Fields at Overlake Condominium Association

Management Committee Meeting

August 2, 2006 – Minutes

Notice

Upon due notice given and received, the monthly meeting of the Fields at Overlake Condominium Association was held on August 2, 2006, at 73 West 1930 North, Tooele, Utah 84074. The meeting was brought to order at 4:00 pm by the committee president, Amy Pollock.

Attendees: Amy Pollock, President

Pam Wahler, Vice-President

Robin Fravel, Landscape Coordinator

Lil Wayman, Manager - DCM

Committee Members Absent: Jake Baldwin and Natalee Wexels

Previous month’s minutes and financial reports were presented to and approved by the committee.

New Committee Members Needed

Amy Pollock informs the committee that her unit is under contract to sell by August 24th. Committee members Jake Baldwin and Natalee Wexels have not attended the last two meetings. Jake has not attended any meetings since he was elected in June. Robin had previously spoken with homeowner Gus Bautista about filling a slot on the committee. Gus was interested in being treasurer. Pam suggests new owner Scott Nash, who has a business degree. Amy moves to reappoint positions as of today, and moves that Robin be appointed president. Pam and Robin second the motion. Pam notes that she should be secretary instead of vice-president since secretary is a required position. Natalee Wexels is the current secretary. Lil will contact Natalee to confirm if she wishes to resign from the committee. Previous attempts have been made to contact Jake without success. His unit is under contract to sell. Lil will attempt to contact him by phone or letter. His position is considered available by default.

Landscaping

Landscaper David Tingey will proceed with the trimming, pruning, and replacement of sprinklers as previously agreed. David has been asked to give us a bid for the removal of the tree by building 1, which is too close to the unit. Robin notes that another tree at building 13 (possibly unit 13C) may need to be removed. The area it is planted in is too small for the size of the tree and it may cause damage to the driveway. Robin also notes that unit 13C has purple paint drizzled all over the front porch and looks unsightly.

Note in Landscaping: David Tingey was married last week. The committee would like to send a gift of appreciation from the association. Amy suggests a gift card from Iggy’s Sports Grill. Lil will purchase one and send on behalf of the committee.

Rule Compliance

Deck Staining: DCM reports that letters regarding deck staining were mailed out to the owners of buildings 12, 13, and 14. The owners of units 13B and 13C have stained their decks recently enough. Owners were asked to have their decks stained by the end of September. They were given the option of contacting DCM to have the work done for them for $200.00. Pam is happy to stain her deck but notes that oil in driveways should be a higher priority. Robin’s motivation for deck staining is to preserve the decks for a longer period of time. Robin thinks the entire structure may need to be replaced if the wood is not preserved.

Oil in Driveways: Letters regarding oil in driveways were mailed to 1948, 81, 86, and 75. Owners were given two weeks to clean their driveways. (It was noted that all of the units involved were non-owner occupied.)

Rust Stains on Siding: Letters regarding rust from water heaters were mailed to 44 & 63.

Rules and Regulations

Robin proposes that the committee review the current rules and regulations and see where changes should be made. With so many renters there may be many residents without a copy of the rules. Robin has ideas for dealing with rented units differently to address some of the problems that seem to be repetitively rooted with non-owner occupants. Amy suggests a special meeting be set aside for discussing changes to the rules. Amy, Robin, Pam, and Lil should attend. A date and time will be set.

North Tooele City Special Service District – Vinyl Fence

As requested, Lil contacted the Special Service District regarding the offer last year to replace the rail fence at 2000 North with a solid vinyl fence. Steve Dale, vice-chair of the SSD, informs us that the idea was discussed at length but was not passed by the Board due to lack of consensus with the Board and the residents. Amy is acquainted with Melanie Hammer, the chairwoman of the SSD, and Mike Johnson, the Tooele City Council chairman. Amy will call Melanie to discuss the issue and see whether the fence can be put back onto the agenda.

Non-Resident Children on Property

All committee members stated that the children of restaurant-owner Leonardo continue to loiter around the property unsupervised until late at night. There is a resident family that the kids associate with as well. Lil spoke with the Tooele City Police about trespassing violations and learned that the family could not be charged with trespassing if they are on the property as guests of the resident family. Lil sent a letter to Leonardo reminding him that the community is private property and must be respected as such. Pam reports that the mother of the children went to Ecuador and may be returning with their grandmother. It is hoped this will provide supervision for the kids.

Statements by E-mail

DCM has enabled their accounting program to send monthly statements by e-mail. This would reduce mailing costs. Lil will send a form to owners where they may opt for electronic statements with the August billing.

Financial Accounts

Until the new committee is completely put in place, the signers on the bank account will remain Amy and Pam. Once the personnel change is complete the new president (Robin) and treasurer should become authorized signers on the account.

Collections

Most of the current unpaid homeowner balance is from former owners whose accounts have been placed with North American Recovery for collection. Dibble, Ebberts, Fry and Heddlesten’s accounts have been forwarded, with the combined total due of $5,940.00. NAR sends periodic updates on accounts, but DCM has not received one recently. Lil will contact NAR to inquire on the progress of the collections.

Adjournment & Next Meeting

There being no further business to discuss, the meeting was adjourned at 6:15 pm. The next regular meeting will be scheduled for the first Tuesday in September at 4:00 pm at the home of Robin Fravel, 36 West 1970 North. A special meeting to discuss Rules & Regulations will be held this month at a date and place to be determined.

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