Executive Board / Management Committee Meeting
Monday, February 25, 2008
Location: Thistle Community Housing
Present:
MHA: Paul Keaton-President, Robert Power –Secretary, Gene Langlois, Alex Wilson, Kabir - Management Committee Members, Nick Tamm, Maria Downing – observers with interest- Thistle: Barbara Navin – CLT Manager
- Hast: Sandy Denny-Property Manager
MEETING MINUTES
- Agenda:
Homeowner Communications
Approval of Minutes
Regarding Attendance at Board Meetings of Interested Parties
Resident Manager’s Report
Property Manager’s Report
Delinquencies
Budget Issues
This month’s Financial Reports
TCH Report
Management Plan
Other Business
Trailer Wrap Update
Infrastructure
Vacant Lots
Improvement Requests
Site Committee
Homeowner Communications – (Agenda heading suggested by Sandy)
Colette Roy expresses interest in arranging a “welcome wagon”, a way of communicating with and welcoming new residents to the community.- Action Item: A Letter to Jim Harrington of Thistle regarding the plumber’s bill from Red Star to fix the “sewage disaster” in the TrailerWrap. Sandy will handle this.
- Maria Downing – expressed interest in being on Management Committee and issues related to condition of park as she perceives it
- A resident currently isn’t residing in park, and is located in another Thistle housing project. Issues related to this are discussed. Account is current. Sandy is working on this.
- Another resident issue in which the “resident” living in home isn’t actually on the lease. Account is current. Sandy is working on this.
A quorum isn’t present. Minutes will be approved at the next meeting (which ends up being Mar 4, 08 – a special Board meeting).- It is suggested for consideration that the management committee become part of the Board.
- Regarding attendance at meetings of interested parties
There isn’t a clear procedure for interested new board members to come to meetings and check them out so that they can further gauge their interest. It is suggested that interested parties notify a board member before coming to a meeting and that they will be welcomed after signing a confidentiality agreement.
Also, certain agenda topics such as delinquencies and resident issues will need to be discussed in such a way so as to protect resident identities.
It is noted that the Board needs to approve Management Committee members. - The Board members and Management committee members present all agree to the attendance of Nick Tamm and Maria Downing in this meeting because of their interest in Board and Management Cte positions.
- It is noted that a 30 day notice of the quarterly meeting or special meeting for election of Board members must be given, and a 7 day notice also be given for elections. The Mobilizer will be for the 30 day notice.
Action Item: Robert to ensure that Colette Roy can publish and distribute a Mobilizer issue before Mar 27, which is 30 days before the next quarterly meeting in which there will be elections.
Resident Manager Report (There is no discussion on the report below)
Resident called regarding electrical problem in the home. The main plug outside the receptacle was burned. Chris Doyle of Thistle offered to repair the problem and resident would be responsible if the problem was part of the resident’s system. Both plug and receptacle had to be replaced at a cost of approximately $200.
A resident reported a white BMW driving erratically in the north parking area on Feb 4. Resident reported the incident to the police the next day.
We received a report that a resident is parking vehicles in the park, even though this perons moved from the park in mid-Nov, 07. Also, there is someone in the home most nights.
One sewer cleanout has been completed at a cost of $521 as the entire line had to be cleared. This was between #153 and #141.
Mailboxes from units 36-40 have been installed.
Wyatt Construction cut a major phone line on Feb 20. Qwest was called and the problem was repaired.
- Delinquencies
A resident who is bringing balance down – Sandy can’t do a written agreement with the resident because it is practicing law without a license - Resident with appeal – has to respond to brief by Feb 28 – 5:00pm.
- Resident who brought balance way down, and appreciates that the board has worked with resident.
- One resident is basically up to date on rent payments, however a messy yard condition exists. This leads to discussion on yard conditions in general. It is noted that there are several yards (3-4) that are in very messy condition.
- Sandy is given the directive to go ahead with action with the residents with messy yards. She clarifies that this will include:
written notification on violation of rules
a specific time given to clean the yard
fines after that period of time has passed if the yard isn’t in satisfactory condition
if not satisfactory, a period will be given in which Hast/MHA can take care of the problem and bill back to the owner
Sandy will encourage meetings with the resident on this issue
Board is notified that all closings now take place at Hast to simplify the process for all parties now involved.
Action Item: Barbara will write an article for the Mobilizer to explain how the selling process works.- Discussion about signage: “MMHP managed by Hast & Co. with phone no.” Also, have a sign at laundry. This is to let prospective residents know about how to get into the park, and that all sales/purchases have to go through Hast.
