OPEN MINUTES
March 25, 2007
Board Members
Present: Ellena, Guyer, Jane, Smith,
Smydra
Management Present: Miller, Lyon
Employee present: Robert
Members: Sign-in sheet available
Meeting called to
order at 5:00 p.m.
OPEN MINUTES
Guyer moved, Ellena seconded to approve the Open Minutes from January 28, 2007. Approved as written, 5-0.
MEMBER CONERNS
Georgia Vroman, 6220 Balfour: Ms. Vroman stated that she believes there is a possum living under a deck at 6250 Balfour as she has seen it several times. Management will follow-up.
Mary Heist, 6208 Balfour: Ms. Heist questioned if smoke alarms were ever replaced. Management stated that they have been replacing smoke alarms during move outs and/or as needed with ten (10) year life replacements.
Marjorie Brake,
6258 Haag: Ms. Brake had brought
the following concerns to the Board’s attention: (1) Why is money being spent
on new privacy fences? Why not play
equipment? Management explained that
privacy fence replacement is part of
Elvira Misner 1801
Terry Cherry, 6210
Haag: Ms. Cherry stated her
concern that a lot of dog feces is from other dogs that don’t belong at
Linda Masters, 6222 Balfour: Ms. Masters stated her concern of trash being put out prior to trash pick-up days. Management again stated the current practice, and encouraged members to report trash being put out too early to the Office.
ANNUAL MEETING
COMMENTS
A list of member comments from the February 4, 2007 annual meeting was presented to the Board by Management. Items from this list will be reviewed in conjunction with the monthly Board Meeting Minutes until all comments and/or concerns have been discussed.
RE-ROOFING PROGRAM
Mark Robert and Nanette Miller met with seven contractors concerning the proposed re-roofing project for 2007, identified in the Highlands Cooperative 20-year plan. Ms. Miller stated that because of Mr. Robert’s involvement at the contractors meeting regarding this matter, she requested he attend this meeting to help answer questions, if needed.
Several concerns were brought up in the contractors meeting with different options on how they should be handled. There was enough variance in opinions that Management is going to be making an appointment with a consultant to discuss these concerns.
During discussion, Management also stated that to eliminate ongoing employee cost, time, and the possibility of unnecessary injury, some type of protective covering or screening on eves to prevent leaves and other debris from plugging them is being considered. Mr. Robert also pointed out that no matter what type of protection is chosen, any style may promote the formation of icicles in the winter.
Management noted this is an important and very expensive project, and that any unforeseen problems should be identified before the project begins. The Board agreed, and Management will continue to follow-up with concerns and meet with a consultant as needed.
Smydra moved, Smith seconded to accept the bid of $90,949.00 from Laux Construction to put in the utilities and complete the interior construction of the grounds building. This should take approximately 4-6 weeks, and completes Phase 2 of this project. Approved 5-0.
20-YEAR PLAN
Board reviewed future maintenance projects identified in the 20-year plan. Smydra moved, Smith seconded to accept this plan as presented by Management. Approved with revisions, 5-0.
CLUBHOUSE CARPET BIDS
The Board and Management reviewed and discussed carpet bids
for the Clubhouse. The issue of padding verses carpeting being glued to floor surface
was discussed. A sample of the new
carpet chosen for the Clubhouse and Board Room was also presented. With this
choice, no new furniture will need to be purchased. However, it may be necessary to paint. Management recommended Danford Floors &
More because this bid includes padding, they are a local company should any
problems arise, and it helps
PARKING
POLICY/MOTORCYCLE POLICY
Management presented the Board with a revised Parking Policy. The Parking and Motorcycle/Mopeds Policies have now been combined, which should help eliminate confusion to our members. Jane moved, Ellena seconded, to accept the revised parking policy with these revisions. Approved 5-0.
MAINTENANCE STRIP
POLICY/PATIO POLICY
Management requested that the Board reconsider adding “concrete” back onto the list of acceptable materials in this policy. This material is easy to install, as easy to maintain as other acceptable materials identified, and will give members a place to put items during mowing season. Ellena moved, Guyer seconded, to approve this policy with any additional grammatical corrections. Approved 5-0.
STORAGE/TOOL BIN
The new Outdoor Storage/Tool Bin Policy was discussed. “Size” is not listed in the policy because of other variations and limitations within the policy. Ellena moved, Smith seconded, to accept this policy as written. Approved 5-0.
AIR
CONDITIONING-CENTRAL AIR
This policy was revised to reflect the requirement of “a minimum of 12 inch maintenance strip on all sides of the unit…” to help assure that grounds and/or maintenance personnel do not damage said unit when working or mowing near it. Smydra moved, Jane seconded, to accept this policy with any additional grammatical changes. Approved 5-0.
ALTERATIONS POLICY
Jane moved, Smith seconded, to accept the revised Alteration Policy as presented. Approved 5-0.
GARDEN POLICY
Ms. Miller gave a history of garden policy, and presented suggested changes to the overall style of the garden design. Despite this new design, plots will still remain approximately 25’ by 25’. Board was presented with a draft copy of the Garden Policy for review. Board discussion followed. Management answered both Board and member questions. Smydra moved, Smith seconded, to approve this policy with corrections, and any additional grammatical changes, if needed. Approved 5-0.
Management has contacted Great Lakes Air Photos to do three seasonal aerial photos (1st week of June 2007, 2nd week of October 2007, and last week of January 2008) at a cost of $1,215.82. This will provide the Cooperative with three (3) 20x24 framed photos. These pictures can be displayed in the office throughout the year, and reflect the season of the year too.
TREE REMOVAL REQUEST,
6318 HAAG
Beverly and Lester Frank, 6318 Haag, have made a request that the tree between their unit, and Gertrude Platte, 6320 Haag, unit be removed because of the mess it creates on the sidewalk, and subsequently tracked into their home. The Board had instructed Management to investigate if there are any other solutions to this problem. Management met with, Dana, from Smith Tree, and all parties are in agreement that the only way to eliminate this problem is to remove the tree. Management’s recommendation is to delay the removal of this tree to the last possible moment this year. Board consensus.
NEW BUSINESS
Fire Department: Ms. Miller was contacted by the Lansing Fire Department regarding an upcoming Basketball game (May 14, 2007) between the Lansing Fire Fighters and the Detroit Lions.
At this event, they will be distributing a Fire Awareness
Handbook to every person coming to the game, and would like to know if
Celebration Cinema: Miller was contacted by Celebration Cinema with an offer to advertise in a local booklet. Ms. Miller wanted the Board to be aware that although she did not take advantage of this offer; she is looking into the possibility of advertising in various theaters and/or this arena. Any progress in the endeavor will be reported to Board at a later date.
Meeting Adjourned at
7:00 p.m.
I certify that this is a true and accurate statement of the Board Meeting of March 25, 2007.
Respectfully submitted,
Jackie Guyer, Secretary, Board of Directors