Crestwood Terrace Condominium Owners Association - Board Meeting Minutes

May-13-2014
05-CTC Board Mttg Minutes -corrected May-13-2014
Board Member Attendees
Pres. Ed Wilson; #16 Vice Pres. Mike Kelly; #46 Treas. open Sec. Karen Blair; #36 Jeff Tingley; #15

Association Member (Owner) Attendees
Jeff Barnes; #13 Sharon Regalia; #15 Helen Moore; #17 Roger & Glenna Bahr; #43

Monthly Board Meeting Dates thru Sept, 2014
Wed, Jun-18-2014
6:30pm; unit-15
Wed, Jul-16-2014
6:30pm; unit-15
Tues, Aug-19-2014
6:30pm; unit-15
Tues, Sept-23-2014
6:30pm; unit-15

Association President Ed Wilson called the meeting to order: Tues, May-13-2014 at 6: 34 pm.
Open Forum New Business from Owners:
1. Sharon R. (unit-15); attending for informational purposes only.
2. Helen M. (unit-17); submitted 2 Architectural Change Requests.
a). Remove & not replace 3 Arborvitae in front porch planting bed. Denied; Board is keeping to its Mar-2014 decision to
replace Arborvitae with plants recommended by the Landscape Committee.
b). Install section of white fence at south end of rear patio. Denied for lack of information; e.g. picture (sales literature)
of proposed fence & drawing of how it would be installed. Owner encouraged to re-submit with detail info. indicated.
3. Roger & Glenna Bahr; asked about window covering color restrictions; Board referred owners to the House Rules where
it specifies window coverings visible to public view are to be white, light or soft colors.
4. Jeff Barnes; attending for informational purposes only.
Executive Board Meeting:
Review/Approve Prior Board Meeting Minutes:
Apr-15-2014 Board Meeting minutes were read and reviewed. Mike Kelly made the motion to accept the minutes;
motion seconded by J eff Tingley and carried unanimously.
Financials:
1. May-2014 Financial Summary; for the period Apr-1-31-2014.
Income (dues) Expenses
Delinquent
Dues
Total
Funds
Reserves
Target
Reserves
% Funded
$9,302.19 $20,308.88 $5,905.14 $46,332.40 $412,330.00 11.0%
a. Income; typical dues payments.
b. Expenses include $8,534.06 in roof replacement charges, and $3,631.40 in crawl-space water mitigation.
Owner Dues Credits:
Total Outstanding
Dues Credits
Total Monthly Dues
Credits (Policy Cap)
Total Monthly Dues
Credits (Actual)
Unit(s)
Participating
7096.85 $500 $544 #9, #15,#16, #17, #18, #29, #35, #36, #39, #41, #42, #44
Delinquent Dues Detail; reminder owner charges 60 days past due assessed a late payment fee of $50.00.
Unit-21: $5053.30; short sale in process
Unit-28: 847.52
Unit-29: $4.32
2. Apr-2014 Financial Summary; for the period Mar. 1-31-2014.
Income (dues) Expenses
Delinquent
Dues
Total
Funds
Reserves
Target
Reserves
% Funded
$9,052.53 $45,084.67 $5,575.82 $57,342.01 $412,330.00 13.9%
c. Income; typical dues payments.
d. Expenses include $41,037.61 in roof material and roof replacement charges.
Owner Dues Credits:
Total Outstanding
Dues Credits
Total Monthly Dues
Credits (Policy Cap)
Total Monthly Dues
Credits (Actual)
Unit(s)
Participating
$8,254 $500 $350 #9, #16, #17, #18, #29, #35, #39, #44
Delinquent Dues Detail; reminder owner charges 60 days past due assessed a late payment fee of $50.00.
Unit-21: $4,778.30; bankruptcy proceedings in process
Unit-28: $797.52
Crestwood Terrace Condominium Owners Association - Board Meeting Minutes
May-13-2014
05-CTC Board Mttg Minutes -corrected May-13-2014
3. Annual Financial Audit; Audit plan complete & Request for Quote issued to 8 northwest Accounting companies.
Karen Blair made the motion to acknowledge the Apr & Mar-2014 Financial Reports from RPM have been reviewed
and deemed accurate; motion seconded by Mike Kelly and carried unanimously.
Old Business:
Building Maintenance:
1. Roof Replacement Association Priority - Complete!
Final accounting of total expense pending receipt of owner remittances (e.g. patio cover charges).
2. Fireplace vents - maintenance; details on how to maintain vents pending; low priority.
3. Crawl-Space Water Issues Association Priority:
a. Phase II crawl-space water mitigation; Spending to date is about $32,382, on a budget of $42,800; on plan.
Pending tasks include:
Install outlet drain from unit-15 sump-pump.
Correct unit 17 moisture barrier.
Scope / clear / flush roof rain drains; duplex 13-14.
Repair roof rain drains; duplexes 9-10, 12, 36.
Install unit-11 crawl-space ventilation fans.
Reduce irrigation behind and between units.
b. Phase III crawl-space water mitigation; design and planning pending completion of phase II.
4. Kitchen vent issue (unit-38); Aug-1, area near kitchen vent cold in winter; pending; low priority fall 2014.
5. Garage door damage (unit-4); dented garage door; Board follow-up with owner to make repairs pending; low priority.
6. Bi-Annual Dryer Vent Cleaning; to be scheduled for June-July 2014; contractor request for bids going out shortly.
7. Wash siding (Assoc.) / patio-deck covers (owners); - spring-summer 2014; pending.
8. Wash concrete drives/sidewalks & stain/water-proof wood porches/decks (owners); summer 2014; pending.
9. Attic inspection (unit-4); pending.
Grounds Maintenance:
1. Stormwater Facility; follow-up with City regarding plantings to mitigate blackberries; tabled until further notice.
2. Fence Maintenance:
a. Perimeter fence, fence post behind unit 9 and behind units 17-18 needs reinforcement; pending.
b. Perimeter fence, fence post behind duplex 45-46 needs replacement; pending.
c. East Perimeter Fence mitigate stream bank erosion; pending.
3. Lawn Maintenance:
a. Weeds in grass; Sierra NW has completed task.
4. Trial Replacement of Arborvitae/Rhododendrons/Escalonia in front of units/garages;
a. Unit-15&16 replace Arborvitae/Escalonia; complete.
b. Unit-36 replaced Arborvitae; front of garage pending.
General Admin:
1. House Rules; updates to House Rules pending.
2. RPM Property Management; renewal of management agreement pending.
3. Emergency Maintenance Contact List; The Board is developing an Emergency Contact List; pending.
New Business:
Building Maintenance:
1. Leaking water faucet behind unit-24; plumber scheduled for Wed, May-14.
Grounds Maintenance:
1. Remove Arborvitae adjacent to wood privacy fences behind duplexes 1-2, 33-34, 45-46; rationale for removal is to
reduce Assoc. expense to maintain unit privacy fences consisting of 2 components. Removal of Arborvitae agreed to by
the owners of the units indicated; complete.
2. Weeds in hard surface areas; Sierra NW contacted.
3. Replace Photinia in front of units 30 & 31 with smaller plantings; in progress.
4. Unit-29 owner requests front lawn be re-seeded; Denied - Assoc. maintains all lawns areas to the same standard of care.
5. Unit-29; owner requests damaged wood arbor behind unit; Denied; owner additions external to units are the owners
responsibility to maintain.
6. Lawn Irrigation; City water service to lawn irrigation system to be turned back on June-15
th
. Lawn irrigation to begin by
the end of June.
Crestwood Terrace Condominium Owners Association - Board Meeting Minutes
May-13-2014
05-CTC Board Mttg Minutes -corrected May-13-2014

