Forest Glen Condominiums, 2019 HOA Board of Directors Monthly Meeting Minutes, Clubhouse. 15 January

Transcription

1 January APPROVED Forest Glen Condominiums, 2019 HOA Board of Directors Monthly Meeting Minutes, Clubhouse 15 January George Limberakis, Secretary; Patrick Burns, at-large member. Absent board member: Steve Kiger, treasurer; Other attendees: Greg Geilmann, manager and 8 owners and residents Owner Comments: Question regarding restrictions on replacing storage unit doors in the garages. All agreed that owners are free to install their choice of door on their storage unit. The stretching class will resume on Wednesdays at 10:00 AM in the Community Room. Approve Previous Meeting Minutes: A motion was made and seconded to approve the minutes of the November 20, 2018 meeting. The motion passed unanimously. Note: There was no board meeting held in December Financial Report: Carolyn Bowles, president Revenue for the previous month $52,172 Operating Expenses $44,800 Net Ordinary Income $7,372 Paid to Reserve Fund $10,525 Paid to Contingency Fund $1,000 Reserve Account balance $542,498 Contingency Reserve balance $27, Budget: The budget passed with 81 owners approving and 11 disapproving. A total of 94 ballots were received with 2 disqualified. Building security continues to be an issue. There have been several burglaries of garages and storage units. Residents are asked to pause before driving off to make sure the garage door is closed before leaving. The December 2018 water bill was 20% higher than December Owners are asked to conserve water by repairing any leaking fixtures and running only full laundry and dishwasher loads. The monthly HOA dues have increased as of January 1, 2019 to $350/unit ($333 for building 2556). Please be sure to update monthly bill pay or automatic pay services. Governing Documents Revision: Owners have received copies of the CC&R, Articles of Incorporation and Bylaws and a ballot for voting on the approval of the documents. Most of the revisions are to bring the documents into compliance with state law. A meeting will be held in the Community Room at 6:00 PM on January 22, 2019 where owners will be able to ask questions about the documents. The attorney who prepared the documents will be present. Owners are reminded to return their ballots by midnight on January 31, 2019 to be counted. In order to be approved, 92 approval votes are required. Meeting adjourned at 6:19 PM

2 February APPROVED 19 February George Limberakis, Secretary; Patrick Burns, at-large member. Absent board member: Steve Kiger, treasurer; \ Other attendees: Greg Geilmann, manager and 10 owners and residents Owner Comments: Question regarding how the board determines what information is disseminated from individual residents to the other residents via letters and web site. Comment regarding a tree near building 2592 that may be causing problems. Greg will have our tree specialist take a look at it. Approve Previous Meeting Minutes: A motion was made and seconded to approve the minutes of the January 15, 2019 meeting. The motion passed unanimously. Financial Report: Carolyn Bowles, president Revenue for the previous month $56,880 Operating Expenses $35,224 Reserve Account Balance $550,829 Contingency Account Balance $29,712 Greg will be out of the office February 20 28, Melvin will attend to FG matters until he returns. Breaches of security continue to be an issue at Forest Glen. There were two recent attempts to break into the Club House. The east door to the Club House is now affixed with an automatic lock that will lock when the door closes. Residents cannot enter the Club House without a key. Automatic locks and door closers are being installed to assure that doors remain locked. Residents are reminded that Club House keys are the property of Forest Glen and are prohibited from duplicating these keys. A letter of expectations delineating the responsibilities of owners who rent their units has been drafted and will be distributed to owners. The Club House furnace is no longer functioning. The furnace was scheduled to be replaced in 2020, per the review study, but did not cooperate. A motion was made and seconded to accept a bid for replacement of the HVAC system from Smedley. The motion passed unanimously. Rocky Mountain Power has requested to remove 10 trees that are located below the high tension power lines along Elizabeth St. FG will be reimbursed $250.00/tree for replanting bushes and flowers. The reimbursement is contingent upon RMP receiving permission from FG to remove the trees. If permission is not granted, RMP has the right to remove the trees, anyway, without reimbursement. A motion was made and passed to give permission to RMP to remove the trees, per their request. Ballots to approve the new governing documents were counted on February 16, Ballots were returned by 112 of 136 owners. All of the returned ballots were properly completed, signed and

