A second annual meeting has been scheduled for May 13th, 2009. For anyone not in attendance at the annual meeting held the night of April 7th, a second annual meeting is being held because it was accurately pointed out by a homeowner in attendance, that insufficient notice (only about 14 days) was given prior to the meeting. The result of the insufficient notice is that it rendered the meeting held that night "unofficial". Our property manager expresed his apologies for his oversight, indicating that other association bylaws required less time. It is not the Board or Property manager's intent to give the minium amount of notice, only to provide for possible changes or revisions that may become necessary. SWC bylaws state that the annual owner's meeting be 30 days or longer from notice to homeowners.
Scheduling challenges as well as the desire to hold the next meeting ASAP, resulted in choosing this new date. Notice of the meeting date was mailed to all owners on Friday, April 10th, 2009. On May 13th we hope to quickly review the agenda for the meeting held on April 7th, 2009. It is the Board's hope that we can quickly approve the same information, conduct elections of Board members and then make use of the time for continued updates with the Restoration Project.
As with all Annual Meetings of the HOA, a quarum will need to be established, requiring the presence by proxy or in person of 40% of the HOA. Please attend or send your proxy!
Sunday, April 12, 2009
3/18/09 Board Meeting Minutes
SAMMAMISH WATERWAY CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
MARCH 18, 2009
6:30 PM
1. Board Vice President, Tom Smith Called Meeting to Order 6:36pm. Present were Thomas Smith, Erik Noyd, Kent Hutchings, Rich Redelfs (RCA Management), and several homeowners.
2. Approval of Previous Board Meeting Minutes from January 27, 2009, postponed till next meeting as the minutes were unavailable.
3. Comments or Questions from Homeowners
A. Request to Add Hard Surface Flooring – #2102 . This unit is a ground floor unit, so no neighbor below to seek approval from. Erik made motion to approve request, seconded by Tom, supported unanimously.
B. Request for Deck & Window Cleaning. Discussion about the fact that the community wants to enjoy clean windows and decks, but both would be changed under the repair plan. Suggestion made that windows are relatively inexpensive to clean, difficult for owners to do, and clean ones widely enjoyed. Motion made by Tom to clean windows in May and delay deck cleaning. Seconded by Kent, supported unanimously.
C. Comment from owner about building and carport lights remaining on during the day time and the incomplete repairs to the trail lights on building #2. See property maintenance below.
4. Financial Report
A. Financial Statement Review
a. Insurance Reserve Checks-Signed by Board Members
b. Replacement Reserve Checks (2) – Signed
c. 2008 Audit Engagement Letter – Signed
B. Delinquency Update
a. Zero Accounts > 30 Days Past Due; as of March 18, 2009. Thanks to all owners who continue to pay dues in a timely manner. SWC has a much lower number of late or delinquent units recently than a 102 unit complex might typically have.
b. Three Accounts Past Due for March 1 Payment; as of March 18, 2009
5. Property Maintenance Report
A. Skylight Leaks – #5306 & #6306. Temporary repairs are holding and will remain unchanged till permanent roofing changes/repair are made.
B. Landscaping – Condo Commercial- Discussion about landscape contractors duty relative to garbage clean up being limited to grounds.
C. Lighting Maintenance – Sun Lighting/Alta Building Services. In spite of a recent visit by the prior electrician completing warranty repair work, it would seem the repair to lighting on building #2 is still not complete. Direction given to Rich that he should seek final remedy within a week from Sun Lighting and if remaining incomplete, hire new company to repair.
D. Janitorial – ALTA
a. Carport Lighting Fixtures Need Cleaning. Confirmation that ALTA should also be cleaning up the dumpster areas during each visit. Care taken by residents to confirm that all garbage is INSIDE the dumpsters and that nothing is left in the garbage area. Follow up of this being done will be made.
