November 19, 2007 Minutes
Willows Condominiums Owners Association, Inc.
6:30pm November 19, 2007
I. Call to order on Tuesday November 19, 2007 @ 6:35pm. The board members present were:
· Frank Sherack, President
· Phil Berman, Treasurer
· James Childress, Secretary.
· Kelly Glenn
II. Old Business – Reports
· The Association attorney has given his opinion on the questions regarding section-8 housing and our insurance policy. The opinion is on file in the Willows management office. The issue of section-8 limitations on the property is a contentious issue. The board will contact the insurance provider to determine what obligation we have to maintain a prohibition on section-8 housing. Our attorney has given an informed the Association that the current insurance policy does not require a prohibition on section-8. A motion for a follow up letter stating the section 8 housing policy and how it relates to the current insurance policy was approved.
· There was prolonged discussion about how the work for the new lighting on the property was procured and administrated. The consensus from the meeting attendees was one of disapproval. The merits of the lighting were not debated. The real issue about the lighting project involved the total cost. The meeting attendees were unhappy because
1. the money spent on this project could have been spent on necessary maintenance; and,
2. standard procurement procedure for competitive bids did not occur.
New Business
· A request was made by Joyce Sanborn to scan the Association By-Laws and post them on the Willows website. Joyce has volunteered to scan the by-laws and provide the scanned document to the secretary.
· A motion for a moratorium on money spent for property lighting was approved.
· A request was made to install additional lighting on the stairs of several buildings. However, there will be no additional lighting added until a the moratorium on new lighting is lifted.
· An owner asked about spraying the property grass to eradicate fleas. This may be an issue to address again in the spring of 2008.
· A motion was made and approved to itemize all checks written to Sherack Electric and to document who signed each check.
· A motion was made and approved to itemize all checks written to Frank Sherack and to document who signed each check.
· A motion was made and approved to follow the by-laws as to who can sign a check for payment from the Association. Currently, two signatures are required for a check, and all five board members are allowed to be one of the signatures on a check. The Office Manager is also allowed to be one of the signatures on a check. (A scan of the by-laws did not answer this question).
· A suggestion was made to use postal mail to send copies of all the meeting minutes to all owners. Another suggestion was made to post the minutes on the Association website, and send out minutes when a newsletter is sent to all owners. The current trend on mailings is to reduce mailings and use electronic media. Electronic media is cheaper. All future minutes will be posted on the website. Postal mailings will be sent at the discretion of the board. Note that owners can request a postal copy of the meeting minutes through the management office at any time.
· A motion was made and approved to require a procedure for all new projects on the property that are in excess of $2500. The procedure would include three sealed bids to be opened simultaneously. If the lowest bid is not chosen, the board will provide a written explanation for the alternate choice.
· The issue of wiring on the roof was discussed in length. The procedure agreed upon for doing this work is as follows:
1. Contact City Inspector Hurley Ford @ 596-9581 to get an Electrical Inspection Company referral.
2. Have a professional inspection by an Electrical Inspection Company completed on each roof to determine what actually needs repair.
3. Solicit three separate sealed bids for the required repairs.
4. All three bids will be opened in the presence of a majority of the board members.
5. A decision will be made as to which bid to accept in accordance with the policy on accepting bids.
6. The Association should keep the Fire Marshal informed of our repair plan as it unfolds so we are in compliance with the Fire Marshal's recommendation (citation).
· The next board meeting is scheduled for December 4, 2007 @ 6:30pm.
· The next open meeting is scheduled for December 18, 2007 @ 6:30pm.