Crestwood Terrace Condominium Owners Association - Board Meeting Minutes

July-16-2014
07-CTC Board Mttg Minutes July-16-2014
Board Member Attendees
Pres. Ed Wilson; #16 Vice Pres. Mike Kelly; #46 Treas. open Sec. Karen Blair; #36 Jeff Tingley; #15
Association Member (Owner) Attendees
Vern S; #20 Sharon R; #15
Monthly Board Meeting Dates thru Nov, 2014
Tues, Aug-19-2014
6:30pm; unit-15
Tues, Sept-23-2014
6:30pm; unit-15
Tues, Oct-21-2014
6:30pm; unit-15
Tues, Nov-18-2014
6:30pm; unit-15

Association President Ed Wilson called the meeting to order: Wed, July-16-2014 at 6:31 pm.
Open Forum New Business from Owners:
1. Jeff B. (unit-13); July-11 Jeff emailed the Board to request a status update on both crawl-space water mitigation (Jeffs
unit is an A-priority) and the window water intrusion issue; see Board responses below.
2. Sharon R. (unit-15); attended for informational purposes only.
3. Vern S. (unit-20); attended to discuss the annual Association Garage Sale & Walk-Around scheduled for Aug-9
th
, 8am.
Executive Board Meeting:
Review/Approve Prior Board Meeting Minutes:
June-18-2014 Board Meeting minutes were read and reviewed. J eff Tingley made the motion to accept the minutes;
motion seconded by Mike Kelly and carried unanimously.
Financials:
1. June-2014 Financial Summary; for the period June-1-30-2014.
Income
(e.g. dues)
Expenses
Delinquent
Dues
Total
Funds
Reserves
Target
Reserves
% Funded
$10.593.05 $4,226.29 $5,605.14 $58.992.11 $412,330.00 14.3%
a. Income: Typical dues payments + unit-28 delinquent dues ($900) and late fees ($390).
b. Expenses: Typical expenses; e.g., RPM $550, Landscape Maintenance $851, CAU Ins. $1,177, and Landscape
Improvements ($350; remove Arborvitae, units: 1, 2, 30, 33, 34, 38, 45), and misc. building maintenance $460.
Owner Dues Credits:
Total Outstanding
Dues Credits
Total Monthly Dues
Credits (Policy Cap)
Total Monthly Dues
Credits (Actual)
Unit(s)
Participating
See Aug-2014 $500 See Aug-2014 See Aug-2014
Delinquent Dues Detail; reminder owner charges 60 days past due assessed a late payment fee of $50.00.
Unit-21: $5,603.30; short sale in process
Unit-29: $ 1.84.00
Karen Blair made the motion to acknowledge the J une-2014 Financial Reports from RPM have been reviewed and
deemed accurate; motion seconded by J eff Tingley and carried unanimously.
2. Audit of Association 2013 Financials;
a. Audit agreement signed with Schwindt & Co; June-19-2014.
b. Send of audit materials (e.g., Association 2013 financials) requested by Schwindt & Co in process.
c. Audit completion target date: Nov-2014; prior to Association Dec-2014 Annual meeting.
3. Consolidate Association Financial Accounts; Sterling Bank (x7326), Umpqua Bank (x0643); pending.
Old Business:
Building Maintenance:
1. Fireplace vents - maintenance; details on how to maintain vents pending; low priority.
2. Crawl-Space Water Issues Association Priority:
a. Phase II crawl-space water mitigation; Spending to date is about $32,382, on a budget of $42,800; on plan.
Remaining tasks include:
Correct unit 17 moisture barrier; Drainage Masters (DM) scheduled for Friday morning, Aug-1
st
.
NW outlet drain sump behind unit-35; install overflow outlet; DM, Aug-1
st
.
Unit-36; repair root intrusion in front roof rain drain; pending.
Scope & Clear Rain Drains (duplexes 3-4, 19-20, 21-22, 23-24, 25-26, 37-38, 41-42, 43-44, 45-46); DM, Aug-1
st
.
Remove dirt pile (unit-18); DM, Aug-1
st
.
Reduce irrigation: in progress, see attached irrigation reduction posting.