E. Dumpster Enclosure Damage @ Building 4. Discussion about the broader need to rebuild all dumpster areas to properly enclose the dumpsters. This will be done during construction. The door to the building #4 dumpster has been removed as the wall supporting it is failing. This is a temporary measure meant only to suffice till permanent changes can be made.
F. Dryer Vent Cleaning Scheduled for May 2 & 9 – Vent Masters. Coordination with resident will be required as interior access to dryers is needed. A plan of action based upon contractors access needs and coordination plan is underway.
6. Committee Reports – Volunteers Needed!!!
A. Landscaping No Changes
B. Rules Enforcement. No Changes
C. Community Website. No Changes
D. Design/Color Committee. Color committee is working with construction consultant to provide better visual aids for the community to have color ideas developed by Designer presented at next opportunity to owners.
7. Old Business
A. Restoration Plan
a. Restoration Plan (Approved on November 12th, 2008)- Discussion of the more pressing and evident need for the association to request a cost update from the bidders for the restoration project, from the 3 most qualified and appealing contractor candidates. Unanimous agreement by the board members to have Rich direct Morrison Hershfield to seek this cost update. Suggestion made that if a “Plan B” needs to be proposed to the owners for approval, that a key element of obtaining their support of a project which simply has the same scope, but for which shorter term financing is obtained, owners will want to know that every effort has been made to lower construction costs. Especially given the state of the economic conditions.
b. Association Funding/Search for 15-Year Term. Rich Redelfs reported that he had another meeting with a local lender who seems the most likely of those he has spoken with to consider 15 year term financing. If 15 year financing is obtained, then the previously approved restoration project could begin. Although odds are not in our favor, the effort seemed to provide some hope of success.
c. Cable Upgrade – Verizon – No action
d. Building Design Bid Proposal – Connections Construction- Color options developed for consideration when the time comes.
B. Review Signage in Common Area – Tabled Until After Major Project
C. Resident Manager Job Description – Tabled Until After Major Project
E. Cleaning & Maintenance Bid Proposals – ALTA
F. Car Impound on December 15 Due to Alarm Sounding for >16 Hours
a. Judge Ruled SWC Improperly Impounded car during Court Hearing on January 29, 2009 – SWC Association had expense of about $1500 for this court decision. Although City of Redmond Police suggested towing, the towing company offered no alternative solution, and the auto owner was not reachable due to being out of town, the judge decided the towing was not the correct action and that the car should have been forcibly opened and had the battery disconnected.
b. Owner Reimbursed for Impound and Storage Expense $1500+/-
8. New Business
A. Trail Maintenance – New Gravel & ‘No Trespassing’ Signage to be arranged for.
B. Parking Spot Numbering & Stenciling. Since the parking lot will be recoated relatively soon after building repairs, the suggestion was made and approved to have numbers made for the parking spaces which can be installed above each spot on the carports.
C. Review Association’s Impound Policy. Resident vehicles improperly parked in numbered spaces (i.e. violation of rules due to being non-operational, such as expired tabs) will result in a violation letter being sent to the unit owner. Every effort will be made to notify an owner before towing a vehicle in violation as it is not the main mission of the association to tow cars. However, clear violations and unresponsive residents will result in towing. It remains difficult to enforce open space parking. Residents are reminded that; open space parking is limited to 48 hours, covered areas are not intended for storage of cars not regularly used, especially if additional cars are in site belonging to the same resident. Board members do watch for violations but appreciate any information provided by residents.
D. Bird/Duck feeding. It is a violation of rules to have bird feeders. Feeding birds of any kind provides an additional lure to rodents and other problem critters. Please don’t feed them.
E. Chimney fire reported in building 6. No additional damage reported. Property manager will seek bids from contractor previously hired to inspect and clean chimneys.
F. Crushed downspout and hanging gutters. Property manager will have inexpensive contractor repair worst instances of damage so as to maintain proper operation till widespread replacement is done.
G. Surface damage reported to parking lot by building 6. Contractor pressure washed surface to remove debris staining asphalt. This resulted in minor surface damage. No further action taken at this time.
