Canterbury Board Meeting Minutes for April 2023

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6:30pm, April 10, 2023, in person in the Clubhouse

Attendees

  • Board members present: Susan Brandt, Connie Drury, Bob Kincaid, Susan Waltz, Scott Greenwalt, David Swann, and KMC Property Manager Kevan Carringer.
  • Homeowners present: Julia Peyton, Aimee Greenwalt, Nancie Bair, Irina Pastukhora, and Hndriy Pastukhora

Meeting called to order at 6:30 pm.

Community Input

  • Board Member Bobbie Anderson resigned, leaving a HOA Board vacancy. Please contact Kevan Carringer about joining HOA Board if you are interested in the position before the next meeting (no later than April 30th)
  • Julia Peyton shared with the HOA that she had the Catalytic Converter stolen from her car on the night of April 8th. Julia mentioned that there had been a previous theft of a spare tire. Police and Insurance were notified. Kevan offered to investigate security measures. Connie brought up that we have an IMPD advocate that may come to a meeting, Kevan will reach out and contact them to attend a meeting and address concerns. Connie will meet with the Mayor’s Action Line about the IMPD advocate.
  • Julia brought up four-plex door and kick plate that needs to be replaced on 1151 Canterbury Court. Kevan will get quote for door replacement.
  • Aimee Greenwalt was concerned with visitors parking in resident parking spaces. Visitors may park in the lot in front of the Clubhouse, which is the designated visitors parking area. Connie suggested an email blast asking owners to recommend guests to park in visitor parking. The possibility of using Parking stickers for resident vehicles was discussed.
  • Nancie Bair had questions about the plumbing emergencies in January and March, and the homeowners understanding about the HOA/Owner memorandum on the plumbing damages and repairs to their units. Nancie also brought up the poor state of the Carports’ paint job. The carports have not been painted for awhile.
  • Bob Kincaid shared that Illegal smoke (Marijuana) is a concern with one resident, as it is drifting into their unit from a neighboring unit. Connie also brought up that the Canterbury Court 1146 Laundry Room also smells of Marijuana. An email will be written asking smokers to be more considerate of their neighbors.
  • Hndriy and Irina Pastukhora said that their basement storage unit was broken into and had water damage while they were on vacation. (1145 Canterbury Square South).

Board Session

  • March 13th, 2023, Minutes: Read by David Swann. Bob Kincaid moved to accept the Minutes. Connie Drury seconded.
  • March Treasury Report: Read by Bob Kincaid. Motioned to be approved by David Swann Seconded by Susan Brandt.
  • Bob Kincaid had concerns about the added price of using Faulkner for Plumbing/dry out. Kevan Carringer contacted Badger without answer, Faulkner was able to immediately respond for the dry out in question.
Maintenance Report
  • Maintenance log
  • Fence Repair needs to be done, 1161 Canterbury Court.
  • Most of the maintenance log is lightbulb replacement
  • Violations – None
Old Business
  • Knox Box info
    • The four-plex Knox Boxes include Emergency basement and four-plex keys. Only the Fire Department Battalion Chief on duty has a key to access the Knox Boxes.
    • Connie Drury recommended calling the Department of Fire and Life Safety (317-327- 6066), they will come out to check and verify if keys are in Knox Box, as this is recommended to check if the keys have been returned after an emergency event. There have been past events where the ambulance did not have access to the four-plexes. Locks on four-plex doors need to be addressed for emergency and cleaning purposes.
  • Pool Contract – was shared with the Board.
  • Third Saturday Update – Clubhouse will be open from 1-3pm on the Third Saturday of every month for Homeowners to meet with Board Members in a casual setting. Susan Brandt and Susie Waltz will be attending the 15 th of April meetup. Connie Drury read the flyer that would be emailed to the residents.
  • Jetz Redecorating funds – $1,800.00 Was received. Board will discuss where to invest in these funds after an inspection of the Laundry Rooms. Connie Drury brought up a leak in one of the Laundry Rooms and a detached dryer vent.
  • Blake’s Best updated asphalt quote for the milling and paving of the 86 th entrance/exit area was shared by Kevan Carringer for $11,913.00. The quote was two-thousand dollars over reserve budget, Kevan will contact for when this milling and paving would be scheduled for. Bob Kincaid motioned to accept bid; Connie Drury seconded The Board voted 5/1 for Blakes Best bid to be accepted.
  • Sexson Mechanical quotes
    • Concerning the 1116-1126 Canterbury Court Recirculating Line quotes were discussed. Version 2 of the quote included thermal expansion tank and Agua stat recirculating pump (March 19 th ). Version 1 Original quote (March 10th) was also provided for comparison. Scott Greenwalt questioned the Warranty on the parts and labor. Kevan Carringer will get back with Sexson on this issue. Kevan Carringer will move forward with scheduling the work.
    • Susan Brandt motioned to accept bid by Sexson Mechanical for Pex fittings, aqua stat, and expansion tank from 1116 Canterbury Court to 1126 Canterbury Court, for the purpose of replacing hot water Recirculating lines. Bob Kincaid Seconded.
    • Board unanimously voted to approve and move forward with the March 19 th quote concerning the 1116-1126 Canterbury Court Recirculating Line for $12,690.44.
  • Faulkner Repair – Archway ceiling at 1129 Canterbury Court was put on hold Keith Wells can be contacted to provide more than one quote, Kevan will Contact Keith to look at it.
  • Keith Wells – Balconies – The Board discussed the Balcony Survey and recommended repairs of several properties’ balconies. The Board reviewed the quotes for each balcony and discussed the costs associated with the repairs. Susie Waltz brought up that some balconies were not on the list. The Board discussed the need to include all problem balconies in the survey. The Board agreed that safety is a top priority and that cosmetic repairs can be addressed later. Connie Drury suggested that board members survey with Keith to ensure all balconies are included in the survey. The Board discussed the need to address owners who have attached things to balconies. The Board agreed to investigate other contractors for balcony repair to ensure the best possible service and cost. It was noted that fourteen-thousand dollars that was put into the budget for balcony repairs, Which does not meet the $34,850.00 quote for repairs. Kevan Carringer suggested pushing the balcony question down the road to get more quotes and options for balcony replacement. Scott Greenwalt recommended separating labor and materials to ensure transparency and accuracy in the cost estimate.
  • Reserve Study bids
    • RSI- $2,900.00
    • Village Reserves-$4,250.00
    • Connie Drury motioned to accept RSI Reserve Study, David Swann Seconded. Board voted 6/6 to accept RSI Reserve Study Quote
    • Susan Brandt will contact Rick Grey and Nataliee Fuller about working with Reserve Study.
New Business

Common Area Cleaning – Brandi Marcum gave the Board a Bi-Weekly bid of $450 per clean. Kevan will reach out to Brandi for more details. Board agreed to get an updated cleaning quote and discuss next meeting. Canterbury currently pays We Care Cleaning $375/month.

Next Meeting will be held Monday, May 8th , 2023

Meeting adjourned at 8:09 pm.