Regular Meeting of the Board of Directors Tillicum Homeowner s Association Tuesday, August 27 th, 2013, 19:00

Transcription

1 465 Winslow Way, # 317 Bainbridge Island, WA WASHINGTON STATE UBI: Regular Meeting of the Board of Directors Tillicum Homeowner s Association Tuesday, August 27 th, 2013, 19:00 M E E T I N G A G E N D A CALL TO ORDER 1. CALLING OF THE ROLL / QUOROM President Scott O. Kuznicki PRESENT Vice President Craig Clark PRESENT Secretary Theresa Gravell PRESENT Treasurer Scott Anderson PRESENT Member-at-Large Peter Brachvogel PRESENT Property Manager Jim Laughlin PRESENT 2. ADOPTION OF MINUTES Regular Meeting of the Homeowner s Association Board Tuesday, February 12 th, 2013 CORRECTIONS: AMENDMENTS: NONE NONE Minutes adopted from the meeting held on Tuesday, February 12 th, PRESIDENT S REPORT... Mr. Scott Kuznicki We re welcoming Theresa Gravell, our new Board member who was elected to immediately fill a vacancy on the Board. The HOA conducted a successful Annual Meeting in July. Thank you to everyone who helped prepare for this meeting. It s important that we remain vigilant, especially regarding financial matters and oversight of projects, as we move forward with our capital plan. Tuesday, August 27 th, 2013 PAGE 1 OF 7

2 4. PROPERTY & ADMINISTRATION REPORT... Jim Laughlin 4.1 OWNER CONTACTS o A brief discussion occurred concerning owner contacts and the need for documentation regarding contacts, especially as they relate to maintenance matters and follow-up on completed tasks 4.2 MAINTENANCE AND REPAIRS o Stair tread repair completed. o Roof was cleaned thoroughly in spring o Branches at east end of mezzanine require trimming o Need to repair mezzanine in location of orange cone; Jim will make diamond-plate repairs of deck prior to fall and rainy season o Jim Laughlin conducts property walkarounds two or three times a week. 4.3 LEGAL AND COMMERCIAL ISSUES o Bernie Schaefer (Unit 204) owes $6,278. Any payments made will be applied against his current accounts receivable. Property Manager will contact attorney and pursue filing a lien on this property. o Tom Angell (Unit 214) is nearly 3 years in arrears. Property manager will contact attorney to ensure proper lien is filed. Once lien is properly secured, we will direct attorney to prepare a notice of trustee sale. 5. FINANCIAL REPORT Finances reported as of January 31 st, 2013 Operating Fund $ 13,001 Reserves $ 21,877 Accounts Receivable $ 17,457 Includes only HOA Dues past 90 days Accounts Payable $ 142 Line of Credit PAID IN FULL May need to update currently value of reserves, based on current certificate of deposit statements. Bookkeeper has completed the financial audit. $100/month for bookkeeping services. Val Hannon is paid is Tuesday, August 27 th, 2013 PAGE 2 OF 7

3 6. STRATEGIC AND CAPITAL PLANS STATUS REPORT At the Annual Meeting, several owners made it clear that owner involvement in the Capital Repair and Preservation Program was desirable. The Board sees that not so much as an oversight role, but rather as a cooperative role by qualified owners who demonstrate an interest in collaborating to see the project delivers the best overall value, while remaining within scope and within budget. We are currently scoping the next phase of the Capital Repair and Preservation Program. The Transparency with respect to the business aspect of this Program is of utmost importance. 7. PROJECTS REPORT 7.1. Winslow Creek Condominiums Sign on Winslow Way The President will continue to pursue this item Critical Repair and Preservation Program Contractors have expressed the desire to work from engineered drawings. Additional items include the following: Supports for the stair towers for Level 3 units Replacement of risers for Level 3 stair treads Stabilization of glue-laminated beams o Drill vertical hole and install threaded rod o Strip and paint beams o Install new flashing cap Project is proposed to occur in the following four stages: 1. Rehabilitate Level 3 stair towers 2. Rehabilitate transverse glue-laminated beams 3. Rehabilitate mezzanine 4. Replace ramp to the street 5. Install earthquake stabilization Conversations with potential General Contractors have begun. Currently, Tim Ryan appears to have credentials and insurance necessary to pursue this work. Rush Construction is also a potential candidate. Financing will be contingent on the bids received. Tuesday, August 27 th, 2013 PAGE 3 OF 7

