EL DORADO LAKES CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD OF DIRECTORS MARCH 21, 2016 The Regular Meeting of the Board of Directors of the El Dorado Lakes Condominium Association, Inc. was held on Monday,, at the Association s Clubhouse. The Meeting was called to order at 6:45 p.m. by the President, Chapman Cooper. CALL TO ORDER Directors Present: Chapman Cooper Linda Corrigan Anna LoAlbo Barbara Meddy Mary Ellen Nigro Gene Towle Directors Absent: Representing Cardinal: Others Present: April Ward Lisa Bryce, Account Manager See Attached List The President, Chapman Cooper, opened the Homeowner Forum. The owner of Unit #26C discussed the issues surrounding the roof leak her unit had, and inquired why she received a letter regarding her screen door. Cardinal was requested to follow up with Stat Services and request if asbestos testing was done. Cardinal was requested to inquire with Service First if an air test was suggested before the owner moves back in. HOMEOWNER FORUM UNIT #26C unit. The owner of Unit #4W thanked the Directors for replacing the deck above his UNIT #4W The owner of Unit #5I discussed the guest parking issue, why trees were not planted after one was removed, that her unit had termites in the door jamb, and why there wasn t a sign in the laundry room requesting all residents take their laundry out in a timely fashion. Cardinal was requested to issue a work order to Accurate for the termites in the door jamb. Cardinal was requested to put up a sign in the laundry rooms stating that all clothes in the washing machines need to be removed in a timely fashion. The owner of Unit #4F requested that Antis Roofing send follow up letters to the homeowners when work was completed. The owner of unit #18K reported that the shut off valve at her unit wasn t replaced yet. UNIT #5I UNIT #4F UNIT #18K
Page 2 The owner of #23J discussed termite droppings coming from her ceiling, and that the Landscaper was not blowing out the walkways to the parking area. Cardinal was requested to issue a work order to Accurate to inspect the unit. The owner of #2L reported that the laundry machines had taken her money, and the first aid kits were empty. The Directors informed the owner that the first aid kits would be filled. The owner of #2O reported that two of their pots on the balcony had been broken when the landscapers were performing the tree trimming. Cardinal was requested to have Harvest Landscape contact the owner and replace the pots. Director Cooper closed the Homeowner Forum, as there were no further owners present who wished to address the Board. A Motion was duly made, seconded, and unanimously carried to approve the February 16, 2016 Meeting Minutes, as amended. Cardinal was requested to post the Draft Minutes to the website. A Motion was duly made, seconded, and unanimously carried to accept the February 2016 Financial Statements as prepared, subject to audit and lined items fixed. The Directors reviewed the Collection Status Report from Beaumont, Gitlin and Tashjian. No action was required. The Directors reviewed the Aging Summary. No action was required. A Motion was duly made, seconded, and unanimously carried to proceed with the lien on accounts #ED-0017-0061-01 and #ED-0017-0235-01. A Motion was duly made, seconded, and unanimously carried to deny the lien on account #ED-0017-0197- 01, as the owner became current. The Architectural and Maintenance Committee reported that they had walked the Association with Antis Weatherproofing, the reserve study group, and Vinco Construction, the balcony at unit #4X was complete, bridge #11 and #12 were complete, spot painting was performed at the clubhouse, and that they helped the new owner at unit #21G with an Architectural application. A Motion was duly made, seconded, and unanimously carried to approve the Architectural and Maintenance Committee charter, as written. UNIT #23J UNIT #2L UNIT #2O HOMEOWNER FORUM CLOSED APPROVAL OF THE MINUTES FINANCIAL REPORT COLLECTION REPORT AGING REPORT LIEN RESOLUTION ARCHITECTURAL MAINTENANCE ARCH/MAINT CHARTER