9. Next Board meeting following annual meeting 4/7/2009.
10. Meeting adjourned 8:21 pm.
BOARD OF DIRECTORS MEETING MINUTES
MARCH 18, 2009
6:30 PM
1. Board Vice President, Tom Smith Called Meeting to Order 6:36pm. Present were Thomas Smith, Erik Noyd, Kent Hutchings, Rich Redelfs (RCA Management), and several homeowners.
2. Approval of Previous Board Meeting Minutes from January 27, 2009, postponed till next meeting as the minutes were unavailable.
3. Comments or Questions from Homeowners
A. Request to Add Hard Surface Flooring – #2102 . This unit is a ground floor unit, so no neighbor below to seek approval from. Erik made motion to approve request, seconded by Tom, supported unanimously.
B. Request for Deck & Window Cleaning. Discussion about the fact that the community wants to enjoy clean windows and decks, but both would be changed under the repair plan. Suggestion made that windows are relatively inexpensive to clean, difficult for owners to do, and clean ones widely enjoyed. Motion made by Tom to clean windows in May and delay deck cleaning. Seconded by Kent, supported unanimously.
C. Comment from owner about building and carport lights remaining on during the day time and the incomplete repairs to the trail lights on building #2. See property maintenance below.
4. Financial Report
A. Financial Statement Review
a. Insurance Reserve Checks-Signed by Board Members
b. Replacement Reserve Checks (2) – Signed
c. 2008 Audit Engagement Letter – Signed
B. Delinquency Update
a. Zero Accounts > 30 Days Past Due; as of March 18, 2009. Thanks to all owners who continue to pay dues in a timely manner. SWC has a much lower number of late or delinquent units recently than a 102 unit complex might typically have.
b. Three Accounts Past Due for March 1 Payment; as of March 18, 2009
5. Property Maintenance Report
A. Skylight Leaks – #5306 & #6306. Temporary repairs are holding and will remain unchanged till permanent roofing changes/repair are made.
B. Landscaping – Condo Commercial- Discussion about landscape contractors duty relative to garbage clean up being limited to grounds.
C. Lighting Maintenance – Sun Lighting/Alta Building Services. In spite of a recent visit by the prior electrician completing warranty repair work, it would seem the repair to lighting on building #2 is still not complete. Direction given to Rich that he should seek final remedy within a week from Sun Lighting and if remaining incomplete, hire new company to repair.
D. Janitorial – ALTA
a. Carport Lighting Fixtures Need Cleaning. Confirmation that ALTA should also be cleaning up the dumpster areas during each visit. Care taken by residents to confirm that all garbage is INSIDE the dumpsters and that nothing is left in the garbage area. Follow up of this being done will be made.
E. Dumpster Enclosure Damage @ Building 4. Discussion about the broader need to rebuild all dumpster areas to properly enclose the dumpsters. This will be done during construction. The door to the building #4 dumpster has been removed as the wall supporting it is failing. This is a temporary measure meant only to suffice till permanent changes can be made.
F. Dryer Vent Cleaning Scheduled for May 2 & 9 – Vent Masters. Coordination with resident will be required as interior access to dryers is needed. A plan of action based upon contractors access needs and coordination plan is underway.
6. Committee Reports – Volunteers Needed!!!
A. Landscaping No Changes
B. Rules Enforcement. No Changes
C. Community Website. No Changes
D. Design/Color Committee. Color committee is working with construction consultant to provide better visual aids for the community to have color ideas developed by Designer presented at next opportunity to owners.
