SAMMAMISH WATERWAY CONDOMINIUM ASSOCIATION
Abbreviated BOARD OF DIRECTORS MEETING MINUTES
Jan 4th, 2010- Approved
5:00 PM
1. Call Meeting to Order – 5:04pm
· Attendance: Erik Noyd, Mary Allen, Kent Hutchings, and by phone Tom Smith
2. Consideration of advice by attorney to adopt resolution regarding delinquency by unit #5106. Board members discussed recommendation. Kent made motion to approve and Tom seconded, passed. Resolution signed by President, attested by Secretary and witnessed by Kent Hutchings. Resolution denies delinquent board member voting rights on the issue of his unit’s delinquency.
3. Request by owner of unit #5106 to forgive late fees, security deposit and attorney’s fees. Board members reviewed correspondence between association (property manager) and unit owner as well as between attorney and owner. Owner certainly knew dues and special assessments payments were due and payable. Two notices were mailed to owner at their mailing address including one by certified mail. Attorney sent a 3rd. Discussed the request from owner for exception based upon his contributions to the community as board member. Board discussed need to maintain a consistent treatment of all owners regardless of their “position” for fear of appearances of favoritism. Kent made motion to deny request for waiver. Tom seconded. Unanimous. Waiver denied.
4. Insurance check signature- signed and mailed
5. Consideration of safety adding anchor points to roof installation during restoration project for future roof work safety. Appears to not be a code requirement, but simply desirable. Point made that little roof work should be needed and any contractor doing work be licensed, bonded and insured. Cost of this addition, $3500. Consensus to opt not to add these.
6. Discussion about amending previously approved vents to be added to select window types and sizes. Consideration of adding fresh air vents to all windows to allow for even distribution of the benefit of ventilation to all units. These fresh air vents are common in more “air tight” new construction to preserve indoor air quality. Concern about in any way limiting the benefits enjoyed by all residents. This would increase costs by about $6,000-$7,000 over prior ventilation estimate, but would provide that maximum benefit would be enjoyed by all units without regard to their unit floor plan. Decision to accept the installation of vents on all windows and sliding doors.
Meeting adjourned 5:34pm
Friday, January 29, 2010
Minutes-Board of Directors Meeting Dec, 2009
SAMMAMISH WATERWAY CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS MEETING
DECEMBER 8, 2009- Approved
6:30 PM
1. Meeting Called to Order at 6:30pm, Present were Board Members, Erik Noyd, Kent Hutchings and Tom Smith and Rich Redelfs, RCA Management
2. Approval of Previous Board Meeting Minutes – October 20, 2009: Motion to Approve made by Erik, seconded by Tom
3. Comments or Questions from Homeowners- None noted
4. Financial Report
A. Financial Statement Review
a. CDARS Investments & Replacement Reserve Accounts- General discussion confirming balances and locations
b. First Payment Application – Eggert Strand Hunt/Morrison Hershfield-Reviewed by Morrison Hershfield and approved for payment
c. Letter to close WAFED Accounts- Signed
B. Delinquency Update ; Five Accounts > 30 Days Past Due As of Nov. 30, 2009
#1302 – $1,608.00; IN COLLECTIONS- This unit is referred to attorney for next step of collection
#2205 – $1,436.98; IN COLLECTIONS
#2303 – $863.46; IN COLLECTIONS
#5106 – $1,260.10; IN COLLECTIONS
#5301 – $1,945.80; IN COLLECTIONS- This unit likely to be a part of Trustee’s Sale shortly
5. Property Maintenance Report
A. Lighting Maintenance – Jones Lighting – “THURSDAY FOR SURE”- Lighting repairs to commence or we’ll hire another firm (post meeting note: work did begin)
a. Building 2 Flood Lights (Front & Back)
b. Building 2 Storage Room Lights
c. Building 2 Photo Cell
d. Building 3 Bad Fixture @ 7358
e. Building 3 Aluminum Post Light @ Mailbox
f. Building 4 Bad Fixtures @ 7268 & 7280
g. First Floor Patio Lights
B. Janitorial – Alta Building Services- No report
C. Dryer Vent Cleaning Final Follow Up Notices – Vent Masters
a. No Entry Into 1 Unit due to contractor error (they will follow up): # 2105
b. No Entry Into 5 Units: #’s 1302 (Denied Entry 3X), 4303, 5301, 6103 & 6105
D. Emergency Plumbing Repair @ Building 5 – Bellevue Plumbing & Heating- completed repair
E. Pest Control Contract – Sprague Pest Solutions- follow up. Rich is following up with Sprague regarding invoices received
6. Committee Reports – Volunteers Needed!!!
A. Landscaping
B. Rules Enforcement
C. Community Website
D. Design/Color Committee- SWC received 47 responses from owners to the color preference survey mailed out in early November. 29 people indicated a preference for color scheme #1, 13 for color scheme #2 and 5 indicated that either option was OK. Given the clear majority of respondents who opted for #1 a motion was made by Kent to approve color scheme #1. Tom Seconded.
