Executive Management Joint Meeting
9/26/05

Present: MHA - Jonathan Machen, Management Committee Chair; Paul Keaton, President; Gene Langlois, Management Committee member; Alex Wilson, Management Committee member; Kabir, Management Committee member; Mark Reeder, Acting Secretary;
TCH - Barbara Navin, Julie Nichols,
Hast & Co. - Loretta Milcarek, Julie Morris

Inside this issue:

Meeting agenda

Property Manager's report

Resident issue with multiple homes

Infrastructure report

Update on Trailer Wrap project on lot #81

Next meetings

AGENDA FOR SEPTEMBER 26 MEETING

Approval of minutes from 8/22

1. Resident Manager's report/shed approval/clarification of washers in yard?
2. Property Manager's report including eviction updates
3. What to do if a resident is smoking people out? Neighbor complaint
4. Update from Thistle on difficult resident issues
6. Improvement requests?

Committee Reports:
Site/infrastructure committee report - Bill Windsor or Mark Reeder
Management committee Report - Update on lot 81 home
Finance committee report - Silvia

6. Old Business
Insurance update on Lot 81. Schedule of summer /Fall quarterly meeting?
Talking to a homeowner who might not know he can’t replace his home What to do about this?

7. New Business
Next meetings - Oct 10 5:00, Kabirs (small meeting) Oct 24 6:00 Thistle (big meeting)

Jonathan opened the meeting at 6:10PM

Jonathan moved to approve the minutes from last meeting
Kabir seconded.
Passed

Julie gave her Manager’s report:

RESIDENT MANAGER REPORT - SEPTEMBER 2005

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1. Eight warning notices were placed on vehicles for expired licenses to be towed the end of October.

2. Seven noise complaints have been received. Three of these were from the same unit. The police have been called for two violations and one letter has been sent by Hast.

3. Enzo & Julie have trimmed two trees on lot 159, one more to be trimmed.

4. Three refrigerators containing food on resident's porch and patio have been removed. Also fertilizer in shed at the back of the mobile home has been removed. The odor is slowly improving. Some tree trimming and yard cleanup done on another lot.

5. One complaint of smoke from chimney drifting into neighbor's house.

6. Roger called regarding blacktop damage on north Folsom Road. His estimate is $1800 to repair a
10x30 foot section.

7. Two sewer clean outs were completed.

8. One outside faucet repaired by Enzo.

9. The ongoing yard cleanup is going very slow, with only a few making progresses.

Discussion of the report followed:

Letter sent out to residents who have been making noise. The police have been called three times for noise complaints. Police have arrived twice. The owner is absent. Loretta has suggested we look into seeing if the owner has abandoned it since the owner is in gone. Someone else comes by and gets the rent money from the people who live in the he trailer. We only allow owner occupancy and it appears that the owner has abandoned the trailer.

The nephew has been gone for about two months; the owner longer. The present occupants of the trailer have said that they think the owner will be back in December.

The MHA moved that we ask Loretta to look into the situation and proceed toward eviction.

The refrigerators on the porch at another home. The city came out - Code Enforcement said they were going to send a notice to remove the refrigerators or the MHA will be fined. Roger was called and he took the refrigerators out. The letter from the Code Enforcement is enough to evict the people on that unit. Loretta has started the eviction process.

We have some problems with removing trailers finding a person to do it. Jonathan Machen made the suggestion that we use the person who brought in the trailer at #81.

(MHA has to store the trailer for 45 days before it can get rid of the trailer permanently; after the 45 day period we own them.

Can we donate these trailers, say to an Indian Reservation? Is not feasible since they are looking for more modern homes.

Jonathan moved that we spend the $1800 to repair Folsom road. Seconded by Paul Keaton and passed.

On-going yard clean up is discouraging.

Loretta’s recommendation on a home with major trash problem. We have decided to ignore the resident’s pleas for sympathy – Hast will bombard the resident with letters and warnings - get Code Enforcement out to see the place and proceed from there.

Another resident has not taken action on cleaning his lot. Combined with the fact that rent for this lot is in arrears, Kabir moved that we start eviction procedures on this home.
Jonathan seconded it.
Motion passed.

Julie made the suggestion that we purchase temporary speed bumps because non residents are speeding through. Could be put on the two main entrance roads - Valmont and Mapleton

Another home has washing machines that are being used outside. This issue has been addressed since the neighbors have stated they are no longer bothered by it. City has said that only non-working appliances are a Code Violation.

