Management minutes, Tuesday November 19, 2024

Notify Management of leak over patio door.  Photos.

Topics: Insurance, maintenance convener and committee, gutters, deck membranes, leaks, c.h. path, book-keeper

Present:  Cheryl, Kay (notes), Kerry T, Ben, Joe, Jorge 7:30

Reminder:  If you have any issues in your unit that might involve roof leaks or other matters the association is responsible for, you need to notify Maintenance and/or Management (in writing).  Email, attend a meeting, submit the maintenance form.  You are responsible for repairs inside your unit, and if you don't call exterior problems to the association's attention there's likely to be more damage.

Action Items

• Cheryl will set up a date/time and announce Meeting of Cheryl, Ben, Stephen, and Mike W to familiarize Stephen & Mike with the maintenance tracker.
• Jorge will contact the insurance company suggested by Vinnie, C&W Premiere Insurance Agency.
• Sunday ACM, Ben will go through the budget line by line. 
• Cheryl will hand over the Venmo account to someone.
• Jorge will cc the gmail on all communications with book-keeper.
• Kerry will ask Thomas for an update on their long-term plans.

Insurance

Ben has been talking to Beehive Insurance.  They want all the policy documents, a "loss run" from our current insurer. They told him to call back next year since we've just renewed.  Short-rate cancellation is 10% of returned premium; from what Justin has said Ben thinks we get a pro rated cancellation. 

Gutters

Company that installed the gutters told Cheryl that gutter guards don't void the warrantee but they leave a gray area where it can be tricky to determine whose responsibility an issue is.  He doesn't recommend guards. He said they get blocked, which is true of grate or strainer guards rather than the type we've had. He estimated cleaning would be about $2K twice a year, and because of the setup time it wouldn't save much to have them just do the upper levels rather than both.

Maintenance Convener and Committee

Cheryl has talked to Stephen and Mike Wason about being on Maintenance; she will be meeting with to familiarize them with the tracker.  Mike might be willing to help with the record-keeping (the tracker) but isn't interested in doing the work himself. We need the tracker even if we are hiring out the work so we know what needs doing when. 

Maintenance

Paths.  Brooks gave an estimate of $1,000 to relevel the block path to the common house. The quote Joe got in 2022 was $2800 to get get a cement path poured from the central path to the common house.  Relaying the concrete blocks has to be done again every few years; Mary has done it multiple times. By contrast cement is usually good for decades.  Coleman has concrete experience; ask him?

Deck Membranes.  Brooks got the decks put back on units 1 and 5 last weekend.  He'll be back next week to do #11.

Water Damage.  #26 has water damage, possibly from the cap on the deck. 

Damage in #2 stopped for a while after caulking #1's deck. Now the deck membrane has been replaced. The door frame doesn't go all the way down and needs work. 

Book-Keeping

Book-keeper has completed through October, up to date. Jorge has asked for a couple of things, such as a line item for guest room fees. 

Received $850 check for #5 transfer fee plus November HOA fee.  $760 at closing, prepaying December and January fees.  Both checks deposited.

Thomas told Cheryl he will be working on their unit again during the next couple of months.  Ask Thomas for an update on their plans?  Manaagement has the ability to waive the two-year residency requirement to rent; if they don't foresee moving here any time soon, it would be nice to have the unit occupied.

Next meeting December 3rd.