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2009 Antlers Gulch
The Annual membership meeting of the Antlers Gulch Homeowners Association was called to order at 10:15am at the Keystone Center Conference Room in Keystone Colorado. Those members In attendance were: Mary Kirschner (202) Others present were: Mike Magliocchetti and Sarah McNeill from Key To The Rockies. Owners represented by Proxy were:
Lohani ( 101 & 102) 72.39 % of the membership was represented either in person or by proxy which created a quorum so the meeting proceeded as scheduled. Proof of Notice of Meeting The official meeting notice was sent to the members on September 4th, in compliance with the By-Laws of the Association and a copy is included in the meeting packet. Review and approve previous Annual Meeting Minutes There was some discussion on timing of meeting. Suzanne Langer suggested earlier in the summer. Nothing was concluded at this time. There was also a brief general discussion on changes to Colorado HOA regulations and Colorado statutes governing Common Interest Communities. Following that, the 2007 Minutes were approved without changes A Motion was made by Brad Luth to accept the minutes and 2nded by Kary Langer. ReportsMike Magliocchetti highlighted the Operating Fund performace for 2008. It is projected to have a deficit of $12,982 at year end. Brad Luth summarized the significant variances from the Budget and Financial document. Noted higher costs were due to heavy snowfalls and roof snow removal; repairs to hot water lines that developed leaks ; unexpected drywall repairs resulted. Boiler repairs were very costly. 5 units had damage over 3 months due to nails that had punctured the heating lines during initial construction, rusting, and consequently leaking down to units below. The loss was covered by American Family Insurance (AFI). A $2500 deductible was paid by HOA. AFI paid balance of approximately $5000. See Page 2 of Summary/Topic Document. Suzanne brought up Keystone Bus Service. There appears to be no set schedule and it changes constantly. AG owners are paying for it again in 2009 as it is deemed necessary and valuable service to the community. Needed : Brad Luth and Mike Magliocchetti agreed to look into it by contacting Keystone Transportation. Brad Luth also highlighted various items on the budget – Snow Plowing, Fire Alarms, and Spas. Most use of spas over holiday season. A general discussion took place on the condition of the spas. The East hot tub was replaced in 2007/8. KTTR provides daily service to clean and check the tubs. Call KTTR if you notice something is not working. Covers are not replaced all the time. This was noted by Mike and will be addressed with maintenance. Jane and Mike Jones noted that it seems silly to have 2 hot tubs. Mike Magliocchetti noted how much it costs to operate Snake River Village HOA Hot Tubs which was approximately $12,000 annually for maintenance and utilities. Whereas Antlers Gulch costs approximately $6700 per year. Mary Kirchsner commented that despite some of the problems with the hot tubs, we should leave both of them operating at this time. The west hot tub is scheduled to be replaced in 2009. It is the original tub that was installed when the property was built. Kary Langer suggested purchasing a larger commercial tub for East Side. However, he indicated that we probably shouldn’t use the same vendor who sold us the new tub that is currently at the east side of the complex. That tub is not well suited for commercial use as the vendor first represented. He suggested that we move the new tub to west side as an owner use tub and possibly shut it down in the “shoulder” months to save costs. The larger tub would be reserved for guests use. $22k is budgeted in the Reserve Fund for next year to replace the west hot tub. The Board will work on this project in the next few months. Lee Atkinson and Brad Luth said it’s something that has to be fixed but only costs $750 in maintenance expenses over the past year to deal with issues. There will be no rush to spend this large amount of money on a new tub and it was agreed that both tubs would be used more if they were in better condition. It was estimated that approximately 50% of owners rent their properties on a short term basis. Fire Sprinkler Testing and maintenance experienced unexpected repairs. Several heads had to be replaced. Annual Inspection and Certification invoices from 20007 were billed late and paid for in 2008 which also contributed to the unfavorable variance. Mrs. Jones noted that she has a leaking sprinkler head over the bath in her unit, 205. Rusting. We must have this fixed. Mike noted this and will have it scheduled ASAP Mike Magliocchetti also noted that Gas and Electric costs for building heat and hot water represents 20% of the total budget and hence contributes a substantial amount to the overall monthly dues. Questions arose as to what can be done to better manage the utility costs and Mike indicated that timers can be placed on the circulating pumps for the boilers. Kary Langer suggested that we perform an annual Preventive Maintenance Assessment on all boilers. Mike Magliocchetti had already spoken to a mechanical contractor and the cost would be about $300 per boiler. Brad Luth suggested that we test 2 in 1 building only and then decide to proceed on the remainder. We also need to follow up on scolding water in building 4. Mike indicated that a new thermostat was installed in the hot water tank in that building