Saxony Owners Association
Board of Directors Meeting Agenda

February 13, 2012

Meeting called to order at 7:05 pm
Establishment of Quorum — Quorum established
Board members Present: Cece, Page, Michelle, Peter, Travis, Peter

Approval of Minutes

January minutes to be approved via Email

Review of Monthly Financials

Operating Funds                         $118,954.77

Settlement Funds in OP                     $212,969.85

Petty Cash                             $250.00

Maintenance Reserves                     $203,415.57

Insurance Reserves                        $5,3741.17

Insurance Reserves FHA Deductible sub account     $1,666.66

Homeowner’s Forum

• Several homeowners have brought attention to the mold and discoloration present on railings both in Multifamily and Town homes. Board will look into obtaining estimates for cleaning of railings.
• E106 – Water Heater issue – Unit needs replacement of water heater and inquired into the model and ages of water heaters in other units. Estimated will be obtained by homeowner, who also questioned the possibility of seeing if other homeowners would be interested in joining a bid, to obtain better prices for water heater and installation services.
• Board would also like to remind homeowners to conduct annual flushing/inspection of heating system.

NEW BUSINESS

• Discuss bids for carpet cleaning in condos – handout (Euromaintenance bid)
• SUHRCO will obtain two more bids on top of current bid from Euromaintenance for the “deep cleaning” of carpeted common areas in multi-family units. Board will also investigate the extent of weekly cleaning as part of current contract, and whether a deep cleaning can be added to current contract and at what cost.

• Update and discussion on water damage in buildings A & B – handout (roof report -Mike Cruse Charter Construction)
• leaking during January storm looked into by Charter Construction, who has compiled a report of the source of pooling water at the entrance of buildings. The findings suggest the roof remedies should be considered under the upcoming construction project. Further discussion to take place in executive session.
• Discuss dumpster sign proposals – handout
• dumpster signs designed and approved. Signs will be ordered and posted by dumpsters ASAP!
• Discuss options for a new play structure – Cece?
• Bid obtained for new play structure was outside the spending limits board had in mind. We will research the issue further (obtain more bids) and look into possible insurance implications with the install of new play structure.
• Review contracts of vendors – handout
• Landscaper-Greg’s – Still waiting on a copy of latest contract from Greg. Once obtained, board will look over contract to see if we want to continue or consider obtaining more bids from other companies.
• Euromaintenance – Board wants to make sure that current janitorial services are being met, and whether we should add or supplement. To better understand this, we will ask Euromaintenance for clarification on what services listed in contract are performed on a weekly, monthly , seasonally and yearly basis.

• Plan ahead for spring:
• Look into Window cleaning – obtain more bids from different companies, as we were very unsatisfied with results from last window cleaning.
• Mulch/bark – should we do this pre/post construction project? Application costs are prohibitive given the construction project coming up. Perhaps we can consider ordering mulch and applying it on site through a resident volunteer day? Discussion tabled while more options are considered.
• Adding back shrubbery that was removed- Contact Greg about Shrub removed by mailboxes, reason? Also, ask Greg about affordable low maintenance ground cover to replace bushes removed throughout complex due to obstruction of view.

• Discuss a community volunteer day – select day and get volunteers to organize
• Peter and Travis will research and coordinate a date this summer that we can have a community volunteer day to spruce up the community. We have had increasing interest from residents, whom would love to become more involved in this capacity
• Discuss possibility of a community garage sale
• Cece will explore different possibilities and logistics to holding a garage sale on site. Perhaps we could allow residents to set up their stations at their parking spots? Parking considerations and traffic problems due to garage sale? Date will likely be in late spring or summer.
• Painting of interior unit doors in condo buildings
• SUHRCO will obtain a bid from Lower 48 for the painting of doors.
• Caren Park’s request to rent a space
• Board will further discuss this request and look into potentially opening a gym on site for resident use. Look into insurance and liability issues related to a gym? Also, where will this be located? Cabana or possibly garage? If gym idea falls through, will a space for rent still be made available to Caren?

