filing and releasing the lien will be their responsibility to pay. The letter will be carbon copied to the first mortgage holder whenever possible as well.

Step 3 For dues delinquent more than 18 months (July 1): A letter is sent out (standard and certified mail) with an invoice stating the exact amount past due ($80 plus 10% interest per annum); the member is given 30 days to make arrangements to bring their account current. The letter will also state that if arrangements have not been made within the allotted 30 days, the past due amount will be turned over to a collection company of the Board’s choosing. Such collection company will be charged with collecting all dues, penalties, interest, collection fees and lien fees. The letter will be carbon-copied to the first mortgage holder whenever possible as well.

Step 4 For dues delinquent more than 24 months: A letter is sent out (standard and certified mail) with an invoice stating the exact amount past due ($80 plus 10% interest per annum); the member is given 30 days to make arrangements to bring their account current. The letter will also state that if arrangements have not been made within the allotted 30 days, the Board of Directors will exercise its rights to engage an attorney to foreclose on the member’s property to recover delinquent dues and related expenses. The letter will be carbon-copied to the first mortgage holder whenever possible as well.