HIGHLANDS COOPERATIVE ASSOCIATION

Open Minutes

March 19, 2012

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

Board Members Absent: None

Management Present: Miller, Lyon

Members Present: Sign in sheet available

Meeting called to order at 6:35pm

Open Minutes

Tabled until the April Board Meeting.

NEW BUSINESS

Toro Replacement

Mark Robert presented the options he had evaluated for the replacement of the Toro lawn equipment. The Toro that he had evaluated had several limitations. The snow blade it uses it too wide for our property and the ability to mow close to obstacles and trees is limited. He is looking for something that has an ease of connecting a show blower when that is needed. Jane asked about Kabota products. Mark found that most other manufactures offered mow only products without the interchangeability. The Toro system was also found to be approximately $10,000 less expensive comparable products. Once a decision of the actual product is made it will be brought back to the Board for approval.

Awaiting final proposal.

Furnace Stacks

Furnace stacks and related seals on some roofs are failing and leaking. These are on roofs that were replaced due to the tornado in 2007. At that time they didn’t need replacing and these roofs were not part of the roofing replacement of 2008-2010. Gekle Builders presented a bid for 17 buildings/113 units at a total cost of $14,125.

Smith moved, Jane seconded to accept the bid of $14,125 for the replace the appropriate parts.

Approved 5-0

Mailbox Policy

Pam Ellena opened the discussion on the existing mailbox policy, as it stands, and is there a need for the policy. If requests to change a mail box are routinely declined, why don’t we delete this from out policies? Miller to rewrite policy, further defining what would be the need for replacement. In addition, options were discussed as to how better to distribute flyers. Currently we cannot use the mailboxes. Policy to be brought back for final approval.

Furnace Filters

There was much discussion about the revised policy as to what constitutes frequency of changes, heating only vs. central air, sales to Members above the supplied filter, and who would do the changing. Miller to revise the policy and add “once a year during the heating season” to be supplied and changed by maintenance. In addition, the recommendation of changing the filter once a month with central air, to be added. Decision tabled with a rewritten policy to be brought back to the Board.

Highlands Application Folders

Our current supply of the application folders we offer prospective Members is getting low.

Management opened the discussion as to whether we will stay with the current folder or would we need to change and update. The Board directed Management to look at other options/ideas and bring back to the next meeting. Options to be brought back to the Board.

Security Cameras

Management requested the approval of the Board to add security cameras and a video server to the property. Namely the maintenance parking lot and the front door of the community building.

The incidence of trash, that management feels, being dropped off in our dumpsters that doesn’t belong to Members has tripled. A video surveillance system is requested to monitor this area.

It is thought that most violations are made by people that back up to the gate and dispose of large items. The system would be set up to capture license plate numbers of the offenders.

The system would also be accessible via the internet. Moles question the need for signage. Signs will be needed and posted on the gates. Management directed to bring back an itemized cost list to the board for review. Tabled until final costs are presented.

Jumping, Acrobatic, Gymnastic Equipment Policy

A draft of the proposed policy was presented to the board. Discussion followed and the board directed management to modify the policy. It was recommended that the equipment would be removed by maintenance if requests for removal by the Member were not honored. Tabled to the next open meeting.

NEW BUSINESS

None

OLD BUSINESS

Recycling

Guyer asked if there was any further information on the options to the weekly recycling program.

Due to the small amount of participants relative to the Membership, is there a more cost effective alternative? One alternative was a single recycling container at the maintenance/community building. Management noted that it was too costly for a single container. It would have to be purchased outright, it would be an on call item that we would contact the provider when it is full, a very large fee is incurred to empty it. Another alternative is to switch to a 2 times a month system. Miller suggested we add a flyer to the recycle bins as they are picked up noting that we are investigating some alternatives. In addition, some form of incentive to recycle to increase participation was presented. Much discussion followed.

Options to be investigated.

Faucets

Guyer asked if kitchen faucets were being replaced. Management responded that they were not being replaced throughout the property. If the old one was beyond repair new ones were being offered.

Porch Lights

Jane asked what was the status on the porch light replacement program. Management replied that the evaluation was ongoing as there were some issues with the old lights and they wanted to get the replacements thru the “rainy” season before making a final decision.

MEMBER COMMENTS

Georgia Vroman brought up the ongoing issue of children in the parking lots causing multiple problems. Discussion followed. Management recommended contacting the police and also following up with written complaints to the office. There is a curfew law in effect that may be applied here which would further a police response. It was recommended that if it could be determined where the children live, complaints would be directed to the parents. Multiple complaints may result in further action against the parents.

Patricia Knight questioned the policy of the use of fireworks on Highlands’ property. Management’s response is that the use of any fireworks at anytime is not allowed on the property. If it can be determined where they are coming from, a written complaint is requested.

Adjourned at 8:05pm.

____________________

Scott Moles, Secretary, Board of Directors

Highlands Cooperative Association