Executive/Management Committee Meeting, January 28, 2008

  • Executive Board / Management Committee Meeting
    Monday, January 28, 2008
  • Meeting begins at 6:40 pm.
  • Location: Thistle Community Housing
  • Present:
    MHA: Paul Keaton-President, Steve Gaines–Vice President, Robert Power –Secretary, Deb Feustal-Management Committee Chair, Gene Langlois, Alex Wilson - Management Committee Members
  • Thistle: Barbara Navin – CLT Manager
  • Hast: Sandy Denny-Property Manager, Julie Morris-Resident Manager (for her report)
  • MEETING MINUTES
  • Agenda:
    Approval of Minutes
    Resident Manager’s Report
    Improvement Requests
    Property Manager’s Report
    Delinquencies
    Budget Issues
    This month’s Financial Reports
    Security Deposit Account
    New leases
    Trailer Wrap Update
    Regarding Lot 11A
    Issue related to Eviction – receipt of Certified Letter
    TCH Report
  • Approval of Minutes
  • Discussion takes place about clarifying what is written in the November 07 minutes, as well as about updating the minutes, editing them and getting them approved. It is acknowledged that the Sept – Nov 07 minutes still need approval.
  • Action Item: Robert will send out edited copies of September, October and November minutes for final edits and approval within the week. These will be approved by email, or voice with final ratification at the next meeting. January 08 minutes will also be sent out for editing within a week, and the intention is that they are approved at the next meeting.
  • Board Motion: Paul moves and Steve seconds to ratify vote taken out of the regular meeting to move $45,000 into a 30 day CD at Colorado Business Bank. Unanimous Vote of approval.
  • Resident Manager’s Report – (comments, discussion and actions on items are indented)
  • We have several reports of a person living in the park speeding through the park and swerving around the speed bump. Sandy will contact the resident.
    It is determined that this individual is in the park in violation of rules and regulations, being a “renter” rather than an owner.
    Request: to Sandy to deal with this issue as it has been dealt with in the past, since it is a violation of the rules and regulations.
  • One resident called to report ice on road in cul-de-sac. We checked the area and it was similar to other areas in the park.
    Request: It is noted that the area in front of the house is now cleared, and request to Hast to clear this area of snow in the future, along with the sidewalks, so that caregivers can more easily approach the house.
  • There was a complaint regarding problems walking in the construction area due to mud. Straw has been put in that area now.
  • The shed has been moved once again so we can open its door.
  • The mailboxes are here to finish the south side of the park, and we are in the process of installing them at units #36 - #49.
  • A resident called complaining of problems with drainage from the sink and tub. Enzo checked cleanout and it was clear. Resident will work on the problem and let us know if we should call Garvins.
  • Sandy received a call from a unit regarding ice. The sidewalk is clear, but the street is solid ice. Ice melt and sand were placed in the area and then an area of ice was chipped out so resident could get to a vehicle parked in front of the house. Also, we are working in area at north parking area by dumpsters. Sandy brought buckets with sand to place in the parking area, and at #34A.
  • We received a call regarding an outside light. The top of the lamp kept blowing off. I think we have it repaired.
  • A resident complained about clutter in neighbor’s yard. Resident has put up with this problem a very long time.
  • Craig, from Wyatt Construction reported a broken pipe behind a home. Mobile Maintenance was called and they repaired the pipe.
  • A resident called with sewer problem. Garvin’s was called and the problem was in the home so the resident paid the bill.
  • Another broken pipe was reported at a home. Keith turned off the water and the residents were notified and they had the problem repaired.
  • A resident called expressing concerns for another resident. A friend of that resident was called who will check in on that person.
    Action Item: Sandy will also check in and make sure that everything is ok.
    Request: Instruction given to the resident manager to call police to do a wellness check if this occurs in the future. It is better to be safe.
  • Additional Items
    Action Item: – Sandy will put a notice in the Mobilizer regarding frozen pipes
  • Request: from Alex, to add 2 more recycle bins for his street. This will be done.
  • Discussion about companion animals in the park and whether they have arrived by a clear procedure approved by the park which includes a form along with a letter from a doctor. Also the desire to ensure that Park policy follows federal guidelines. Sandy will check against documents she received in a seminar to ensure that park policy and documents are in compliance.
  • Board Motion: That Sandy of Hast & Co. speak to an attorney concerning existing Hast and Co. form(s) as it relates to companion animals and ensure it is in compliance with federal guidelines. If not, ensure that what is needed is included. Deb moves, Paul seconds. Vote, 3 in favor, 1 abstention.
  • A lady with a companion dog will be asked to remove the dog until the proper procedures have been followed, if those procedures weren’t completed.
  • Discussion turns to MHA guidelines on how to spend money and authorize the expenditure of money outside the budget. Sandy reports that other HOA boards appoint the President to be the one who gives instructions to the Management Company on how to spend money beyond the budget. She wants to clarify how this happens with MHA. This will be more clearly determined as the management plan is worked out.