recently and that the problem was resolved. Waste disposal. Summit County now charges by weight and not volume to dump household trash and this pricing system has adversely affected dumping costs. The price from the county has also increased annually. It was noted that there’s a chain missing at top of trash bin. We also need a sign to instruct how to open/close correctly. Mike will address both these issues. Lee Atkinson commented on the thermostat system and asked if there Is anything on the market that we could use to better control utility consumption. Kary Langer suggested that perhaps KTTR could go in each and every unit periodically and check the heat to ensure that it isn’t set above 60 degrees in empty properties. The driveway heating is very costly and it was decided to investigate whether or not this system could be shut down without damage to further save on natural gas consumption. It was noted that these areas could be plowed instead at a much lower cost. This should be minimal since all these driveway pads are south facing and generally burn off from the sun. Building 1 driveway heat doesn’t seem to work properly and this problem is due to the location of the sensor switch that is located underneath a roof overhang preventing it from collecting snow. Snow activates the switch. If it is determined that we cannot shut these systems down, this sensor will have to be relocated. Lee Atkinson suggested that the association consider having KTTR perform a security check of the properties once a month. Mr. Magliocchetti recommended this service as well and will present an estimated cost to the board. This service would be especially important when the properties are vacant for extended periods. KTTR currently provides a similar service to do this is for$ 75 per month but this also includes the availability of other services such as front desk key service and housekeeping. Mike indicated that he would work out a better price for AG HOA that would include only a regular security check . Brad Luth and the board will put information together and send out to all owners. Summary of Reserve Fund Interest earned on reserve funds has dropped to 2%. Major projects expensed from the fund in 2007 were for asphalt sealing and re-striping, and painting of building 5. Snyder Painting, the contractor who is painting building 5 is running behind schedule due to weather delays but the project should be done in the next two weeks. The balance of the Reserve Fund as of October is $64,798.00 These monies are held at the Alpine Bank in Certificates of Deposit and Money Market Funds. Capital Projects scheduled for next year include an allowance for the west spa replacement, landscaping upgrades and repairs to the exterior rockwork. It is unlikely e will have to spend any significant costs for rock repairs as this has held up quite well. Ratification of the 2009 Operating BudgetThe Operating Budget proposal for 2009 represents a 4.35% increase over 2008 exclusive of the 2008 estimated operating fund deficit. The board of directors has recently approved this budget at its board meeting and it is hereby being submitted to the general membership for ratification. After some discussion on the various line items, a motion was made by Scott Snyder to accept the budget as presented and seconded by Jane Jones. The motion passed by unanimous vote. The 2008 estimated operating fund deficit was discussed and how to handle the shortfall. Mr. Magliocchetti indicated that the association could special assess the entire amount or add this amount into the 2009 operating budget. After some discussion it was decided to special assess each owner based on their pro rata share of the cost and the owners have the option to pay the assessment in one installment or three equal installments during the first quarter of 2009. The breakdown of the assessment based on the projected deficit will be $315.46 for the one bedroom units, $479.03 for the two bedroom units and $559.52 for the three bedroom units. The exact amount will be determined once the 2008 books are closed. Proxies to be read into minutes Several proxies had instructions from the owners so the
contents of these proxies were read into the minutes. Elect board of directors Suzanne Langer nominated Scott Snyder, Lee Atkinson, Kary Langer. Suzanne Langer also thought the board should be made up of those people who are at their properties the most. 103 (Francois LeDantec) will volunteer if no one else is interested. Kary Langer and Brad Luth agreed to their nomination. The Current board was voted in by acclamation of the membership for another 1 year term. Insurance Review American Family Insurance insures the property. The current agent is out of the Frisco office. The policy has a $ 2500 deductible. Feb 19 2009 is the Anniversary date for renewal. KTTR will then go out to bid for competitive quotes. The policy is written for the full replacement cost with a broad form all risk coverage. The replacement value is based on a cost of $281 per square foot. AFI has been very competitive. Suzanne Langer asked if Personal Injury was covered. Mike Magliocchetti indicated Yes, up to $ 4,000,000. Directors and Officers Coverage for Board of Directors is covered as well. Old/Unfinished business Brad Luth prepared a summary of expenses for 2007 and this was presented at the meeting. A copy of this document will also be sent out to the general membership who were not at the meeting. Building 5 water issues. Educate homeowners