Executive/Management Committee Meeting, November 26, 2007

  • Executive Board / Management Committee Meeting
    Monday, November 26, 2007
  • Meeting begins at 6:40 pm.
  • Location: Thistle Community Housing
  • Present:
    MHA: Paul Keaton-President, Robert Power –Secretary, Deb Feustal- Management Committee Chair, Management Committee Members: Gene Langlois, Alex Wilson , Kabir
  • Thistle: Barbara Navin – CLT Manager, Crystal Lavender-Outreach Coordinator
  • Hast: Sandy Denny-Property Manager, Julie Morris-Resident Manager (for her report)
  • MEETING MINUTES
  • Agenda:
    Resident Presentation – regarding 5 day notice
    Approval of Minutes
    Resident Manager’s Report
    Improvement Requests
    Property Manager’s Report
    Delinquencies
    Budget Issues
    Monthly Financial Reports
    Security Deposit Account
    New leases
    Trailer Wrap Update
    Regarding Lot 11A
    Issue related to Eviction – receipt of Certified Letter
    TCH Report
    Letter to be Sent Out
    Infrastructure
  • Resident Presentation – regarding 5 day notice
  • Before presentation, meeting attendees review issue
    Mave at TCH is working with resident to get through financial shortages.
    Current outstanding balance is $1265. Resident paid $465 on 11/6. $545 is 90 days past due.
    A Deferment plan which was considered in the past but not fully implemented was $100/mo set aside for 6 months, eventually to be paid back at $25/mo, into deferment fund. This didn’t happen. There was an anonymous donation of $100 to resident's account .
    She did make request for rent tier swap to lowest level.
    Rent tier swap not available at this time
    Options that Board can consider = deferment, sell home to cover back rent, rent tier swap
  • RESIDENT: -- reports on financial and health situation, and expresses upset and embarrassment at having to present when a telephone conversation could have taken place. Reports that $150 extra can be paid until balance is brought up to date. Asks for late fees to be waived.
  • Board Discussion on issue after resident leaves
    Discussion includes clarification of MHA policies, resident situation
    MHA policy – Residents are assessed late fees until current. The lease reads, money paid goes to earliest rent, then late fees, then balance towards back rent.
    Possibility of her paying $100/mo, over 1 year, -- resident will get copy of ledger –
    Discussion on SSI possibility, and disability, on other places to live, on people looking after resident,
    Of note is that Boulder Housing Partners has a year long waiting list
    Suggestion from Barbara to come up with any criteria to help residents in similar situations work out things – acknowledged disabilities, how not to violate fair housing rules, can we work out policy for contingencies such as this?
  • Action Steps to be taken on this issue. No final decision made yet.
    Separate late fees from rent – Sandy will do this and let Board know
    Draw up Stipulation Plan
    Rent + $100 mo. (outstanding balance to be paid off in one year)
    If not maintaining the repayment plan – then set up sale of house
    Sandy will call resident to see if she will be willing to do this
    Hear from Mave if income will be there for this to be realistic – Barb will let Sandy know.
  • Approval of Minutes
    There are no Minutes ready to be approved this month. September and October still outstanding.
  • Resident Manager’s Report -- Nov ‘07 (comments, discussion and actions on items are indented)
  • The El-Jebel recycle bin has been moved to the North parking area until we are able to place it by the washhouse again.
    One resident received a shock when resident opened mailbox and sparks flew from around the bulb. According to Craig (Wyatt construction worker) someone had removed top of the light and crimped the wire when replacing it.
    Two sewer clean outs were completed: one in unit #95 at a cost of $153 and one in unit #161 at accost of $290 to clean entire line to main cleanout. Roots were the cause of the problem in both cases.
    A resident complained of rocks and debris on sidewalk. This problem has been resolved.
    We received a call from one resident on Nov. 11 stating resident had no electricity. Excel responded to calls and repaired the problem. However another resident said resident’s TV was ruined when the power surge occurred. Also resident has had electrical problems since that time.
    Recommendation to put in Mobilizer (when it starts up again) resident should purchase a good surge protector in order to properly protect their electronics
    No other action taken on this item.
    The pressure valve on the new water heater in the washroom released apparently due to increased pressure from new water system. Wyatt Construction was notified of the problem, and was asked to install a PRV on the line to the water heater and washers. This is scheduled for 11-16-07. Also we have had no lighting in the construction area, and again Wyatt was notified of this problem.
    The mailboxes have been installed in units #56 to # 61.
    Another resident called to report a new resident parked in this resident’s area. He also registered a complaint regarding loud music in the same unit. I talked to the resident involved and who has promised to comply.
    There was a broken outdoor faucet in #148 and Enzo replaced the faucet.
    Two trees were removed from lot #170 by Davey Tree at a cost of $280.
    Seven 5 day notices were delivered.
    A fence for a resident – property line fence – to block access across his lot is being requested.
    Discussion included different fence options, exact location, costs.