Page 3 The Directors discussed CPR Constructions Maintenance Report. Cardinal was requested to issue a work order to CPR Construction to paint the staircase at unit #2L, remove the graffiti, clean all the carport lights, clean all the Association walkway lights, and to sweep the walkways that lead to the parking areas. CPR Construction was requested to contact Director LoAlbo before cleaning the walkways. CPR MAINT REPORT limit. Cardinal was requested to only rent the clubhouse out for a four hour rental CLUBHOUSE The Communication Committee reported that they were working on the newsletter. A Motion was duly made, seconded, and unanimously carried to approve the Finance Committee charter, as written. Director Ward from the Landscape Committee was absent. No Landscape report. The Directors reviewed Harvest Landscape s Summary for February 2016. No action was required. The Directors discussed Harvest Landscape Proposal #45607 for the removal of a tree at unit #16A. The job had been completed. No action was required. The Directors tabled Harvest Landscape proposal #46185 and #46209 until the next Board meeting. The Directors discussed Harvest Landscape proposal #46613. A Motion was duly made, seconded, and unanimously carried to approve Harvest Landscape proposal #46613 for irrigation at unit #3I, at a cost of $449.78. Cardinal was requested to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL 15305. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15305 for fascia replacement, at a cost not to exceed $1,995.00. Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL 15390. A Motion was duly made, seconded, and unanimously carried to deny proposal #ED 15390 for stair/deck repair. Cardinal was directed to inform the vendor of the Board s decision. COMMUNICATION FINANCE CHARTER LANDSCAPE HARVEST LANDSCAPE HARVEST LANDSCAPE HARVEST LANDSCAPE #EDL 46613 #EDL 15305 #EDL 15390
Page 4 The Directors discussed Vinco Construction Proposal #EDL 15119. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15119 for rain gutter repair, at a cost of $495.00. Cardinal was directed to inform the vendor of the Board s decision. #EDL 15119 The Directors discussed Vinco Construction Proposal #EDL 15188. A Motion was duly made, seconded, and unanimously carried to deny proposal #ED 15188 for entry deck repairs at unit #2L/N. Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL 14836. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 14836 for pool equipment repair, at a cost of $895.00. Cardinal was directed to inform the vendor of the Board s decision and request that they coordinate the work with Shock- A-Doo. The Directors tabled Vinco Construction proposal #ED 14567 C.O. #1 and #ED 14567 C.O. #2 until the next Board Meeting. Cardinal was requested to negotiate a twenty-five percent discount. The Directors discussed Vinco Construction Proposal #EDL 15468. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15468 for a replacement patio slab, at a cost of $1,000.00. Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL 15248 Rev #1. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15248 Rev #1 for the trash enclosure, at a cost of $1,650.00. Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Vinco Construction Proposal #EDL 15144. A Motion was duly made, seconded, and unanimously carried to deny proposal #ED 15144 for miscellaneous repairs. Cardinal was directed to inform the vendor of the Board s decision and request that they revise the proposal to only include the landing. #EDL 15188 #EDL 14836 #EDL 14567 C.O. #1 AND #2 #EDL 15468 #EDL 15248 #EDL 15144 The Directors discussed Vinco Construction Proposal #EDL 15569. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15569 for balcony repairs, at a cost of $2,975.00. Cardinal was directed to inform the vendor of the Board s decision. #EDL 15569
Page 5 The Directors tabled Vinco Construction proposal #ED 14949 C.O. #1 until the next Board Meeting. Cardinal was requested to negotiate a twenty-five percent discount. The Directors discussed Vinco Construction Proposal #EDL 15633. