Executive Board / Management Committee Meeting
Monday, August 27, 2007

  • Meeting begins at 6:50pm.
  • Location: Thistle Community Housing
  • Present:
    MHA: Paul Keaton-President, Deb Feustal- Management Committee Chair, Gene Langlois-Management Committee Member, Alex Wilson – Management Committee Member, Steve Gains-Vice President, Kabir – Management Committee Member, Robert Power – Acting Secretary
  • Thistle: Barbara Navin – CLT Manager
  • Hast: Sandy Denny-Property Manager, Julie Morris-Resident Manager
  • MEETING MINUTES
  • Agenda:
    Approval of Minutes
    Budget
    Variance Report
    Resident Manager’s Report
    Improvement Requests / Process
    Sandy’s Report
    Marketing Vacant Lots
    New Residents
    Infrastructure Update
    Funding
    Timing
    Electrical Hookups
    Trailer Wrap Update
    Fencing Committee Report (postponed)
  • Resident Manager’s Report
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  • (Report was delivered with bullet points. It was changed by Acting Secretary to be included in the minutes and to be able to make reference to any point in the minutes.)
  • Davey Tree finished cleanup of stumps and limbs in back of #8 & 9 and between our park and Woodlands.
    Enzo and Julie met with landscaper, Chris Doyle and Jim Harrington regarding lots at Mapleton Entrance. Most of the problems on the West side have been corrected, but the East side still has some problems, such as humps and ruts, making it impossible to mow.
    Combination lock on washroom was broken, causing some residents problems. The lock has been repaired.
    One resident complained of milky looking water after hook-up to new water line. This problem has been corrected.
    Our new mailboxes should be here by August 17, and Enzo is working on the signs. One box has been installed at lot # 2 for inspection and suggestions. The brackets for installing these were on backorder, but should be here this week.
    A leak in underground pipe in #168 has been repaired by Mobil Maintenance.
    Complaint of limbs broken and hanging in #164. Enzo cut and removed branches
    Resident reported an incident involving some of our residents and residents from Mobile Manor on the North side of Valmont. Gun shots were heard and several police cars arrived. Resident said spent shells were found in our park. This incident took place on August 13.We have requested a police report.
    what kind of reports are to go to MHA Mgt Cte Chair, and when, for incidents such as this. Paul suggests for life threatening incidents that immediate (ASAP) call and/or email from Hast to Mgt Cte Chair, and President as backup. Then email to whole board. Outline circumstances and the follow-up needed
    There was an altercation between two residents regarding some flowers on the back side of the home.
    Enzo found a bicycle, backpack, and wallet in East Mapleton entrance lot. Police were called and they took items.
    Garvins was called for a sewer problem at #173, which turned out to be inside problem. The resident was billed for this call.
    One resident suggested we consider not using name plates on the light posts or providing a plaque and allowing each resident to put the names.
    issue is whether post office wants names. At this point we’ll hold off on names (relates to #5)
    We received two complaints regarding a vehicle with a suspicious looking guy parked at the East Valmont entrance. According to reports he was there both the 24th and the 25th in the evening. The police were called the evening of the 25.
    Direction to Julie is to call police without waiting
  • Other incidents in neighborhood outside of the park were discussed for information purposes.
  • Process for submitting improvement requests
  • Lengthy discussion takes place related to the following points.
  • Discussion and reference to website and Rules and Regulations takes place.
  • Discussion on the Purpose of Improvement Requests
    Paul says - to ensure that there won’t be impingement of neighbor on replacing their home (such as for shed)
  • Discussion on whether building code and permits are an integral part of the improvement request approval. Nothing decided on this.
  • Robert says that the process isn’t working, isn’t clear, takes too long and communication to resident who submits the request seems to fail.
  • Discussion on a few different residents and the way their process works.
  • Barbara looks at the website and sees that request form first goes to Hast (either via Julie to Sandy, or directly to Sandy), or to Management Committee member. She reads further on what happens from the document on the website.
  • Paul suggests creating some guidelines that can go to Hast for making approvals without going to Management Committee. This would be for requests that are within the guidelines. Further discussion on this. Also that the requests go to the Mgt Cte and not the full board.
