Executive Board / Management Committee Meeting
May 12, 2008
- Meeting begins at 7:05 pm.
- Location: Lewan
- Present:
MHA: Paul Keaton-President, Lilly Wallace–Vice President, Robert Power –Management Chair, Nick Tamm--Treasurer, Krista Morien—Secretary, and Erin Rice---Site Committee Chair
Thistle Community Housing: Barbara Navin,CLT Coordinator
Hast & Co: Sandy Denny, Property Manager; Stephanie---Potential Property Manager-in-Training
Agenda Items, Discussion and Motions
Sandy Denny’s Transition From Hast:
Sandy announced that she is leaving Hast & Co as of May 30.
Stephanie (who came to tonight’s meeting & who has been working with Sandy since May 1) may take her place, but Tom Hast has made no final decision.
After May 30, Sandy said she will be available for phone calls from us after 5 pm weekdays. She wants to have a smooth transition.
Setting the Agenda for Board Meetings:
According to the bylaws, this is done by the president and vice president, though in practice things have not been done this way in the recent past. There was some discussion about whether Paul and Lilly want to take this role.
The basic agenda stays the same from meeting to meeting. We decided that from now on, if board members have additional agenda items, they will email them to Paul and Lilly. The president or VP will then email the agenda to the new property manager at Hast with a cc: to other board members.
The property manager at Hast will email the final agenda and monthly financials to board members in advance of the meeting and will bring printed copies of the agenda to the meetings.
Minutes: The secretary will email the minutes to the board and to the property manager at Hast for edits.
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Letter from Resident Re: Vandalism in Laundry Room: Sandy read a letter dated May 2 from a resident who said someone opened cans of food and made a mess in the laundry room; resident cleaned it up but wanted to alert Enzo that the floor might still be slippery.
Letters from Residents Re: the Clean-Up: Sandy received three letters from residents, all of whom were granted an extension to June 15.
Reading & Approval of the Minutes
Minutes from February and March meetings: These still hadn’t been approved. Board Motion: Robert moved to approve the minutes from the Executive Board/Management Committee meetings of Feb 25, 08 and Mar 24, 08, and also the Special Board meetings of Mar 4 and Mar 8, 08. Paul seconded.- top
There was discussion around the legalities of mentioning residents’ names and lot numbers in the minutes. It was decided that the minutes can include personal information for improvement requests, but not for financial issues such as rent delinquencies (Minutes can say generally “Five units are delinquent. Two are on a payment plan.”).
As we talked about previously in the April meeting, the board will go into an “executive session” before discussion about specific residents during board meetings. The written Executive Session Report is confidential, in order to protect residents’ personal information. Executive Sessions are not part of the official Board meeting. The contents are private and do not enter the minutes.- top
There are a number of old tapes from board meetings that haven’t been transcribed. We need to get this done in order to be in compliance with our bylaws. Once the minutes are transcribed, the tapes will be destroyed.
In a previous meeting, the cost was estimated at $15-35/hour for transcription; the MHA turned this down at that time.
Action Item: Sandy will get a quote for transcribing approximately 45 hours worth of tapes. (Paul Keaton and Deb Feustel have the tapes).- top
(Note: Robert emailed a copy of this to each board member and distributed hard copies at the meeting)
Improvement Requests Approved: The management committee approved requests for a lattice wall (lot 23), a temporary fence (lot 55), a deck (lot 25), and a cat fence (lot 185).
Improvement Request Procedure: From now on, residents can give improvement requests to Julie Morris, who will pass them on to Robert Power (Management Chair) for a speedy approval, denial, or request for more information (within two weeks); they will not need to go to Hast for approval. Julie will then communicate with the resident and turn over the improvement request form to Hast for the master file.
Fencing Policy: Draft of the Fencing Policy was presented to the Board for discussion and approval. Discussion included:
Point #7 in the Policy (4 ft emergency access along neighbor’s home): It was clarified that residents can take their fence up to 4 inches from their neighbor’s home, that they must not block neighbor’s access to the emergency access corridor, and that they must provide a front auxiliary gate (and rear gate, if needed) for their neighbor to access and exit from the corridor in case of emergency or maintenance. Also, that the emergency access corridor is considered part of the yard of the resident whose front door faces it Discussion also looked at various sitatuions and concluded:
If a resident needs to build a ramp in the emergency access corridor (such as for wheelchair access or exit), this will be allowed, as long as the resident installs a ramp at their front door (primary entrance) at the same time.
