Wildflower II Association of Unit Owners
Board of Directors Meeting
Revised January 7, 2000 Minutes as approved by the
Board on February 26, 2000.
January 24, 2000
Subject: Minutes
of the Board of Directors Meeting held on January 7, 2000.
1.
Subject meeting
was held at 47 Kinglet Lane following Enclosure (1) agenda. The meeting was attended by Raymond Cook,
Chairperson; Ronald Wise, Treasurer; Edmond Vignoul, Secretary and Melvin Nunn,
Elite Management Services.
2.
At the 1999
annual meeting, a motion was approved to have an audit of the association
finances. At a meeting on November 22, 1999, Mr. Wes
Price an owner of the firm Harrigan Patrick Price & CO. LLP, and Certified Public Accountant was approved
and contracted to perform this audit task.
The November 22,1999, meeting was
attended by Mr. Price, Mr. Raymond Cook, Chairperson; Deanna Knox and
Melvin Nunn of Elite Management Services.
Mr. Price attended this January 7, 2000, meeting to brief the board on
his progress and some content of his planned audit report. He stated that his report would address two
issues:
1.
The first would
be an analysis of the financial expenditures.
This would include property maintenance and history of expenditures over
the past several years along with the priorities of the association.
2.
The second
issue would cover reserves. This would
include an amount or percentage to cover deferred maintenance and define an
adequate cash reserve for the future.
Mr. Price stated that the report format will be a cover letter and the
two issues will be addressed in enclosures or attachments to the cover
letter. The cover letter will be
written as a letter from the board of directors to the owners. It is estimated by Mr. Price that the
cost of this report will be between $600.00 and $900.00. The report should be completed during
February 2000.
The board felt that it was premature for Mr. Price to address the
Capital Reserves Program at this time.
Mr. Price stated that he would shift his emphasis in accordance with the
desire of the board.
The board feels that the Capital Reserves Program financial status
should be included with the monthly financial statements. Elite Management Services will include this
in future monthly financial statements.
3.
The board discussed
communications with each other, the manager and with the owners. It was emphasized that it is the board’s
responsibility to represent the owners and act according to the wishes of the
owners. The board discussed the web
site. The board feels that it should
approve board communications prior to publication on the web site. Board information to the web site shall be
by board approval. The Manager will
communicate with all board members, but reports to the Chairperson. The board wants thorough and free-flowing
communications. It was mentioned that
the Capital Reserves Program may be too aggressive and should be discussed with
the owners prior to adoption. The
board wants recommendations from a qualified inspector prior to adoption. Melvin Nunn will arrange and coordinate with
a qualified inspector as soon as weather permits. It was emphasized that the owners need to be aware of any large
planned expenditure.
4.
The board
discussed and passed a motion that there was an unauthorized encroachment on to
common property by the addition of an air-conditioning unit and structure by
Unit 34. Raymond Cook, Chairperson,
will send a letter to the owners informing them that it was unauthorized. The letter will not required them to remove
it and that this situation does not set a precedent for future expansion on
common property.
5.
The board
discussed the frozen and eventually ruptured internal water line damage insurance claim of Unit 34 and approved a
motion that the by-laws allows a claim of this nature to be filed against the
association insurance company. Mel
Nunn will notify the association insurance company and Raymond Cook will notify
the Unit 34 owners.
6.
Raymond Cook
informed the board that the association by-laws are being reviewed and draft
revisions will be sent to each board member for review and comment prior to any
action for approval by the owners. Once
the amended by-laws are approved by the board, they will require at least 75%
of the owners to approve. Raymond
Cook will send copies to each board member.
7.
Raymond Cook
discussed the Capital Reserves Program and stated that the briefing presented
at the 1999 annual meeting was a wake-up call.
We now need to recognize, identify and define this 30-year program. Each board member and manager is to be
prepared to discuss and recommend action on this at the next meeting. The board agreed that the funds for
sealing the walkways will be used for the step repair project and to use capital
reserves for the step project. The
board agreed that money may be moved from capital reserves to operations and
maintenance if there are insufficient funds in operations and maintenance.
8.
The next
meeting is tentatively scheduled for either 26 or 27 February 2000 at the same
location and time. Items 8 and 9 were not discussed and will be
included in the February agenda.
Respectfully,
Melvin Nunn, Elite
Management Services
Distribution:
Board of Directors (Raymond Cook, Chairperson; Ronald Wise, Treasurer;
Edmond Vignoul, Secretary)
Deanna Knox, President, Elite Management Services
Melvin Nunn, Manager
.