Canterbury Board Meeting Minutes for September 2023

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6:30pm, September 11th, 2023 in the Clubhouse

Attendees

  • Board members present: Susan Brandt, Nancie Bair, Susie Waltz, David Swann, KMC Property Manager Kevan Carriger, Bob Kincaid, Scott Greenwalt, Dorothy McDonald, Cynthia Reifeis
  • Homeowners present: Aimee Greenwalt, Bobbi Anderson

Meeting called to order at 6:30 pm.

Susan had Board took a minute of Silence in memory of 9/11.

Community Input

  • Aimee Greenwalt brought up a parking concern and that the trash pickup had been haphazard.
  • Susan welcomed Cynthia Reifeis and Dorothy McDonald to the board. Susan brought up that she will be off the board by the end of the meeting.
  • Connie Drury had emailed a concern about the weeds around the transformer between 1150 and 1161 and dead trees in the area.
  • Aimee mentioned several trees that need support around their property
  • Bobbi asked about posting the minutes on the billboard outside the clubhouse, David Swann assured that he will post the minutes as soon as they are finished.

Board Session

  • August 14th, 2023, Minutes: Read by David Swann. Nancie Bair moved to accept the Minutes. Susan Brandt and Susie Waltz seconded.
  • August Treasury Report: Read by Bob Kincaid. Motioned to be approved by Scott Greenwalt. Seconded by Susan Brandt and Scott Greenwalt. (Treasury report attached below.)
  • Kevan brought up working on a new insurance contract with Westbend.
Management Report
  • Maintenance log – Attached
  • Nancie brought up 8520 Canterbury Square East tree sitting at a 45-degree angle, Kevan talked to unit B, will have the owner remove the tree at their expense.
  • Nancie asked about excessive weeds in several locations on the report.
  • Nancie asked about the work van that has not been moved. The owner indicated that work on the unit would be finished soon (1147 Canterbury), though the van is taking up two spaces. Kevan will reach out to the owner of the unit, and make sure the Van is moved by the end of the week.
  • Bob brought up 8519 Canterbury Square East, for the fence repair where there is a gap (might be covered by the HOA?)
    • B. Violation log – Attached
    • Nancie brought up 1107 that needs to be called about removing furniture in lobby
    • i. Status of 1139 Canterbury Court, unit A – Tree removal
  • C. ACC Report –. Kevan talked about the Architectural Change request, owners will fill the form out and send it to Kevan and Yolanda, who will forward it to the point of contact (Currently HOA President Susan Brandt), Dorothy Mcdonald has also volunteered to be the new Point of Contact, also the point of contact for reserving the clubhouse for parties and get-togethers. Two pending ACCs were brought up and passed along to Dorothy McDonald.
Old Business

Vote on Northside Window and Gutter Cleaning bid – Attached, will wait for the Roofing is completed.  Tabled again.

A. 8534 Sq Trip Hazard – Alternatives options to Blake’s Best

  1. KMC Group’s contract vendor has not responded to RFP requests
  2. Nick Purdy – Not Responded to RFP requests – Nick Purdy has not responded to Kevan’s request to look at trip hazard, will reach out to workers at another complex, current quote is $6800, Bob found an ace handyman that might do it for $222 minimum charge plus materials. Bob will forward contact info to Kevan
  3. Blake’s Best – Concrete Trip Hazards bid – Attached $6,800.00

    Susan made a motion to go with Ace Handyman for a voice vote with a maximum of $1,000.00 to repair trip hazard. Cynthia Reifies seconded. Board voted unanimously.
  4. 8534 Canterbury Sq W – Step High risk

B. RSI – Reserve Study – Erik Roberston

  1. i. Zoom meeting with RSI was on 9/6/23
  2. ii. Will send updated 4th draft next week
  3. ii. Susan has information relating to the RSI reserve study. Erik has made the changes to the Reserve Report that the board inquired about, board will review and vote on the draft at a later date.

C. Keith Wells – Railing warranties -Warranties should be kept for the railing and shingles

  1. Sexson Mechanical -Mechanical Room Inspections and water heater spreadsheet – Attached-Kevan will get quote for expansion tanks and survey non-working recirculation pumps
  2. 3rd Saturday Discussion-might investigate a community survey to see if there is interest for people keeping that up. Community involvement might be better focused on group activities.

D. Missing address numbers-Susie brought up progress with the missing address numbers

2 units with no numbers
5 units with mismatched/scratched numbers
2 units with no numbers have not been replaced
2/5 replaced numbers
1 bought black numbers and replaced what they had.
1 did not comply
Susie will write 2 letters to give to Kevan to send out to those who did not comply.
Susan thanked Susie for work on Address numbers and the Newsletter

E. Landscape Contracts – Attached

  1. Encore Landscaping – $41,430 -not sure about snow removal, but Kevan recommends this service, Susan suggested bringing in Randy Pete II before the October Meeting to make a pitch for their service.
  2. Greenscapes – $69,978.75
  3. Landscape Solutions – $38,896.00
New Business

A. Sexson Mechanical – Jet Clean Sanitary Drains – Quote Attached-$2637.97 -tabled for next meeting

B. Pool Pump Room Re-build – KMC Group – Quote Attached for $8,760.82, Kevan will ask for quotes from other companies, and this will be added to the budget. Work for this should be done in March 2024.

C. Rocklane – Roofing Project -Starting 9/13, Bob will sign checks from the reserves after individual building are done.

D. We Care Cleaning – Weekly cleaning quote – Attached-extend contract through October. Contact will be tabled until budget/October meeting. The Board needs to know what is covered in a cleaning, and a third bid might be needed. Kevan will investigate a new bid.

E. First budget meeting scheduled for September Twentieth and will discuss the Reserve Study, and will start to build Budget for approval. The budget should be completed before the November Meeting. Kevan will send quotes and bids to include on the Budget before the end of September.

F. Storage unit rentals-Susan has identified rental storage units, that should have been collecting 1200-1500 per month from people renting the units, but not paying. People have also been storing items in the hallway of the storage areas.

G. Leases from landlord and tenant compliance-have 3, need 41. Bob will attend a roundtable about this issue, the HOA needs renters and landlords to indicate on the lease that renter will obey community bylaws.

I. Start use of Google Drive-Cynthia will set up board Google Drive to place Board Documents and show board members how to add stuff to it.

Next Meeting: Monday, October 9, 2023 at 6:30pm. (6pm for the board to possibly meet Randy Pete II on Encore)

Adjournment: 8:38 pm by Susan Brandt