Otherwise, the emergency access corridor is for emergencies and maintenance access only. The yard’s “owner” has the right to that space including plantings, as long as those plantings don’t interfere with emergency access, and with the understanding that the neighbor may need to trample on them if access is needed. The “owner” also maintains that space.
Discussion including considering to redefine the “emergency access corridor” to the “Maintenance/Emergency access corridor.” Nothing finalized at this point.
Action item: Robert to recommend and the Board to clarify, at a future meeting, an ambiguous section of the rules and regs around fencing.
Board Motion: Robert moved to approve the fencing policy “as is” (with the addition to point #7 about creating an auxiliary gate within the 4 ft emergency access area), to publish it in “The Mobilizer” for community comment, and then to send it out again to the board for final amended approval. Paul seconded. Board unanimously approved.- top
A resident asked Sandy to walk his property to see if his clean-up efforts meet the specifications of his letter. The board agreed that she would do this.
There was discussion about the roll-off that was brought in for the clean-up and whether to bring in another one. Note: To date, there has only been discussion around this issue; no board motions regarding how long to keep the roll-offs. It was decided that we cannot place roll-offs near the wash house (and therefore near residents’ homes); Sandy has gotten complaints about the dumpsters being there. Sandy says residents still have a lot of clean-up to finish so they need a place to deposit their unwanted stuff.- top
Lilly offered her services to the park “at cost” (covering gas and disposal) for curb-side pick-up of resident’s unwanted items on two set days. Residents would have to get their stuff to the curb or be home during the pick-up hours if they need help moving things.
Advantages to trying this: 1) easier for residents (they don’t have to haul stuff to a dumpster), 2) Probably more effective and cheaper than using the roll-offs: Lilly normally charges $538 for 15 cu yds of junk (one truckload); the most the park would pay is $120 per truckload. For comparison, Western charges $83 for the removal of a single refrigerator. Lilly already helped one resident (at no cost) with the removal of 30 cu yds (equivalent to one roll-off) of his stuff alone. Her truck can make up to 6 trips per day (for a total of up to 12 trips for the two days).
Board Motion: The Park will try a pilot program, using Lilly’s 1-800-Got-JUNK truck to remove residents’ unwanted items on May 31 and June 7, 2008. We will allow Got Junk to haul off as much trash as possible on these two days. Lilly may cancel based on rain. The park will pay $61.50 per ton plus $20 roundtrip to Western (or to Longmont for free disposal of certain items for which Boulder charges). In exchange for the big price break, Lilly’s company will get free press, via a press release to the Daily Camera on their involvement in the park clean-up. Nick made the motion and Paul seconded. Board unanimously approves.
Robert requested that Sandy provide a report on where the park is at in terms of the clean-up.
Action Items: Lilly will design a flyer to let residents know about the free curbside pickup on May 31 and June 7, Nick will print them, and Julie will flyer the park. The information will also be included in the Mapleton Mobilizer.- top
((Note: Barbara Navin leaves the meeting at this point))
Maria would like thesite committee to look further at possible signage for the park entrances. Erin will take this on. Maria says that signage is not an urgent issue.
Nick reported that there is $600/year available for marketing purposes, plus $600 for signage. Nothing has been spent in 2008 so far, so there is $1200 available.- top
It has been taking Enzo a lot of extra time to do the watering by hand (he receives time and a half for hours over 40 per week). Julie has requested 25 extra hours this week for Enzo to purchase and install a sprinkler system at the Folsom entrance.
Discussion about getting sprinklers in place in community areas to save time and money: Who should do the work (Enzo or a company)? The initial consensus was that it’s preferable to have a warranty from a professional/company.
Some areas have piping laid already.
Sandy noted that sprinkler companies are very busy and probably couldn’t install for us until late June or even July.
