Board Meeting Minutes for September 2009

Crawford Bay Condo Association
Board of Directors Meeting
September 8, 2009


The meeting was called to order at 6:30 p.m.

Members present: Debbie Rosso, Mike Reagan, Frank Wright and Carole Garrett

Homeowners' Forum: Rob Poellnitz and Andy Hecker

Rob Poellnitz presented the members of the Board with the history of his shed from his offer to purchase his property......he distributed pictures. A citation from the City of Portsmouth was responded to by the presiding Board (2006) by repairing only what the city required and not addressing the real issues, rotted wood, etc. This was decided at the time due to lack of funds. Frank Wright agreed that the shed was in need of repair when he was renting the unit. Since the previous Board had committed to repairing/rebuilding the shed the current Board will honor that commitment. When more urgent problems are addressed this will be pursued.

It was noted that David Warren, Past President, had sent a letter to homeowners stating that the association is not responsible for limited common elements, which includes decks, sheds and fences.

Andy Hecker asked the Board if it had gotten a legal opinion regarding the interpretation of the by-laws with regard to limited common elements. He said they are somewhat confusing. Frank Wright stated that we need to find a legal counsel we can have confidence in. Our previous legal counsel did not properly represent us. Debbie Rosso said that we plan to have a condo association attorney work with us on new by-laws during the winter.

Frank Wright explained that in the past the homeowner’s forum had been too formal and that the new Board is changing that; all homeowners are welcome to attend the meeting and give us their ideas and suggestions.

The August 2009 minutes were approved previously by e-mail. Carole Garrett, Secretary, was asked to talk to Peter Stinson regarding a link to old minutes.

Frank Wright distributed the treasurer's report. He said he still needs to contact Rosemary Dorow regarding obtaining the money we transferred to reserves.

We are going to receive a proposal from Forsythe Caulking Co to caulk the roofs in the hopes of stopping leaks.

The Managing Agent's reports had been submitted to the Board prior to the meeting.

There was a discussion regarding late fees......they are always kept by the Managing Agency.

Andy Hecker asked if we plan to keep our old contractors. We advised him that we are replacing them and we will annually be reviewing every contract we have. He also asked about contractors' insurance certificates. We advised him that we are getting them from every contractor.

The budget preparation was discussed. Mike Reagan and Frank Wright will take responsibility for roughing out a budget to be approved by the Board.

We discussed changing the way we currently pay our insurance premiums so as to distribute the expenditures more evenly throughout the year.

Debbie Rosso has requested a budget from H.E. Moore and will submit it to Mike Reagan and Frank Wright for inclusion in the budget.

Debbie Rosso said we still have to take care of 3rd floor balcony leaks. It was also noted that Bobette Ogle has decking on her 3rd floor balcony and indicated that she prefers it to tile. It was suggested that Ms. Ogle give the Board a letter stating that this is her preference......it may prevent a future issue.

There was some discussion with regard to The Select Group. Following discussion Frank Wright made a motion to approve The Select Group as the managing agent. Mike Reagan seconded the motion; the motion passed unanimously. Debbie Rosso will sign the contract with The Select Group on September 9, 2009. Frank Wright requested that we meet with our new agent prior to the October meeting.

Mike Reagan said that he and John Park had not yet had the opportunity to check under Unit 159. Debbie Rosso suggested that we talk to the City Engineer, Richard Hartman about the water problems.

Debbie Rosso said that we need to make a decision about replacing the rotted wood on the balconies regarding type of material and offered to store it in their shop so we could purchase it at one time. She will circulate the estimates by e-mail.

Debbie Rosso had a discussion with John Park regarding checking the work of all contractors who work on this property. The Board agreed that this should be done.

Debbie Rosso said she had sent in the letter to dissolve the corporation.

It was reported that the landscaping had been discussed and Rick is willing to plant whatever we want. He will be giving us a new proposal for monthly services.

Andy Hecker asked about the plans for the parking lot........Debbie Rosso said we are in the process of getting proposals for the work.

There was discussion regarding the diseased trees by The Cocke's unit (Bldg.# 3). Debbie Rosso said she would call Number One Crawford since two of the trees belong to them. She had received estimates for tree cutting of various trees around the complex of $ 975 and $1350. Since there is no immediate danger the matter was tabled temporarily.

The October board meeting will be held on October 13th.

Frank Wright made a motion to adjourn the meeting; Mike Reagan seconded the motion. The meeting adjourned at 8:00 p.m.

These are minutes are posted as received from the Board President on 9/18/2009.