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15633 for miscellaneous repairs, at a cost of $1,995.00. Cardinal was directed to inform the vendor of the Board s decision. The Directors tabled Vinco Construction proposal #ED 15640 until the next Board Meeting. Cardinal was requested to request a bid from CPR Construction and Show N Tell Construction for the balcony replacement at unit #2N. The Directors discussed Vinco Construction Proposal #EDL 15659. A Motion was duly made, seconded, and unanimously carried to approve proposal #ED 15659 for miscellaneous repairs, at a cost of $1,495.00. Cardinal was directed to inform the vendor of the Board s decision. The Directors discussed Antis Roofing proposal #16452 and proposal #15968. A Motion was duly made, seconded, and unanimously carried to ratify the proposals, as the work had already been completed. Cardinal was requested to send the signed proposals to the vendor. The Directors tabled the Maintenance Plan from Antis Weatherproofing until the next Board Meeting. Cardinal was requested to secure proposals from McCormick and Fontaine Weatherproofing. The Directors discussed Antis Roofing proposals #15155, #15737, and #15591, proposal for #19L, #22G, and proposals #16309, #16318, #16362, and #16504. A Motion was duly made, seconded, and unanimously carried to approve proposal #15155 for roof repair at unit #17L, at a cost of $2,500.00, not to include re-sloping; proposal #15737 for roof repair at unit #12D, at a cost of $1,100.00; proposal #15591 for roof repairs at #4F, at a cost of $645.00; the proposal for #19L for roof repair, at a cost of $890.00; the proposal for unit #22G deck repair, at a cost of $6,564.00; proposal #16309 for roof repair at unit #6C, at a cost of $724.00; proposal #16318 for roof repair, at a cost of $1,217.00; proposal #16362 for roof repair at unit #19J, at a cost of $2,718.00; and proposal #16504 for roof repair at unit #8B, at a cost of $2,515.00. Cardinal was directed to inform the vendor of the Board s decisions. #EDL 14949 C.O. 1 #EDL 15633 #EDL 15640 #EDL 15659 ANTIS ROOFING #16452 AND #15968 ANTIS ROOFING MAINT. ANTIS ROOFING MULTIPLE PROPOSALS
Page 6 The Directors discussed Antis Roofing proposal for unit #13C. Cardinal was requested to have Antis split the proposal into two proposals, as the skylight is homeowner responsibility. A Motion was duly made, seconded, and unanimously carried to deny Fontaine Roofing proposal for unit #19C and the proposal for unit #17L. Cardinal was requested to inform the vendor of the Board s decision. The Directors discussed McCormack proposal #3555. A motion was duly made, seconded, and unanimously carried to approve McCormack proposal #3555 for roof repair at unit #19C, at a cost of $4,487.00. Cardinal was requested to inform the vendor of the Board s decision. A Motion was duly made, seconded, and unanimously carried to ratify P.W. Stephens proposal for unit #8C, as the work had already been completed. Cardinal was requested to send the signed proposal to the vendor. The Directors discussed the proposal from Alan Smith Pools. A motion was duly made, seconded, and unanimously carried to approve the proposal for trim tile, at a cost of $2,750.00. Cardinal was requested to inform the vendor of the Board s decision. The Directors discussed proposal #108021 from Quickel Paving. A Motion was duly made, seconded, and unanimously carried to deny proposal #108021 for asphalt replacement. Cardinal was requested to inform the vendor of the Board s decision and inform the homeowner to use sand bags if needed. The Directors discussed the proposals from West One Janitorial for the carport light cleaning, the walkway light cleaning, and the clubhouse window cleaning. A Motion was duly made, seconded, and unanimously carried to deny all three proposals. Cardinal was requested to inform the vendor of the Board s decision. Director Nigro from the Security Maintenance Committee discussed the locations for all the signs that were recently purchased. She contacted Director Towle for placement and CPR Construction for installation. Cardinal was requested to ask Platt Security to have the young man that wears glasses with brown hair be replaced. He had not been following the parking rules for several months. The Directors reviewed Platt Security s daily patrol reports. No action was required. ANTIS ROOFING #13C FONTAINE ROOFING MCCORMACK ROOFING P.W. STEPHENS ALAN SMITH POOLS QUICKEL PAVING WEST ONE JANITORIAL SECURITY MAINTENANCE PATROL REPORTS