Installation would be a capital expense in the budget.
Erin mentioned that the park could get a rebate (up to 50% off) through the city if we get a rain sensor as a water-saving action. The site committee could work with the city on this.
Action Items:
Sandy (or her replacement) will get a bid from a sprinkler company on installation in all community areas. She will communicate to Enzo that he is in charge of watering until sprinklers are installed and that he may buy extra hoses and sprinklers so he doesn’t have to truck them around. Enzo should check first with Lilly, Paul, Robert, and Erin about getting free hoses and sprinklers from them.
Lilly will talk to some people who install sprinklers from Craig’s List to see what they charge.- top
A member of the management committee voiced her opinion that community areas should be for community aesthetic enjoyment. She does not want to see these areas gardened and would prefer that grass be planted.
It was clarified that two residents did, in fact, receive approval to garden in community areas (the land west of lot 77 and the “island” in front of 34-A, and the area to the west of that house).
Action Item: The site committee will look at what to do with community areas for the long-term.- top
Robert bought approximately $400 worth of xeriscape plants at half-price ($200) through a Boulder county program. He asked if these could be planted in community areas of the park.
Board Motion: Robert moved that the board approve the park purchase of the xeriscape plants. The total amount spent is not to exceed $300 ($200 of which is for the plants, with up to an extra $100 for topsoil, mulch, or anything else needed to plant them). Paul seconded. Board unanimously approved.
Erin (Site Committee Chair) will lead the xeriscape project.
Action Item: Erin would investigate this area to see if it is the best place for xeriscape plants, and also look into other areas that might be better.
Erin mentioned that we can get city rebates for using drip irrigation systems.- top
Board Motion: Robert moved to give one resident an additional month (until June 15) to get his yard cleaned up. Robert will help resident with this. Krista seconded the motion. Board unanimously approved.- top
Jane Seaton (#71) has applied for both the site and management committees. She has lived in the park since January and is in good standing.
Board Motion: Robert moved to accept Jane Seaton onto the site and management committees. Erin seconded. Board unanimously approved.
Kabir has expressed interest in joining the site committee (and leaving the management committee) within 3 months or so. Board decided to vote on this after he submits his application.- top
Collections:
Rent delinquencies are down and collections are up.
Currently the delinquencies are down to $2800 at 60 days past due and $4500 at 30 days past due (this includes more than $1000 in late fees).
Sandy noted that she gave the ledgers to the accounting department to have late fees waived (for specific residents the board approved at the last meeting). She hasn’t received notification from accounting that this has been done. When she does, she will send notices to residents that their late fees have been waived.
Sandy mentioned that three residents are on track with their payment plans.
Financial Reports:
Sandy asked the board to make a motion to accept the financials. The Board denied this as the financials hadn’t been reviewed by everyone yet.- Court Deposition:
Today (May 12, 08) Sandy received a fax (dated May 3, 08) from Thistle requiring Roger, Jim Harrington, or Joe Rosenbloom to do a deposition for a lawsuit with a resident. This is the first she’s heard of it. The time to do the deposition was May 3, 08. Thistle had received the letter on April 26, 08. We have a court stipulation from the resident pertaining to this delinquency and the resident is paying per the stipulation.
Sandy has a call in to Harrington and Rosenbloom to find out why Thistle is sending Hast this fax so late, whether anyone from Thistle went to the deposition, and where things stand.
- ((Break In Agenda--
Discussion About Bylaws In Response To Unclarity Around Deposition and Barbara’s Absence:
A board member expressed concern that we are officially out of compliance with the bylaws because Thistle Representative Barbara Navin left tonight’s meeting early. Board member would like someone with substantial authority and the ability to respond to issues on the spot to attend our monthly board meetings (currently Thistle sends whomever they want). Discussion around how effective it is to have a Thistle representative at the meeting and who could be most effective in providing answers to MHA questions. It may be possible to get the answers we need through Hast.
Board Motion: Nick moves to amend the bylaws at the next MHA quarterly meeting to say that Thistle does not have to be at the monthly MHA executive board meetings. In addition, the MHA will invite someone from Thistle who can be most helpful to the board meetings. Paul seconds. Board unanimously approves.
