Emerald Lake Home Owner’s Association Board Minutes
October 13th, 2014
The meeting was called to order by President Szur at 4:00 PM.
PRESENT: Jan Szur, Harvey Zuckerberg, Ginny Reid, Cindy Hughey, Glenn Prinzing Keven Kiefer and Michael Bobinski.
Cindy moved to approve board meeting notes from 9/22/14. Mike seconded. Board meeting notes from 9/22/14 approved.
5258 Golden Circle—Request to have driveway and circle drive asphalt added to the replacement list. Board made a motion to table the decision until the following spring walk through. Passed unanimously.
2464 Emerald Lake Drive—Request to have three trees removed prior to the winter season. Maplegrove contacted the co-owner and let them know they are on the list for the next tree removal, but it will likely not be before the winter.
2404 Emerald Forrest Circle—Complaint about windows not being replaced in a uniform fashion that then lower the property value of the homes. Co-owner provided photo evidence of mismatched windows. Maplegrove will contact the co-owner and explain the current board policy as well as discuss that different boards have had different policies in place throughout the years.
2146 Emerald Lake Forest—Complaint of standing water. Confirmed by Keven. Keven suggested having Pure Green evaluate the situation when their contract begins. Board agreed unanimously.
Review of Pending Work Orders and Vendor Quotes
Communication issue between co-owners, Maplegrove and vendors. Jan suggested letting co-owners know current policy, as well as emphasizing that if they do not hear from vendors within two weeks, they should contact Maplegrove directly. Glen will review work orders every two weeks as opposed to thirty days to try to close the gap in communication. Harvey requested a summary of work orders completed and not completed (with an explanation as to why they are incomplete) for upcoming meetings.
2461 Emerald Lake Drive—Wood rot remediation. Currently on the schedule for 2015. Co-owner will monitor any potential leaks.
2440 Emerald Lake Drive—Wood rot remediation.Glen will put metal over soft spots and holes to get it through another year. This will be listed under maintenance as a miscellaneous repair.
Communication
Lack of communication between co-owners, Maplegrove and vendor. Can Maplegrove do a better job of letting co-owners know when repairman will be out? Can we require contractors to leave notes letting the co-owners what work was completed? When Crystal completes a work order, can she contact the co-owner via email to see if they received written communication from the vendor?
Following work orders, Crystal should go back to the co-owner, let them know the work was completed, and see if they are satisfied.
Treasurer’s Report
The budget report will be available next month.
Cindy Hughey presented the Treasurer’s Report, identifying shortfalls in both the operating budget and the reserve fund, putting the Association in backlog for remediation and repair services in several areas (e.g., siding, painting, asphalt). The Board discussed various ideas and scenarios to generate revenues needed to achieve a number of budget objectives.
Wood Rot
Following wood rot and roofing recommendations from Maplegrove.
Work Session Focus Items
Sump pumps: Currently 21 co-owners with sump pumps. Maplegrove will communicate with nonresponsive co-owners that if they don’t respond to the survey, they will receive a penalty and will be held responsible for any damage.
Website
Robyn has agreed to update the website as long as materials are emailed to her in ready to post format.
Old Business
Co-owner modification to common elements policy. See attached brief. Jan moved that we adopt the policy. Cindy seconded. Discussion followed. Co-owners need to acknowledge the policy via electronic acknowledgement.
Meeting adjourned by President Szur at 6:20 PM