ONGOING PROJECTS

• Update on units owned by the association – Peter?
• Board accepted the bank’s combined offer for both units, and so the association is no longer involved in ownership issues.
• Replace missing sign in the “no pee and poo” area
• Board will order a new sign and cement it to the ground where the current sign has gone missing
• Update on the water pump shack
• To the best of our knowledge, lock taken down by Greg’s crew has been replaced and a copy of the key is in Marcel Scheel’s office at SUHRCO.
• Update on non-working entry boxes
• Board will look into why call boxes have been malfunctioning and also respond to resident concerns about not having access to their buildings when call boxes are not functioning. Look into providing keys to buildings to those affected. All those who do not currently have a key to their building should consider obtaining one by contacting either the board or Marcel at SUHRCO.

Adjourn

Saxony Owners Association
Board of Directors Minutes

2012 January 09

Call to Order 7:10

Establishment of Quorum 4 board members present

Approval of November Minutes has already occurred

Review of Monthly Financials
Operating Funds                        $145,629.29
Settlement Funds in OP                    $215,802.66
Petty Cash                            $250.00
Maintenance Reserves                    $198,402.77
Insurance Reserves                        $51,178.68
Insurance Reserves – FHA Deductible Sub-Account        $833.33

TOTAL                                $612,096.73

Outstanding Financial Commitments

$0.00

Items of Note in enclosed financial reports:

Per the Board’s request $45,000 has been reimbursed from the Settlement Funds back to
Operating to repay a portion of the constriction defect expenses.  This plus payment of all outstanding construction defect expenses leaves a balance of $215,802.66 to be transferred to a money market account as soon as it has been opened.

Per FHA requirements we have budgeted for $10,000 deductible and will be transferring 1/12th every month to a sub-account of the insurance reserves.

Homeowner’s Forum

• Various residents had questions about the settlement, settlement funds and the pending construction project.
• A discussion about replacing water heaters and caring for the radiant heating systems took place.
• Owners should conduct maintenance on radiant heating systems annually
• A replacement of water heaters was not included in the conversion.  Select water heaters were replaced by the developer if they failed during the conversion; otherwise water heaters were not replaced and are original.  Owners are encouraged to check their water heaters to be aware of the age of the water heater.

Vote for Officers – Michelle Chapman and Travis Prince we voted onto the board.  Jesse Prescod and Caren Park’s terms ended.  Page Meyer, Cece Kennedy and Peter Crossely  are continuing board members.

Ongoing Business/Projects all ongoing business was tabled until the February meeting

• Cagianut Audit paperwork (Cece, Marcel)
• B 103, E 102 update (Peter)
• TV Dish (#38)
• Irrigation Shack (Marcel)
• Settlement Funds (Where, What)
• Missing Poo Sign
• Industrial Hygienist (D 102 Kraft, E 105 Swanson, E 106 Cooks)
• Backed-up Drain – Roto Rooter for Adam Bresson (542 – 224th)
• FHA Cert (Marcel)
• Dumpster areas are, again, becoming a dumping ground
• Signage
• New Rules?  Ideas?

New Business

• BOD Vote
• Noise (22411 Inglewood Hill / Unit 17?)
• Smoke Detector (B 106)

Executive Session

• Yes

Adjournment

Saxony Homeowners Association
Board of Directors Meeting Minutes

2011 December 12

Call to Order   7:05

Establishment of Quorum – Established – three board members present in addition to Marcel Scheel and owner Michelle (interested in running for the board).

Approval of October Minutes has already occurred via email

Review of Monthly Financials

Treasurer reviews the financials.

Operating Funds                                             $13,114.23

Settlement Funds in OP                                  $270,152.82

Petty Cash                                                       $250.00

Maintenance Reserves                                   $166,588.86

Insurance Reserves                                         $46,054.93

Total                                                               $496,160.84

Outstanding Financial Commitments

$38,209.28

The board discussed options of where to place the settlement money on the balance sheet because some of money is not secured –options include:

• reimburse the operating account to cover open items (the board had already paid $110,000 out of operating account for emergency repairs);
• add to the reserve account;
• leave in the settlement account ;
• and/or place the remainder into a separate bank account.

*FDIC any amount of $250,000 in any financial institution is not insurable to it is in the board’s interest to distribute the money.

**SURCHO has access to the operating account but not any reserve account.  All expenses are paid out of the operating account.