4 7.3. Replacement of Deck Superstructure for Unit 205 Beam and post replacement was conducted in December The Property Manager was permitted up to $1,500 for repairs to unreplaced, ant-infested superstructure members. Carley Construction bid $3,000 early in Board concurred that this work should be pursued immediately, agreeing to authorize up to $2,500 for this work. 8. OLD BUSINESS Annual Meeting of the Homeowner s Association The Annual Meeting was deferred until July 2013, due to schedule constraints and Board member availability. Additionally, the deferral of the meeting provided time for the governing documents to be finalized so that members could review the documents in advance of the meeting. For the first time, information was included on the web site in addition to being sent by postal mail, as required by the the Bylaws. 14 voting members were eligible to vote at the Annual Meeting, either by attendance in person or on account of an authorized proxy. The full minutes of the Annual Meeting will be posted on our web site and have also been made available to the Board of Directors for review and comment. Election of Officers occurred, but terms were not specified for the various positions, in accordance with Section 4.1 of the Bylaws. This will need to be remedied next year. 9. NEW BUSINESS 9.1. Approval of Officer Appointments Under Section 5.1 of the Bylaws, the Board is authorized to appoint Board members to Board positions. The following appointments were made by consent of the Board. President Vice President Secretary Treasurer Member at Large Scott O. Kuznicki Craig Clark Scott Anderson Theresa Gravell Peter Brachvogel Tuesday, August 27 th, 2013 PAGE 4 OF 7

5 9.2. Appointment of Project Manager The Project Manager will supervise the General Contractor and ensure that the Owners interests are appropriately handled. This Project Manager will serve at the pleasure of the Board of Directors. The Project Manager will cooperate with the Board and with any Project Advisory Committee to ensure that the project delivery complies with all legal requirements and all aspects of the program are delivered on time and within budget. Appoint Jim Laughlin to be the Project Manager, serving at the pleasure of the Board of Directors Approval of Project Manager Authorities TABLED for further discussion 9.4. Approval of Additional Compensation for Project Manager The current contract pay for the Property Manager, Jim Laughlin, is $1,000 monthly. An amount of $1,250 (total, per month) was presented for discussion. This amount was included in the proposed budget for Increase the Property Management compensation of Jim Laughlin, to offset Project Manager responsibilities. An additional $250 per month will be paid, beginning in September. The Board will be monitoring Jim s ability to appropriately oversee current responsibilities and new responsibilities, to ensure that daily operations are not neglected. Tuesday, August 27 th, 2013 PAGE 5 OF 7

6 9.5. Approval of Dues Increase Schedule There is a need to increase dues in order to secure financing. discussed several options with regard to amount and timing. The Board The Board agreed by consensus that dues should be increased by the full authorized amount of 23%. This increase could begin as early as November 1 st, whether or not debt service had been incurred by that point. The increase in dues should be balanced with the practical aspect of showing progress on the Program being funded with the dues increase Resolutions on Signature Authority The Board proposes to make the following changes to the Signature Authority for signatories on the Association s financial accounts held with Kitsap Bank. All signature authority requests will be completed by each applicant to validate or retain authority; applications must be completed with appropriate identification and turned in to Kitsap Bank. Following that, all signatures will be validated on the signature card. Invalidate the signature authority of Validate the signature authority of Linda A. Laughlin Jim Laughlin (Property Manager) Theresa Gravell (Treasurer) Board actions, by default, will Retain the signature authority of Scott L. Anderson (Secretary) Scott O. Kuznicki (President) Further, the Board proposes to set the Single Signature Limit for all checks to be $500. Any amounts in excess of this limit will require two signatures; any amounts in excess of other limits set by the Board will further require approval of the Board prior to incurring the expenses. Accept the Board proposals for Signature Authority and Single Signature Limit, as set forth above. Tuesday, August 27 th, 2013 PAGE 6 OF 7

7 9.7. Adoption of Rules for Decisions Outside of Regular Meetings The Board discussed the procedure for conducting business outside of the regular meeting schedule. The following rules were proposed: Any business item requiring Board approval (such as approval of an expenditure, approval of a contract, or Board personnel and contract activities), shall be sent, by the President, in cooperation with the secretary, to all Board members, via electronic mail. Board Members shall have 72 hours (business days only, to exclude holidays and weekends) to respond to the business item by submitting a motion. After a motion has been submitted, any Board member may initiate discussion. A business item is considered tentatively resolved as soon as three affirmative votes have been received on a submitted motion; the Secretary shall contact all members not responding to solicit further discussion. Non-responsiveness to the solicitation does not indicate an abstention. If, after 72 hours, three affirmative votes have been received and no further discussion has taken place, the motion will be declared approved by the President. Accept the Board proposals for conducting business outside of regular meetings, as outlined in this item of New Business Resolution on Dues Owed by Owner of Unit 204 TABLED for further discussion MEETING ADJOURNMENT 20:47 MINUTES PREPARED BY Mr. Scott O. Kuznicki, President Tuesday, August 27 th, 2013 PAGE 7 OF 7