7. Old Business
A. Restoration Plan
a. Restoration Plan (Approved on November 12th, 2008)- Discussion of the more pressing and evident need for the association to request a cost update from the bidders for the restoration project, from the 3 most qualified and appealing contractor candidates. Unanimous agreement by the board members to have Rich direct Morrison Hershfield to seek this cost update. Suggestion made that if a “Plan B” needs to be proposed to the owners for approval, that a key element of obtaining their support of a project which simply has the same scope, but for which shorter term financing is obtained, owners will want to know that every effort has been made to lower construction costs. Especially given the state of the economic conditions.
b. Association Funding/Search for 15-Year Term. Rich Redelfs reported that he had another meeting with a local lender who seems the most likely of those he has spoken with to consider 15 year term financing. If 15 year financing is obtained, then the previously approved restoration project could begin. Although odds are not in our favor, the effort seemed to provide some hope of success.
c. Cable Upgrade – Verizon – No action
d. Building Design Bid Proposal – Connections Construction- Color options developed for consideration when the time comes.
B. Review Signage in Common Area – Tabled Until After Major Project
C. Resident Manager Job Description – Tabled Until After Major Project
E. Cleaning & Maintenance Bid Proposals – ALTA
F. Car Impound on December 15 Due to Alarm Sounding for >16 Hours
a. Judge Ruled SWC Improperly Impounded car during Court Hearing on January 29, 2009 – SWC Association had expense of about $1500 for this court decision. Although City of Redmond Police suggested towing, the towing company offered no alternative solution, and the auto owner was not reachable due to being out of town, the judge decided the towing was not the correct action and that the car should have been forcibly opened and had the battery disconnected.
b. Owner Reimbursed for Impound and Storage Expense $1500+/-
8. New Business
A. Trail Maintenance – New Gravel & ‘No Trespassing’ Signage to be arranged for.
B. Parking Spot Numbering & Stenciling. Since the parking lot will be recoated relatively soon after building repairs, the suggestion was made and approved to have numbers made for the parking spaces which can be installed above each spot on the carports.
C. Review Association’s Impound Policy. Resident vehicles improperly parked in numbered spaces (i.e. violation of rules due to being non-operational, such as expired tabs) will result in a violation letter being sent to the unit owner. Every effort will be made to notify an owner before towing a vehicle in violation as it is not the main mission of the association to tow cars. However, clear violations and unresponsive residents will result in towing. It remains difficult to enforce open space parking. Residents are reminded that; open space parking is limited to 48 hours, covered areas are not intended for storage of cars not regularly used, especially if additional cars are in site belonging to the same resident. Board members do watch for violations but appreciate any information provided by residents.
D. Bird/Duck feeding. It is a violation of rules to have bird feeders. Feeding birds of any kind provides an additional lure to rodents and other problem critters. Please don’t feed them.
E. Chimney fire reported in building 6. No additional damage reported. Property manager will seek bids from contractor previously hired to inspect and clean chimneys.
F. Crushed downspout and hanging gutters. Property manager will have inexpensive contractor repair worst instances of damage so as to maintain proper operation till widespread replacement is done.
G. Surface damage reported to parking lot by building 6. Contractor pressure washed surface to remove debris staining asphalt. This resulted in minor surface damage. No further action taken at this time.
9. Next Board meeting following annual meeting 4/7/2009.
10. Meeting adjourned 8:21 pm.
1/27/09 Board Meeting Minutes
SAMMAMISH WATERWAY CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES- JANUARY 27, 2009
6:30 PM
1. Call Meeting to Order - Meeting called to order at 6:37pm by VP Tom Smith, Derek Moore, Tom Smith, Kent Hutchings, Rich Redelfs in attendance.
2. Approval of Previous Board Meeting Minutes – November 25, 2008 – Approved. December meeting notes to be approved at later date.
3. Comments or Questions from Homeowners
A. Request for Waiver of Late Charge – Kathy Saltz, #6302 – Board voted to deny the request for waiver of late fee. The policy regarding due dates is quite clear and multiple options exist to help avoid late fees.
4. Questions from owner - Latest status of restoration project? - No updates on project. Will be discussed by board during course of meeting.
Entrance light out at 5205 (15820) – Board made note of outage and will investigate.
How do owners find out about board meeting dates? - Check the blog, try to post to bulletin board, or contact Rich.