• ACTION: Treasurer will follow up with Melinda at SUHRCO to transfer $45,000 from settlement fund to the operating account to cover open items.  A new account will be opened to deposit the (about $225,000) of the settlement funds.  Treasurer will follow up on opening this account.

Homeowner’s Forum

C Unit Owner             Entry gate to the building C on the 228^th side of the building-the interior handle does not move – the handle is too tight and does not turn as it should.  When stuck in an open position the door does not close.  And the second floor entry door on the 228^th side of the building does not shut – it is a spring problem.

Potential purchaser for building E  – Is there any way to determine what the amount of the potential assessment will be?  What is the variance of what the settlement is and what the potential homeowner assessment obligation will be.  No. Not at this time.

Ongoing Business/Projects

◦     WATER fix before winter (Charter) – all fixes deferred.

▪             Buildings A, B, G – ACTION – follow up report will be requested by Marcel

▪             C 104, D102 and D103, E 106 water intrusion – ACTION – report requested from Industrial Hygienist – has the IH contacted all owners and when can a report be expected.

▪             D 105, D 205 water leak (Marcel) – Remaining balance the is the HOA’s responsibility is about $4000.00.

▪             Slab leak:  space 42 (G 304), space 5 (E 302) – Owners who’s cars are affected by leaks from the roof of the garage can contact SUHRCO regarding temporary arrangements until the repair project.

▪             Gutter Issues, #19 and Rooftech – problem resolved.

◦     B 103, E 102 update (Peter) – in process – send Sundberg and Pody check for $1.00.

◦     Greg’s Landscaping:  Contract, $7500 Bark – the board feels the $7500 and even $5000 is too much money at this moment.  Barking will be done after construction.

◦     Replacement of shrubs around the property at the second entrance and in front of XXX townhouse.  ACTION – Marcel will get a bid.

◦     B Bldg front door (Charter) – door is finally repaired.  The hinges work and the door closes quietly now.

◦     TV Dish (#38) – the dish has not been removed.  The owner claims that the dish was attached to the unit when he purchased it and he should not be responsible for the cost to remove and repair.  Proposed solution – take the bolts out, remove the dish and replace the bolts.

◦     Irrigation Shack (Marcel) – Greg’s has removed the lock. ACTION: Marcel to make sure lock is replaced and the board has the combo on the PIS or the keys.

New Business

◦     Rescheduled Annual Board Meeting – a second annual meeting will be scheduled on January 9^th at 7pm in the Cabana.  Attendance is critical so that new board members can be voted in and business can be conducted.  If owners cannot attend they are requested to return proxies in the provided self-addressed envelope which will be included in the meeting announcement which will be sent later this month or give your proxy to your neighbor.

◦     Settlement Funds – addressed under Review of Monthly Financials  above

◦     Missing Poo Sign- the sign will be replaced and will be installed in cement.  Motion to purchase a new sign and install in cement.  Motion approved unanimously.

◦     Motion that any legal fees that the Association is required to pay as the result of defending homeowner’s legal actions brought against the HOA may be assessed back to the homeowner. Motion approved unanimously.

◦     Snow Shovels. The association has two.  Motion to purchase one more snow shovel. Motion approved unanimously.

◦     Exercise equipment – Karen will email the board regarding this issue.

◦     Loss of FHA status

▪                When the association triggered its law suit Saxony was no longer eligible for FHA status.  We would need to reapply.  The process is to hire a specialist to provide all the documentation to HUD who will make a decision.

▪             ACTION: Marcel will connect with a professional, Kim Breen, to get this process going.

Executive Session

• No

Adjournment 8:36 PM

Minutes

November 14, 2011

Annual and 2011 Budget Meeting

Saxony Condo Association

Budget Meeting

• Quorum of homeowners needed to conduct the budget meeting was not met – only 21 homes represented either by the owner or by proxy.
• Budget passes by default.

Roll Call –Quorum of homeowners not met. Annual meeting cannot be conducted.

• Unable to conduct business annual meeting due to lack of homeowner representation either in person or by proxy.
• Another meeting will need to be held as there are people who would like to run for the open positions on the board.  Elections cannot happen if there is not a quorum of homeowners (in person or by proxy) at the meeting

Proof of Notice of meeting or waiver of notice

Minutes of Preceding Meeting

Approved via email

Reports of Officers

Reports of Committees

Election of inspectors of election

Election of Directors – two (2) positions are open

Unfinished business

New business

Adjournment

Saxony Owners Association
Board of Directors Meeting Minutes

2011 September 12

Call to Order

7:02 PM

Establishment of Quorum

 All board members present.