  • Improvement Request: Approval given to resident to install paving stones for a walkway from curb to house, after the existing and broken concrete walkway is removed. Sandy will inform the Infrastructure Project people that it is ok to take out current broken sidewalk.
  • Property Manager Report
  • December 07 Financials:
    It is noted that corrections are needed for Dec 07 financials (Action Item: to make corrections as needed)
    Bonuses: $812 paid, but $750 in bonuses budgeted, FICA was extra. This will be looked into and corrected against proper budget and bookkeeping procedures
  • Group insurance plan, the actual outgoing was more than budgeted. It is noted that Thistle agreed to pay the difference of the actual vs budget for the remainder of the fiscal year. Sandy will send out the email she wrote about this. Sandy also says that Thistle requested an invoice for this, and once taken care of, the financials will be adjusted.
  • Hazard insurance – Sandy coded incorrectly and so the annual amount was paid. Board request to have amount refunded so that we go back to the monthly premium paid.
  • Request: Board communicates an expectation/request to Sandy that she – the point person from the Management Company, Hast & Co. that deals with MHA primarily – will get answers to MHA financial questions and issues with budget and financials, and respond to us in timely fashion.
  • Sandy shared with Board, what Collection Loss and Vacancy Loss mean, so that the Board is able to better understand the income section of the financials.
  • Delinquencies
    Resident with security deposit issue which has been adjusted will be reflected in financials next month, and new lease will be signed.
  • Go over other residents and how they are getting caught up. No decisions or directions to Sandy needed regarding them.
  • One resident has signed a court stipulation in lieu of eviction who is making payments.
  • One resident who doesn’t understand the delinquency which has occurred and will receive communication about consequences if balance isn’t brought up to date.
  • Action Item: Sandy will check into the Delinquent Payment Report on how the numbers are reported, and let the Board know what is going on with the report.
  • Resident Dispute Status
    Discussion regarding eviction that went to court and is now on appeal. No actions needed at this time.
  • Things to Accomplish in 2008
    The following list a preliminary list that will be updated next meeting. It wasn’t discussed. Rather the following points were acknowledged by different meeting participants.
  • Management Plan completed
    Financials – procedures in place so that they are updated. Also, setting up reports to MMHP community, whether quarterly or monthly
    Area behind washhouse is improved after community input
    Improvement in communication between Thistle, MHA and Hast. Clarification on what is needed to improve communication, and the past breakdowns are completed and put to rest
    Resident issues are handled first before other issues at Monthly meetings.
    Meetings are shortened
  • Action Item: Robert will put in Mobilizer an article seeking suggestions for the land just north of the washhouse. Suggestion can be turned into washhouse box. It is suggested that the articles gives a few choices such as play area, community garden, grassy area, covered meeting space, and other with a blank line for filling in ideas. The article will also let people know that this will be discussed at the next quarterly meeting – the date will be either Feb 17 or 24 from 5:30 – 7:00pm.
  • Action Item: Gene will check on availability of Unity Church meeting room for that meeting and confirm which date.
  • Tax Bills
    Action Item: Thistle (Barbara) will look at Escrow account, the latest balance on the bank statement, and what is the difference between each and what is due on Apr 30, 08 and inform MHA. Also, she will give tax bill to Sandy as soon as it is available. The Tax Bill has been posted on the web, and will likely be mailed out soon. The desire of the MHA is that balance is at zero on Apr 30 after payment is made. The payments to Thistle up through April 08 will be adjusted if need be.
  • Security Deposit Account – Barbara
    Action Item: MHA requests that 15% of the whole amount be transferred to the MHA Security Deposit Trust Account. The desire is that this be done by Wednesday.
  • Action Item: Sandy will get the copies of the Trust documents that were presented to the bank for the Operating Account and Security Deposit Trust Account to MHA
  • Action Item: The status of the Security Deposit account currently in Thistle’s name will be updated. The desire is that MHA’s name be in the account and that Hast is also a signatory for this account. Barbara will check with her CEO by the end of the week on this to look at more action steps.
  • Trailer Wrap
    Action Item: Robert will set up date for sales meeting with CU, Thistle, and MHA. MHA will include our broker.
  • We will clarify that MHA has authority to accept the offer of a buyer.
  • Further discussion on selling it, the market situation, unknowns, with no
  • Vacant Lot 11A
    Thistle is currently trying to contact MHA residents who have interest in the lot. Also, waiting for completion of the First Right of Refusal document following a review of it by their attorney.
  • Elections
    Clarification will be procured by reviewing bylaws on when the upcoming Board Elections need to happen: whether it is by the end of April or just the Spring Quarterly Meeting (which could be in May).
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  • Final Business
    Request: Barbara requests to end meetings earlier, or hold them at a different location.
  • Next meeting will be on the fourth Monday in February, the 25th.
  • Meeting Adjourns at approximately 10:25pm.
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