HIGHLANDS COOPERATIVE ASSOCIATION

Open Minutes

September 25, 2005

Board Members Present: Ellena, Guyer, Jane, Smith

Board Members Absent: Smydra

Management Present: Lyon, Miller

Meeting called to order at 5:03 p.m.

OPEN MINUTES

Guyer moved, Smith seconded to accept the August 28, 2005 Open Session Minutes, with corrections. Approved 3-0. Jane abstained.

MEMBER CONCERNS

Mary Heist, 6208 Balfour Drive: Ms. Heist asked that due to the cost of heating going up a reported 50-70% this winter, had Highlands Cooperative ever investigated upgrading the current insulation? She further stated that she has noticed her walls are very cold in the winter. Ms. Miller replied that the ceiling insulation is checked periodically, but the wall insulation was not, as it would involve removing siding, etc. Ms. Miller further went on to say that the insulation in the walls is rolled, while the ceiling insulation is blown-in. She also said that if Ms. Heist has further problems with cold walls or water leakage, she should contact the Office. Ms. Heist said she did call last year, but was not happy with the reply. Ms. Miller said that if she calls about this problem again and receives an inadequate response to contact her directly.

COMMITTEE REPORTS

None at this time.

GEORGETOWN PARK GROUP

Ms. Miller stated that six members met to review options for playground equipment, benches, etc. for Georgetown Park. Representatives from Arbors at Georgetown were also invited, but they did not respond nor attend. Ms. Miller stated that the group’s ideas would be presented to Lansing Parks and Recreation for further discussion. Ms. Guyer asked that prior to the ideas being presented to Lansing Parks and Recreation, could they be brought before the Board of Directors? Ms. Miller stated that at this time they would be presenting ideas, not specific wants, and could arrange a meeting with a Lansing Parks and Recreation representative and the Board if desired.

2005/2006 BUDGET

Management stated that the Board of Directors is being presented with a budget to include a $10.00 increase in Carrying Charges. This budget was projected to compensate for the reported increase of 25-70% in heating costs, and the need to be prepared for those costs. If the budgeted amount does not end up being spent on utilities, it is being suggested that the money not spent be put into a savings account for future years, and that this be carried on for future budget years.

Guyer moved, Jane seconded to accept the proposed 2005/2006 budget that reflects a $10.00 increase, with the main issue being utilities and insurance costs. We will develop a Utility Fund for any left over funds not spent, and will continue to do that for future budgets. Approved 4-0.

ON CALL BILL BACKS

Management requested the Board review and approve notifying membership of a $10.00 increase in the charge for emergency on call. This will change the charge from $25.00 to $35.00. This charge is billed back to the member only if the call is deemed the responsibility of the member (i.e.: lockouts).

Guyer moved, Smith seconded to accept increasing the on call bill back charge from $25.00 to $35.00. Approved 4-0.

OFFICE COPY MACHINE

Ms. Miller presented information on the combination copy/scan/fax machine that she wishes be purchased for Office use.

Jane moved, Smith seconded to approve the purchase of the Canon combination copy/scan/fax machine for nor more than $11,000.00. If the price ends up being more than that, it must be presented to the Board for consideration. Approved 4-0.

GROUNDS GARAGE

Ms. Miller provided an update on the status of the Grounds Garage construction approval process.

NEW BUSINESS

Ms. Smith asked Management if the Office computer files were backed up, and if so was a copy of these backed up files stored in a safe offsite location. Ms. Miller stated that all computer files are backed up daily, and Dorothy Perry takes the backup tapes home with her for storage. Also, a monthly backup is kept at Midwest Management. Ms. Smith asked if we had a business recovery plan in case of disaster. Mr. Lyon reported that we did not at this time, and asked Ms. Miller to being looking into it.

ACCESS TO DUMPSTERS – EVENINGS AND WEEKENDS

Ms. Miller discussed the new rolling gate installed in the Maintenance Building parking lot. She stated that evening and weekend access would still be available; members will have to walk around the right side of the gate to an opening. We will have a key available to supply to members for instances such as having to leave large items at the dumpster over a weekend. A notice will be sent to all Members regarding the gate, evening and weekend access to the dumpsters, and will include additional information regarding curbside trash pickup and leaving out large items.

OLD BUSINESS

None at this time.

BOARD MEETING DATES

October 30, 2005

MEETING ADJOURNED AT 6:00 P.M.

I certify that this is a true and accurate statement of the Board Meeting of September 25, 2005.

Respectfully submitted,

Elizabeth A. Smith

Secretary

Highlands Cooperative Association Board of Directors