5. Financial Report - No exceptions regarding to report against budget.
A. Financial Statement Review
a. Insurance Reserve Check – Need Signatures
b. 2008 Audit
B. Delinquency Update
a. Zero Accounts > 30 Days Past Due; as of January 27, 2009
b. Three Accounts Past Due for January 1 Payment; as of January 27, 2009
6. Property Maintenance Report
A. Skylight Leak – #5306 - Temporarily tarped, holding till major renovation.
B. Fire Alarm Trouble Issue at Building 1 on January 26 – FPI
C. Landscaping – Condo Commercial - No updates on landscaping, no major damage from snowstorm.
D. Lighting Maintenance – Sun Lighting- W. Lake Samm pole light fixed; couple more need repair. Outstanding light issues at building 2 which needs to be addressed. Rich will be working with Njord to identify the bulb types so spares can be ordered.
E. Janitorial – ALTA
a. Carport Lighting Fixtures Need Cleaning - RCA will follow-up with Alta on carport lighting fixtures.
F. Skylight Leak @ #6306/15858 – Maintco Construction – Resolved.
G. Plumbing Leak @ #5204/15818 – Resolved.
H. Snow Removal on Roofs – Maintco Construction – Completed as precaution.
I. Dryer Vent Cleaning – Vent Masters – Not scheduled yet; will complete in Spring 2009.
7. Committee Reports – Volunteers Needed!!!
A. Landscaping - Tabled
B. Rules Enforcement - Tabled
C. Community Website - Tabled
D. Design/Color Committee - Design\Color - Erik met with 2 owners and a design consultant. Hired to give us proposals on design\color to present to the community for input once a direction is defined.
8. Old Business
A. Restoration Plan
a. Restoration Plan Approved on November 12
b. Association Funding Search
i. Able to obtain an informal offer of 10yr financing, but it has been challenging to get a lender to commit to 15yr financing due to economic conditions. Loan limits not high enough, reduced loan limits. No current prospects, but RCA actively continuing to secure a loan.
ii. CA Banc re-confirmed offer of considering a 15yr loan after a trial period (would require a temporary increase in HOA dues of 250%), but after conferring with attorney would not be advisable.
iii. Considering in-person proposal to Foundation Bank to convince them to approve a 15yr loan. Confirmed to meet with them in the 1st two weeks in Feb.
iv. Plan is to continue to secure 15yr loan terms over the next 30 days. If 15yr term cannot be secured, board will reconvene and determine next steps. Involve attorney for advice.
c. Cable Upgrade – Verizon – Will consider with project renovations.
B. Review Signage in Common Area – Tabled Until After Major Project
C. Resident Manager Job Description – Tabled Until After Major Project
E. Blackberry Bushes - On hold until spring due to snow pushing them back.
9. New Business
A. Cleaning & Maintenance Bid Proposals – ALTA
a. Pressure washing - 1st floors and between buildings ($480), with 2nd/3rd floors = $885. Scheduled for April 1st (1st floor only). Include garage pads.
b. $80 per month for lighting maintenance. Does not include polelights. Will ask to include carports.
B. Building Design Bid Proposal – Connections Construction
C. Car Impound on December 15 Due to Alarm Sounding for >16 Hours
a. Court Hearing January 29, 2009 @ 8:45 AM -
D. Other?
10. Set Date, Time, & Location of Next Meeting - Scheduled for Feb 24th., 6:30pm at LWSD.
11. Adjourn – Meeting adjourned at 8:30 pm
BOARD OF DIRECTORS MEETING MINUTES- JANUARY 27, 2009
6:30 PM
1. Call Meeting to Order - Meeting called to order at 6:37pm by VP Tom Smith, Derek Moore, Tom Smith, Kent Hutchings, Rich Redelfs in attendance.
2. Approval of Previous Board Meeting Minutes – November 25, 2008 – Approved. December meeting notes to be approved at later date.
