Meeting held November 10, 2018.
Those in attendance were owners John Jarmon, Gary Jewell, Marc Russo, Kaye Cochran, Donnie and Misti Foster, Elaine O’neil, Julie Brand and Fran Quarles. Also in attendance was Warner Johnson with Duckworth Morris Realty, Michelle Pinion the onsite manager and Francisco (Paco) Zambrano the onsite maintenance supervisor.
Mr. Johnson called the meeting to order. He ask for thoughts on changing the meeting day to a week day. Those in attendance said that a week day meeting would make it hard or impossible for them to attend. It was decided that the meeting will continue to be held on Saturday’s.
Mr. Johnson said that there were a lot of Capital Improvements this year and due to the number of projects that we have had worked on for the last few years, that we would not be starting any new ones in the upcoming year. He said that the Association needed to build up the reserve account. The projects included refinishing of the pool, the fence was replaced by the city along 10th Ave as part of the city walk project. This will not connect us to the University but instead will go toward Forest Lake neighborhood on Hargrove Rd tracking the tornado path. The LEC building project 1st phase was completed. Crawl space door replacements are underway and 10 have been replaced thus far. Buildings 25, 21, 20, 18, and 9 have had a moisture barrier installed in the crawl space.
Elaine O’neil wanted to know when we would be looking into getting new awning for the units. It was agreed that Michelle Pinion would get prices for this project and contact owners to see if those with awnings are willing to pay for the replacement. Michelle Pinion stated that she had looked into this prior and that the quote she had given to her before would be approximately $145.00 per awning with the removal of the existing and installation of new included. Elaine mentioned looking into the costs of using metal instead of fabric. Michelle stated that this a more expensive option and that the ones at the complex now are 30 years old so she didn’t see the need to spend more but agreed that she would get prices for both and let the owners give feedback.
Kaye Cochran said that she had not received minutes for the last two years. Warner spoke about the new program in place at Duckworth Morris which allows for emails to be easily sent out now that we are set up but that owners need to make sure that we have correct mailing and email addresses to keep their information accurate in our system. He wanted to make sure that each owner had received an invite from the AppFolio system to set up payment of fees and for placement of work orders.
Mr. Johnson spoke about towing and parking issues. He stated that parking is an ongoing problem for the complex and that we are looking at solutions that would include re-striping of the existing spaces and also adding more parking spaces to the area behind building 14. The idea of using hanging tags for permits was presented and also the use of a book being made that will be easy to grab form the onsite office that will aid the tow truck company in knowing owner/tenant cars that are registered.
Mr. Johnson went over each budget item and stated that we made a change in our landscaping this year in April and that we also changed our security person in August. We are now spending less on both of those HOA paid items. Warner stated that the budget calls for an increase in fees. John Jarmon stated that the fees have not been increased for 7 years. Warner suggest a 2% increase due to normal operating income increases such as insurance. The association is budgeting income of $267,858.00 and normal operating expenses of $ 269,102.14. The association had budgeted income of $311,328.00 the previous year which included $42,000.00 from the city for the acquisition of land for the city walk project. As of the end of September the association had $124,599.49 in reserves and $5,231.77 in cash for a total of $129,831.26. Those totals have increased since the end of the budget year. Michelle agreed to send out the chart showing how the fees are figured per unit and the new amounts for the fees if the change is made.
Warner ask for a motion to be made to approve the budget. John Jarmon made the motion and second was given by Fran Quarles.
Marc Russo ask about the road construction going on in front of the complex and wanted to know when it would be completed. Michelle stated that she had been told end of the year.
Mr. Johnson spoke about election of Board officers. John Jarmon said that he will stay on a president. Gary Jewell said that he would stay on as a member. Julie Brand stated that she will stay on as member. Bob Shaw, current officer that was unable to attend will be remaining on the board. The board has an opening and is considering 2 owners for that position. Mack Peters owner of unit 24B and Linda Delahay owner of 22C are both being considered for this open position. Mr. Johnson ask if there were nominations from the floor. No nominations were made from the floor. A motion was made to elect John Jarmon, Bob Shaw, Gary Jewell and Julie Brand to the Board and allow them to appoint one of the two owners nominated prior to the next meeting. The motion was seconded and passed unanimously.
Warner ask if anyone had any business to discuss and said if not for a motion to end meeting. Motion given and second given.