Page 7 The Directors discussed the safe listing rules. A motion was duly made, seconded, and unanimously carried to approve up to two weeks of safe listing, anything after that would need Board approval. The Directors tabled the discussion on a new laundry service until the next Board Meeting. Cardinal was directed to send a letter to Pride Laundry requesting the contract, if not received in thirty-days, the contract was voided. The Directors discussed the siding proposals from CPR Construction and Empire Works. A Motion was duly made, seconded, and unanimously carried to deny the proposals at this time, due to more emergency issues needing attention. Cardinal was directed to inform the vendors of the Board s decision. The Directors reviewed the Black Book Pages. No action was required. The Directors tabled the proposal from Accurate Termite and Newport Exterminating for interior and exterior treatment until the May Board Meeting. Cardinal informed the Board that the locks on the lockers in the laundry room would need to be ordered through the post office. Discussion on the fire lanes signage was tabled until the next Board Meeting. The Directors tabled Personal Touch s Janitorial proposal until the next Board Meeting. The Directors reviewed the request for electrical work completed reimbursement from the owner with account #ED-0017-0038-01. A Motion was duly made, seconded and unanimously carried to approve the reimbursement of $345.00. Cardinal was requested to inform the homeowner of the Board s decision. The Directors reviewed the request for a parking variance from the owner with account #ED-0017-0082-01. A Motion was duly made, seconded and unanimously carried to deny the parking variance. Cardinal was requested to inform the homeowner of the Board s decision. The Directors reviewed the current Legislative Summary. No action was required. SAFE LISTING RULES LAUNDRY SERVICE SIDING PROPOSALS BLACK BOOK PAGES TERMITE TREATMENT LAUNDRY ROOM LOCKERS FIRE LANE SIGNAGE PERSONAL TOUCH #ED-0017-0038-01 #ED-0017-0082-01 LEGISLATIVE SUMMARY
Page 8 The Directors discussed Cosco Fire s proposals. A Motion was duly made, seconded, and unanimously carried to approve Cosco Fire s proposals for a one-year contract, fire alarm inspection, and fire hydrant inspections. Cardinal was requested to inform the vendor of the Board s decision. The Directors reviewed the request for a waiver of late fee from the owner with account #ED-0017-0260-01. A Motion was duly made, seconded, and unanimously carried to deny the waiver of late fee. Cardinal was requested to inform the homeowner of the Board s decision. The Directors reviewed the correspondence from the owner with account #ED- 0017-0198-01. A Motion was duly made, seconded and unanimously carried to approve the current monthly assessment to be $530.22. The Board requested that the new assessment be retroactive to October 1, 2015. Cardinal was requested to inform the homeowner of the Board s decision. The Directors reviewed Cardinal Property Managements classes that were being offered to Board members. Director Meddy informed Cardinal that she would not be attending the April 5, 2016 Class. The Directors tabled the garage correspondence from the owner with account #ED-0017-0116-01 until the next Board Meeting. The Directors reviewed the correspondence from the owner with account #ED- 0017-0065-01. No action was required. Cardinal was requested to secure a proposal from Water System Maintenance for the cement ridges that border all the lakes in the community. The Directors discussed the Lake Maintenance. No action was required. The Directors discussed the key fob entry systems. No action was required. Cardinal was requested to follow up with Vision Systems and find out when the last time they performed maintenance on the cameras. Cardinal was requested to map out all locations of the doggie bag stations. There being no further business, the Meeting was adjourned at 10:39 pm. Submitted by: Lisa Bryce, Account Manager COSCO FIRE #ED-0017-0260-01 #ED-0017-0198-01 CARDINAL CLASSES #ED-0017-0116-01 #ED-0017-0065-01 WATER SYSTEMS MAINT. LAKE MAINT. KEY FOB SYSTEM VISION SYSTEMS DOGGIE BAG ADJOURN SUBMITTED
Page 9 ATTEST: ATTEST Chapman Cooper, President Date SECRETARY CERTIFICATION I, Anna LoAlbo, appointed Secretary of El Dorado Lakes Homeowners Association, do hereby certify that the foregoing is a true and correct copy of the Minutes of El Dorado Lakes Homeowners Association Meeting held on March 21, 2016, as approved by the Board Members in attendance of the Meeting. SECRETARY CERTIFICATION Anna LoAlbo, Secretary Date