Residents in another home want to enclose their patio. Jonathan mentioned that the residents need to fill out a proper improvement request form and the management committee will look at it.

The resident who has not complied with the parking issue was discussed. No proceedings have been carried out since we sent the owner of the home the notices and warnings about the vehicle. Loretta is recommending that we start over with new warnings and notices. Send a new letter, put a new ticket on the car if not moved within the 10 days that we allow. We must be meticulous in documenting every instance of violation, nobody in the park is spared of this.

Julie left the Meeting at 6:45pm

PROPERTY MANAGER'S REPORT

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Financial Information:
1. BUDGET comparison:
Collection loss reflects the credits that were given back when we changed rents from the new leases. Right now it is a positive number. Our maintenance costs are below budget.

2. Issue of late fees: If the residents are paying a new lower rent but had been paying the below low rent under the old lease, they were incurring a late fee. Late fees will be waived in this instance. Residents need to call Loretta and work out the arrangement once they have sent in their new leases.

3. Insurance costs reflect that the premium is paid annually and that the premium had been paid twice, once by the city and once by MHA. The overpayments were paid back and those numbers are reflected in the budget.

Gene Langlois and Julie Nichols left at 6:55.

RESIDENT ISSUE WITH MULTIPLE HOMES:

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The issue of homeownership was brought up concerning residents owning more than one home. The rules and regulations and the lease are quite clear as to the issue: The new leases state (Section 14. Assignment/subleasing) that "Homeowner may not own more than one (1) home and may not rent more than one (1) homesite in the Community. In addition, current Park Rules and Regulations state that "all homes in the Park are to be resident owned and occupied. Residents are expected to live in their homes for at least 8 months out of each year." TCH and MHA believe residents need to adhere to the owner occupancy rule.

INFRASTRUCTURE REPORT

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As of the day of the meting, the variance requests for Mapleton Park still had not been approved. Planning has not approved them and will not say why. As a result, the schedule is pushed back. The Technical Documents hinge on approval of the variances. Writing up the Tech Docs takes three or four weeks after the variances have been approved. Then the Tech Docs have to be approved, which may take another three to four weeks. By this time the earliest we can start is the end of November. Starting on the construction in the middle of winter is not good for the residents, especially for the hook up of the utilities. Leaving the residents without heat, water or electricity for a couple days could be a severe hardship. Because of this, more than likely the construction will be put off until the spring - late April or so.

(Addressing that last statement, Bill Windsor replied:)

We would have to be careful in how the work was performed in order to not
create a situation where residents were cut off (from gas/electric service). This might mean that we do not disconnect a home from the old system until the new lines were installed and flowing.

Then Bill Windsor wrote on September 30:
 
Some Good news to kick off the weekend and end the month:
 
3 of the 5 variances are unconditionally approved and the remaining two are conditionally approved.  The conditional approvals require:
 
A) Water under the sewer at the existing sewer line (the new line installed by the City south of goose creek) – They want to see the existing Sewer Line either slip-lined or encased in concrete.  Leslie believes the lowest cost would be to just replace that section of sewer line. Whatever the fix, I will ask the City to help cover the cost.
 
B) Individual tree inspection vs code to remove trees near lines – A big win here for the Trees and residents.  The approval to run lines close together (one of the unconditional approvals) will already reduce the number of trees that need to be removed. For this variance, the City only wants some examples on how we will deal with specific situations, i.e. if we encounter cottonwood roots we will remove the tree, if we are near a spruce the Lines will be safe, written by an Arborist.
 
So now we are moving forward on finishing the plans in preparation of Tech Doc approval.


UPDATE ON CU/TCH PROJECT AT LOT #81.

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Still no signed contract but will happen hopefully soon. Doing the design work on the new trailer now. (Secretary’s note: The contract was signed on Thursday, 9/29/05)

A resident’s home – This resident needs to understand that the MHA has the right to buy the home from him when he decides to sell. If the MHA does not buy the home, The resident is free to sell the home to someone else. However, the home can’t be replaced by a new home whether the resident sells or not.

NEXT MEETINGS

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Future meetings were planned
The next small meeting is Kabir’s home, October 10th; next big meeting at Thistle, October 24th.
Fall Quarterly meeting on November 13th at Unity Church

Meeting adjourned at 8:30PM

Minutes respectfully submitted by
Acting Secretary,
Mark Reeder

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