Canterbury Board Meeting Minutes for June 2023

Posted byAdministratorPosted inminutes

6:30pm, June 12th, 2023 in the Clubhouse

Attendees

  • Board members present: Susan Brandt, Connie Drury, Bob Kincaid, Nancy Bair, Susie Waltz, Scott Greenwalt, David Swann, and KMC Property Manager Kevan Carringer.
  • Homeowners present: Marsha Cook, Aimee Greenwalt, Sandra Ray, Alexandra Matusiak, Lucia Wellington, Tag Wenck, Amy Wenck, Alex Mezheritsky, Debra Smith

Meeting called to order at 6:25 pm.

15-minute presentation was given by Matt Garrison – owner of Central Patrol Agency, that also patrols the neighboring condominiums, Green Briar. They offered services at a good price. They passed out packets for prices, and employee 30 personnel on their roster. They asked the HOA to look over the reading material, ask any questions, and see if service can be added. There was a brief discussion on the abandoned tennis court behind Canterbury. Matt will send a link for “CityProtect.com” for local crime reports.

Community Input

  • Susan Brandt – Talked about the shower curtains on the clubhouse, Barb will install Shower Curtains and rings. Susan also thanked Susie Waltz on writing the Community newsletter.
  • Garbage – The Board has no control over trash pickup. The City has changed waste management companies which are paid for by taxes. Susan Brandt will call the Mayor’s Action line on the subject. Per the contract–when reports come through on neglected trash pickup, they have 48hours to pick up the trash that is out. The Overlook Condos have also not been picked up. Some have seen Raccoons and vermin around the left-out trash. An exclusive Garbage contract was inquired about. The board encourages all Canterbury residents to use trash cans for Garbage pickup as opposed to leaving trash bags out.

Board Session

  • May 9th , 2023, Minutes: Read by David Swann. Susan Brant moved to accept the Minutes. Connie Drury and Susie Waltz seconded.
  • May Treasury Report: Read by Bob Kincaid. Motioned to be approved by Nancie Bair. Seconded by David Swann. 123k owned to the Reserves. Bob will include that figure. (Aging report will have this figure).
    • Nancie questioned Management report for 8503 Canterbury Court, Homeowner disclosed.
    • Susie questioned a check that was NSF, that was a homeowner’s check that was returned.
    • Violations: 1 Owner notified that Virginia Creeper that has become overgrown in the back yard
Old Business

A. We Care Cleaning – The Board will look for another vendor to start October 2023. Have them clean the clubhouse bathrooms; Susie had a complaint about woman’s pool bathroom that was filthy. Clubhouse bathrooms should be cleaned every other week and the clubhouse should be cleaned once a month. Board will look at different options for cleaning services. Kevan will start looking for bids for other cleaning services.

B. KMC Maintenance task, expectations

  • The Maintenance man comes ½ a day twice a week Tuesday and Thursday.
  • Kevan offered to put bids out to have the lampposts painted professionally.
  • More attention to lawn debris – Susie brought up a check for stick pickup and dog station emptying out and questioned how much of this was weekly maintenance and how much of this were work orders. Work orders are done before Weekly maintenance, but the board questioned the accountability of the maintenance people to delineate between the maintenance and the work orders. Canterbury has paid out approx. $10k for maintenance tasks that are not being done. Maintenance is paid by the hour. Scott mentioned that the maintenance itemized tasks are listed on KMC Connects website.

C. Keith Wells – Balconies – Request labor vs. material cost, Keith has not gotten back on this, nor has he gotten back on the worst of the selected balconies. Susan Brandt mentioned the loose balcony is being used. Kevan needs have approval to move forward to repair the worst 3 through Keith Wells. 1146 square south unit C. The Board will have to choose the 3 worst to get repaired first. The Board listed 1134 Canterbury Square South, 1146 Square South Unit C, and One more in the worst shape. Susan motioned to vote on the number of addresses to have the balconies fixed

  • 5 votes for 3 addresses for Balconies
  • 2 votes for 4 addresses for Balconies

Connie prefers the assessment be made from someone who is doing the labor, though Keith Wells will charge $600 to reevaluate.

New Business

A. New Homeowners Handbook – Susan motioned to accept the handbook written by Stephen Donham, Susie Waltz seconded. The Board unanimously voted to approve. Landlords will be responsible to have renters read and understand.

B. 8530 Canterbury Sq W. – Trip Hazard was pointed out by Deborah Smith, due to crumbling concrete. Kevan will contact Blakes Best to possibly fix. Blakes best will quote us on the car port boot.

Connie brought up a piece of the sidewalk is gone over by Canterbury square, which is a tripping hazard. Connie’s front step has also been crumbled for some time.

Scott – One pothole that Blake Best overlooked filled in with cold patch. This was not on the quoted map that Blakes Best used to fill. It would have to be dug out. Susan explained to Deborah Smith that the steps will take a while because of the bidding process

C. Landscape Solutions – Walked through on 5/17

  1. 3 quotes attached-all from Landscape Solutions for Ivy removal, the removal of dead shrubs and installing river rock in front of front wall.
  2. Kevan suggested contacting Aaron Rader at Big Boy Tree Service for another bid as Landscape Solutions is not feasible for small things. Kevan Will ask if Ivy Removal can be included in the bidding quote.

D. Identify exterior place with wood rot – Bob pointed out the 3 windows that have rot around the windows. HOA would be responsible for the Window and the outside Trim. Bob will provide Kevan with the locations of the wood rot around the window on the 2nd story. have a carpenter walk the property and put together a quote.

E. Insurance Form for Volunteer Insurance have been started. The work would have to be in the existing mulch with no power tools and would need to be orchestrated through the board. Nancie asked if a Volunteer Rider be added for Volunteer Liability Insurance. Kevan will ask Westbend to add Rider to Insurance and go from there.

F. Plumbing leak repairs – the average cost for reference and future budget planning.

  1. As of 5/31 $16,459.07 has been spent on plumbing repairs, $10k over budget, not included are the recirculating line replacement. Connie brought up having a dollar value on the cleanouts.
  2. This doesn’t include large plumbing projects.

G. Carport damage – Blakes Best-will provide a quote for the placing of a boot on the broken column at the carport.

H. Fall gutter cleaning – Kevan will get a quote for Fall Gutter Cleanout. The Gutter Cleanout should be scheduled for the end of November.

I. Reserve Study – Susan passed out Preliminary pamphlets from Rick Grey. Highlighted Rick Grey Concerns that the report needs to be broken down into items. Categories need to be expanded and need descriptions of methodologies. The Board will come up with questions for RSI when they meet with them on July 8th at 1pm on a Zoom Meeting. The preliminary report was sent out in June.

Next Meeting: Monday, July 10, 2023 at 6:30PM

Adjournment: 8:43pm by Susan, seconded by Nancie.