September 2007

Executive/Management Committee Meeting, September 24, 2007

• Meeting begins at 6:47pm.

  Location: Thistle Community Housing

  Present:
  MHA: Paul Keaton-President, Steve Gains-Vice President, Robert Power – Acting Secretary, Deb Feustel- Management Committee Chair, Management Committee Members: Gene Langlois, Alex Wilson, Kabir

  TCH: Ben Jensen – CLT Chair and TCH Board member, Barbara Navin – CLT Manager, Crystal Launder-Outreach Coordinator

  Hast: Sandy Denny-Property Manager

  MEETING MINUTES

  Agenda:
  Approval of Minutes
  Resident Manager's Report
  Property Manager’s Report
  Budget / Hast
  Infrastructure Report
  TCH Update
  Improvements
  Fencing Committee Report
  

  Approval of Minutes
  Kabir moves that August minutes be approved. There is no agreement for approval, further review is needed. Will approve next month.
  

  Property Manager’s Report

  Delinquency Report (Ben leaves)
  Board is notified of various considerations or actions being taken with residents with delinquent balances.

  Board member voiced concern over repayment agreements for delinquent balances being too low. It was noted that overall, overdue balances are not paying adequate amounts in order to bring their balances current faster. It was recognized that small payments are being applied but are not adequate to cover the cost of the late fee. Sandy to speak and renegotiate with residents with higher balances.

  Sandy was reminded since 12/04 Hast has had the authority to evict as part of their agreement.

  Sandy summarized what she heard and needs to do.
  Hast has authority to evict those who are late and don’t come current within a year.
  Options of resident are:
  sign a legal payment plan developed by attorney to pay in full within year, or
  Sign title over to MHA
  Sent to attorney for eviction

  Sandy reported to TCH that based on counsel, TCH should discontinue further discussions with a resident currently in court. All communications to go through attorney via Sandy.
  

  Board Motion regarding snow removal
  Deb moves that the current vendor, Hummer, be hired for snow removal for the upcoming winter season. Paul seconds. Voice vote: all are in favor.

  (Ben reenters the room)

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• Resident Manager’s Report - presented by Sandy Denny (comments, discussion and actions on items are indented)
  Two people reported no water on September 5. This was a construction problem and Jim Harrington was able to get a crew out to repair damaged pipe.

  Two days after the above water problem, we received a report of increased water pressure. Enzo checked the main water turnoff and found one of the pressure controls had been turned. This was also due to construction. We have asked the construction crews to notify us when water, gas or electric are turned off.
  Request to Sandy to look into and see about Enzo’s time being reimbursed from infrastructure project for this issue.

  A resident reported a gas smell in front of home on Sept 17, 07. Excel was called and they fixed the problem. Another resident reported having a gas smell for some time but the construction people said that was normal in old mobile homes. Enzo checked the line and there was a definite leak in pipe going to that home. Jim Harrington told me to call Excel. Craig from Wyatt called someone to repair the line into home and Excel repaired the yellow pipe, which according to him should have been removed.
  Question about what construction people made the comment about gas smells being normal in an old mobile home.

  We finally received all the back ordered parts for the mailboxes, and they have been installed in units 2 through 35A. The numbers are on units 2 through 10.
  Question raised, what happened to #1 mailbox installment?

  One resident requested to have his name be replaced on his light post.

  Also had a call from resident regarding the submitted Mapleton Improvement Request form. This was discussed at the meeting last month and resident is very anxious to move and replace the shed as requested. The deck issue can wait, but could resident get an answer on the shed?
  The shed moving improvement request was approved by the Management Committee members

  One resident was asked to hide his woodpile with trellis until it can be removed.

  The new resident in one unit has replaced the door in front of home with a window and the screen on the South with another window. Siding has been placed over existing walls which has improved the appearance of the home. It appears there have been no structural changes. A Mapleton Improvement Form was left with them.
  Comment to Hast that the improvements were internal and thus, an improvement request wasn’t needed

  In addition:
  Request to Sandy to give infrastructure report to Board after the weekly meetings. Relates to maintemance manger time being reimbursed for his infrastructure work. Sandy says it will be discussed at tomorrow’s meeting and she will report back to Board.