- Action Item: Sandy will put For Rent signs for Vacant Lots
Sandy reports the figures on handout she gave.- Quarterly, Hast collects half of late fees which explains the minus figure for this month on 4319-Late Fees account category.
- Thistle informs Hast that they need only 1 copy of Monthly Financials from here on out.
Discussion related to Maintenance Tech
Clarification on whether Maintenance Tech is using his truck or not, and what is being paid for. Sandy informs that he is willing to use the truck and has been doing so. Board requests that information like this be given in timely manner. It is also raised whether it is feasible for MHA to buy a used truck for use by the maintenance tech. Nothing happens related to this point.- Action Item: Sandy to get clarification on Truck Expense.
- On Maintenance payroll expense – it is a little over budget because of a temp employee and vacation expense. It should be lower next month.
- Action Item: Board requests of Sandy for clarification on maintenance position, wanting clearer definition of the job / including knowing where it leaves maintenance and enters into homeowner issue, and having this communicated to the maintenance tech.
- Action Item: Sandy will check into insurance amounts in financials; she thinks the Hazard category might be D&O. Also, she will delete interest on 7401 account category.
- No major maintenance issues in the past month – a small power outage at post and home (split between MHA and infrastructure), and a sewer fix.
There was a resale at unit #71.- Insurance and Tax escrow acct (Land taxes and land liability statements) statements are available (the bond doc SD) Oct 07 – Jan 08. Who needs to have these?
It is noted that we need to have 2 separate accounts that were created at closing, and were never funded. One is for the Tax escrow account, the other for the Insurance Escrow account. - Action Item: Bond documents require Thistle to have 2 separate accounts. (Ideally, Hast wires into these accounts – they get invoices from Thistle and pay on those invoices).
- Joe Rosenblum has the information on the accounts.
- Propery tax account is a bit over what budget shows. Total is 23750 and budget is 21780.
Request to Thistle: MHA also need to know what interest has been earned on the amount in escrow. Also, check to see that money can be put into better interest accounts. - It is noted that the Thistle Executive Director, Mary Roosevelt, has other account statements that the MHA President requested and these will be delivered to him.
Barbara is giving us a copy of Mapleton Community Outline of Legal Obligations
Barbara asks about a process for working on and completing the Management Plan.
Last iteration is Oct 2004 of a management plan (it is noted that the bond documents required other things and the plan fell apart)
Request to each party of the Management Plan: – each party (Sandy and Barbara, MHA) – write out ideas of what needs to be in it, what will it look like when it is finished.
It is acknowledged: Naming of checking account was an issue at one point – now complete
Also acknowledged: Funding of infrastructure was also an issue. – now complete
decisions on insurance and on implementation of sales agent to be discussed at next special Board meeting- Action Item: Robert to publish results of the poll for the community area in the next Mobilizer. Also, ask for more input.
It is noted that no major issues currently exist, and that target for completion is by end of Mar, or very beginning of April, weather permitting and sub-contractors scheduling permits.
11A – interested residents are not going ahead with 1st rite of refusal and intention to place a home on the lot. The lot is now open. Sandy needs dimensions for that lot.- It is noted that MHA doesn’t need a broker for these lots – if signs are placed saying that they are for rent, then respondents go to Hast to begin the process of putting a home on the lots.
- Action Item: Barbara will put into Thistle marketing that vacant lots are available.
- Action Item: Robert will inform Sandy of what vacant lots are not available to rent from the infrastructure people.
Sandy notes that proper paperwork was filled out, residents are aware of all regulations – MHA is protected regarding its rules and also legal obligations related to this issue.
for a greenhouse on the lot yard – approved with stipulation that it is used for growing purposes, and not other storage purposes now and in future.- It was noted that at least one resident with an approved improvement request in Sept 07 hadn’t been notified.
Action Item: Sandy will notify residents with past Improvement Request approvals - Alex Wilson informs us that he will end his participation on the Management Committee. He is acknowledged and appreciated for being on the Management Committee from the beginning approximately 10 years ago.
The possibility of having a Site Committee Chair with a committee was raised and it was noted that the MHA Bylaws provide for such a Chair and committee. This will be discussed at the Special Board meeting.
Action Item: Gene to confirm w/ church on next quarterly meeting – Apr 27 5:30-7:00.
Special Board Meeting is set for Mar 3, 08 (changed to March 4, 08)
Next regular meeting – Mar 24, 6:30. Place to be determined.
Adjourn – at 9:32