HIGHLANDS COOPERATIVE ASSOCIATION

OPEN MINUTES

September 17, 2008

 

 

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

 

Management Present:  Miller, Lyon

 

Members:  Sign-in sheet available

 

Meeting called to order at 6:10 p.m.

 

MINUTES

 

Smydra moved, Ellena seconded to accept the Open Minutes of August 20, 2008 with corrections.  Approved 4-0 (Jane abstained)

 

2008-2009 Budget

 

Management presented the 2008 – 2009 Budget with a $6.00 carrying charge increase to members the next fiscal year.  Management reminded everyone that $5000.00 in cost savings in the budget is equal to $1.00 less in a carrying charge increase. 

 

Smith moved, Ellena seconded to accept the 2008 – 2009 Budget as presented. 

Approved 5-0

 

Roofs

 

Management informed the Board that electrical masses at the roof line on the back of the units must be lowered prior to starting the roof repair project.  One bedroom units will be more expensive because electrical meter must be disconnected.  Estimated cost will likely be $12,000 to $14.000. 

 

Management requested permission to conduct a phone poll of the Board once all information is available as this project must be completed to allow replacement construction on the roofs to continue on schedule.

 

Smith moved, Jane seconded to allow a phone poll of the Board to allow for all necessary lowering of electrical masses so that replacement of the roofs can continue on schedule. Approved 5 – 0

 

 

 

 

MEMBER CONCERNS 

 

Jane Drolett, 6109 Haag

 

Ms. Drolett stated concern that the flowers in the second median on Haag Rd. are a safety issue as they are too high.  Drivers can not see over them to turn safely.  Ms. Drolett stated she had called the office, but nothing was done.

 

Management stated they had responded to Ms. Drolett’s concern cutting the flowers down approximately 1 ˝ to 2 feet.  However, they will look at the situation again.

 

Linda Masters, 6222 Balfour

 

Ms. Masters asked if the Board had given any more consideration into replacing kitchen faucets with the taller style as was talked about at the last Board meeting. 

 

Management explained that these types of projects will be looked at more closely during the next year; after the new budget goes into affect.

 

Helen Geiger, 6107 Haag

 

Ms. Geiger stated she is having difficulties accessing the Highlands website.  There is no Board minutes posted since February 2008, and the calendar is not accurate.  

 

Ms. Miller stated that she is posting all information to the website herself, but has been having a great deal of difficulty.  She has been experiencing on-going problems with the calendar.  Board minutes are being posted, and she is unaware of any difficulty with them; so other problems also must exist.  Ms. Miller will follow-up, but it may be necessary to look at creating a new Highlands website.

 

Ms. Geiger stated that she believed the cost incurred by the Cooperative to provide postage-paid, return envelopes in the recent survey of Highlands’ members was unnecessary as they could easily be dropped off in the drop box just outside the office.

 

Smith explained that the Board had decided to include a stamped, self-address, return envelope sighting the following reasons:

           

            1) The purpose of the survey is to find out what our members want/need

            2) It is important that the survey information be returned

            3) It’s convenient for our members to return their survey

            4) Its been approximately four (4) years since the last survey was completed     

            5) Overall the cost is minimal; less than $173.00 to provide a self-addressed,                     stamped return envelope

 

Ms. Geiger also asked for clarification regarding recent policy changes 1) Trash Policy - how is Management planning on enforcing the 4:00 a.m. to 9:00 a.m. hours to put out trash, and 2) How is the Certificate Holder requirement in several of the revised policies suppose to benefit the Cooperative.

 

1) Management informed everyone that there are periodic “trash runs” by employees where trash placed at the curb during inappropriate times is collected and gone through to help identify the member doing it.  However, the Cooperative depends more often on member complaint; so this is the best way of enforcing any of our policies.

 

2) Management explained that the Certificate Holder requirement does not cost the member any extra money. It was added to certain policies to help protect Highlands should someone be hurt on an individual personal property.  For example: falling from a member’s deck.  As a Certificate Holder, Highlands will be notified should a member cancel or let their insurance policy lapse.  

 

OLD BUSINESS

 

Member Survey

 

Ellena informed the Board that there have been 119 surveys returned since the survey was mailed on Thursday, September 11th.  This is already 29% of the membership in one (1) weeks time.     

 

NEW BUSINESS

           

Guyer requested that the Board change the Board meeting to a different day or week.  The current day was chosen when Guyer was on medical leave from work, and now that she is working again it interferes with a mandatory work meeting bi-monthly.

 

The following dates were agreed upon.  Beginning in 2009, the Board Meetings will be held on the fourth (4th) Wednesday of each Month.

                                               

                                                October 22, 2008

                                                November 19, 2008

                                                December 10, 2008

 

Ms. Guyer thanked everyone for their consideration and adjustment.

 

Meeting Adjourned at 7:20 p.m.

 

I certify that this is a true and accurate statement of the Board Meeting of September 17,   2008.

 

Respectfully submitted,

 

                                                                       

Jackie Guyer, Secretary, Board of Directors

Highlands Cooperative Association