Highlands Cooperative Association
Open Minutes
April 29, 2007
Board present: Ellena, Jane, Smith
Board absent: Guyer, Smydra
Management Present: Lyon, Miller
Open session began at 5:05 p.m.
Open Minutes
Smith moved, Jane seconded to accept the minutes of March 25, 2007, with corrections. Motion carried 3-0.
Member concerns:
Linda Masters, 6222 Balfour, asked if there is anything that could be put in the octagon window to make them look nicer from the outside.
Georgia Vroman, 6220
Balfour, commented about the kids playing in the parking lots. Ellena suggested putting a reminder on the
back of the calendars in the summer.
Carolyn Gaffigan, 6121 Haag, she questioned where the fountain was going to be put on the property. Miller informed her there was no plan for a fountain. There had been conversation about a water feature but no definite plans have made or decided on.
She also wanted to know if the time that the inspection was done could be in the letter the member receives when a fine is charged.
Nancy Frank, 6136 Balfour, was unhappy with how the lawns having been looking after they were mowed. Miller explained that it was due to how wet the grass was due to the rain and also the grass has been growing very fast so it is longer than usual when mowed. She also reported that there is a townhome on the odd side of Balfour that lets his dog out in the front yard without a leash and does not clean up after the dog.
Patti Christmas, 6246 Balfour suggested that the Pet Policy require pet owners to register their pets with a photo.
Tracey Poirier, 6212 Balfour feels that the immediate clean-up requirement is a burden to pet owners because of the loose dogs. She explained that she has no control when she is at work and gets hit with a letter. She feels that it needs to be directed more toward abusive situations. The Board needs to be more lenient and member friendly. Her mother watches her baby and should not be responsible for keeping the backyard clean. There have been loose dogs running around.
Trash Removal
Contract-Waste Management
Miller explained that Waste Management has begun charging a gas surcharge that over the last two months has been an average of $325 per month. She also informed the Board that Ray Tackett no longer works for Waste Management. Ray Tackett was the contact person for Waste Management and whenever there was a problem he was there to take care of it. Mark Robert started asking around to see who Ray Tackett was working for. Robert found out that Tackett was working for Jim’s Rubbish Removal. Miller and Robert met with Tackett to see if the company he was now working for would be interested in servicing Highlands. Ellena moved, Smith seconded to have management investigate the possibility of terminating the contract with Waste Management and entering into a contract with Jim’s Rubbish Removal if the cost with Jim’s is not any higher and does not include a fluctuating gas surcharge each month. Motion carried 3-0
Garden Plot Policy
Miller requested approval to delete the Garden Plot policy dated 9/89 with last revision 2/97, due to the new policy approved at the March Board meeting. Smith moved, Jane seconded to remove the Garden Plot policy dated 9/89 with last revision 2/97 from the membership handbook. Motion carried 3-0
HUD Compliance
Inspection/Use Agreement
Lyon notified the Board that Miller had been contacted by a representative of HUD about a possible Use Agreement inspection. Lyon stated it was nothing to worry about; the inspection was mainly to make sure that no one is moving in over income. If the inspection is ever schedule they anticipate inspecting approximately 80 random townhomes and member files. Management will update as information is available.
EF & A Mortgage
Inspection
Lyon informed the Board that on April 4, 2007, a mortgage inspection was done by a representative of EF & A Mortgage. They inspected two townhomes and asked about upcoming special projects. They did not find any defects. A report is expected and will be forwarded to the Board.
Pet Policy
Smith requested that the Pet Policy be put on the agenda for May for discussion. A member also requested that the Board consider allowing exercise pens for dogs.
Fireplace Policy
Management presented a revised Fireplace Policy due to grammatical errors. Jane moved Smith seconded to accept the revised policy. Motion carried 3-0.
Privacy Fence
Miller presented a request from a member that they be allowed to install a privacy fence against the current design required according to the Privacy Fence Policy. Smith moved, Jane seconded to allow the privacy fence and to put the Privacy Fence policy on next month’s agenda for review. Motion carried 3-0
NEW BUSINESS
Address plates
Miller presented a proposal to the Board to discontinue putting the townhome address on the mailbox and install address plates at each townhome. Jane moved, Ellena seconded to purchase the address plates at a cost of approximately $1,700 and the plates to be installed by the maintenance staff. Motion carried 3-0.
Deck Policy
Miller suggested that the Deck Policy be put on next month’s agenda for review to determine if changes were needed to allow composite material to be used for the decking.
PMAMM Golf Outing
Ellena moved, Jane seconded to purchase two golf tickets at $75 each, sponsor a hole at $100, and provide giveaways at the hole, purchase of giveaways not to exceed $500. Motion carried 3-0.
Meeting Adjourned at 7:35
p.m.
I certify that this is a true and accurate statement of the Board Meeting of April 29, 2007.
Respectfully submitted,
Nanette Miller, Property Manager