SAMMAMISH WATERWAY CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES-Approved
JULY 23, 2009
6:30 PM
1. Call Meeting to Order – 6:45pm present were Thomas Smith, Robert ‘Njord’ Folgadalen, Erik Noyd, Mary Allen, Rich Redelfs (RCA Management)
2. Election of Officers – This item was removed because this was covered in the last meeting.
3. Approval of Previous Board Meeting Minutes – May 28, 2009 - Erik motioned to approve, Njord seconded the motion. No objections, no abstentions.
4. Comments or Questions from Homeowners
A. Follow Up Request for Repair to Exterior Door Frame – #2101 – The board deemed that this is an owner responsible item since it is an enhancement. Rich will send a final letter to the owner to communicate this decision.
B. Follow Up Request to Address Water Damage – #6104 – This issue was resolved with the owner. No action needed by the board.
C. Request regarding Electrical Switch to Garbage Disposal – #6104 – This issue was resolved with the owner. No action needed by the board.
D. Request to Replace Carpet with Laminate Flooring – #6102 – Moved to New Business.
E. Request For Association to Replace All 102 Front Doors – #1105 – The board deemed that it is not necessary to replace front doors. However, we will request that TR Eggert repair damages as needed prior to painting them during the construction project.
F. Request for Relief of Monthly Dues for 1-2 Years – #1105 - The board deemed that it is not prudent to reduce fees prior or throughout the duration of the construction project. The board will re-evaluate a reduction to monthly HOA dues after the construction and landscaping project is completed –and- after a reserve study has been completed.
G. Concern Regarding Special Assessment Options – #4301 -The board continues to hold the stance that any owner that would like to make payments in addition to their scheduled payment structure is subject to an administration fee. This fee allows the board to make this option available while protecting homeowners who do not opt in to this option.
H. Parking Issue at Building #5 – Rich has followed up with the owner to verify if this issue still exists. Rich will send a letter with parking assignments to all tenants and owners of building five to ensure everyone knows their proper space. It was not deemed necessary to send a letter to all owners and tenants throughout Sammamish Waterway, as the complaint has been isolated to building 5.
5. Financial Report
A. Financial Statement Review
a. Insurance Reserve Check – Need Signatures
b. Replacement Reserve Checks (2) – Need Signatures
c. 2008 Audit & Tax Return – Need Signatures
B. Delinquency Update ; As of July 23, 2009:
a. One Balance > 30 Days
b. Zero Balances > 30 Days 60 days
6. Property Maintenance Report
A. Skylight Leaks with Temporary Cover – #5306 #6303 & #6306
B. Lighting Maintenance – Sun Lighting/Alta Building Services – Njord to follow up with Rich with the light bulb type used in the exterior of the buildings so that the association can acquire bulbs to keep on hand.
C. Janitorial – Alta Building Services – TV and bike in the walkway of the north stairwell in building 2. Rich to put a note on the bike indicating that it should be moved or else will be considered trash and disposed of. TV is considered garbage and will be disposed
D. Carport Lighting Fixtures Need Cleaning – Condo Commercial – Fixtures will be blown clean at the same time the parking lots are cleaned. This will be done free of charge by the vendor.
E. Dryer Vent Cleaning Visits on May 2 & 9 – Vent Masters
a. 80 Units Cleaned
b. Follow Up Visit Scheduled for Thursday, August 13 8:00 AM – 4:00 PM for 29 Units Listed Below – Rich will send a notice on 7/24/09 to owners.
c. No Entry Into 22 Units: #’s 1102, 1302, 2105, 2106, 2301, 2303, 3104, 3203, 3204, 3206, 3303, 4303, 5104, 5105, 5301, 5303, 6101, 6103, 6105, 6203, 6204 & 6305
d. Connection is broken in wall behind dryer in 1 Unit: # 2305
e. Vent pipe is broken/fallen in attic in 5 Units: #’s 3301, 3302, 4305, 5304 & 5306
F. Pipe Leak & Water Damage in #1106 – Maintco – Maintco found that damage was caused by the owner and the owner will be covering costs.