7. Old Business
A. Restoration Project – Eggert Strand Hunt Construction/Morrison Hershfield
a. Cable upgrade and repairs – Arrangements have been made with a cable contractor to bring all surface mounted Cable TV and phone wires under the new siding, so no surface mounted cables will be needed. Still pursuing the idea of installing Verizon Fiber Optic Services, although there are some cost and installation impediments to this idea.
b. Electrical Outlets/Covers & Other Potential Change Orders?
c. Window Upgrade Options- Information about the units where owners have requested upgrades have been delivered to the contractor. Mailings will go to owners confirming selections
d. Potential Rebate for Window Upgrade – ECOS/PSE Still in Progress
e. Building 6 Roof Replacement- No date yet for installation of new roofing
f. Decision on Trim Sizes- Board affirmed that all window and sliding door trim will be 4”wide and the building trim (i.e. building corners) where it is presently 4” will be upgraded to 6”wide, for greater definition. This decision SAVES the HOA about $10,000.
g. Decision on Window Detail-New window manufacturer will provide casement style (vertical hinges with hand crank to open) windows in all garden windows instead of sliding or awning style. Other windows will remain unchanged in style. Sliding windows are not available for the garden windows. Casement windows provide greater weather protection and a larger opening than awning style. This upgraded design was included in our original project specifications. No added cost. The option of including small fresh air vents (common in new construction) in the window frames was discussed. The United States EPA recommends installing a means to bring fresh air inside a home which has been tightly sealed from the weather for natural air infiltration, in order to maintain higher indoor air quality. The added benefit of reducing transfer of odors between units mentioned. These small vents can be opened or closed by residents. Cost is $41 each. Motion made by Erik to add the fresh air vents to all windows that can accommodate them (only windows wider than 36”) and that the cost shall be included within current project scope-no additional costs to owners. Kent seconded the motion.
h. Protocol on Access into Units – Attorney Michael Padilla- document drafted for use in dealing with owners/residents that are not cooperating with access requirements of our project.
B. Annual Fire Alarm Inspection Performed Nov. 14 – FPI
a. Proposal to Replace Building Communicator- Approved via email and confirmed
b. Building 6 Floor 1 Troubleshooting Scheduled for December 14
C. Parking Enforcement & Violation Forms- Discussion no final decision
D. Review Draft 2010 Budget. Proposed 2010 budget reviewed and includes a REDUCTION in regular HOA dues of 16.91% from 2009 levels. Savings found primarily in reducing budget for repairs which is not likely to be needed in 2010. Motion made by Erik to approve new budget, seconded by Kent. 2010 Budget approved
E. Insurance Coverage- 20% increase in Association coverage for E&O (recommended by insurance agent) at minor cost approved.
Tabled Until After Restoration Project:
F. Review Signage in Common Area
G. Resident Manager Job Description
H. Trail Maintenance
I. Annual Non-Profit Corporation Report Filed – Secretary of State
J. Other?
8. New Business
A. 2010 Resident Information Form Update-Rich will send request for updated information to all owners
B. Revised Draft Collection Policy- Approved
C. Fiber Optic Proposal from B&B Cabling- Unknown if this can be implemented given installation requirements. Still exploring.
D. Parking Enforcement Protocol- Some success in reducing violators in parking lot. Continued discussion about additional measures given the limitations of our Condo Declarations
E. Dumpster Enclosure Design- TBD
F. Restoration Project and effected owner improvements- Any owner improvements (upgrades) made to a unit which are impacted by the Restoration Project are the responsibility of individual owners. An example would be custom finishes at windows sills.
9. Set Date, Time, & Location of Next Meeting -TBD
10. Meeting Adjourned at 8:30PM
BOARD OF DIRECTORS MEETING
DECEMBER 8, 2009- Approved
6:30 PM
1. Meeting Called to Order at 6:30pm, Present were Board Members, Erik Noyd, Kent Hutchings and Tom Smith and Rich Redelfs, RCA Management
2. Approval of Previous Board Meeting Minutes – October 20, 2009: Motion to Approve made by Erik, seconded by Tom
3. Comments or Questions from Homeowners- None noted
4. Financial Report
A. Financial Statement Review
a. CDARS Investments & Replacement Reserve Accounts- General discussion confirming balances and locations
b. First Payment Application – Eggert Strand Hunt/Morrison Hershfield-Reviewed by Morrison Hershfield and approved for payment
c. Letter to close WAFED Accounts- Signed
B. Delinquency Update ; Five Accounts > 30 Days Past Due As of Nov. 30, 2009
#1302 – $1,608.00; IN COLLECTIONS- This unit is referred to attorney for next step of collection
#2205 – $1,436.98; IN COLLECTIONS
#2303 – $863.46; IN COLLECTIONS
#5106 – $1,260.10; IN COLLECTIONS
#5301 – $1,945.80; IN COLLECTIONS- This unit likely to be a part of Trustee’s Sale shortly
5. Property Maintenance Report
A. Lighting Maintenance – Jones Lighting – “THURSDAY FOR SURE”- Lighting repairs to commence or we’ll hire another firm (post meeting note: work did begin)
a. Building 2 Flood Lights (Front & Back)
b. Building 2 Storage Room Lights
c. Building 2 Photo Cell
d. Building 3 Bad Fixture @ 7358
e. Building 3 Aluminum Post Light @ Mailbox
f. Building 4 Bad Fixtures @ 7268 & 7280
g. First Floor Patio Lights
B. Janitorial – Alta Building Services- No report
C. Dryer Vent Cleaning Final Follow Up Notices – Vent Masters
a. No Entry Into 1 Unit due to contractor error (they will follow up): # 2105
b. No Entry Into 5 Units: #’s 1302 (Denied Entry 3X), 4303, 5301, 6103 & 6105
D. Emergency Plumbing Repair @ Building 5 – Bellevue Plumbing & Heating- completed repair
E. Pest Control Contract – Sprague Pest Solutions- follow up. Rich is following up with Sprague regarding invoices received