General Admin:
1. Unit-15 Architectural Change Request; May-1-2014, owner submitted request to install wooden privacy fence behind
unit; drawing and photo of fence included with submittal; Approved by Board May-13-2014
2. Unit-28 Offensive Behavior; Board imposed fine for offensive behavior by a guest to unit-28.
3. Unit-29 Debris Removal; Owner complied with Board request to remove satellite dish from lawn in front of unit.
4. Unit-30 Architectural Change Request; Apr-27-2014, owner submitted request to replace 3 Arborvitae & 2 Escalonia in
the front porch planting bed with Assoc. approved plantings; Approved by Board Apr-30-2014; $50.00 dues credit.
5. Unit-34 Architectural Change Request; Apr-28-2014, owner submitted request to replace 3 Arborvitae in the front porch
planting bed with Assoc. approved plantings; Approved by Board Apr-29-2014; $50.00 dues credit
6. Unit-38 Architectural Change Request; May-07-2014, owner submitted request to replace 3 Arborvitae & 2 other plants
in the front porch planting bed with Assoc. approved plantings; Approved by Board May-07-2014; $50.00 dues credit.
7. Unit-39 Architectural Change Request; Apr-22-2014, owner submitted request to replace 3 Arborvitae & 2 other plants
in the front porch planting bed with Assoc. approved plantings; Approved by Board Apr-29-2014; $50 dues credit.
8. Unit-46 Architectural Change Request; Apr-30-2014, owner submitted request to replace Arborvitae & 2 other plants in
the front porch planting bed with Assoc. approved plantings; Approved by Board May-07-2014; $50.00 dues credit.
Reminders to Owners:
1. Owners are encouraged to participate on the various Association committees to do so contact a Board member!
2. Crestwood Terrace Womens Luncheon, Shelbys 1 pm, Wed, May 21
st
.
Respectfully submitted, Karen Blair, Association Secretary.