Approved minutes from February 2009 Board meeting

Crawford Bay at Olde Towne

Board of Directors Meeting

February 12, 2009

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

Homeowner’s Forum – Attended by Erika Freeman, Debbie Rosso, Benny Forsythe, Teresa Park, Carole Garrett and David Zimmer.

• Frank Wright proposed an extended homeowner’s forum or an additional meeting to be held once per quarter so that residents may expand upon any concerns they may have.

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

Treasurer’s Report – Frank Wright presented the report as of 2/12/09

1. Checking account balance $8,198.41
2. CD balance $15,483.22
3. CD balance $45,000
4. Loan balance $39,147.16

Committee Reports –

• Rules and Variance – The committee will work to develop an inspection schedule for On Target’s work.
  
  
• Community Activities – None
  
  
• Community Watch – Carole is working with Abby Yablonski to tie in Crawford Bay Condominiums with the Olde Towne Community Watch.

Manager’s Report – Rosemary distributed and reviewed the income summary and addendum. Balance on the Operating Budget as of 2/12/09 is $5,240.08.

Rosemary provided the Rules and Variance Committee with On Target’s assessment of each Unit.

The Board voted to stop using Aarden for maintenance and repairs at Crawford Bay Condos.

Old Business:

On Target was awarded the general maintenance contract. Work has already begun on the front row and is scheduled to run for 15 months.

David Warren presented a Board resolution to implement CAI financial best practices.

New Business:

David Warren encouraged any or all Board members and members of the Association to attend the upcoming CA Day March, 14, 2009

The Board discussed units that were in arrears.

There was no other business discussed and the meeting was adjourned.

Submitted by
John Park

Approved minutes from January's Board meeting

Crawford Bay at Olde Towne
Board of Directors Meeting
January 8, 2009

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

Homeowner’s Forum – Attended by Erika Freeman, Debbie Rosso, Benny Forsythe, Teresa Park, Mike Regan, Carole Garrett and David Zimmer.

• Debbie Rosso had four questions for the Board: Questions were responded to by Rosemary.
1. Status of roof inspection for all units
2. Status of repairs to all 2nd story balconies
3. Suggested maintaining a log of all warranties for the Association
4. Asked about the warranty on the gutters
• David Zimmer shared IRS form 1120-H and suggested filing this form annually. He was informed that this practice is already in place.

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

Treasurer’s Report – Frank Wright presented the report as of 1/8/09

1. Checking account balance $5,123.41
2. CD balance $15,483.22
3. CD balance $45,000
4. Loan balance $40,425.13

Frank reported that in 2008, $16,500 were transferred to the reserve account. And all $90,000 in special assessment monies had been collected before year’s end.

Committee Reports –

• Rules and Variance – No report
• Community Activites – Franklin thanked all for the quality of the holiday decorations and again asked for volunteers to take down the garland on Saturday 1/10 at 11 a.m. Also he mentioned that the committee was working on a progressive cocktail party idea.
li>Community Watch – Carole mentioned that she had planned to meet with the Olde Towne Community Watch person, Abby Yablonski.

Manager’s Report – Rosemary distributed and reviewed the income summary and addendum. Balance on the Operating Budget as of 1/8/09 is $3,274.61.

The AActive Termite review will be due in the coming weeks in the amount of $2,380

Rosemary shared the maintenance log for the active projects underway in Crawford Bay.

A letter was send from the managing agent to the owner of unit 117 communicating that the board rejected the reimbursement claim for plumbing repairs.


Rosemary shared the 2 proposals for general maintenance from H.E. Moore and On Target Home. The proposal from Moore was more expensive, however, members of the Association voiced the high quality of the work performed by Mr. Moore. David moved that Mr. Moore be given the opportunity to do the work for $1,500 per month. If he accepted he would be awarded the contract, if not, the contract would be awarded to On Target.

Old Business:

The discussion concerning the CAI Best Financial Practices will be put on the agenda for the February meeting.

New Business:

The board discussed their intention to proceed with the move to incorporate. David Zimmer requested that the Board confirm with a tax professional that this move would not create any taxation implications.

David Warren encouraged any or all Board members and members of the Association attend the upcoming CA Day March, 14, 2009

The Board discussed units that were in arrears with their dues.

There was no other business discussed and the meeting was adjourned.

Submitted by

Rob Poellnitz, Secretary

Board Meeting Minutes - 12/11/2008

Crawford Bay at Olde Towne

Board of Directors Meeting

December 11, 2008 

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

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

• There were no reports from any committees
• Franklin moved that Mike Regan be reimbursed for the electrical repairs made to the light poles in the community.  The suggestion was approved pending return of his receipts.

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

Treasurer’s Report – Frank Wright was not present so no report was presented.


Manager’s Report – Rosemary distributed and reviewed the income summary and addendum.  Balance on the Operating Budget as of 12/11/2008 is $4,255.41.  Outstanding balance on the loan is $41,702.76.
Rosemary shared the maintenance log for the active projects underway in Crawford Bay.


We received 3 improper invoices from Andrews Roofing for the repairs conducted to units 117, 119 and 121.  Rosemary to investigate, correct and report back


In light of unfortunate health condition of Bill O’Brien, the Board moved and approved that the remaining work required by the City of Portsmouth primarily to unit 125 be completed prior to the January 15, 2009 due date..

The Board reviewed a request from the homeowner of unit 117 for reimbursement for a plumbing bill in the amount of $460.50. The bill was for the repair of his water meter.  It was the opinion of the Board that this expense was not the responsibility of the Association and the request was denied.


Franklin shared a situation with his water meter that required a repair and a comment made by the contractor that likely the problem would affect the remaining units.  Franklin agreed to investigate other units to determine if the issue was epidemic.

Old Business:


David offered for review by the Board for its consideration, the segment of the by-laws that outlines the exterior decorations to units within the complex.  He reiterated that it was the responsibility of the Board to enforce these guidelines.


New Business:


As requested by the President of the Board, Rob Poellnitz presented a review of the CAI Best Financial Practices to determine if The Crawford Bay Association should consider adopting any of these suggestions.  Seven recommendations were offered and will be discussed at a future board meeting.


Submitted by
Rob Poellnitz, Secretary

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

Notice of special meeting of Board of Directors: Tuesday, November 25, 2008

A special meeting of the Board of Directors will be conducted on Tuesday, November 25, 2008, beginning at 6:30 PM in unit 155. The sole purpose of this special meeting is to consider proposals for special projects and the method of funding said projects.

Per email from Rosemary Dorow dtd 14 November 2008.