G. Roof Leak in #6304 & Water Damage in #6204 – Maintco. Sheetrock will be repaired in unit 6204.
H. Irrigation Leak – Condo Commercial – This will be repaired by 7/24/09
I. Storm Drain Cleaning – Davidson Macri Sweeping, Inc. – The City of Redmond recommended cleaning of storm drains – so work was performed to this recommendation.
7. Committee Reports – Volunteers Needed!!!
A. Landscaping
B. Rules Enforcement
C. Community Website
D. Design/Color Committee –See new business
8. Old Business
A. Restoration Plan
a. Association Loan – $2.7 million has been proposed by Foundation Bank. Bank has asked for association insurance carrier, SWC Tax ID Number, list of board members and the representative board member that will sign for the loan.
b. Review Updated Draft Special Assessment – The August first due date will still stand under normal collection conditions if the loan is approved prior to July 28. On the date of approval, Rich will send out notices to all owners that payment is due on Aug 1 with a grace period to Aug 15. If the loan is approved between July 29 and July 31, payment will be due Aug 1st but the grace period will have a onetime extension that is equal to the number of days past July 28. If loan approval has not been finalized by August 1st, the due date will be moved to September 1, 2009. These terms were approved by the board and an updated document will reflect this. This motion was made by Njord and was seconded by Mary.
c. Cable Upgrade – Verizon - Investigating the option of having cable, satellite connectivity installed during the construction project. Continuing to work with TR Eggert on this possibility.
d. Electrical Outlets/Covers –Items such as outlet covers that have not been included on the plan will be considered for replacement so that the exterior of the building looks new following the completion of the project. All items will be reviewed and based on total cost will be evaluated on a case by case basis by the board.
e. Reserve Study – Morrison Hershfield
B. Review Signage in Common Area – Tabled Until After Major Project
C. Resident Manager Job Description – Tabled Until After Major Project
D. Trail Maintenance – New Gravel & ‘No Trespassing’ Signage
a. Landwork Enterprises Bid Proposal: Board agreed to table this work until after the construction project
Stated ½” or ¾” Not available in Red Cinder
1” Red Cinder Unpacked – $4,700
5/8” Crushed Unpacked $3,000
(Packed is an additional $750)
Brush Hog on Blackberries (Same Price as Last Time): $1,200
E. Parking Spot Numbers – 5”x6” placards will be produced through fast signs and screwed to the carports.
9. New Business
A. Update Tow Contract – Shannon Towing
B. Construction Trailer – Rich will check with Skylur from Morrison Hershfield to see if the city had objections to allowing TR Eggert access to the trail behind the condos to park their work trailer and other possible construction related materials.
C. Color Committee- The board has approved the expense of $4-6k to get renderings of the buildings completed with a mock up of color selections
D. Request to Replace Carpet with Laminate Flooring – #6102 – This issue has been approved by the board. - Erik motioned to approve, Njord seconded the motion. No objections, no abstentions.
E. Review of Contract with TR Eggert –
a. Statement of Work (SOW) should include verbiage on managing inclimate weather
b. SOW should include work days and work hours.
c. Owners are responsible for all costs related to relocation in the event that the owner deems the unit is uninhabitable. Owners should be advised to contact their personal insurance policy if they are interested in coverage.
d. Identify if TR Eggert holds a performance bond
e. Ensure due diligence is taken to ensure owners and tenants have appropriate notice prior to entry throughout the duration of the construction project.
F. Use collection form drafted by Strichartz’s Office under the condition that any mention of using Strichartz’s Office as part of the collection process is omitted. If collections intervention is needed, the board would like to keep the mitigating 3rd party neutral and would like the collection form to reflect this.
10. Set Date, Time, & Location of Next Meeting – The next meeting is tentatively set for August 25, 2009 at 6:30pm at Lake Washington School District.
11. Adjourn
