Annual HOA Meeting 2015

March 25, 2015

Board members in attendance were Jo Anne Hook, Gary Stephenson and Scott Dastrup.

The meeting started at 7:00. Jo Anne Hook welcomed everyone, the roll was taken and it was determined a quorum (57%) had been attained.

Jo Anne Hook read the minutes from the March 12, 2014 annual meeting.

Gary Stephenson reported on expenses for 2014 and he and Scott discussed the 2015 budget. Scott Dastrup went over the 10-year pro forma and the Fidelity reserve account was discussed. It was explained that we keep the money available for emergency repairs or needs and therefore invest in low risk accounts.

Some owners feel that the pro forma needs to update projections to better reflect our current budgets. Scott said he would relook at the data.

It was noted that we have begun doing annual inspections and maintenance of the roof to prolong its life. This has allowed us to move replacement of the roof forward on our proposed maintenance schedule to 2016. Jo Anne Hook agreed with Judi Voye that Scott should get a new bid on roof replacement so we are prepared financially when replacement is needed.

Scott presented a proposal for installation of 10 video cameras. The cost $10,395.00 was presented for a vote and would assess 1 bdrm. units $179.00, 2 bdrm. units $222.00 and 2+ bdrm. units 268.00. Those in attendance decided they wanted a couple more bids before voting on an assessment.

Scott presented a recap of insurance needs by unit owners and insurance coverage information. We have a $10,000 deductible that would be the individual owner’s responsibility before The Club insurance participates. Owners should have $10,000 Schedule A and personal property coverage minimum. We do have earthquake insurance, but it has a 5% deductible. He suggested that unit owners check their policy and decide whether they may want to pick up additional coverage for their unit to cover that amount. We do not have flood coverage and we are not in a flood zone. Water damage from a pipe is covered unless reckless behavior or negligence caused the damage.

You may request The Club’s insurance policy by contacting Brad McKell or his assistant Judy at 801-571-2400.

There was a lengthy discussion regarding rental caps. Some felt there was a conflict between the Rental Cap proposal and the new CC&R’s. Also a few owners who rent felt that someone breaking a lease could cause them undue hardship.

It was determined to vote on the documents as presented, but that the board would try to resolve the conflict between documents discussed at the meeting if passed. 

Renter notification to the Board was discussed. We currently have a few owners who do not always forward information to Scott Dastrup, Excel Property Management. It was discussed that we should seek regulations issued by the Renters Association for possible information.

The revised CC&R’s will primarily update our current documents to meet new code. The summary of changes was discussed. A vote was taken on the document as written. It was noted (Merilee) that the word apartment needs to be changed to condominium on page 2 of the new documents.

Merilee Ibarra asked if we could put up No Loitering signs to address our homeless issue. She noted that some properties on 100 South have posted these signs. Jo Anne Hook stated that she had already contacted our Councilman, Luke Garrett, and that was one of the questions she had asked. She will do more research on the matter.

Merilee noted that the carpet layers tracked glue on the second floor and would like to see it cleaned. Scott said he would address it with our spring carpet cleaning.

Jeff Green said the pine tree outside his unit on the second floor needs to be pruned. Scott will see that this is done along with our regular spring grounds work.

Annette Morgese asked if we could get a mirror for our south garage exit. We try to keep the hedge cut back, but it is felt a mirror would be a better solution. Scott will look into this.

Jeff Green stated the back gate to off-site parking is again an issue. All agreed that we need a permanent solution as this is a definite security issue. Scott will contact the vendor and make it clear this needs resolution.

The painters removed our signs at the garbage drops last year. These need to be replaced. Bettina Graupe would like the hours changed to 10:00 a.m. until 10:00 p.m. due to the noise in her unit in the early mornings.

It was also noted that all garbage should be bagged before being placed in the garbage bin or drop including cat litter (best placed in bin). Glass should not be disposed of at the garbage drop, but should be placed (not dropped) in the bin. We want to encourage people to recycle when possible. Glass can be recycled at Big Lots on 2nd South and 4th East. 

We were asked to be good recyclers by breaking down boxes before placing them in our recycling bins and reminded that boxes should not be place on top of or stacked near the recycling bins. If they are full residents should take them back to their unit and wait until the next cycle.

Bettina Graupe suggested we look into Google Fiber and sign up for possible free cable installation and basic fees. The Board agreed to look into it. (Note Jo Anne Hook signed up for information after the meeting).

Merilee Ibarra stated there appeared to be water damage along the baseboards between unit 203 and 204. She also noted some lights in the garage need replacing and repair. Scott will look into both items.

Scott asked for reminders on the following: Wheelers – water puck, Susan Benedict – water, and Nick’s bank needs our insurance information for his mortgage company.

Jeff Green was elected to the Board and the meeting was adjourned.

The results of the votes by homeowners were as follows:

• Jeff Green was elected to the Board
• The Rental Cap revision was defeated
• The CC&R revision passed