3 February APPROVED counted with 96 voting to approve the documents and 16 voting not to approve. A minimum of 92 votes for approval was required to pass. The documents, which went into effect on 02/16/2019, will be signed, notarized and recorded. Copies of the signed documents will be distributed to owners for inclusion in their handbooks. Thank you to residents who volunteered for the Ballot Committee, which counted the ballots: John Chipman, Sue Ann Simon, Georgia Cuthbert, Kirk Boman, Judy Maryon, Jerry Shurtleff, Linda Smithers. Thank you to Bruce Bayles for all the work he did to produce the documents. Two credit cards, with limits of $ each, have been used by Greg and Melvin for operating expenses. This amount has proved to be inadequate. A motion was made and seconded to increase the limits of the credit cards to $2,500 for Greg and $1,000 for Melvin. The motion passed unanimously. Death of resident Kate Spencer, a long-time resident of building , passed away recently. The board wished to extend condolences to her family and friends. Meeting adjourned at 6:26 PM.

4 March DRAFT 19 March 2019 George Limberakis, Secretary; Steve Kiger, treasurer; Absent board member: Patrick Burns, at-large member. Other attendees: Greg Geilmann, manager and 16 owners and residents Owner Comments: Grounds Improvements & Water Conservation survey will be distributed to owners by mid-april. Approve Previous Meeting Minutes: A motion was made and seconded to approve the minutes of the February 19, 2019 meeting. The motion passed unanimously. Financial Report: Steve Kiger, treasurer Revenue for the previous month $49,287 Operating Expenses $33,015 Net Ordinary Income $16,272 Paid to Reserve Fund $9,795 Paid to Contingency Fund $2,000 Reserve Account Balance $560,762 Contingency Account Balance $31,728 Greg will be out of the office March 25-29, He will be back in the office on April 1. Melvin will attend to FG matters until he returns. A full seal coating and restriping will be applied to the roads in Forest Glen at the end of April beginning of May. Exact dates will be released as soon as the schedule is known. During the 24 hour period after the seal is applied, no vehicles will be permitted over the seal as this time is needed for it to dry. Two bids were obtained. A motion to accept the lower bid from Asphalt Masters, a company FG has used in the past, was unanimously passed. Rocky Mountain Power has completed the tree removal from below the power lines. RMP provided $2,600 in vouchers for replanting of trees, plants and shrubs. RMP also ground the tree stumps, saving FG about $1,200. Residents are asked to make sure their emergency contact information is up to date. Building reps will be asked to confirm this information with the residents in their buildings. Pool cover will be pulled on April 3 to inspect the walls and bottom of the pool to determine the need for resurfacing. Roof inspection of 2554 & 2556 is scheduled New general Rules & Regulations will be distributed with the new CC&Rs 2018 taxes were filed Annual meeting is scheduled for May 8, 2019 A call for candidates to fill two positions that will open on the HOA Board is being issued. Interested owners are asked to submit a resume and photo to John Chipman by April 5, Names of candidates will be posted on April 8 and ballots

5 March DRAFT will be distributed April 11. Owners will have the opportunity to meet the candidates at the April board meeting on April 16. The deadline for return of ballots is April 30 with the results announced at the annual meeting on May 8, A change to a portion of the current animal policy regarding where approved service animals may be walked in FG was proposed and passed by a vote of 3 2. Meeting adjourned at 6:34 PM. George Limberakis, secretary Upcoming Meetings Next Planning Meeting: April 9, 2019, 6:00 PM, Clubhouse Game Room Next Board Meeting: April 16, 2019, 6:00 PM, Clubhouse Community Room