  • Julie is informed that her role related to improvement requests is as a messenger.
  • Action: Robert will come up with a recommendation for updating the process for Improvement Requests.
  • Improvement requests presented by Resident Manager
  • resident putting up latticework for vines – temporary issue so resident can be informed that it will need to be taken down if needed
    resident adding a 16X10 foot deck. Remove existing shed – goes to Sandy for research
    resident with fence request for garden area that is community property. (this one shows a drop in communication or process) Lengthy discussion about what “temporary” means, about the area being community property and its implications – Approved by Kabir moving for it and 2nded by Gene, at his expense with recognition that it is community property and that others may want to be involved or that the property could revert back to park maintenance.
    Resident requests gardening a public area, and potentially fencing it – not dealt with at this time
    Resident requests a deck – goes to Hast for research
    Fence request by resident to fence his yard. Discussion about footprint related to fences, also emergency access and fences. Fence request is approved – moved by Gene, second by Alex.
    Of note is Paul says (in reference to Rules and Regulations) that site plan doesn’t give resident use of land on side opposite to their main entrance. So resident has right to the full use of yard up to back side of neighbor’s home without putting anything in (shrubs, trees, etc) that impinges on emergency access. Part of rationale is that yards in MMHP aren’t big enough to give allow access for both residents.
    Resident also requests that letter from MHA or Hast be sent to neighbor informing neighbor of what Rules and Regulations state regarding emergency access corridor and use. Sandy will send the letter.
    Issue w/ footprints and fencing (need to be clear about need for possibly removing home-the neighbor - and fence would have to removed.
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  • Budget
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  • From Barbara – budget will go to CLT committee once she understands it, CLT approves and then goes to Finance Cte meeting for their approval. Final budgets go to Board at their Sept mtg.
    Deb asks what part of MHA budget impacts CLT – Barbara says the income to CLT (CLT fee), that charges sent out by CLT match what MHA provides, the debt income ratio.
  • Sandy says she and Tom got a copy and have a couple of feedback items.
  • Paul notes that a rent increase is in the budget and a letter will need to go out to residents.
  • Paul asks for market rate unit clarification (are there 8 or 9?). Discussion on this includes lots not generating income currently and what tier they fall in. Also whether in budget individual lots are designated at a certain tier – Deb recommends not doing this.
    Barbara shares lots currently designated at market rate and Paul/Deb point out that numbers aren’t coming out correctly. Paul asks for clarification and Sandy will get this by tomorrow.
  • Deb brings up lot 11A – when was decision made to add it to inventory, and who made decision? Her assertion is that it isn’t in inventory yet – and that numbers don’t match yet. It will be added in at October. Lengthy discussion on this issue which to bring clarification to budget numbers, that current budget includes 135 units and the upcoming budget for 2007-2008 will have 136 units. ]
  • Question from Barbara about 60% units. Paul clarifies that there are 8 currently occupied 60% units. Further discussion to help clarify Barbara’s question which happens while looking at papers (this isn’t clear).
  • Variance Report
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  • Deb relates the value of this report and how it will help in future. She recommends that Hast adopt this report which includes explanations for any variances of 5% or $100. It will make budget process much easier in future. Examples are given for how this will be valuable. Sandy recommends to Board that they pay attention to year-to-date and suggests that she write a narrative of variances on a monthly basis rather than create a whole new report that may make redundancies. Robert offers to show Ann, Hast accountant how to create in a spreadsheet how to do this automatically once it is set up. Sandy will get back to Robert with contact info for Ann if this is needed.
  • Regarding Maintenance Manager budget item. (~1:50)
  • Sandy reports that Maintenance Manager, Enzo, charges for 40 hrs/week, and currently works in excess of 40 hrs/wk. Currently, a lot of work involves the infrastructure: the Tues meetings, work on mailboxes/signs, verification of what is happening. Examples are given of how this happens.
  • If another maintenance company is hired such as Boulder Building Services which Sandy uses at other properties, their rate is $58/hr and charge Hast $38/hr because of volume of work Hast gives them.
