Crawford Bay at Olde Towne Board of Directors Meeting Minutes:

Members Present – Debbie Rosso, Frank Wright and John Park. Gayle Piñero of The Select Group, Association Manager

Homeowner’s Present – David Zimmer, Nancy Cherry, Teresa Park and Benny Forsythe

Homeowner’s Forum – There were no speakers for the homeowner’s forum.

Call to Order – 6:30 p.m.

Approval of Minutes –The minutes from the previous Board meeting were approved electronically prior to the meeting.

Treasurer’s Report – Presented by Frank Wright:

1. Checking account balance as of 10/12/09 $5,805.81
2. CD balance as of 10/12/09 $29,914.17
3. Liabilities $0

Committee Reports – There were no committee reports presented

Manager’s Report – Debbie Rosso presented the income and expense report to the Board. Two (2) payments totaling $ 2,976.23 to State Farm Ins. were questioned as Rosemary Dorow had stated at the Sept. board meeting that there were no insurance payments due until Dec. When investigated, they were premiums due for the master policy and flood policy for units109-115. The report was voted on and approved.

Gayle Piñero, the new Association Manager, from The Select Group introduced herself and explained her role as the Association Manager for Crawford Bay at Olde Towne. Gayle and her Assistant Tanisha Crenshaw may be reached (757) 486-6000, Monday thru Friday from 9 a.m. to 5 p.m. You may also use that same number for after hours emergencies by following the phone prompts to contact the 24 hour Emergency Manager.

Old Business:

1. Performance Plumbing jetted the sewer lines as they had reached their capacity. This is a temporary fix that has been done bi-annually thru Roto Rooter for many years instead of fixing the problem. Performance Plumbing is working on a quote to install a lift station that should fix the problem. The board will review it when received.

Mike Regan continues to work with the city on fixing the city’s side of the sewer which Performance Plumbing indicates is one of the reasons for the standing water on Gaskin’s Lane.

2. Discussed the issue of late condo fees with Gayle. We all would like to stress to the unit owners the importance of paying condo fees promptly. The board bases their monthly repair allowance on monthly condo fees so that there is money to get repairs and improvements completed.

New Business:

1. The Board is awaiting two more bids for sealing and caulking the roofs and chimney areas and replacing the flashing around the sewer vents. The flashing around the sewer vents is decaying and has been cited as one of the causes of several recently reported leaks. A company will be chosen within the week to start roof repairs by the end of October.

2 Gayle Piñero presented a parking plan for Crawford Bay that would utilize hangtags. Due to recent parking issues the Board felt that it would be good to institute this plan and voted to move forward with it. The hangtags will identify the unit owners and their guests.

3. The board asked Gayle to:
a. Make sure the new bank allows access for the president and treasurer to our operating account as soon as possible.
b. Investigate the possibility of moving the temporary electric pole that is in the yard adjacent to the SubStation. It is an eye-sore that has been over-looked since the condos were built.
c. Call Hampton Roads Guttering about repairing the gutters that leak at the seams (our contract stated that seamless gutters were to be installed).

4. David Zimmer pointed out to the board that Form 8822 is needed to notify the IRS of a change of address and for the Federal Tax Deposit coupon book to be sent to the correct address since changing management companies.

5. The board discussed reviewing and working on corrections to the reserve study (some items are incorrectly listed) during the winter months as it is almost time to have another study.

6. The board voted to allocate $1,500 to purchase new landscaping material as most of the current plants were planted when the complex was built. Many plants have died, look very rough, etc.

7. The Board discussed the following requirements for rental properties:

• Landlords to obtain rental inspection from the city and provide a copy of rental inspection certification to the Board.
• Landlords must provide the Board an affidavit signed by their tenant stating that the tenant has read and understands the bylaws and house rules of Crawford Bay.
• Renters must maintain a renter’s policy for content.
• Landlords must maintain an owner’s rental policy.

8. There has been a large group of loud people hanging out in the guest parking area late on Saturday nights into Sunday mornings. Recently they stayed there until 6:00 a.m. Sunday morning at which time a heated argument broke out. Please read the house rules and be considerate of your neighbors. Landlords please provide your tenants with a copy of the house rules and remind them that this type of behavior will not be tolerated.

Debbie Rosso will email the unit owners to invite and encourage them to attend the November 10th board meeting being held at #1 Crawford at 6:30 pm to meet our new association manager, Gayle Pinero. She will explain the enforcement of the house rules and clarify the by-laws so that they are clear to all owners and renters.


Meeting adjourned at 9:26 pm

OCTOBER BOARD MEETING

The October board meeting will be held on October 13, 2009 @ 6:30 p.m.
Please meet us in unit 129. We will post the agenda on the blog next week.

Our new agent, Gayle Pinero from "The Select Group" will be attending the meeting.

CRAWFORD BAY AT OLDE TOWNE OCTOBER BOARD MEETING AGENDA

I. Homeowner’s Forum (6:30 p.m.)
II. Business Meeting (6:45 p.m.)
A. Approval of minutes from the September 2009 board meeting
B. Treasurer’s Report
C. New Managing Agent – Gayle Pinero with The Select Group Get acquainted with
the board, present an overview of what she will do for Crawford Bay and
review what will be discussed at the November board/homeowner’s meeting
such as the by-laws and house rules
D. Old Business
1. Mike Reagan – water issues on Gaskins Lane and sewage problems
2. Debbie Rosso – maintenance reports and updates on maintenance contractor,
lawn service, new plumbing company (Performance Plumbing aka plumber with
a brain)
E. New Business
1. Jetting bill and lift station proposal (for sewage problems)
2. Proposal from Forsythe Caulking to caulk and seal the roofs and chimneys
3. Discuss painting the roofs
4. Discuss new bonding law that will affect Crawford Bay
5. Discuss parking decals
6. Discuss asking homeowners who do not have stained glass in their transoms
to install numbers for identification like some others have
7. Discuss new website
F. November Board meeting to be held at #1 Crawford
G. Adjourn

Debbie Rosso will email all on her homeowner’s list and post to the blog (crawfordbay.blogspot.com) an invitation to strongly encourage all homeowners and renters to attend the November board/homeowner’s meeting being held at #1 Crawford at 6:30 pm on November 10th. The board will introduce Gayle Pinero and she will explain the enforcement of the by-laws and house rules that will affect everyone living at Crawford Bay.