Board Meeting 02 2009

Parc On Summit Condominium - Meeting Minutes

Wednesday, February 18, 2009, 6:30PM
Starbucks @ Olive/Summit

I. Call To Order
a. Forrest Rode called to order the Board meeting of the Parc on Summit Condominium at 6:30PM on Wednesday, February 18, 2009 in Starbucks @ Olive/Summit.

II. Roll call
a. Forrest Rode conducted a roll call.

Present were:
Forrest Rode, President
Steve Wilson, Vice President
Joe Whiting, Member at Large
Pete Segall, Treasurer
Michael Park, Homeowner
Suzanne Heidema, Property Manager
David Swanson, Building Manager Rep
Richard Hendrix, Homeowner (last 15 minutes)

III. Approval of minutes from last meeting
a. Board members approved the January meeting minutes. This was officially documented at today’s board meeting.

IV. Agenda/Discussion
a. Homeowner issues
i. North Building Intercom – Michael Park mentioned that he was having issues with the North Building intercom (sound levels). No other issues have been reported.

  1. Action Item: David Swanson to investigate

ii. North Building Downspout: Joe Whiting said that the downspout inside the alley gate of the North Building came apart. Joe temporarily put together.

  1. Action Item: David Swanson to investigate and repair

iii. Web Site Usage: Michael Park has concerns that the web site is not be publicized enough. Information is posted in the 1st floor elevator lobby’s, but people are not using the web site. There is some concern that the current web site is not very user friendly because it is “wiki” run. The long term goal is to get away from the “wiki” web site to our own domain web site. Until then it was agreed upon, to better inform homeowners, Meeting Minutes will be sent out to the current e-mail list and hard copies (roughly 10 per building since about 2/3 of the owners are on the e-mail list) will be placed in pick up boxes in each lobby area.

  1. Action Item: David Swanson to purchase and install “take one” paper in bins in lobby areas for Meeting Minute distribution.

iv. Unit S206 Wood Floor/Hard Surface Install: Pete Segall (Unit S206) requested to install laminate flooring in the living room area of the unit. This would be an extension of the existing laminate flooring in the entryway, kitchen, and bathroom. He presented the acoustical underlay specifications to the board, which exceeded the STC and IIC sound level minimums listed in the Parc on Summit Regulations. The Board approved based on getting approval from the homeowner of S106 below.

  1. Action Item: It appears that there is a 2007 update to the hard surface install in the Parc on Summit Regulations which may contradict earlier requirements. The Board to look into updating the regulations to avoid ambiguity and confusion.

b. Financial Report for January 2009 and Reserve Funds – Presented by Suzanne Heidema
i. Suzanne reviewed the financial statements for January 2009.

ii. CD Rates and maturity dates have been added to the financial report.

iii. N203 electricity shut off, received and signed certified letter

iv. N203 is over 7 months delinquent on assessments. Electricity has been shut off after numerous attempts to contact the homeowner. A certified letter regarding delinquency was sent with return receipt signed by the homeowner. No one is currently occupying the condominium. The Parc on Summit attorney will be contacted and a lien on the property will be filed.

v. There are a couple of additional homeowners that are delinquent on assessments as well; however, these homeowners have contacted the property manager and have detailed a payment plan. The board appreciates the homeowner’s forthrightness and payment plan. If the homeowners make monthly payments that pay the current monthly dues and an amount toward the delinquent balance, no additional late fees will be assessed. The delinquent balance will incur interest on a monthly basis until it is paid in full. One homeowner did not fulfill the payment plan and was assessed late fees. See Financial Statements for details.

vi. Financial report was approved by the Board.

c. Old Business
i. Reserve Study – Reserve study bids are from $2,000-$3,280. There are 4 bids. One bid has no engineer/architect which the Board and Property Manager believe is necessary. The low bid is from the architect we are considering for the permanent deck repair design. Selection will be made concurrently with the final decision of the Deck Repair Consultant selection.

  1. Action Item: Post bids and reason why we went with selection on website after selection is made.

ii. Deck Repair –

  1. Steve Wilson is finalizing questions with the AKA Design proposal and has scheduled a meeting for 2/19/09 with AKA to discuss. Assuming the answers are returned as positive, Parc on Summit’s attorney will review the T’s & C’s and a contract will be executed with AKA Design.
  2. AKA Design has also provided a bid for the reserve study (see item above).
  3. Very preliminary rough order of magnitude timing for the deck project:

a. Design & Bid Documents: 1 to 2 months
b. Bid Response Time: 1 month
c. Bid Review: 1 week
d. Contract Negotiation: 2 Weeks
e. Permitting: 1 Month (can be a concurrent task)
f. Construction: 4 Months

iii. Audit – Audit has been completed.

iv. Food Waste Information – To better inform homeowner’s on food waste composting the Board is interested in hanging informational posters.

  1. Action Item: Suzanne will call the city to find out if informational posters are available.
  2. Action Items: If city signage is not available, David Swanson will look into having professional signage made.

v. Silverfish – Terminix is continuing silverfish treatments on a monthly basis. Terminix did not come in January.

d. Resident Manager Report – Report Submitted

e. New Business - None

V. Adjournment
i. The meeting was adjourned at 7:45 PM.

VI. Next Meeting is scheduled for March 24, 2009 6:30 PM at Starbucks on Olive

Minutes submitted by: Pete Segall Date Submitted: February 19, 2009

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