  • Paul brings up that Hast can be (should be) billing Thistle for some of the work that Enzo is doing related to the infrastructure.
  • Sandy doesn’t see how Enzo’s time can be cut back at this time. He also trims trees and his work overall, at his rate, is much cheaper than hiring out to someone else for doing work he currently does. She will get a job description for Enzo and a time description justification (how he occupies his time).

    Deb asks (Paul also questions) about what he is doing, given that she has lived here long time and can’t see what needs full time work in this park. Infrastructure work is temporary. He used to be part time when City of Boulder owned park.
  • Issue of his raises comes up and hourly rate comes up. There is disagreement and lack of clarity on what Board authorized in the past. Sandy says he got a $4 raise some time ago and then a $2 raise at last year. Board agrees that his hourly rate can’t be cut back.
  • In the budget, his hours are at 35/week at $16/hr.
  • Deb requests a job description itemizing his work. Sandy had asked for that from him and didn’t get anything back. Then she heard from him that he is resigning as a member of the Management Committee and that he doesn’t feel supported. She invited him to this meeting but he declined. Question comes up again of how much of his time is infrastructure work and what is he doing. Sandy replies that he is looking out for resident interests but isn’t doing the work himself. Paul responds that this is job of Chris Doyle and that Enzo shouldn’t be having to do things that are infrastructure related, nor handle complaints and questions. This should go to Thistle, or if Enzo is best suited for this work, then Thistle should be billed for it and not come out of MHA budget. Sandy gives example of where a resident without water who would let Enzo in house, but not infrastructure people without him there.
  • Sandy says that she will bring this issue up at the infrastructure meeting tomorrow morning and Enzo will be there as well.
  • Regarding Enzo’s increase in vehicle insurance, Board says that MHA won’t pay for that increase. More discussion on his compensation package which is considered very good, and wanting to justify it with the work demand. It is raised that other residents have also asked about what he is doing.
  • Board requests that Sandy get report on Enzo daily work load in order to justify his time and that Sandy will provide board with calculations on truck expense including comparison with current procedure (paying part insurance and gas reimbursement) vs. a per mile expense reimbursement. Hast uses either $.42 or $.46/mile reimbursed to employee in their organization. Also a Board is wanting to know how to reduce expenses related to park.
  • Sandy raises issue of MHA providing a truck for park business use. Deb reports that Enzo wants to use his own truck.
  • More discussion on his raises and how it happened and what should have been. Sandy says that she has a note that for 2005, Enzo was approved for an increase to $14/hr from $10/hr, signed off by Loretta and approved by the board. Then, last year board authorized a $2/hr increase.
    Paul brings up that budgets can include pay increases and that they are authorized. At a later date if Hast comes and asks to confirm approval for an increase and it is given and the figure used is an increase to the budgeted amount, then this creates confusion and mistakes. This may have been what happened in past when Enzo got a $4/hr raise when it was meant to be $2/hr raise.
  • It is noted that budget includes a $2/hr raise to $16/hr for Enzo for 35 hrs/wk.
  • Regarding Inventory List of Park tools and supplies from Enzo and request for additional purchases
  • It is raised that request for this list and additional purchases went to Hast in June. It is too late now to approve new purchases.
  • Other budget questions that Sandy might raise will be discussed with her.
  • Sandy/Hast Report
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  • Re 90 day delinquencies, most people are on a payment plan. 5-6 5days were posted in past month.
    One resident who was concerned about being charged for cleanup of lot in 2003. In beginning of 2004, his balance was $0. This comes about because of a current past due balance.
    Some residents felt they shouldn’t have received 5 day notices. Sandy notes that consistency is very important now.
    Another resident who received 5 day notice wants to be worked with regarding past due amounts. Past agreement with resident according to that resident was a deferral program while issues with Social Security were worked out. However, the board never approved deferral programs in the past, though it was discussed and had been raised by Mark Reeder in a past meeting.
    Another resident who was posted with a 5 day notice did make a small payment. This resident hasn’t completed lot clean-up tasks that were agreed to.
    Other residents with 5 day notices are on payment plans.