  Request goes to Sandy to submit to Board a summary of the Tuesday morning infrastructure meetings in a bullet point form. Sandy confirms the request.

  Request goes to Sandy for resident manager to submit her report with numbers rather than bullets. Also forward resident mgr report electronically to board and secretary.

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  Budget

  Current Financial Report - Motion requested by Sandy to accept current financial report. Hast & Co. which was denied due to the need for corrections.

  MLLC Security Deposit Account – It was brought to MHA's attention that security deposit interest is being paid out of the MHA operating Account. The security deposit account is in the name of MLLC and therefore any interest due needs to be taken from that account. TCH and Hast to confer and Hast is to get back to Board.

  Variance Report - Sandy confirmed that beginning October, 2007 Hast & Co. will submit monthly the variance report designed by Board member to assist the Board and Committee in monitoring expenses with an eye towards an easier budget process next year.

  Maintenance Manager Compensation - Compensation for the maintenance manager per the 2007-08 budget was discussed. Direction was given to Sandy at Hast to keep to the approved budget for 2007-08. Clarification on wage, insurance benefit, auto allowance and lot rent was given. Also, the MHA Board requested of Sandy that she provide the Board with documentation of work for the hours. This arose because it was noted that at one time the maintenance manager job was a part time job and now it has become full time.
  Sandy summarizes what she understands is the MHA Board budget allocation for maintemance manager compensation. On a monthly basis it equates to: Lot rent +$74 auto expense+ $270 insurance payment + 35 hrs/wk.

  Budget Process - There was lengthy discussion concerning the budget process: The MHA 2007-08 Board approved budget had yet to be submitted to the Thistle Board for its approval. There had been a breakdown in communication between the three organizations and a clear definition of reporting responsibilities. MHA members reiterated that Hast & Co., as agent of the MHA, takes direction from the MHA and that management issues be addressed with the MHA and not TCH.
  Ben says that he will present this budget to Thistle Board. His biggest concern as Thistle Board member and CLT committee member is that he can present to his board that all fiduciary agreements are being met. He came to the meeting for this purpose and is satisfied this is so.

  It was determined that in the future, TCH will supply MHA with the various committee deadlines and due dates, well in advance as the MHA is not privy to the TCH calendar. After reviewing various points needing clarification, Ben stated that he would present the 2007-08 budget at the next TCH Board Meeting.

  Ben reported that he is working on a management plan in which there are desires and requests by TCH, and he will be asking MHA to do same, and look at what is agreed upon.

  A review of the Property Management Agreement dated December 14, 2004 signed by all three parties was mentioned to define the various organizations' boundaries. MHA wants confirmation of the agreement and that any deviation or exception needs to be submitted in writing.

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  Infrastructure Report
  Thistle approved going ahead with Phases 6 and 7. Thistle is waiting to give the go ahead to begin based on an Xcel scheduling gap in project which should shorten the duration of those phases.
  

  CLT Report
  There is a tier swap being set up as long as all parties meet requirements.
  

  Trailer Wrap
  There may still be buyers on the waiting list interested in purchasing the this home. MHA wants to hire a broker but will attach a list of any potential buyers as an exhibit to the broker's contract. The original sign that had been removed for photo a op as well as a For Sale sign will be put up. TCH has begun marketing through its organization as well.
  

  Improvements Requests
  Deck in line with space allowance. Kabir moves to approve, Gene seconds and is approved by Management Committee
  Previous resident with deck amended – Kabir motions, Gene seconds, and approved by Management Committee
  

  Improvement Process Report
  A draft has been submitted for consideration and comments by committee members.
  

  Fencing Committee Report
  Due to time constraints, this was postponed until next meeting
  

  Next meeting scheduled for Monday, October 22nd.

  Meeting ends at 9:20pm