6. Committee Reports – Volunteers Needed!!!
A. Landscaping
B. Rules Enforcement
C. Community Website
D. Design/Color Committee- SWC received 47 responses from owners to the color preference survey mailed out in early November. 29 people indicated a preference for color scheme #1, 13 for color scheme #2 and 5 indicated that either option was OK. Given the clear majority of respondents who opted for #1 a motion was made by Kent to approve color scheme #1. Tom Seconded.
7. Old Business
A. Restoration Project – Eggert Strand Hunt Construction/Morrison Hershfield
a. Cable upgrade and repairs – Arrangements have been made with a cable contractor to bring all surface mounted Cable TV and phone wires under the new siding, so no surface mounted cables will be needed. Still pursuing the idea of installing Verizon Fiber Optic Services, although there are some cost and installation impediments to this idea.
b. Electrical Outlets/Covers & Other Potential Change Orders?
c. Window Upgrade Options- Information about the units where owners have requested upgrades have been delivered to the contractor. Mailings will go to owners confirming selections
d. Potential Rebate for Window Upgrade – ECOS/PSE Still in Progress
e. Building 6 Roof Replacement- No date yet for installation of new roofing
f. Decision on Trim Sizes- Board affirmed that all window and sliding door trim will be 4”wide and the building trim (i.e. building corners) where it is presently 4” will be upgraded to 6”wide, for greater definition. This decision SAVES the HOA about $10,000.
g. Decision on Window Detail-New window manufacturer will provide casement style (vertical hinges with hand crank to open) windows in all garden windows instead of sliding or awning style. Other windows will remain unchanged in style. Sliding windows are not available for the garden windows. Casement windows provide greater weather protection and a larger opening than awning style. This upgraded design was included in our original project specifications. No added cost. The option of including small fresh air vents (common in new construction) in the window frames was discussed. The United States EPA recommends installing a means to bring fresh air inside a home which has been tightly sealed from the weather for natural air infiltration, in order to maintain higher indoor air quality. The added benefit of reducing transfer of odors between units mentioned. These small vents can be opened or closed by residents. Cost is $41 each. Motion made by Erik to add the fresh air vents to all windows that can accommodate them (only windows wider than 36”) and that the cost shall be included within current project scope-no additional costs to owners. Kent seconded the motion.
h. Protocol on Access into Units – Attorney Michael Padilla- document drafted for use in dealing with owners/residents that are not cooperating with access requirements of our project.
B. Annual Fire Alarm Inspection Performed Nov. 14 – FPI
a. Proposal to Replace Building Communicator- Approved via email and confirmed
b. Building 6 Floor 1 Troubleshooting Scheduled for December 14
C. Parking Enforcement & Violation Forms- Discussion no final decision
D. Review Draft 2010 Budget. Proposed 2010 budget reviewed and includes a REDUCTION in regular HOA dues of 16.91% from 2009 levels. Savings found primarily in reducing budget for repairs which is not likely to be needed in 2010. Motion made by Erik to approve new budget, seconded by Kent. 2010 Budget approved
E. Insurance Coverage- 20% increase in Association coverage for E&O (recommended by insurance agent) at minor cost approved.
Tabled Until After Restoration Project:
F. Review Signage in Common Area
G. Resident Manager Job Description
H. Trail Maintenance
I. Annual Non-Profit Corporation Report Filed – Secretary of State
J. Other?
8. New Business
A. 2010 Resident Information Form Update-Rich will send request for updated information to all owners
B. Revised Draft Collection Policy- Approved
C. Fiber Optic Proposal from B&B Cabling- Unknown if this can be implemented given installation requirements. Still exploring.
D. Parking Enforcement Protocol- Some success in reducing violators in parking lot. Continued discussion about additional measures given the limitations of our Condo Declarations
E. Dumpster Enclosure Design- TBD
F. Restoration Project and effected owner improvements- Any owner improvements (upgrades) made to a unit which are impacted by the Restoration Project are the responsibility of individual owners. An example would be custom finishes at windows sills.
9. Set Date, Time, & Location of Next Meeting -TBD
10. Meeting Adjourned at 8:30PM
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