    No decision made. This will happen at a future meeting. Julie leaves a copy of the proposed fence location and a fence option with Kabir of the Fencing Committee for a recommendation on what to do to be made to the Board.
  • Improvement Request – outstanding for a few months, is for permission to garden a public area along street and just west of a resident’s home, also to fence in the garden at a later date. Approved.
  • Property Manager Report
    Delinquencies
    Regarding a court case for one resident – We prevailed and offered a stipulation with 3 options.. Resident verbally agreed to option #3. but as of today's meeting it hasn’t been signed . There is a person from out-of-state who wants to buy this unit (happened out of conversation by resident with people he knows in that state), and has this person has been approved into the park.
  • Regarding a court case for a resident – resident did file appeal. Resident has to posted bond for both trailers and is paying $490 for both to the court. Attorney petitioned to court for MHA to have that money since it is effectively lot rent. (Sandy reviews process of appeal). Attorney doesn’t think appeal will be authorized by court.
    MHA will have to pay for our attorney to review the court transcripts that are being prepared as part of the appeal.
  • A resident has been paying to clear back rent amount– hasn’t had problems in past 90 days, Sandy recommends that we work with the resident and reports that resident is doing good job of maintain yard among other things.
    Action item: Sandy will contact resident to finalize payment plan, and go over consequences to not following it, and get it signed. Sandy will then email the Board on what resident will do.
  • A resident’s overdue balance is coming down. The resident will call Sandy to come in and discuss and update.
  • A resident is making several extra payments to bring balance down.
  • Update on other residents who are on payment plan and are paying
  • A resident signed a court stipulation that outstanding balance will be paid current in 11 months. No legal fees or late fees were waived.
  • Regarding Rent Increases – 9 people bought home and are tied to 1 year lease amount at “before rent increase” rents. This brings up discussion of leases – want to get new residents on month-to-month leases.
    Board Motion: Paul moves that we change leases for new residents to be month-to-month from the move-in date. Kabir seconds. This motion is unanimously approved.
  • Budget Issues
    Vacant lots – is one not market rate? -- We currently have 8 occupied market rate lots. 7 lots are vacant and all are market rate. Actually it is 6 vacant lots and 1 trailer wrap. Also, we now have total of 136 lots.
    Action item: Ann at Hast will change ledger to show lot 24 is at market rate, and 11A as well.
  • Action item: under payroll bonuses in budget spreadsheet – Formulas for this section did not calculate through to include the $750 bonus line item. Hast is to adjust this line item and make corrections to budget.
  • Variance Report -- Tom Hast's position before today is that this takes too much time and won’t allow Sandy do the Variance Report. Sandy understands we want +/- $100 or 5% to generate notes on the variance report. Tom Hast did receive Board member’s email, and hasn’t gotten to it yet.
    Action item: Robert will talk to Tom and see how this can be made simple.
  • This month’s Financial Reports
    Board concerns – Interest income line item. Seems that they are reversed. Can this be fixed?
    Action item: Sandy will take care of this.
  • #4319 - negative late fees, - $295 was collected. So this should be a positive figure.
    Action item: Sandy will take care of this.
  • Variance columns – are negatives and positives switched? What is happening here? Discussion on this.
  • Re truck expense – maintenance tech’s truck insurance was paid for the month of October and this will be corrected and it will be paid back
  • Action Item: Maintenance tech paid $540 out of pocket for supplies. Sandy to provide copies of his receipts for these expense. A future To Do for MHA – can MHA have a credit card that is used for expenses (such as maintenance person purchasing things)
  •  Security Deposit (SD)– Barbara reporting –
    This account must carry balance of at least 80% of SD liability. It must be 80% of liability at any given time. Based on this, there is more available in this account. Barbara says that we can move out $5000 immediately to be applied to resident's rent. US Bank has recognized the 80% need as stated above and will need proof of current SD liability.
    Action item: Barbara: A spreadsheet will be provided for the amount.
  • Action item: Barbara will have the $5000 out of the SD account by the end of next week. She will start the process tomorrow.
  • The other 20% can be in a float account, kept separate from the operating account.
    What about interest on this amount.
    Can this be in a higher interest account? MHA wants the 20% amount to be in a higher interest account. Possibly a 30 day CD to keep some liquidity. It won’t be mingled in any other account.
    Discussed is the impact of SD expense on the MHA operating account. If we don’t receive an amount equal to the interest paid out, then the operating account is impacted negatively.
    Currently, MHA pays 3.125% interest on security deposits. This is tied to City of Boulder requirements.
    Action item: Barbara will ask about types of accounts available, the interest on those accounts, and name to be on the account.
  • New Leases
    No new residents signed leases in October.
  • Trailer Wrap Update (the following notes include a few points that weren’t discussed in the Board Meeting, but represent the discussions on the Nov 19 meeting as depicted below.)
  • A meeting was held between CU – Willem and Peter Schneider, Thistle – Jim Harrington and Barbara Navin, and MHA - Robert Power on Monday, Nov 19. The major objective was to move forward to complete tasks to obtain the Certificate of Occupancy (CO), and to initiate discussions on selling the Trailer Wrap.
