Board Meeting 10 2014

Parc on Summit Association Board of Directors
Regular Monthly Board Meeting
Capitol Hill Branch of Seattle Public Library, October 27, 2014, 6:00 p.m.


Board members in attendance: Jeremy LaCavita, Mike Rashko, Sarah Morgans,President; Mike Rashko, Vice President; Allison Light, Secretary; Jeremy LaCavita, Member at Large; Alin Sirbu, Treasurer; Scott Reardean, Property manager; Maggie Browne, Building manager.

Guests in attendance: Ellen Swanson, Forrest Rode, Matt Ayer, Steve Wilson

Call to Order
Sarah Morgans called the October Board Meeting to order at 6:00pm on Wednesday, October 27, 2014.
Open Forum
During open forum, each attendee may address the board for up to five minutes, with attendees’ time being reduced to three minutes per person if more than three speakers desire to address the board. If a speaker is in the middle of a sentence when time is called, he or she may finish his or her thought before sitting down. Speakers may not allot their time to others. A director or manager may briefly respond to statements made or questions posed. Speakers must observe rules of decorum and not engage in obscene gestures, shouting, profanity, or other disruptive behavior.
Owner states that they were unreasonably charged a late fee for the SA payment and believes the payment was received on time. Scott will follow up and Sarah to consider adding this to the monthly president letter.
Owner states that the final billing was not consistent with the work actually performed for replacing the sprinkler heads earlier in the year and has print outs from previous email correspondences documenting the matter.The owner will scan the information and send it to Sarah and Sarah will forward this information, and what she has from previous emails, to Scott for him to review.

Ratification of September Regular Meeting Minutes.
Mike moved to ratify the September Regular Meeting meetings, Jeremy seconded. The motion passes unanimously.
Construction Committee Chair Report
Work has begun on the building
The Construction committee secured three parking spots next to each other and will Jeremy will fax the contracts to Scott tonight.
The construction workers will start putting notices on doors as to when they will need access to the units. Jeremy to follow up on including the options for how access will be granted to the workers.
Treasurer Report
Moving forward, Alin will send the reports ahead of time for the board to review and then in the meeting draw attention to the specific points that he wants addressed.
The updated financials from July look okay and Alin is ready to approve. There were some wrongfully coded items and miscredited (but then debited) items. Those have been rectified.
Scott to include all categories of financials on his next report.
In September, we have more more to collect than August, presumably because of SA fees.
Jeremy moved to accept July, August, and September financials, Mike seconded. The motion passes unanimously.
Community Association Manager Report
S105 water leak:Scott would like to approve the next step for reparation of the unit affected by the water leak.The association is responsible for the repairs but the owner is responsible for the contents of the unit, including the tenet. Scott recommends we remove forward with the repairs.
The replacement valves suggested by the contractor may prevent a rupture in the future but the valves were not the cause of the current situation.
The total amount for the repairs is $8560 to deal with the water mitigation and water damage
Owner suggested that we talk to all units above the affected unit to make sure that all are aware of the problems with putting cooking oil and bags down the drain.
Sarah asks that Scott gets more than one bid, as a practice, for nonemergency situations to ensure the board respects the HOA.
Sarah motions that we move forward with Scott’s proposal without the additional valve replacement, Mike seconded. The motion passes unanimously.
S201 water leak: There was a toilet overflow which leaked into the unit below. After providing the necessary information to S201 and communicating the HOA declarations, there has been no communication from the owner of S201. The owner of S201 is required to cover the damages in the lower unit but, if they do not respond, the HOA will need to pay for the damages and then charge the owner directly. This then becomes leanable.
Mike motions that Scott to reach out to the owner to communicate that the association must hear from the insured or the HOA will take the necessary steps of doing the repairs and then charging the owner’s account directly. If the owner still does not reach out, Scott has approval to continue with the next steps, Alin seconded. The motion passes unanimously.
Temporary Building Manager Report
She has been actively walking the perimeter and keeping the property clean, including snaking the drains and moving the garbage cans.
There have been incidents of human refuse on the roof and door jams that indicate that non-residents have possibly been using the roof. The back fence is not secure and this could be contributing to the issue as well.
Old Business
Ratification of board decisions made over email
Construction Parking: Jeremy moved that we send contracts to M54: Alex (N403), M55: Cheryl Heilman (N404), and M56: Joseph Whiting (N405) for use of their parking spots during the construction project. Alin seconded; the motion passed unanimously.
S105 Water leak: Scott moved to approve the first stage of the work for the water leak in unit S105 – which is to pull the cabinets; and begin the water mitigation. The cabinets have sustained some damage and it can be minimized if we start this action asap. The price estimate is is $2,000 - $3,500. Sarah seconded; the motion passed unanimously.
S102 Water leak: Scott moved that he work with the owner of S102 to oversee repairs to the unit due to a water leak from an overflowing toilet and assure that the proper work is done using the Phillips contractor.Sarah seconded; the motion passed unanimously.
Jeremy moved that either Jeremy or Mike personally approach the previous building manager to discuss the removal of personal objects from Parc on Summit storage areas. If the motion is approved, Mike and Jeremy will work out logistics. Sarah seconded; the motion passed unanimously.

Mike moved to ratify all of the above board decisions made over email, Jeremy seconded. The motion passes unanimously.
Update on bankers boxes stored at law firm
Jeremy has verbal commitment to move personal items from Parc on Summit storage areas.
Mike owns the next steps of working with Jeremy to clear the storage sites, organize moving of the boxes, and digitization of the records.
Update on permanent Building Manager job search
Tabled for this meeting. The board will likely have a special meeting to handle this.
AIIC measurement standards for hardwood flooring
Mike handed out two different policies for what standards we can use moving forward.
Scott recommended having language about having a sub-floor and sound barrier that meets the correct standards. This also provides guidance to owners as they hire contractors.
This has been tabled until a later time.
Return of unit keys to owners/lent to construction company, process, waiver
Jeremy moved that Scott temporarily keep the keys while Sarah follows up with the lawyer to understand the legality of the situation and the recommendation for moving forward, Alin seconded. The motion passes unanimously.

New Business
Emergint changes to the loan
Mike moved to take the changes to the loan so that accounting is reflected as suggested by Dan SIlver, Alin seconded. The motion passes unanimously.
Alin moved that the request from lawyer that David Bach has been added as a signatory for any loan displacement be accepted, Jeremy seconded. The motion passess unanmiously

The meeting ended at 7: 50pm

MEETING RULES: No audio or video recording allowed by attendees. However, the Secretary may record the meeting to aid in the preparation of minutes. The recording is deleted once the minutes have been prepared. As provided in the "Open Meeting Act," members may observe the meeting but do not have the right to participate in the Board's deliberations or votes. Members may address issues during the Open Forum portion of the meeting. Attendees may not engage in obscene gestures, shouting, profanity or other disruptive behavior. If attendees become disruptive, they may be expelled from the meeting and fined.

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