HIGHLANDS COOPERATIVE ASSOCIATION

OPEN MINUTES

July 29, 2007

 

 

Board Members Present:  Ellena, Guyer, Jane, Smith, Smydra

 

Management Present:  Miller, Lyon

 

Members:  Sign-in sheet available

 

Meeting called to order at 5:12 p.m.

 

OPEN MINUTES

 

Smith moved, Jane seconded to approve the minutes of June 24, 2007 as written.  Motion carried 5-0

 

MEMBER CONERNS

 

Patricia Smydra, 6334 Balfour

 

Ms. Smydra asked the Board if the housing complex, Arbors of Georgetown, behind her home could be contacted and asked to plant flowers or some how “beautify” their property.  Management stated that in the past they have been unable to contact anyone at the property.  Board President, Liz Smith, will develop a letter to be sent directly to the property owner(s) suggesting this possibility. 

 

Georgia Vroman, 6220 Balfour

 

Ms. Vroman let the Board know that last weekend a manhole cover to a sewage drain in  her backyard had been removed by neighborhood kids, and it seemed various pieces of sticks and trash had been thrown into it.  She also asked if information/policies regarding fireworks and noise could be distributed to members prior to the 4th of July holiday.  Management will have maintenance follow-up with the sewage drain issue, and information regarding the 4th of July will be put in the newsletter prior to the holiday next year.

 

Marjorie Brake, 6258 Haag

 

Ms. Brake expressed concerns regarding people raiding the garden area, stray cats,

poor lighting is some areas of the property, and street signs in the parking lots of the Cooperative being vandalized.  Management stated they are aware monitoring these issues as much as possible.  Because the city does not have any licensing laws for cats; there is little Highlands can do.  Members can contact Animal Control personally.  It is also very important that members do not feed a stray cat as it will only keep returning.    Highlands is setting traps to aid the city in catching these stray cats but, only when the member making the complaint is willing to help with the process.  An article concerning stray cats’ dos/don’ts will be placed in the next newsletter.  Management will inspect the property for poorly lit areas and report to the Board at a future meeting.  Management acknowledged that street signs in multiple areas of the Cooperative have been bent and had to be replaced this summer.  Discussion followed.  Board member, Jackie Guyer, suggested that perhaps replacing damaged signs with more durable material as wrought-iron, as repairs are done, might be a cost saving measure in the long run.  Management will investigate cost and report back to Board.

 

April Jones-Cole, 6250 Haag

 

Ms. Jones-Cole asked the Board for direction regarding a child/children that are unattended on the property.  Unfortunately, the Cooperative is not able to handle complains of this nature.  The only alternative a member has is to contact Child Protective Services.  Ms. Jones-Cole was reminded that this action can be done anomalously.

 

Colleen Yantz,  6127 Haag

 

Ms. Yantz wanted to know about Duct Cleaning and Parking lot maintenance.  Management deferred these items until later in the meeting as both these items are on tonight’s agenda.

 

Patti Christmas, 6246 Balfour

 

Ms. Christmas made the Board and Management aware of an up-rooted tree near her approach walk.  Management will have Maintenance follow-up with this concern.

 

Judy Witt, 6105 Haag

 

Ms. Witt stated concern with recent articles in The State Journal newspaper, and what she perceived as an increase in vandalism in our area but, that there never seemed to be any reports on arrests.  Discussion followed in which Ms. Miller assured Ms. Witt that through her monthly meetings with the Lansing Police Department; Highlands had a very low crime rate compared the other areas of the city.   Ms. Miller will also begin bring reports from said meeting to the Board Meetings each month. 

 

Janet Smiley, 6217 Haag

 

Ms. Smiley stated concern for pet owners on the property as there are legitimate times when feces in a member’s yard are not from their pet.  She also stated concern because of two pit bulls in her neighborhood have been outside with children playing in the area.  After Ms. Smiley stated she could identify where these bit-bulls live, she was asked by Management to put the complaint in writing and they would follow-up with this concern per the pet policy procedures. 

AGENDA ITEMS

 

Note:  Several items on tonight’s agenda are being addressed from the 2007 Annual Meeting.  As such, any agenda item identified below with the acronym (AMAI) is originally an Annual Meeting Agenda Item of said meeting.  The individual member(s) that addressed the issue being discussed is identified, and was also invited to attend tonight’s Board Meeting.

