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MEADOW COVE CONDOMINIUM ASSOCIATION, INC.
2003 ANNUAL MEMBERSHIP MEETING
Minutes of December 5, 2003
Members Present:
B3 Jeremy Voge D2 Sarah Patterson
B4 Toby Cruse D3 Kurt Baker
B5 John & Lynn Tavery D4 Sara Vincent
B6 Karl Bierbaum
I. Call Meeting to Order
The annual meeting held at the Key to the Rockies office was called to order at
6:30 P.M.
II. Review & Approve Previous Year’s Meeting Minutes
The previous year’s annual meeting minutes were reviewed and approved with the
following corrections:
1. Under open discussion, instead of “…vacuuming be stepped up to once a week
instead of twice a week…” it should read “vacuuming be stepped up to once a week
instead of once every two weeks…”
2. Under adjournment, instead of “Meeting was adjourned at 6:10 PM.” It should
read “Meeting was adjourned.”
III. Review 2003 Year to Date Statement of Operations
Thus far, year to date, Meadow Cove expenses are under budget. Congratulations!
There is currently $6691.54 in outstanding payables, which would be easily
covered if all owners became current in the dues. Currently, there are two
homeowners over 90 days (3 quarters) late on their homeowner dues. It was
decided to move forward with legal action if they do not respond to a final
request for payment in full.
There were a few accounts over budget, (which were offset by accounts that came
in under budget). They are as follows:
1. Repair & Maintenance – Over budget due to the towing of an abandoned vehicle
($250.00)
2. General Supplies – Over budget due to an unbudgeted 5 yards of sifted topsoil
($190.93) and a bulk supply of energy efficient, long lasting light bulbs
($168.22)
3. Common Area Maintenance - There was increase in service after the budget was
ratified (common area cleaning was increased from once every two weeks to every
week).
IV. Review & Approve 2004 Budget
There was a suggested increase of 1.66% in the 2004 budget/ dues caused by
expected increases in Repair & Maintenance, General Supplies, Year End
Accounting, and Waste Management. Also, the budgeted amount for Building C & D’s
Gas & Water was lowered to more accurately represent the actual expense. Thus
buildings A & B experienced a larger increase (approximately $30.00 per quarter)
than buildings C & D.
The 2004 proposed budgeted was voted upon and unanimously approved without
changes.
V. Election of Officers
The current Board of Directors was asked to remain on the board. They have all
graciously agreed. The 2004 Board of Directors is comprised of the following:
Toby Cruse
Sarah Patterson
Karl Bierbaum
Congratulations and Thank You!!!
VI. Old Business
Mike Magliocchetti, Property Manager, stated that the matter of the roof
replacement/ repair needed to be addressed. Some minor roof repair was completed
over the 2003 year but the roofs are close to the end of their useful life in
Buildings A & B. It was determined that bids would be collected from three
sources and presented to the board. The members present approved the board to
move forward with the project at their discretion.
The exteriors of all buildings are in need of restaining. There was some
discussion of changing the colors but in the end it was decided that three bids
would be obtained for restaining all buildings (including trim) the existing
colors. The bid should include caulking windows where needed.
The following is from the Chim Chimenee Chimney Service:
Unit B1: 6” chimney is on top of 8” chimney. Stove and chimney connectors do not
meet clearances to combustibles. System will not vent properly, flue gasses can
back up into the unit. Also there is a risk of a fire and it is a violation of
the building and fire code.. Danger. This stove should not be used in this
manner.
This is the second year that this unit was identified as a life safety issue.
The owner has been informed of the problem but has not chosen to correct the
problem. The following actions were identified:
1. A certified letter will be sent to the owner of B1 requesting the problem be
resolved within 30 days of receipt of the letter.
2. If the owner chooses not to repair the problem on his own, the board will
undertake the problem resolution. The cheapest method (disassembling the fire
apparatus) will be applied and will be charged to the unit owner.
VII. New Business
The bike path has created a hazard in the back of Meadow Cove. Bikers are using
the Meadow Cove parking area as an access to the path and are creating increased
traffic, theft and erosion in the area. It was suggested that a decorative fence
be erected to deter bikers. Key to the Rockies will obtain bids. Sarah and Toby
will attempt to contact Buck Ridge to see if they would be interested in paying
to dig out the drainage along side the parking area as their construction and
removal of fencing along the bike path has created a drainage problem. They will
also discuss the possibility of Buck Ridge paying to replace the missing
fencing.
VIII. Open Discussion
A board meeting was scheduled for the second Wednesday in April (April 14th,
2004). Bids (fence, roof, paint) will be collected by April 1st and presented to
the board at that time for approval.
A reserve budget is needed for Meadow Cove so that owners may be able to
determine if enough is being collected for future capital needs (Roof or siding
replacement, staining, etc.) The board will address this at the April Meeting.
IX. Adjournment
The meeting was adjourned.
Respectfully Submitted,
Andrea Sonderfan
HOA Bookkeeper
Key to the Rockies
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