Approval of August Minutes approved in email.

Review of Monthly Financials

Homeowner’s Forum

Townhouse 19:

• Are there any updates on the construction process? Yes, we are moving forward.
• Are the garage doors the owners’ responsibility?  Yes. Townhomes owners responsibility is studs in, the roof and all doors and windows. Declaration section 10.3.  (any door or window that serves the unit exclusively).

Unit B304

• Noticed that many shrubs have been removed lately.  Will they be replaced and what’s the plan?  Will they be maintained and not be allowed to become overgrown?  Yes there is a replacement plan – an evergreen shrub.  We are waiting for an estimate from the landscaper.  We will be working with the landscaper to make sure that shrubs and other landscaping on the property are maintained, walkways and parking spots are un-encroached upon by shrubs and trees.

Ongoing Business/Projects

1. A.          Board Response to Challenge on new “poo and pee free” area

a)                  The board received a challenge letter from lawyer regarding the “no poo and pee” zone on the grassy area requesting a 67% vote of owners to change the use of the common area.

b)                  Board’s attorney, John Coe, wrote a response letter which was read at the board meeting by Marcel Scheel confirming the board’s right to establish a “no poo and pee” zone area the community’s declarations.

1. B.           C104, E105, E 106 water intrusion fix before winter (Charter)
2. Estimates have been drawn up for both E105 and 106.  Mike Cruse from Charter will visit and draw up and estimate for C104 on Monday 9/19.  Once this is done he will get the information to the architect who will meet with the board before Charter begins work.  It has yet to be determined whether the work will be a patch or a complete repair, as the source of water intrusion still needs to be determined.

1. C.          Greg’s Landscaping:  Contract, Extra Work, next year’s Contract and Rates
2. The board would like to meet with Greg to define aspects of the contract so we understand exactly what is included in the contract and what is not and to make sure we are defining the aspects of the contract similarly and maintaining clear expectations. For example, some specific aspects of the contract that continue to come up are landscaping the boundaries of the property and pruning of shrubs.  The board is awaiting estimates on replacements shrubs and bark. The board would like to know when is the best time to place bark down? The bioswale is not included in the landscaping contract and must be cleared out annually because it is part of the fire easement area.  Maintaining this area is required by the city annually.

1. D.          Sprinkler Issue – city repairs in front of E
2. The city will repair if the fix does not maintain over time.  The asphalt is not tamped down.  It is kind of loose and could deteriorate into a pothole.

1. E.           B Bldg front door (Charter)
2. Charter is getting bid to replace the door.  Charter will look at the door again to determine the source of the issue.
3. At some point the cost to repair to doors may outweigh the value of keeping them.  Repairing the intercom system will also be very expensive.
4. Marcel will research whether or not the doors can be removed by board decision or if a vote of owners must be conducted.

1. F.           A (B?) Bldg hose (Marcel)
2. Pending. Can’t recall who requested the hose and have not heard from this person again.

1. G.          Opening of different bank account for the settlement funds:
2. The treasurer researched both BECU and First Tech.
3. Both banks handle association bank accounts.
4. First Tech has the best rates at over $250,000 would earn 3.5% over a year.
5. For anything over $100,000 BECU will give 2.5% over the year
   1. Further questions for the bank:  What are the penalties for early withdrawal? And what other specifications of the bank?

New Business

1. A.          New Waste Station(s), Sign(s)
2. The secretary will research purchasing two additional Mutt Mitt stations  – one for in front of building B and one for in front of building F.
3. A motion made to approve the purchase of one additional “No poo and pee” sign.  Seconded and unanimously approved.
4. The board notes that the additional signs have helped to improve the pet waste issue.
   1. B.           Subscribers to info@ (Caren)