 

Senior Escape

 

The annual Midwest Management Senior Escape (age 55 and over for Highlands members) event is scheduled for September 21, 2007 at Springview Towers Senior Community in Battle Creek.  The cost will be $25.00 per person and transportation is not being provided. However, Ms. Miller is looking into van or bus transportation for properties in Lansing to share the latter expense.   

 

Smydra moved, Smith seconded to approve the cost per person and transportation expenses (van or bus) for Highland members, 55 years of age or older with other Midwest properties sharing the transportation expense.  Management will bring back totals to next months Board meeting.  Motion carried 5-0

 

Radon Testing

(AMAI- Judy Witt)  Over the years a handful of townhomes have been tested for possible radon gas with none of the tests coming back positive.  Radon Gas “do it yourself kits” can be purchased at Menards for $10.00.  Kits are then sent to a Lab for testing at a cost of $20.00. 

 

Highlands does not “spot check” for radon gas as a matter of procedure.  It is a type of test (such as mold) that might be done if a member was reporting becoming ill with no known cause.  The last test on the property was completed 2 years ago.  Radon testing information can be forwarded to members that may want to test their own townhome, and  members could be reimbursed for any expenses if positive readings are found.

 

The cost to do the whole property would be $12,420.  Due to the lack of detectable radon gas in the past, Management does not recommend the property wide testing for radon gas be done.  Board consensus to follow Managements’ recommendation.

 

Vehicle Purchases

 

For the Board’s review and consideration are bids for a new truck which Highlands needs.  Management presented the Board with the required three bids from Anne Rae Chevrolet-    29, 374.75, Shaheen Chevrolet- 29,118.28, and Sundance Chevrolet 19,142.00 respectively, for the purchase.  Management recommended Shaheen because it was the lowest bid, and because of its close proximity to the property.

 

Smith moved, Ellena seconded to purchase new truck from Shaheen Chevrolet at a cost of 29,119.48 with the money to be taken from the major project/reserve account. Motion Carried 5-0

 

Management is also currently looking for a used van to replace the 1983 Chevy Van.  Management is requesting an additional $8,000 to $9,000 be allocated to purchase a new-used van.  The van would be inspected by Mr. Robert and approved by Mr. Lyon prior to purchase. 

 

Ellena moved, Jane seconded, to approve the purchase of a new-used van at a cost of between $8,000 and $9,000 for the Cooperative with an inspection to be completed by Mr. Robert, and final approval by Mr. Lyon prior to purchase.  Monies to be taken from the major project/reserve account.  Motion Carried 5-0

 

Parking Lots/Reflective Paint

 

(AMAI – Judy Witt and Colleen Yantz)  Discussion regarding the use of reflective paint to help members see their assigned parking space better in the dark was addressed.  Highlands currently has 2 years remaining of a 3 year contract with Quality Asphalt Maintenance to do the sealing and stripping of our parking lots.  They have quoted us an additional cost of $1.00 for each number or letter if we change to a reflective paint. 

 

Management recommends that the reflective paint be used for the numbered spaces only at this time.  The cost for the entire property would be less than $1000.00 over a three year period.  Using the paint for the numbers only would be $2.00 a parking space opposed to $7.00 for “visitor” spaces.  This would also give the Cooperative a chance to examine and analyze the results before a larger amount of money is invested. 

 

Guyer moved, Jane seconded to approve $1.00 per letter/number quoted by Quality Asphalt Maintenance for a total of less than $1000.00 during the next three year period to number each member’s parking space with reflective paint.  Motion Carried 5-0

 

Playground Equipment

 

(AMAI- April Jones-Cole)  Ms. Jones-Cole and fellow member Janet Smiley have expressed concerns about lack of playground equipment on the property during the past year.  Management provided maps of current playground equipment locations for the review, and pictures of each playground will be available at the next Board meeting.

 

Highlands currently has approximately 20 playground equipment sites on the property, and most are in need of repair or replacement.  Management informed the Board that they may be quite shocked at the construction costs of this project.  Mr. Lyons estimated it could be approximately $200,000.00 to replace the 20 spots Highlands currently has in existence.  Management suggested             Board begin looking for committee members to investigate this issue more thoroughly due to the extreme cost involved.  Member Ms. Jones-Cole, 6250 Haag, stated her interest in chairing this committee.  An announcement with the intention of forming this committee with be in the next newsletter.