Crestwood Terrace Condominium Owners Association - Board Meeting Minutes
July-16-2014
07-CTC Board Mttg Minutes July-16-2014
b. Phase III crawl-space water mitigation; design and planning pending completion of phase II; includes unit-13.
3. Kitchen vent issue (unit-38); area near kitchen vent cold in winter; pending; low priority fall 2014.
4. Garage door damage (unit-4); dented garage door; Board follow-up with owner to make repairs pending; low priority.
5. Bi-Annual Dryer Vent Cleaning; Sarkinen Plumbing selected to perform task. Goal is to schedule task week of Jul-21
st
.
Owner charge will be $34.10. Details to follow, when schedule is confirmed.
6. Wash siding (Assoc.) / patio-deck covers (owners); - spring-summer 2014; pending.
7. Wash concrete drives/sidewalks & stain/water-proof wood porches/decks (owners); summer 2014; pending.
8. Unit-24; Water intrusion through siding below two NW 1
st
floor windows; repairs complete; $1,018.96.
9. Unit-20; Reimburse owner for April-2010 repair of broken water pipe to outside water faucet; complete.
Grounds Maintenance:
1. Stormwater Facility; follow-up with City regarding plantings to mitigate blackberries; tabled until further notice.
2. Street Maintenance; bid to repair street (earlier drainage work), in front of duplexes 25-26, 27-28, &29-30, tar pavement
cracks and seal coat entrance and intersections accepted; start of work pending contractor availability.
3. Fence Maintenance:
a. Perimeter fence, fence post behind unit 9 and behind units 17-18 needs reinforcement; pending.
b. Perimeter fence, fence post behind duplex 45-46 needs replacement; complete.
c. East Perimeter Fence mitigate stream bank erosion; pending.
4. Lawn Maintenance:
5. Replace Arborvitae/Rhododendrons/Escalonia in front of units/garages (7 complete, 7 in progress):
a. Units 1, 2, 25, 33, 38, 46 replace Arborvitae/Rhododendron; in progress.
b. Units 15, 16, 30, 34, 36, 39, 41, 42 replace Arborvitae/Rhododendron; complete.
General Admin:
1. RPM Property Management; review of revised management agreement; pending; low priority.
2. Emergency Maintenance Contact List; in progress; pending, low priority.
New Business:
Building Maintenance:
1. Investigate / Repair Windows for Improper Install & Water Intrusion Damage Association Priority; pending.
2. Unit-1; Front Gutter Replacement; pending.
3. Unit-2; HVAC Condensation Water Leak damage to exterior wall and sub-floor; repairs in progress.
4. Unit-3; Install West Gutter rain-drain outlet; pending.
5. Unit-13; Repair settling front porch; pending.
6. Unit-17; Front Gutter Replacement; pending.
7. Unit-34; Garage Door Repair; pending.
8. Unit-43; Condensation Water Leak damage to garage ceiling dry-wall; repairs in progress.
Grounds Maintenance:
1. Lawn Maintenance:
a. Sierra NW (SNW) Quality Issues; Grass not evenly cut / corrective actions (e.g., short pay invoice) discussed by
Landscape Committee and Board. Consensus is NOT to short pay at this time, but for Board to follow-up with
SNW. Board has done so and obtained SNW assurances of improved service; Board will continue to monitor.
b. Crab-Grass in lawns; bid requested from Sierra NW for crab-grass control.
2. Lawn Irrigation (2014 Schedule (Sun, Mon, Tues, Fri am 2x for 10 min):
a. Irrigation tuning pending; Sierra NW scheduled to be on-site tomorrow; July-17
th
.
b. Restore lawn areas from irrigation lateral line repairs; units 26-27, 28-29, and 30-31.
3. Unit-32, investigate replacement of narrow grass strip behind unit with drain-rock; pending.
General Admin:
1. Unit-1 Architectural Change Request; July-14-2014, owner submitted request to replace Arborvitae & other plants in the
front porch planting bed and in front of garage with Assoc. approved plantings; Approved by Board July-16-2014.
Reminders to Owners:
1. Annual Association Garage Sale (8 am) & Walk-Around (9 am), Saturday, Aug-9-2014. Be sure
to let Vern S., unit-20, know should you wish to participate!
2. Owners are encouraged to participate on the various Association committees to do so contact a Board member!
Respectfully submitted, Karen Blair, Association Secretary.