Crestwood Terrace Condominium Owners Association - Board Meeting Minutes Jan-15-2014

Pres. Ed Wilson; #16 Jeff Barnes;#13 Board Member Attendees Vice Pres. Mike Kelly; #46 Treas. open Sec. Karen Blair; #36 Jeff Tingley; #15

Association Member (Owner) Attendees Helen Moore; #17 Monthly Board Meeting Dates thru Apr, 2014

Tues, Feb-11-2014 6:30pm; unit: 15

Tues, Mar-18-2014 6:30pm; unit-15

Tues, Apr-15-2014 6:30pm; unit-15

Tues, May-13-2014 6:30pm; unit-15

Association President Ed Wilson called the meeting to order: Wed., Jan-15-2013 at 6:35 pm. Open Forum New Business from Owners: 1. Helen Moore (unit-17); Helen attended to voice 2 items; a). The Board should not fill in the creek behind the east fence. Board response - no plan to do so, however it is investigating how to mitigate erosion adjacent to the fence that is beginning to impact its structural integrity. b). The east property line needs to be surveyed and marked, and all the lawn areas along the east fence need to be re-graded / leveled and the fence replaced, new fence needs to be straight and all the same; e.g. good neighbor style. Board response no action will be taken on this request. 2. Jeff Barnes (unit-13) attended to voice 2 items; a). Financial Audit Jeff gave a quick recap of the Jan-14 Finance Committee meeting / kick-off planning for a financial audit. See the Board Audit update under New Business below. b). Jeff spoke briefly on succession planning for Ed Wilson, who he knows is transitioning to full time employment which will impact Eds ability to lead the many Assoc. tasks in progress. Jeff encouraged the Board to seek out other owners who might be willing to step forward to lead some of these tasks. Board response its aware of Eds plans and will continue to encourage owners help out with the Assoc.

Executive Board Meeting:

Note to Owners: A Board member position is vacant; any owner interested in joining the Board is encouraged to contact a Board member!
Review/Approve Prior Board Meeting Minutes: Dec-17-2013 Board Meeting minutes were read and reviewed. Mike Kelly made the motion to accept the minutes; motion seconded by Jeff Tingley and carried unanimously. Financials: 3. Jan-2014 Financial Summary; as of Dec-31-2013. Delinquent Total Reserves Reserves Income (dues) Expenses Dues Funds Target % Funded $9656.82 $10,249.16 $4,225.82 $110,482.44 $412,330.00 26.8% a. Income includes unit-9 payment of $2,350 for crawl-space drain, of which 90% ($2,115) will be credited towards owner dues at $50/month until the dues credit is exhausted. b. Expenses include about $1,600 in fence repairs, and about $3,100 for 3 months of landscape maintenance services. c. Renewal of the annuity the Assoc. has with Hartford Insurance via Edward Jones that matures Jan-16-2014 is pending; term of the new annuity is 5 yrs., interest rate is 3.00%. d. Sterling Bank CD x9421 matured Jan-12-2014; CD cashed out, funds deposited to account x2798, Jan-14-2014. e. Sterling Bank CD x8816 matures Jan-27-2014; CD to be cashed out, funds deposited to account x2798. Delinquent Dues Detail; reminder owner charges 60 days past due are assessed a late payment fee of $50.00.
Unit-1: $220.00 Unit-21: $3,953.30; bankruptcy proceedings in process Unit-28: $32.52 Unit-29: $20.00 Jeff Tingley made the motion to acknowledge the Dec-31-2013 Financial Reports from RPM have been reviewed and deemed accurate; motion seconded by Karen Blair and carried unanimously.

Old Business:
Building Maintenance: 1. Roof Replacement Board Priority; a. Winter-2014 Roof Replacement; roof material prices are forecast to increase this spring, so the Board has decided the 5 remaining duplexes will get new roofs in the March-April timeframe. Per a recent roofer inspection the roof replacement sequence will be: 1st; duplex 17-18, 2nd; either of duplexes 11-12, 1-2, 3-4, 3rd; duplex 29-30. b. Fall-2013 Roof Replacement; complete less unit-28 remittance for satellite dish removal ($32.52). 01-CTC Board Mttg Minutes Jan-15-2014

Crestwood Terrace Condominium Owners Association - Board Meeting Minutes Jan-15-2014

