Northclift Townhomes

NorthClift Townhomes HOA Meeting Minutes - February 2010

NORTHCLIFT TOWNHOUSE ASSOCIATION

BOARD OF DIRECTORS

MINUTES OF February 11, 2010

DRAFT

The Board of Directors of Northclift Townhouse Association met at 7:00 P.M. Tuesday, February 11, 2010 at the office of Wilson Properties.  Board members present were: Tony Pirrera, Pres. (5971), Lee Nino, V-P (5977), J. D. Brickhouse, Treas. (5965), Tim Miller, Sec. (5973), Pam Holt (6024), Joy Yanoff (5941), John Lanier (5969), June Davenport (6212), and Joe Stewart, Wilson Properties (WP).  No guests were present.

The meeting opened at 7:01 PM

Initial discussion concerned open vs. executive sessions of Board meetings.  Board will move to executive (closed) session for discussion of delinquencies, bids, and items involving individual homeowners.  

Minutes:

-         Annual meeting minutes – no corrections needed

-         January meeting minutes – no corrections needed

 

Financials:

-         Grounds Extra account/category

• Account used for anything that is part of the grounds that does not fall into existing accounts
• December amount of $4,250 included $2,250 for leaf removal and bush trimming, and $2,000 for concrete steps

-         Pool - Lee asked Joe if there were any outstanding invoices for the pool company.  Joe will look into it and follow up in March

-         December financials approved

 

Management Report:

-         Wilson Properties to check with Doughtry Concrete to find out schedule for sidewalks behind Phase 2

-         Unit 6040 – Unit inspected in anticipation of being put on the market – inspection report was submitted to WP, then forwarded to Board by WP.

-         Units 5905-5907

• WP repaired damage to rear decks.
• Homeowners to be billed for repair costs

-         Roofs

• Reserve study budgets $40k for roof repairs in 2010
• Actual NTA budget is $4k
• WP to inspect all roofs

-         Architecture Request forms have been submitted to WP.

-         Decks

• Lee commented that the deck added by a previous homeowner of unit 6040 was poorly built (Tony and Tim agreed).
• Discussion in general about decks added by homeowners
  • The Board had voted a couple of years ago that approval would not be granted to homeowners requesting new decks unless the homeowner agreed to put it on their deed.  This relieves the Association from responsibility for maintenance/repair/replacement of those decks.
  • What can be done to relieve Association of existing obligations for 2^nd story decks?  Due to non-enforceable casual agreements made in the past between homeowners and the Association, the Association attorney had opined that the Association was responsible for homeowner-added decks .
  • Joe to check with the attorney to see if there is a legal remedy to remove that Association responsibility.

 

Architecture Committee

-         Tony suggested 3 members, with the Committee taking over responsibility of reviewing Architecture Request forms

-         Forms to be reviewed within 2 days of receipt

-         Entire Board to get copies of requests.  Any questions/comments about the forms should be communicated to the Committee, for consideration during the review.

-         Committee goal is to approve/reject request within 5 days of receipt

-         Committee to communicate with homeowner if any questions exist about request

-         Committee to send out letter to homeowner with status of request (approved/rejected)

-         Committee members:  Tim (Chair), Pam, Lee, Tony

-         Committee to also handle homeowner hearings, which will no longer be held on the same evening as Board meeting

 

Board Goals for 2010

-         Consistent enforcement of Rules & Regulations

-         Make place look better for all members

• Landscaping - WP has a nursery that may be willing to make deals if we decide what plants are needed soon
• Work towards removing old shrubs, and replace with new plantings
• Make sure homeowners are made aware of any changes being made to the front or back of their units
• Work towards long-term improvements
• Cut back tree overgrowth/overhangs where appropriate

-         Discussion about NTA hiring its own landscapers rather than contracting with a landscaping company as we have over the past half dozen years or so

 

Fines – NTA collected fines in 2009 using procedures later determined to not follow the letter of the law.  Motion by JD:  “Fines collected improperly be returned to the homeowner with a letter from the Association.”  Seconded by Pam, passed unanimously.

 

Board member duties – Board asked to think about tasks Board members would be responsible for, such as parking “police”, or property inspectors.

 

John to check with local tech school to see if Association can propose “class projects” where the Association supplies the materials.

 

Pool – would like to block the existing unimpeded view of the pool from the street.

 

Special Assessments – Board members to consider items that would be appropriate for special assessments, and homeowner vote.

 

Newsletter – Tony and Tim to organize first one, with each Board member contributing.

 

Motion to adjourn made by Joy, seconded by John. Meeting adjourned 9:01 PM.