on issues that may occur when away from property. Options – KTTR can do basic walk through. MM to come back to HOA with costs. Rookus Capital (Developer) – Fence and Foundation. Kary contacted Tom Davidson – Summit County Commissioner who said he’d look into it but Kary has not heard back from him yet. He has spoken to the planning dept. and they said there’s nothing they can do to force the property owner to improve the parcel. Someone posed the question, What’s AG liability if someone gets hurt? What do we do to get a response? Personal injuries on that property would be the responsibility of the property owner and not the AG HOA. Noxious weeds are spreading and contribute to the unsightliness. Lee Atkinson commented that this issue has this come up before . Mike Magliocchetti has been disappointed in lack of response from the Summit County building and planning departments. Brad Luth noted that Antlers Gulch HOA Hasn’t pushed any legal options as our dumpster is located on the Rookus property. Any newly proposed project on this land must include an allowance for affordable housing. Kary Langer suggested that we attempt to schedule a meeting with the county commissioners and further press them to respond to this issue. Mike Magliocchetti, Brad Luth & Kary Langer will follow up on this and try to make some progress. Hot Tubs – Kary Langer has obtained an estimate for a new cover for the East End tub and has authorized Mike to purchase the cover. Smoke Alarm Batteries are being changed out during the month of October in all units. Parking Pads : A directive was made to Investigate turning off outside area driveway heat. The Board will follow up and identify zones. Asphalt maintenance was completed in June. Capstones and all exterior rockwork will be inspected and KTTR will fix with mortar adhesive. Landscaping – Kary Langer indicated that we still need to finish the landscaping on the island area in front of building 5. The Board will allocate funds for this project for next summer. Suzanne Langer mentioned that water flows freely through parking areas from the excessive use of the irrigation drip system. Mike Magliocchetti noted that the irrigation drip system has been shut down for the season and that it could be eliminated in the future. Brad Luth said the board will look into the possibility of eliminating the drip system altogether now that the plant material has been well established. Dumpster Enclosure– Brad Luth noted that the association does have the option to move these elsewhere if they were forced to be moved with the eventual start of the new development. Pads currently exist behind Building 1 & 5. Survey plans would need to be done and Brad Luth putting costs together if another alternate location is not available or if a combined dumpster is not planned with the new project. Solar Light – Marty from KTTR is researching into replacing the solar light at the entryway of the property with one that is more luminescent. Removing dead Aspen and Evergreen. Replaced in Sept 08. COMPLETED Hot Water – Building 4. Brad Luth looking into this. Pet Policy – on Elk migration. Brad Luth to do more research to determine if this regulation can be relaxed. Birds – Nests building up on Building 5. Brett Snyder could remove while painting. HBO – Some units still getting this for free. Boilers – The approval was given to go ahead with preventive checks . Brad Luth directed that we inspect one. Mike Magliocchetti - AG could do this now and pay for it beginning next fiscal year. Kary Langer asked if this expense could go under Repairs and Maintenance Budget or from the reserves? We could re-allocate money from the allowance for rock work to pay for the boiler inspections. The Board will analyze the expense allocation for this work. New Business Francois Le Dantec commented on the Fireplaces and asked if we can turn pilot lights off in summer. Yes this can be done, however the pilot light burns only a miniscule amount of natural gas so it is doubtful that there would be a measurable savings. Grills also leak – a suggestion was made to turn the valves off wherever possible. Chemical Storage – Renters are storing chemicals in unit 304 garage . Suzanne noted that the smell is awful. Kary indicated that they are leaving in a couple of weeks and that this should not be an ongoing problem. Lee Atkinson inquired about Wireless Internet – Brad Luth indicated the Cost for this service is approx $ 40.00 per month with Comcast. It was voted down due to lack of owner presence. Mike Jones – Asked about Resort Internet, another local company, it is reported that the Tenderfoot Lodge property is paying $ 20.00 per month. Lines are in the properties. Eric (Resort Internet) can hook up to existing line. Brad Luth – As a result of the last vote, if you want it, it is recommended that you purchase and install the service individually. Open Discussion Lee Atkinson commented that KTTR is doing a great job in managing the property. Great value and very good service. Mike Magliocchetti thanked Mr. Atkinson and the association for their continued support. Suzanne Langer also commented that the entire KTTR office staff are great to deal with and are prompt in dealing with issues at Antlers Gulch. Francois congratulated Brad Luth on great communication and making life easier. AdjournThere being no further business to discuss, the meeting was adjourned at 12:20PM. Respectfully Submitted, M. Magliocchetti
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