| MINUTES 3/16/2012
BOARD MEETING Meeting Location: West Manchester Mall - Marcello's Seating Area - 10:00 AM Call to Order 10:00 AM Attending: Bachman, Glezer, Hamberger, Kozak, Yingling Welcome to Marie Bachman; filling seat that expires 9/30/13; may opt out 9/30/12. Minutes of Jan 13 2012 meeting as posted on SM2 webpage were approved. Presidents Report: With the closing of the Morgan-Collins Susquehanna Trail offices, alternate meeting sites close to home were explored. Fulton Bank, M & T Bank, Citizens Bank. Rutters, Century 21 Realtors and Manchester Township do not permit any community use of their private conference room facilities. Other public places explored were the Giant in Delco Plaza and Four Brothers (opens at 11:00 am) on Susquehanna Trail near Church. Marcello's was selected because seating area overall deemed to be the most private and least disruptive to commercial business. Janney Montgomery Scott on N Susquehanna Trail was suggested at the Board meeting and a request to them was submitted right after the Board meeting. Declarants Report: 2901 Sloane has been contracted to be completed mid May. Dead shrubs at new building will be replaced by Markey. Secretary/Treasurer Report: • There are no monthly condo fee delinquencies • Treasurers work load cut almost 50% thanks to 15 annual payments • SM1 (the old side) lost their insurance and had to find an assigned risk insurer at more than double the price; over the years they have had garden hose faucet freeze claims and basement sump pump failure claims. Our sump pump failure water damage insurance claims were reviewed with our agent who thinks we are still OK; she did note that Miller our insurer must give 60 days notice (May 1) prior to the end of our contract (June 30) if we are going to also be dropped like the old side was dropped; doubling our insurance rate would add at least $12/month to everyone's condo fees. • 2011 Federal Income Taxes have been filed and $70.00 taxes paid. • 2011 Annual Financial Report was mailed to owners on Feb 27, 2012; the format and content of the annual report now satisfies the 68 Pa.C.S. §3407 requirement for resale certificates. • Adding Newspaper Boxes to Mailboxes survey was not included with the annual report; an online survey will be conducted instead. Shipped cost of a paperbox that matches existing mailboxes is $48 each; installation would be an additional cost. • Retained Earnings from inception through 2011were distributed to 21 owners with positive balances on 3/7/2012. • Requested and received contractor insurance certificate and PA HIC# from Markey • Requested and received contractor insurance certificate and PA HIC# from W&S • Requested and received contractor insurance certificate and PA HIC# from Keith Ahrens • Johnston's Park reservation fee & security deposit ($60 & $25) have been paid; annual meeting is 6:30 pm Thursday September 20, 2012. • Requested and received written legal advice form our attorney concerning (1) contractor liability insurance, (2) contractor PA HIC#’s, (3) contractor Hold Harmless forms, (4) written contractor agreements, (5) contractor Workers Compensation Insurance, (6) contractor Certificate of Insurance Request Forms, (7) Record Keeping, (8) Accounting of Reserve funds, (9) Accounting of Operations funds, (10) Resale Certificates, (11) Resale Certificate fees and (12) his experience with the condo management companies under consideration by SM2. • Requested & received quotes from W&S for straightening lamp posts, mail boxes and street signs. Old Business: • Contractor Yard Signs: Except for real estate signs, contractor yard signs are prohibited; bylaws will be amended to (1) allow real estates signs that are typically in use currently (current bylaws only permit one sign in window) and (2) allow security service signs. Phil to be complete draft for next Board meeting • Bylaw Changes: Phil to be complete draft for next Board meeting to prohibit payment to either the Board Secretary or the Board Treasurer per Board decision of 11/18/2011. • Management Companies: The Board has received and reviewed information from 3 management companies. Discussion results are listed below. New Business: • Workers Compensation Insurance for sole proprietors is no longer required to contract for SM2. • Management Company discussions: Board decided (1) we do not need to turn things over to a management company at this time, (2) to continue to complete the selection process in case of a loss of key members of the Board and (3) to request information for comparison from one additional company which is not utilizing RBC as its banking • Spring Landscaping Walk Around (W&S recommends as soon as possible for shrub replacement). Judy will arrange with W&S. • Spring Maintenance Walk Around. Ben & Phil to complete next week. • Contracting Keith Ahrens; Keith has met relaxed contractor requirements and is still desirous of working with us; his work hours would be approx. 3:30 pm – 7:00 pm during weekdays and all day Saturdays. • Painting of 2931, 2929, 2933, 2939 rear, 2930 rear, 2923 and 2918 rear is to be contracted immediately; painting is to occur in the listed order. • Loose Stones: We think all loose stonework has been repaired; owners to be emailed to be sure. • Retiring of Deficiency Report for unit owner items; Ben to summarize final report. • Creating Deficiency Report for SM2 common element items; Ben to create report. • W&S straightening lamp posts, mail boxes and street signs; Ben & Phil to review at walk around. • Drainage in front of 2926 & 2928 Halstead; Judy to request W&S to assess & quote mitigation. • Sump pump failure insurance; Board will in the future only file claims of this type if the owner also has sump pump failure insurance to help mitigate the cost. Claims of this type contributed to the old side losing their insurance and need to purchase an assigned risk policy at over twice the cost. • Policing faucet freezing due to connected garden hoses. The Board will communicate a reminder in the fall to disconnect garden hoses after a given date, do a walk around to double check and rely on our neighborly buddy system. Claims of this type contributed to the old side losing their insurance and need to purchase an assigned risk policy at over twice the cost. • Each Board member will review current rules and regulations and bring recommendations of any changes to the next Board meeting; owners will also be invited to participate. • Phil will review prior minutes and emails to summarize policies/rules adopted over last couple of years. • Additional ideas on SM2 website to help market SM2?; Ben suggested posting site map and condo features at website; Phil will follow up. • Online Survey to solicit opinions? Approved Round Table • Judy shall be primary contact person with W&S Landscaping • W&S to advise if/when to use water bags to assist trees should we have periods of drought • Phil to get contractor paperwork to Keith Ahrens • Ben to handle all repairs and maintainence of common elements • Updated procedures to get things fixed to be emailed & posted on website (Ben & Phil) Next Meeting Date: Friday July 13, 2012 West Manchester Mall - Marcello's Seating Area - 10:00 AM Adjournment: The meeting was adjourned at 11:55 am Phil Kozak |