OPEN MINUTES
July 23, 2008
Board Members
Present: Ellena, Guyer, Jane, Smith,
Smydra
Management Present: Miller, Lyon
Members: Sign-in sheet available
Meeting called to
order at 6:00 p.m.
OPEN MINUTES
Jane moved, Smith seconded to accept the Open Minutes of May 21, 2008 with corrections. Approved 5-0
BOARD PRESIDENT STATEMENTS
Smith informed unaware members that her Father had unexpectedly passed way and thanked them for their understanding in changing the Board meeting date this month. . She also apologized to everyone for any inconvenience changing the date may have caused.
Smith also announced the Member Concerns on tonight’s agenda was being moved to the last part of meeting just before New/Old Business.
COMMITTEE REPORTS - None
POLICY REVIEWS
Air
Conditioners-Window Units
Policy changes require Installation/Alterative Permit (approved by Board), and that member carry liability insurance with Highlands Cooperative listed as a certificate holder on the policy.
Smith moved, Jane seconded to accept the revisions to the Air Conditioners-Window Units Policy; Effective July of 2008. Approved 5-0
Air
Conditioners-Central Air
Policy changes require Installation/Alterative Permit (approved by Board), that member carry liability insurance with Highlands Cooperative listed as a certificate holder on the policy, units approved prior to March 2007 NOT be required to install a maintenance strip, and that if units are removed, the furnace and any holes in the brick be restored to an acceptable condition.
Guyer moved, Ellena seconded to accept the revisions to the Air Conditioners-Central Air Policy; Effective July of 2008. Approved 5-0
Alterations
Policy changes requires that member carry liability insurance with Highlands Cooperative listed as a certificate holder on the policy as specified in appropriate policies as well as to electrical or plumbing systems.
Guyer moved, Smydra seconded to accept the revisions to the Alterations Policy; Effective July of 2008. Approved 5-0
Flower Box
Dimensions of flower box on the front of the townhouse below the living room window must be at least 6’ long but cannot extend the width of the living room window. Proof of liability insurance with Highlands Cooperative listed as a certificate holder will also be added.
Smith moved, Ellena seconded to accept the revisions to the Flower Box Policy; Effective July of 2008. Approved 5-0
Patio
Policy change requires prior approval of colored concrete
and wood choice, and purchase proof of liability insurance with Highlands
Cooperative listed as a certificate holder.
Ellena moved, Smydra seconded to accept the revisions to the Patio Policy with corrections; Effective July of 2008. Approved 5-0
Privacy Fence
Policy changes included type of wood used, and that member purchase proof of liability insurance with Highlands Cooperative listed as a certificate holder.
Smith moved, Guyer seconded to accept the revisions to the Privacy Fence policy as presented; Effective July of 2008. Approved 5-0
Trash Policy
Policy change stated that “Any trash bags outside a townhome other than between the houses of 4:00 a.m. and 9:00 a.m. Monday, Wednesday, or Friday will be considered trash and picked up by Highlands’ staff and you will be charged for the pick up and disposal of each bag.
Guyer moved, Smydra seconded to accept revisions to the Trash Policy with changes; Effective July of 2008. Approved 5-0
Liability Insurance
Requirements
As of July 2008, the following revised policies were revised. They now require members to have liability insurance with Highlands Cooperative listed as a certificate holder.
1. Air Conditioner – Window Units
2. Air Conditioner – Central Air
3. Alterations
4. Flower Box
5. Patio
6. Privacy Fence
Members will be given 12 months/one year/from when the following revised policies were adopted or July 2009 to provide the office with proof of liability insurance with Highlands Cooperative listed as the certificate holder.
During the 2009 annual inspections, Management will be looking for all interior/exterior alterations, and reviewing member files to assure proof of liability insurance requirements have been provided to the office where applicable.
NEW BUSINESS
Trees
Austrian Pines behind the clubhouse are starting to die. Lewis Landscaping will be removing these trees and creating a new barrier with a combination of trees and shrubs in that area.
Smith Trees also had to remove a big tree from behind 6123 Balfour due to damage.
Clubhouse
Sidewalk/Ramp
The clubhouse walk/ramp is in need of repair due to the railings rusting where they are attached to cement. Management presented a new ramp design which would run between the flag pool and tree thereby reducing its length. Management secured a bid from H&G Earthworks in the amount of 3,150.00 for this project which will need to begin next week with the Board’s visual inspection and approval. H&G will be doing some other small work on the property also.
