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Spring
Meadows II Condominium Association Executive
Board Meeting Minutes November 12,
2010 2:00 pm – 5:15 pm @ Morgan – Collins 908 S George St In Attendance: Glezer, Hamberger, Kimball, Kozak, Yingling Builder Repair Items Keith
Hamberger reported that he and Keith Ahrens are in the middle of reviewing the
repair items and that the review would be complete by the end of November. He thanked
the Board for consolidating and facilitating the list of items. The Board
acknowledged that the Board would remain involved with common elements but need
not to be in-between the builder and the unit owners on non-common items. W&S Landscaping & Snow Removal W&S
limits their snow removal services to those customers under contract for
landscaping maintenance. Ben Kessler of
W&S was invited into the meeting to review both landscaping and snow
removal. The Board
remains pleased with the landscape maintenance services W&S provided during
2010; a contract was signed with W&S for 2011; landscape maintenance service
levels for 2011 are to remain the same with one exception: soil and mulch
currently piled up and resting against the siding of buildings will be removed
and kept 3” below the siding of the buildings to avoid moisture and insect
issues. The Board
contracted to trigger automatic snow removal services according the following
guidelines:
Two roof
rakes are to be purchased by the association for W&S use. Calcium
chloride or magnesium chloride are recommended to owners as de-icers (rather
than salt). Election of Officers: Officers were
unanimously ( 4 unit owners voting) elected as follows: President:
Ben Glezer Vice
President: Kim Kimball Secretary/Treasurer:
Phil Kozak Special
Committee Chairperson: Judy Yingling (Landscaping) Letter To Unit Owners
2011 Reserves Monthly
assessments (condo fees) will be apportioned $35 to replacement/working capital
reserves and $125 to Operations. A
history of monthly condo fees has been posted on the website. Outside Water Faucet Freezing Board agreed
that November 1 timing of email message was appropriate; encouraging a buddy
system of policing one’s own building also recommended since not all owners get
email. Shared Cost Of Mowing The Retention
Pond W&S has
provided us with a statement detailing mowing costs of the retention pond. An
invoice will be sent to Spring Meadows I HOA for their fair share of $562.50
which is one half of the total cost of $1125.00. Annual Audit of Books & Record
Keeping The By-laws
require an annual audit; the Board has obtained one written quote and one
verbal quote; both were very close to $7000; condo fees would have to be
increased $15 per month to follow the By-laws. The Board has decided therefore
that the By-laws need to be changed to permit less than annual use of (1) an audit (2) a review (3 )a compilation
or (4) any combination of (1) and/or (2) and/or (3). The new by-law needs
to be written such that the association as a whole remains in control of
the Board and able to quickly demand an immediate audit/review/compilation of
the books and records if deemed necessary.. Cost To Change By-laws and/or
Declaration The Board
anticipates a handful of By-law and/or Declaration changes in addition to the
annual audit change .Changes to the By-laws require association approval; the
Declarant has veto power over By-law changes. Changes to the Declaration on the
other hand can be done by any two Board members. The Board
plans to prepare new by-law language and/or Declaration language to a handful
of items , get approval from the association and Declarant and abide by the
approved changes; when the Board believes
all changes have been made, it will then proceed with an attorney and
associated legal fees. To that end,
a quote will be obtained from the law firm that wrote the original documents. Annual Meeting Date By-law Change Needs to be
changed from 3rd Thursday to 3rd week in September to
avoid park rental conflicts with SM I HOA Board Member Size By-law Change As originally
designed, the association had 80 members to field a 5 member Board; when the
development was divided into two about half sized parts, the chore to find 5
members became doubly difficult to do. The Board anticipates that future Boards
may have difficulty filling vacancies; flexibility to appoint members or reduce
board membership to 4 or 3 members only when
5 members cannot be found needs to be provided to future Boards. The then current Board also needs the
flexibility need to specify Board quorum and Board voting rules. Income Tax Preparation H&R Block
and Jackson Hewitt will be asked for quotes so the Board can confirm if our
current fees are competitive. Calendar A generic calendar highlighting what is
supposed to happen and when it is supposed to happen has been posted at the
website. Reserve Study Kim Kimball
and Phil Kozak will begin the process
and report progress at the next Board meeting. A proposal
will be developed for review. Unit owners welcome to volunteer to assist. Rules & Regulations PA condo law,
the Declaration, By-laws and Robert’s Rules of Order have all been posted on
the website. Board has
record of 25 of 32 owner’s email addresses. Numerous invitations have been
sent; missing addresses now deemed to be because either the owner is not
connected to the internet or is not interested; evergreen invitation to
subscribe to be included in USPS mailings. Items Deferred To a Later Date Home Owners
Handbook Next Board Meeting Monday
January 10, 2011 2:00 pm at Morgan-Collins 908 S George St. |