Tuesday, December 2, 2008

Minutes from Board Meetings of 13 and 24 November 2008

Crawford Bay at Olde Towne
Board of Directors Meeting
November 13, 2008


Members Present - David Warren, Frank Wright, John Park, Franklin Marzullo and Rob Poellnitz. Rosemary Dorow of GSH Management was present.

Homeowner’s Forum – Attended by Erika Davis, Debbie Rosso, David Zimmer and Benny Forsythe.

Committee Reports – Debbie for the R, V, and A Committee (written report)
Marzullo for the Community Activities: the decorating of the community: light poles, etc.—Board approved a ceiling of $100 for
Materials.)

Approval of Minutes – According to the new process, the minutes were previously approved prior to the meeting and distributed by the managing agent.

Treasurer’s Report – Frank Wright provided the balance for the community reserve account at $297.91 in the checking account and $70,000.00 in the CDs as of 11/13/2008.

Manager’s Report – Rosemary distributed and reviewed the income summary and addendum. Balance in the Operating Budget as of 11/13/2008 is $5,888.29. Outstanding balance on the loan is $42,964.8 as of 10/23/08.

There was a lengthy discussion concerning whether the fence and shed painting should include the exposed concrete foundation for the sheds. There was concern voiced by certain board members about individual homeowners directing the contractors to make this modification to the existing contracts. As it turns out, the Architectural Review Committee was involved in this process. It was suggested that all future fence and shed contracts include language to include treatment of the sheds’ foundations.

Rosemary shared the maintenance log for the active projects underway in Crawford Bay. It appeared that progress was made on several projects.

Rosemary was asked to contact a Principal at Andrew’s Roofing Company to assist with damages caused by “neglect” for improper installation of the roofing repairs for units 117, 119, and 121.

It was suggested by a member of the Association that Les of Araden Contracting should personally be present for final walk-thru items on any projects that he has contracted for within Crawford Bay.

Rosemary presented several work proposals for review by the board. The majority of the work was approved.

A significant challenge arose regarding the balance between managing the maintenance violations levied by the City of Portsmouth, the timing of the numerous repairs required including painting during a traditionally inopportune time to paint and managing these significant costs within the operating budget or determining whether a special assessment would be required. It was decided by the board that given the many variables of the aforementioned challenge, that a special meeting would be required to address this issue specifically and to determine resolution during the course of that meeting. A date was established for the meeting on November 25, 2008, at 6:30 pm.

Old Business:

David voiced his disappointment in the fact that none of the other board members had attended the CAI training sessions or seminars offer to date. He implored the Board to consider getting involved in a future session.

New Business:

There was no further business and the meeting was adjourned.


ADDENDUM FROM THE SPECIAL BOARD MEETING 11/24/2008

Members Present - David Warren, Frank Wright, John Park, Franklin Marzullo and Rob Poellnitz. Rosemary Dorow of GSH Management was present.

Homeowner’s Forum – Attended by Erika Davis, Debbie Rosso, Nancy Cherry, David Zimmer, Kathy Hedrick and Teresa Park.

• No one spoke for the homeowner’s forum.

Rosemary then presented to the Board for review several proposals for the Exterior Trim Maintenance Work throughout the Crawford Bay complex. To be reviewed in the process was:

1. Scope of work
2. Costs and funding method
3. Proposal details
4. Coverage of the needs of the association
5. Coverage of the violations identified by the City of Portsmouth
6. Timing of work completion

Prior to convening of the special board meeting, President, David Warren via email (dtd 11/14/2008), outlined the full scope of work required for the projects to be reviewed at the 11/24/2008 meeting. The primary goal of this email was to provide each interested contractor a specific list of requirements and to offer the Board an “apples-to-apples” group of proposals to compare.

Several proposals were received from: H.E. Moore Services, Araden Building and Contracting and contractor Bill O’Brien.

Upon review of each proposal in specific detail, it quickly became apparent that the proposal from Bill O’Brien was superior in several ways:
  • The proposal addressed all the needs in the scope of work outlined by David’s email
  • The cost of $998/month over 15 months would allow the Association to pay for the work from the operating budget and not require a special assessment
  • It provided for the additional benefit of having an “on-call” contractor or “maintenance man…a need identified earlier in the year as a possible future need of the Community.
  • The proposal allowed for the completion of work for the City violations to be completed with-in the required timeline.
It was requested that Rosemary work directly with Mr. O’Brien to have him put his proposal in a suitable contract format for the Board to approve soonest.

Franklin Marzullo voiced his concern over the length of time (15 months) to complete the full scope of the work identified in the proposal and that some residents would have to wait over a year to have work completed that needed to be done immediately.

Frank Wright made a motion of approve the proposal submitted by Bill O’Brien. The motion was approved with one member abstaining.

The next Board Meeting was confirmed for December 11th and the meeting was adjourned.

Submitted by
Rob Poellnitz, Secretary