    CU – Peter says that he can get the letter from a structural engineer by the end of the week, which is needed for the CO. However, we have been hearing this a lot.
    CU will not provide warranty on the workmanship or materials they used. They can’t do that per CU requirements, liability for using student labor, etc.
    Regarding sales price and process discussion:
    CU and Thistle say that they want the sale to bring in at least $41,000 which is the money they put into the project and need to get back out. Both parties acknowledged putting in more, approximately $6000 each to complete the project.
    We discussed putting the Trailer Wrap up for bid. CU will check into how this has been done in the past with other projects they have done.
    Discussion included a minimum bid level (no figures discussed) which could reflect getting less than $41,000.
    Discussion also included acknowledgment that we don’t know what the market will bear, and that the actual sale might be for less than $41,000, or even more.
    Robert will check with Steve Money on his ability to administer a bid process.
    Steve said he is willing and would like to do this, he has no experience doing this and would do it to learn. Also, he suggested finding an auctioneer who has experience in this. He did think it might be a great way to make the sale.
    Regarding marketing the Trailer Wrap
    If we have a sales agent, all parties discussed and affirmed that the sales agent fee will be the first allocation of the sale dollars. We discussed MHA’s desire to hire Steve Money of Five-Star Realty and that he will represent the project well, even though he has questions about it
    The Trailer Wrap has won an Architecture Award and will be featured in several news media in January. We discussed using this as an opportunity to market the Trailer Wrap.
    CU will be putting furniture and other finishing touches into the Trailer Wrap for a photo shoot in January, and we discussed another Open House with a wider audience to attract buyers, while the furniture is in it.
    CU said they would put some effort into marketing materials to support the sale and get their money back. They think that this is a unique project which will support a sales price outside what would normally be considered.
    Among the marketing materials will be possible purchase locations and prices for such things as closets and other things that the Trailer Wrap currently lacks.
    Regarding the unofficial “punch list” prepared by Sandy and Steve Money of 5-Star and MHA
    Nothing on the list is a code issue.
    Some points are handled
    Some points reflect aesthetic decisions made by CU, in part to keep the expenditures down, and allow for the purchaser to make individual choices.
    CU doesn’t want to put more work into these points.
  • Other discussion during the Board Meeting
    Questions raised
    Who is paying Electric on the Trailer Wrap? No one knows at this point.
    Landscaping – will this be included?
    The list of buyers? Who has it, have they been contacted again? They be excluded from a sales agent agreement?
    Discussion on:
    Realtor can do a settlement statement at time of closing, and allocate funds to the various parties at time of closing.
    As far as rent – It is suggested to start charging on Feb 1, or offering to CU or Thistle to buy it for a $1Also considered is waiting a little longer to see what results come out of the Nov 19 meeting. Nothing decided at this point.
  • Board Motion: Robert moves that Steve Money of 5-Star Realty be appointed Sales Agent for the Trailer Wrap, and that we notify him to hire him at later date. Seconded and unanimously approved
  • Regarding Lot 11A
    MHA resident who wants to move onto this lot, has picked out a new home to put on it, and wants to have rent forgiven until they sell other home.
    This is a market rate lot, so request to Barbara that it be turned over to Sandy which is agreed to.
  • Do we need background check and credit checks on this resident? Everyone agrees, yes, as part of treating everyone fairly and consistently. .
    Action item: Sandy will let resident know about this.
  • What about the issue of reserving 11A for the MHA resident? - Discussion goes to giving them First Right of Refusal on the lot. MHA will continue to market the lot.
    Board Motion, Moved by Deb. To direct Sandy of Hast to write up the first right of refusal and to offer it to the MHA residents who want this lot. Paul seconds, and unanimously approved.
  • Regarding certified letter
    from resident requesting guarantee of access to west side of home without arrest. Issue in letter has legal ramifications. This letter is to go to Mucchio. MHA can’t change the court stipulation, and we need to know the wording of what the court stipulated. Sandy reports that neighboring resident has a copy and will obtain from them.
  • TCH Report
    TCH provided to Board, Mapleton Job Cost Reconciliation Report 10/07 on an FYI basis. Brief discussion on the report.
    Action items out of discussion: Thistle to determine where original state grant is, also original City of Boulder grant, and notate them in the report.
    Discussion regarding a sale of lot #174 via Power of Attorney. Buyer hasn’t had any credit check, background check, or any other approvals and previous resident did not pay TCH their fee. TCH never got notice of intention to sell, and other steps were also missed.
    Action Item: TCH is going to send a letter to all residents about steps to sell a house.
    MHA suggestion to put this letter out on an annual basis.
  • Sandy reports of another resident in #15 who wasn’t following steps, and she is working on this.
  • There will be no Meeting in December 07.
  • Next meeting will be Jan 28 08
  • Meeting adjourned 10:40pm.
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