2. 3. 4. 5. Fireplace vents - maintenance; details on how to maintain vents pending; low priority. Replace unit-3 gutter, west side; completed by Fisher Const., painting by Frank F. pending. Bird Vent Guards (units 21-32); Frank F. tasked to investigate installation of wire mesh behind vent covers. Crawl-Space Water Issues Board Priority; a. Unit-09; crawl-space drain; crawl-space drain installed and existing moisture barrier restored by Drainage Masters. Builder installed gravity outlet drain flushed and determined to have insufficient fall in grade; a sump and sump pump will be added to the system to sort this out. b. Phase II crawl-space water mitigation; Work to begin the week of Feb-10-2014 and will include: Install unit crawl-space low-point/outlet drains; units 26-31 Install crawl-space drains and replace / repair moisture barrier as needed in units 27, 29, 30, and 35. Scope / clear / repair / flush roof rain drains for units 27, 29, 30, and 35. Remaining phase II tasks to be scheduled upon completion of the above tasks. c. Phase III crawl-space water mitigation; design and planning pending. 6. Arborvitae fire (unit-21); Owner re-painting of front gutter pending; low priority. 7. Kitchen vent issue (unit-38); Aug-1, area near kitchen vent cold in winter; pending; low priority. 8. Garage door frame issues; garage doors of several units have gaps between the wood frame and foundation wall where rodents can access the garage; corrective action pending; low priority. 9. Garage door damage (unit-4); dented garage door; Board follow-up with owner to make repairs pending; low priority. 10. Plantings blocking crawl-space vents; Board notification to owners to unblock crawl-space vents; pending. 11. Damaged Crawl-Space Vent Screens: Board notification to owners with damaged crawl-space vents; pending 12. Emergency Maintenance Contact List; The Board is developing an Emergency Contact list to provide guidance on who to contact should owners have a maintenance emergency; e.g. broken water line. Grounds Maintenance: 1. Stormwater Facility; follow-up with City regarding plantings to mitigate blackberries; tabled until further notice. 2. Fence Maintenance: a. Task to cut blackberries back from outside N. & E. perimeter fence; completed; Frank F. b. Perimeter fence; broken post east of unit-21, broken post west of unit-32; repairs completed; Frank F. 3. Sierra NW Contract Renewal; new contract signed; as of Jan-1-2014 Sierra NW will provide lawn & irrigation maint. Note: Assoc. will contract with Frank F. for shrub & tree maintenance on a time and material basis. 4. Tree Removal (units 22-23, 24-25, 26-27, and 28-29); trees are down, debris clean-up to be completed by Sat, Jan-18th; THANK-YOU!! Karen & Mel Blair & Vern Schanilec for lending a hand with this task! General Admin: 1. House Rules Updates; House Rules updates relating to Landscape Maintenance detailed in the Nov/Dec-2013 Board Meeting Minutes are being worked on and will be released to the Association upon completion; pending.

New Business:
Building Maintenance: 1. Roof leak; Unit-20 reported a roof leak Dec-21; corrected by Sean Maybee. 2. Bi-Annual Dryer Vent Cleaning; to be scheduled spring-summer 2014; pending. Grounds Maintenance: 1. Fence Maintenance: a. Perimeter fence; east of duplex 9-10; 2 sections blown down, 4 posts need replacement; repair pending Frank F. General Admin: 1. RPM Property Management; RPM has alerted the Board its amending its agreements with the properties it manages to add fees to cover collection of delinquent dues. The Board hereby notifies Crestwood Terrace Owners that any RPM fee for collection of delinquent dues will be passed on to the past-due account of said owner incurring the charge. 2. Annual Financial Audit; Finance Committee met Jan-14 to begin planning for the audit; Cathy Markham (unit-45) has agreed to coordinate the audit process on behalf of the Assoc. THANK-YOU CATHY!

Reminders to Owners:
1. Owners are encouraged to participate on the various Association committees to do so contact a Board member! 2. Crestwood Terrace Womens Lunch Group next get-together; 3rd Wed in Mar (Mar-19), 1pm; Hellers Restaurant. Meeting adjourned at 8:30 pm. Respectfully submitted, Karen Blair, Association Secretary. 01-CTC Board Mttg Minutes Jan-15-2014