  • Sandy recommends to board that Ruderman (@ $170/hr) be used for all legal issues and not to use Muchio (@ $175/hr). Ruderman delivers better work and his specialty is mobile homes.
  • Regarding resident and court case, Sandy’s attorney recommends that Sandy not talk to that resident at all. Different events with resident were shared to support that recommendation.
  • Regarding 5-day notice, Ruderman suggests to change this to be a more detailed notice that he uses. His notice breaks out the past due amounts. Hast will do this.
  • Regarding other resident that is going towards court case, discussion about 5 day notice and receiving a small amount which wasn’t accepted, instead a letter sent requesting payment in full. Regarding mediation with this resident, Ruderman suggested to the board to look at mediation again. Paul’s stance is currently to go forward with eviction, and lawyer thinks that there will be no problem with eviction. It is also noted that this resident most likely has another residence in another state because of license plates from a different state.
  • Regarding resident with security deposit of a large amount, there is an issue with state law and how much security deposit can be required. This amount needs to go back to her. Recommendation from Mgt Cte chair to Sandy is to send letter to resident to put this amount as credit to future rent. If resident refuses and wants money back, we will take the next step at that point.
  • Vote comes up that Ruderman is to be the legal counsel for MHA into the future. Approved by voice vote of Board/Mgt Cte.
  • Trailer Wrap
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  • Almost ready to begin showing. Need to hook up water for hot water heater, and gas for furnace. Insurance issues need to be worked out and also the certificate of occupancy.
  • Barbara has said that Jonathan contacted the wait list and didn’t get a buyer for it. Next step is to market the trailer wrap. Possibilities include an auction on E-Bay, a real estate broker taking it.
  • Who is marketing the property? And what about getting rent on it? MHA owns the home and has title. Discussion takes place about different interests in it. MHA has forgiven over a year’s rent. No tier is involved so only a background check will be done on prospective resident. Thistle volunteers to cleanup with MHA involvement as well. Discussion on using a broker; Sandy prefers 5-Star over Rose Affordable Living. And/or put on Craigslist. Deb requests that Thistle determines who is responsible for marketing, who will look at agreements related to Trailer Wrap to determine this. No final determination is made at this time.
  • New Residents
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  • 1 closing already this month, and another new one coming up this week. Lot 183 sold.
  • 1 person interested in an exit clause allowing a bump up to next tier -- a buyer is available if this can happen.
  • Sandy points out that applicants are good creditworthy applicants.
  • Infrastructure updates
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  • Area around washhouse can be dug up, concrete removed. A design for that area isn’t yet drawn up. Wyatt/Thistle wants input from MHA on what programs to integrate into that area. Discussion includes kids area, stubouts for plumbing, wall on west side of area that will stay there, parking locations, where to put dumpsters and shed. Robert recommends moving dumpsters next to washhouse, and move shed up there as well to open up the whole area. Regarding equipment for kids, this won’t go because of liability and maintenance concerns. Sandy works on a rough drawing to show at the infrastructure meeting.
  • Sandy and Barbara discuss possibility that came up this past week related to infrastructure funding to continue with Phases 6 and 7 without a break. This has come about through Wyatt pushing to continue and either funding (including grant money from Xcel) or a bridge loan until grant money is allocated has now become available. This will allow Xcel to be paid their advance fee for their part of project. Other money will come from the City and Neighborhood organization.
  • Paul interrupts to make note that $5000 from MHA is going towards electrical panel upgrades and it will come out of vacant lot rentals as they are filled. It will be the first $5000 coming off of designated lots, 35b, 48 53, 24 11a.
  • Re: electrical -- in Phases 1 and 2 send in electric contractor to make assessment of homes. If resident refuses entry, then move onto next home. This will give good idea of scenario for full park. Budget is currently $64K and $44k will come from city.
  • Kabir raises and it is confirmed to go ahead with the landscaping at this point in the season. Robert updates on the additional shrub recommendations that are being submitted to infrastructure committee for inclusion as choices – that they are native, drought tolerant. Discussion on what happens if
  • Meeting Minutes for June and July.
  • Deb moves that they be approved, Kabir and Paul second and they are approved.
  • Meeting adjourned at 10:20.
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