Arbor Pointe Condominium Association

Informational Meeting Update

Mar 06, 2002

The Board held an informational meeting on Wed., Feb. 20, 2002. Fifteen homeowners attended.

Topics discussed during this meeting included: 1) the Jan. 31, 2002 financial statement, 2) the 2002-2003 budget, 3) the 2001-2002 reserve expenditures, 4) the anticipated reserve expenditures for 2002-2003, and 5) Management Specialist's performance.

The 2002-2003 budget is included in this newsletter; the list of 2001-2002 reserve expenditures and the anticipated reserve expenditures for 2002-2003 is shown below.

The majority of homeowners who attended the informational meeting had two major concerns regarding Management Specialist's performance: 1) failure to return phone calls (either to acknowledge the original phone call and/or to report on the actions taken regarding the original phone call), and 2) overall lack of courtesy.

In order to address homeowner concerns and suggestions about Management Specialists, the board has:

1) Comparison shopped several other management companies. A spreadsheet with the results was handed out at the informational
meeting.

2) Established an e-mail address that will send homeowner e-mails directly to the board members, not to Management Specialists. The e-mail address is APCBoard@Yahoo.com.

3) Established a Web site for the condo association. All homeowners can access this site for meeting minutes, newsletters, a community calendar of events, and other information about the Arbor Pointe Condominium Association. The Web site address is www.neighborhoodlink/arvada/arborpointe.

4) Notified Management Specialists that they have 90 days to improve customer service or their contract could be revoked.

The steps the board is implementing in order to ensure that Management Specialists is indeed improving customer service are as follows:

1) When homeowners call or e-mail Management Specialists with a complaint or concern, they should also e-mail the board. Their e-mail should include their unit number, a short description of the problem or concern, the date and time they notified Management Specialists, and whether they left a message or spoke directly with Lisa Abbott at Management Specialists. If they spoke with Lisa Abbott, then the e-mail should also mention what steps Lisa said she was going to take to resolve the matter. The board's e-mail address is APCBoard@Yahoo.com. This address can also be accessed from the association's Web site at www.neighborhoodlink.com/arvada/arborpointe.

2) The board created a spreadsheet that Lisa Abbott has begun to keep regarding each phone call/e-mail she receives from homeowners. On this spreadsheet, she is also tracking each step made toward resolving each matter.

3) Lisa Abbott or the board will call homeowners when their matters have been resolved.

4) On her weekly inspections of the property, Lisa Abbott will note whether work orders have been completed yet. (Note: If the matter occurred inside of a unit, on the roof, or any other area not readily accessible, she will not be required to perform the inspection.)

5) Lisa Abbott will e-mail the board members her weekly inspection report.

6) During the monthly board meetings, board members will review contractor invoices to verify that contractors did indeed complete the work orders; they will also review the spreadsheet Lisa Abbott has filled out. The board will then compare all of this information with the e-mails they've received from homeowners.

Please note: It is each homeowner's responsibility to help the board monitor Management Specialists' performance. If you don't notify the board via e-mail or via attendance at the monthly board meetings, then the board will not be able to successfully track Management Specialists' performance.

2001-2002 Reserve Expenditures

* Stairway Replacement (29 of the 32 stairs have been replaced.)

* Stairway Waterproofing (29 of the 32 stairs have been waterproofed.)

* Buckets of Ice Melt Placed at Bottom of All Stairways

* Patio Repairs (14 Units have been completed: 13, 17, 18, 38, 40, 43, 44, 65, 91, 92, 95, 96, 97, and 98.)

* Mail Hut Lighting

* Concrete Repairs of Several Trip Hazards

* Concrete Landing near Unit 6

* Gutter Cleaning and Repairs (There are still a few outstanding repairs to be made.)


Anticipated Reserve Expenditures for Spring 2002

* Trash Enclosure Replacement Near 5550 Building

* Continue Patio Repairs for 10 More Units (14, 37, 39, 45, 46, 66, 69, 71, 90, and 99)


Anticipated Reserve Expenditures for 2002-2003

* Replace bad siding and Paint the 5550 and 5580 buildings a color that complements the colors of the single-family homes in the community.

* Landscape Improvements (Flowers in entry ways, shrubs, and greenery in the retaining walls)

* Parking Lot Lighting (One new 6-foot, vandal-proof light pole at the eastern entrance into the property; Seven new 10-foot, vandal-proof light poles?—one in the parking lot north of 5550 and six on the south side of the parking lot parallel to 80th; two new lights high on the east side of the walls of the 5580 building.)