3. Comments or Questions from Homeowners
A. Request for Waiver of Late Charge – Kathy Saltz, #6302 – Board voted to deny the request for waiver of late fee. The policy regarding due dates is quite clear and multiple options exist to help avoid late fees.
4. Questions from owner - Latest status of restoration project? - No updates on project. Will be discussed by board during course of meeting.
Entrance light out at 5205 (15820) – Board made note of outage and will investigate.
How do owners find out about board meeting dates? - Check the blog, try to post to bulletin board, or contact Rich.
5. Financial Report - No exceptions regarding to report against budget.
A. Financial Statement Review
a. Insurance Reserve Check – Need Signatures
b. 2008 Audit
B. Delinquency Update
a. Zero Accounts > 30 Days Past Due; as of January 27, 2009
b. Three Accounts Past Due for January 1 Payment; as of January 27, 2009
6. Property Maintenance Report
A. Skylight Leak – #5306 - Temporarily tarped, holding till major renovation.
B. Fire Alarm Trouble Issue at Building 1 on January 26 – FPI
C. Landscaping – Condo Commercial - No updates on landscaping, no major damage from snowstorm.
D. Lighting Maintenance – Sun Lighting- W. Lake Samm pole light fixed; couple more need repair. Outstanding light issues at building 2 which needs to be addressed. Rich will be working with Njord to identify the bulb types so spares can be ordered.
E. Janitorial – ALTA
a. Carport Lighting Fixtures Need Cleaning - RCA will follow-up with Alta on carport lighting fixtures.
F. Skylight Leak @ #6306/15858 – Maintco Construction – Resolved.
G. Plumbing Leak @ #5204/15818 – Resolved.
H. Snow Removal on Roofs – Maintco Construction – Completed as precaution.
I. Dryer Vent Cleaning – Vent Masters – Not scheduled yet; will complete in Spring 2009.
7. Committee Reports – Volunteers Needed!!!
A. Landscaping - Tabled
B. Rules Enforcement - Tabled
C. Community Website - Tabled
D. Design/Color Committee - Design\Color - Erik met with 2 owners and a design consultant. Hired to give us proposals on design\color to present to the community for input once a direction is defined.
8. Old Business
A. Restoration Plan
a. Restoration Plan Approved on November 12
b. Association Funding Search
i. Able to obtain an informal offer of 10yr financing, but it has been challenging to get a lender to commit to 15yr financing due to economic conditions. Loan limits not high enough, reduced loan limits. No current prospects, but RCA actively continuing to secure a loan.
ii. CA Banc re-confirmed offer of considering a 15yr loan after a trial period (would require a temporary increase in HOA dues of 250%), but after conferring with attorney would not be advisable.
iii. Considering in-person proposal to Foundation Bank to convince them to approve a 15yr loan. Confirmed to meet with them in the 1st two weeks in Feb.
iv. Plan is to continue to secure 15yr loan terms over the next 30 days. If 15yr term cannot be secured, board will reconvene and determine next steps. Involve attorney for advice.
c. Cable Upgrade – Verizon – Will consider with project renovations.
B. Review Signage in Common Area – Tabled Until After Major Project
C. Resident Manager Job Description – Tabled Until After Major Project
E. Blackberry Bushes - On hold until spring due to snow pushing them back.
9. New Business
A. Cleaning & Maintenance Bid Proposals – ALTA
a. Pressure washing - 1st floors and between buildings ($480), with 2nd/3rd floors = $885. Scheduled for April 1st (1st floor only). Include garage pads.
b. $80 per month for lighting maintenance. Does not include polelights. Will ask to include carports.
B. Building Design Bid Proposal – Connections Construction
C. Car Impound on December 15 Due to Alarm Sounding for >16 Hours
a. Court Hearing January 29, 2009 @ 8:45 AM -
D. Other?
10. Set Date, Time, & Location of Next Meeting - Scheduled for Feb 24th., 6:30pm at LWSD.
11. Adjourn – Meeting adjourned at 8:30 pm
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