1.         Vice President will modify the web site.

1. C.          Water Rates up 18-40%
2. Water will most likely go up 18% next year but this has not yet been confirmed.
   1. How does the metering   work? One meter per building and then the bill for the building is divided by the recorded number of inhabitants. (See Condominium Declarations Article 16, Section 16.6.3)
   2. Minol bills are frequently late. Can we change the billing window? Do people have enough time to pay the bills?  Timing is tight.  If we change the billing window there will be a large gap between receipt of bill and payment.
   3. Marcel will ask Melinda if there is a way for the association to be direct bill by the city and then to pay the city directly digitally.
      1. D.          Saxony Budget (Marcel)
3. Marcel reviewed the draft and highlighted proposed changes
   1. The Board needs to approve the draft budget by October and ratification in November by owners at the annual meeting.
   2. New: condo owners and townhome owners need to ratify assessment piece of budget separately.

1. E.           Tree Pruning, 543
2. Marcel is waiting for a bid but it is unclear which number townhome 543 is.

1. F.           Interlake Window Cleaning (Marcel)
2. Holding invoice until company replies and either clean the windows that should have been cleaned or adjust the invoice down.  The company has not responded to Marcel’s call.

1. G.          SUHRCO’s Online Payment system (Marcel)
2. Table this discussion until we restructure our website.
3. The board request more detailed information in written form.

1. H.          Removal of settlement funds from Saxony financials:
2. Treasurer to contact Goff & DeWalt to reiterate the request for detailed invoices in order for us to reconcile our accounts.

1. I.             Parking in townhomes slips
2. Warning letters will be sent to townhomes who are not complying with community parking policies in the Community Declarations (see Article 9, Section 9.3).  Those townhomes are: 40, 39, and 11.

Executive Session

·         Yes tabled until October meeting

Adjournment 9:04 PM

Board Meeting

Minutes

Wednesday, August 17, 2011

Call to Order 7:00 PM

Quorum All board members present

1.         2010 Financial Audit 

• Completed and submitted
• Auditor recommended establishing reserves
• Setting up a reserve fund was postponed during the lawsuit. Now that settlement is completing, the board will now figure out project plan settlement dispersion and reserve fund plan

2.         Bank Offer for B103 and E102 Accepted

• Board is engaging with general counsel to determine dispersal of funds obtained from sale (Cece and Peter will do)

3.         Landscaping Update

• Page will do property walk-through on 8/18 with Greg
• Corner plants – please remove
• Bark
• Second entrance
• Walk the edges
• Confirm what is included in the contract (behind F & G etc….) What is included in the contract and how often.

4.         Dog waste signs

• Page will meet with Suljo to discuss sign placement
• Memo to community will be posted at mailboxes to inform community

5.         Fall newsletter

• Marcel – include all the normal things and also include a request that residents go to the website to submit the current email in order to receive newsletters electronically

6.         Minol

• Billing sent irregularly and window of time to pay too short.
• Cece will contact SUHRCO to address issue

7.         Website

• Up to date and functioning

8.         Construction Project Financing

• Explore different banks for best rate
• Explore financing through contractors for best rate

9.         Google – use Google Tools for Board Work

• Peter will set up a Google calendar and an online repository of documents

10.      Resale Document

• Yes all board members have received a copy

11.      Parking

The board had a discussion about ongoing parking concern listed below:

• Cottage owners and renters parking on parking slips.
• Owners and renters using visitor parking spaces and spaces owned by the association and available for rent as regular parking spaces
• Community policies are:
• A decision on how to address these concerns will be tabled for the September meeting.  The board is interested in what community members think about parking issues.

12.      Play Structure

• Board will research new play structures to replace the aging play structure
• Suljo – please clean graffiti inside the play structure tube

13.      Meeting with Keith Soltner architect

• Monday, August 22^nd, 2011 at 7:00 PM in the cabana

14.      Building B Parking lot door still askew

• Marcel will send Maintco to repair again

15.      Property Walkabout

Board would like to re-establish monthly walk-abouts

16.      Settlement funds

• Motion to approve distribution of settlement funds as outlined the original documents sent to the board by Goff & DeWalt.  Unanimously approved.
• Motion to open an account at a credit union to deposit remainder of settlement funds from lawsuit against Wysong.  Unanimously approved.

Adjourn   8:04PM

Download: July 2011 Special Meeting Minutes (PDF)

Download: August 2010 Meeting Minutes (PDF)

Download: July 2010 Meeting Minutes (PDF)