Board Meeting 06 2013

June 3, 2013

Parc On Summit Condominium Minutes - Board of Directors Meeting

Call to Order
Forrest Rode, President called to order the Board of Directors meeting of the Parc on Summit Condominium Association at 6:30PM on Monday, June 3, 2013 at the Capitol Hill Public Library - 425 E. Harvard Avenue, Seattle, WA 98122.

Attending:
Forrest Rode - President
Steve Wilson - Vice President
Matt Ayer - Treasurer
Ellen Hutchinson – Secretary Joe Whiting - Member at Large
David and Ellen Swanson – Resident Managers
Marium Mohammad - Property Manager, Phillips Real Estate Service

Minutes
Steve Wilson made a motion to approve the May minutes, Matt Ayer seconded, and it was unanimously approved.

Homeowner Issues and Announcements: Ellen Hutchinson

Matt Ayer’s Flooring Project: Forrest Rode moved to approve Matt Ayer’s flooring proposal for unit N-208. Steve Wilson seconded, Ellen Hutchinson and Joe Whiting voted aye, and Matt Ayer abstained. The motion passed.

Contact Information Sheet: Ellen Hutchinson updated the contact information sheet for owners and the mailroom bulleting boards clarifying that Marium/Phillips is the main contact for building related issues, Ellen/David are contacts for custodial or emergency issues, and the Board are available for policy/construction decision-making questions.

Resident Manager Report
Marium will work with David and Ellen to conduct the vent cleaning as soon as possible. Also Marium clarified that David should not hire subcontractors and that the Board will decide if extra assistance is needed and then direct her to hire appropriate subcontractors. More information attached.

Financial Report
Marium did not have the financial report ready because Phillips creates reports on a later schedule,
but said that it would be emailed to Board members shortly. Matt Ayer, Treasurer will meet with the Phillips bookkeeper to review any questions he may have about his role, in regards to monitoring the financials. In the future, board meetings will be coordinated to align with the financial information being available for review. She did provide a draft budget and the Board will review it.

Old Business

Homeowner Dues Coupons: Marium Mohammad
Marium explained that the dues coupons for August 2013 – July 2014 can be ordered after the Board approves the budget. Owners who pay by mail should send their July dues to the Phillips Seattle office and then plan to be able to submit dues with coupons for the August dues.

Notification Policy: Ellen Hutchinson
Ellen proposed that the Board clarify the protocol for notifying owners and residents of building issues such as key changes or construction related events. The motion will be reworded based on discussion and brought back to the Board for a vote.

Leckman Settlement: Steve Wilson
Due to new information regarding the settlement, the motion to approve a settlement amount was postponed until further legal discussion.

Resale Certificate Language: Marium Mohammad
Marium confirmed that the Board approved additional language has now been added to resale certificates going forward.

New Business

Secretary Resignation: Ellen Hutchinson
Ellen confirmed her resignation from the Board effective after final duties have been completed for this June meeting, such as submitting the minutes. She explained that her decision to leave is based on the need to devote time on other projects and that all documentation and secretary information will be compiled to be kept by Forrest Rode until a new Secretary can be voted in at the Annual Meeting.

J2 Building Envelope Inspection Draft Report: Marium Mohammad
Due to the Board only receiving the J2 report and recommendations shortly before the meeting, the Board will determine a meeting to discuss the information with J2 in the next week in order to determine next steps in project planning, such as hiring a project manager.

Annual Homeowners Meeting: Marium Mohammad
Marium will compile an owners mailing to include the contact information sheet, draft information about the annual meeting and the board candidate interest forms for the two open positions. Ellen’s position is open and Forrest’s term is expiring (he is running for re-election). Marium will also reserve the church meeting room once the meeting date is confirmed.

Next Board Meetings
Monday, July 1st
Tuesday, August 13th
Homeowners Meeting, August TBD

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