Smith expressed concern that this could interfere with access to the office especially during the busiest time of the month when carrying charges are due. Management will flyer the members to assure they are aware of this project, have them call the office should they need access, and lend any assistance necessary to avoid any inconvenience to them.
Smith moved, Ellena seconded to accept the bid from H&G Earthworks for $3,150.00 for front sidewalk and new ramp construction to meet all American with Disabilities Act (ADA) requirements, and with visual approval of Board. Monies are to come from Replacement Reserve account. Approved 5-0
MEMBER CONCERNS
Georgia Vroman, 6220
Balfour
Ms. Vroman expressed 1) her disappointment that Highlands did not flyer members about illegal fire works, and not disturbing their neighbors too late at night, 2) that several pieces of the existing playground equipment is in need of painting, 3) the flower contest judging is so late in the season, and perhaps move up the date.
Management is aware of where most playground equipment in need of repair is located. However, Ms. Vroman will let Management know where the specific equipment she is talking about is located. Management will follow-up with possible flower contest date change also.
Jane Drolett, 6109
Haag
Ms. Drolett expressed her concern that 1) unnecessary watering of lawns, flowers, and weeds is being done by the cooperative, 2) recent cement (porch) work at 6103 Haag needs to be redone as it looks bad, 3) wants to know if our current trash removal company actually is recycling our waste as it is not sorted.
Board president, Smith, assured Ms. Drolett that the Board, Management, and all our employees make a concerted effort to cut cost to the Cooperative not just at budget time but throughout the year. For example, the employee Christmas Party is paid for by them NOT the Cooperative.
Management is aware of the porch at 6103 Haag. The company has three size frames for different porches on the property. The wrong sized frame was inadvertently used. They have been notified, and will be replacing it at no additional cost to the Cooperative.
Management has spoken with our trash removal company and they do sort and recycle our waste properly.
Linda Masters, 6222
Balfour
Ms. Masters inquired about a fire works complaints she had turned into the office. Management had responded.
OLD BUSINESS
Guyer recalled that 1) sometime ago, Management had stated that a gentleman had been interested in designing new signs for the Cooperative, and wondered if this was still being done, and 2) informed Management that the spot lights on our Balfour sign are burnt out.
Management informed the Board that this gentleman is no longer interested in this project. Therefore, Management is now working with Discount Signs as the front signs still need to be replaced.
Management stated they are aware that the spot lights on Balfour are burnt out. In the past, kids have broken them whenever they are replaced. Therefore, due to the expense, the Cooperative has not been replacing them as regularly.
Smydra 1) identified an area in the Cooperative where some sprinklers were not watering the correct area of the lawn/flowers, and 2) informed the Board and Management that she has been calling the City Council, as necessary, with Arbors of Georgetown complaints, 3) suggested that Highlands look into joining the Southside Neighborhood Association, and 4) asked if there had been any further problems between members at 6317 and 6319 Balfour.
Management has already adjusted the sprinklers in the area Ms. Smydra identified.
Management will follow-up regarding the Southside Neighborhood Association meeting times and place.
Management stated that the member at 6317 Balfour has decided to move.
Jane asked if Management was still planning to paint the braces on all the new privacy fences as they are still white. Management will follow-up with this project.
NEW BUSINESS
Guyer asked Management to inspect our Emergency Maintenance Policy to assure the correct phone number is provided. Management will follow-up with this request.
Smydra asked Management to inspect all playground equipment and benches to see how many are in need of painting. Management will follow-up with this request.
Ellena informed that Board that she is in the process or
developing a new survey to see how we as a Board are doing. This survey will cover several aspects of
Smith discussed the recent (June 15th-18th)
MACH Conference in
Award Presented
Smith announced that Highlands Cooperative’s Regional Manager, Mr. Lyon, of Midwest Management has been awarded the 2007 Almeda Ritter Award for devotion and contribution to the Cooperative Housing Community at this years (2008) MAHC conference.
Meeting Adjourned at
8:04 p.m.
I certify that this is a true and accurate statement of the Board Meeting of July 23, 2008.
Respectfully submitted,
Jackie Guyer, Secretary, Board of Directors