 

Newsletter

 

(AMAI- Helen Geiger)  Discussion centered on the length and size (number of pages) of the newsletter.  Currently the newsletter is done every two (2) months during the months of January, March, May, June, August, October, and December.  The cost is as follows:

                       

                                    Letterhead (.21 per copy)                   $   99.75

                                    Printing  (.26 per copy                        $ 125.00

                                    Total Cost                                           $ 224.25  (.47 per copy)

Management is recommending that the Board consider reducing the newsletter from every other month to seasonally.  (Spring, Summer, Winter, Fall)  The back of the monthly calendar can continue to be used to communicate information to members as needed.  Board Consensus to follow Management’s recommendation.

 

Duct Cleaning

 

(AMAI – Judy Witt and Coleen Yantz)  Management contacted Applegate Heating regarding this issue as they are the same company that has installed individual member’s central air conditioning throughout the Cooperative.  It all 414 units were being done they would provide the service for $90.00 to $100.00 (depending on size) per unit.  The total cost would range from $37,260 to $41, 400, and would mean a carrying charge increase to members of $8.00 to $9.00 per month. 

 

Applegate will offer a lower price to Highlands’ members on an individual basis for $120.00 to $150.00 again depending on unit size.  Because of the process involved in this service members will need an Alteration Permit from the cooperative prior to beginning  the work.    

 

Management recommends that due to the potential increase in carrying charges it should be the responsibility of the member to contact Applegate concerning this offer if they desire duct cleaning services.  Management will also include the above information to members in the next newsletter for those that may want to take advantage of this offer.  Board Consensus to follow management’s recommendation.

 

September Board Meeting

 

Due to the unavailability of Board Members to meet quorum on the prescheduled meeting date of September 30, 2007; Management is recommending that the date be changed to Sunday, September 16, 2007.  Board Consensus to follow Management’s recommendation.

                                                                                               

Pet Policy

 

Management presented the Board with a revised Pet Registration form for approval which now includes a place for the dog’s name.  Management informed the Board that due to our recent pet policy change that requires dogs to be licensed and registered with the cooperative, a large number of pet owners took advantage of the city’s decreased licensing cost that was offered on July 20, 2007 and did so.  Management also announced that the city’s Animal Control Department will be required to see a license when they see or catch stray dogs too. 

 

Smith moved, Smydra seconded to approve the change to the Pet Registration form requiring the dog’s name be provided.  Motion carried 5-0

 

To save costs, the revised registration form will be sent out to the membership with the next mass mailing by the cooperative.

 

 Pet-Exercise Pens

 

The Board reviewed for consideration a draft of the proposed Pet-Exercise Pens policy. 

 

Smith moved, Ellena seconded to approve the Pet-Exercise Pens policy with additional clarification requiring the member must be in the immediate area while pen is in use, and that the pen be taken down at the end of each use.  Motion carried 5-0

 

Community Building Reservation Form/Fee

 

Management presented the Board a revised copy of the Community Building Reservation form and Community Building Reservation Policy for review and consideration. 

 

The current clubhouse rental fee is $50.00 which was increased from $25.00 in January of 2007.  In April of 2007, the carpet was replaced in the clubhouse and Board Room at a cost of 3,900.00.  Since that time Len’s Carpet has been called to clean several spots/potential stains numerous times.  Current recurring expenses are $547.00 per month.  Management is recommending a $25.00 rental fee increase be used toward carpet spot cleaning and future replacement. 

 

Smydra moved, Guyer seconded to increase the Community Building rental fee to $75.00 with the increase to be used towards carpet spot cleaning and future carpet replacement.  Increase and necessary changes to the Community Building Reservation form and policy reflecting these changes to be effective October 1, 2007.  Motion carried 5-0

 

 

Grounds Garage/Alternative Parking Lot

 

Highlands has received occupancy from the City of Lansing.  The Grounds Department will begin moving all their equipment to the new garage with completion expected by late fall.  However, the area in front of the garage needs to be paved for accessibility purposes.  Management presented the Board with a proposal from Tom’s Advanced Paving Co. to grade and pave the area in front of the Grounds garage at a cost of $16,950. 

 

Smydra moved, Smith seconded to accept the proposal from Tom’s Advanced Paving Co. to grade and pave the area in front of the Grounds garage at a cost of 16,950. Monies to be taken from the major projects reserve account.

 

NEW/OLD BUSINESS

 

No New or Old Business was identified at this time.

 

NEXT BOARD MEETING

 

August 26, 2007

 

 

Meeting Adjourned at 7:09 p.m.

 

I certify that this is a true and accurate statement of the Board Meeting of July 29, 2007.

 

 

 

Respectfully submitted,

 

 

                                                                       

Jackie Guyer, Secretary, Board of Directors

Highlands Cooperative Association