February 6, 2008 Board Meeting Minutes
Willows Condominiums Owners Association, Inc.
6:30 pm February 6, 2008
Call to order on February 6, 2008 @ 6:30 pm. The board members present were:
1Frank Sherack, President
1Mary Sherman, Vice President
1Phil Berman, Treasurer
1James Childress, Secretary.
1Kelly Glenn
Next meeting is February 19th. The February 19th meeting is open to all homeowners.
1.Joellyn McCormick wrote a letter to the Association complaining about practices of the Association Board. The Secretary will contact Ms. McCormick to address her complaints about the board practices. Frank Sherack will contact her by phone to settler her complaint about repairs charged to her.
1.The Secretary will contact the Association counsel to answer a question about the final settlement with Sellman/Vandenberg. The settlement includes a promise that the insurance carrier will pay $3000 to Vandenberg. We want clarification as to why the Association must agree to the actions of the insurance company.
1.Owner/investor David James has made arrangements to have his monthly dues payments automatically sent from his bank to the Willows by postal mail. The board agreed that since the draft is made by the due date, there will be no penalty if the draft arrives within a reasonable time of the due date.
1.A conflict with the renters in H214 has made it impossible for the Willows to repair the interior damage. The Willows will consult our Handyman, Royce Wilson, to estimate the cost of repair. That amount will be given to the homeowner to complete the repair. Any amount above the estimate will be the responsibility of the homeowner and not the responsibility of the Association.
1.Joyce Sanborn is in interested in buying five distressed units on the Willows property. The five units currently are in arrears by a total of $7037.96. Ms. Sanborn has requested the Association release the lien so she can buy the properties from the bank. Ms. Sanborn has asked the Association to reduce the amount owed to make the properties more affordable. The Board consulted with our Counsel and the Willows Counsel recommended we attempt to come to a negotiated agreement with Ms. Sanborn with regard to the $7037.96 outstanding debt. The Board voted five to none to discount the debt to $6000 (about a 15% discount).
1.A settlement was finally reached with Todd Vandenberg. The original offer of $2500 made by the Association was accepted by Todd Vancenberg.
1.Three sealed bids for repair and replacement of the sub-standard roof wiring were opened in the presence of: The five active Association Board members and homeowner Diana Tameny of G207. The three bids came from: Harp Electric, Sherack Electric, and Malvin Judkins Electric Service.
1.
Harp Electric bid $72,864 for 184 units ($396 per unit) (please confirm the figures)
Sherack Electric bid $52,165 for 184 units ($283.50 per unit)
Malvin Judkins Electric Service bid $41,000 for 184 units ($228.83 per unit)
The board discussed all three bids. The low bid appeared too low compared to Harp and Sherack. Both Harp and Sherack have an outstanding reputation, and the Willows have done business with both in the past. There was some question about the thoroughness of the Judkins bid. Sherack Electric was the only bidder to offer a 5 year parts and labor guarantee. For these reasons, four of the five board members voted to award the contract to Sherack Electric. Board member Frank Sherack recused himself from voting due to his relationship to the owner of Sherack Electric.
Payment of the contract was discussed by the Board. The Board voted four to zero to sell the WHOA owned unit to finance much of the cost. Any cost overruns would be covered by the Association.
The Secretary will contact the Tulsa Fire Marshal to inform him of the Willows plan of action in accordance with the request from November 2007.
Meeting adjourned at 8:01pm.