Robert invited Mary Roosevelt to come to tonight’s meeting (to speak about the community leadership program); she was unable to come tonight but would like to at some point. Jim Harrington may also attend meetings in the future.)) - top
There are two outstanding issues: 1) the final walk-through by Wyatt (Sandy is following up on that) and 2) the mistakes in the city’s water bill.
Water Bill Mistakes:
Sandy is working with the city to see if they will forgive part of the bill, since it was their mistake. Previously, the city had found 2 un-read meters at a cost to the park of $20,000. Sandy argued that it is unreasonable to charge this money to a low-income park when the error was the city’s (they failed to turn on the transponder). City officials were going to meet to discuss this issue. Until then, they suggested a payment plan; Sandy told them we need more than that (i.e, part of the bill forgiven); it will be impossible for the park to pay back $40,000 in the next 60 days.
As of the end of May, the park has a surplus of
$25, 537 and hasn’t spent $15,000 in funds available for capital improvement; however, the park needs to save the $15,000 for capital improvement expenses, not for paying the water bill.
There is some confusion around whether the water bill is correct. Action Item: Sandy will pull the water budget that we had and compare to usage going back 5 years; we shouldn’t be seeing a great increase in usage now.
More recently, the city said that there are additional meters that weren’t read at an additional cost of $20,000 to the park.- A resident requested a special automatic door opener for the laundry room. Sandy communicated with her about this and resident is fine with a doorstop being put in; this has been installed. An automatic door with a handicap button would have cost between $1169-$1990.
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Thistle Update: Management Report (read by Sandy Denny)
Barbara apologized for having to leave early tonight
No new resales to report since the April 3, 08 resale of lot 61.
Barbara is talking with Rocky Mt. Home Assoc. and will be talking with Steve Burnett at the State Dept. of Housing re: helping MHA access new mobile homes that fit the average Mapleton Mobile Home Park lot size. She is also finding out if it is possible to locate grant money to subsidize the cost of these homes or others, like the Mississippi Cottages (that Barbara spoke about at the last meeting) at a reasonable cost. She will report back on any information she receives.- 8. New Business
Bids: There are no outstanding bids.
2008/2009 Budget: Hast is working on this - 9. Old Business
Management Agreement:
Joe Rosenbloom has drafted a (purposely) skeletal management agreement. Mary Roosevelt has been away for a week-long training and wants to review the draft. The MHA would like to get this solidified.
Action Item: Robert will follow up on this and request that Thistle provide the skeletal draft to the board. - Financial Accountability
MHA gave Thistle $150,000 for infrastructure work. We now have the means to require financial accountability from Thistle.
Action Item: Robert to give Paul and Nick copies of the escrow accounts and bank statements.
We have requested balance sheets from Thistle on all accounts to see where things stand.
The money in escrow needs to be properly accounted for. - Trailer Wrap
Next step is to get the assessor out. Robert will follow up on this. This leads to getting a surety bond (since we can’t find a VIN number on the home). Then we go back to the County Clerk to get the title.
Steve Money is currently out of town. We need to get an agreement solidified with him so he can sell the trailer wrap.
Peter Schneider (from CU) has information we can use for marketing the wrap. Robert will follow up with him again on this. - Vacant Lots
Steve Money will be making a proposal to the board about marketing the vacant lots. He can be available for the next board meeting. We will start with marketing one lot (#145). The MHA would have to provide updated infrastructure for this lot at a cost of $3000; MHA will get the income from renting the lot.
There are 6 vacant lots, but 3 of them are potentially taken care of; 3 potential owners have 1st Rights of Refusal on them . Vacant lot 48—Thistle has approved a person who wants to bring a home in.
Board Motion: Robert moved that the MHA spend $3000 (and no more than $4000) to update the infrastructure for lot 145 so that a home can be brought in. If the amount exceeds $4000, a new board motion will be required. Paul seconded the motion. Board unanimously approved. - 10. Setting Date and Time for Next Regular Board Meeting: June 23, 2008; 6:30 pm at Lewan.
11. Adjournment: Meeting adjourned at 10:15 pm.