The
Board of Directors for Hawthorn Park
held the regular Monthly
Meeting on Thursday, May 24, 2007.
Here are the
topics
and
highlights of the meeting.
Please
note: These
are not the official
meeting minutes.
The official minutes are recorded by Stephanie Chapman Property
Manager,
and are archived at the offices of Sentry Management. Ray Dalto,
Director - Assistant Secretary, also maintains a file of the
official minutes.
Planned Attendees
Board of Directors:
Ray
Dalto (present)
Lee Fioretto (present)
Mike Hogan (present)
Frank
Maruca (present)
Frank
Miles (present)
Art
Stadlin (present)
Pat
Whitesel (present)
Sentry Management
Stephanie Chapman (present)
Other interested residents
of Hawthorn Park.
AGENDA
1.
Call To Order
2. Establish Quorum
3. Proof of Notice
4. Waiver/Reading Minutes -- Approved.
5. President
Report (P. Whitesel) -- No report.
6. Treasurer Report (F. Miles) -- A large
bill for the swale did not post in the April financials, but will post
in the May financials.
7. Management Report (S. Chapman) -- Total
swale reconstructions expenses are $15,905. Common area
irrigation repairs of $794 have been paid, and will show up in May
financials. Stephanie's Management Report included updates on a
number of resident complaints and compliance issues. Her full
report is on file at Sentry and with the Board.
8. Committee Reports
a) Activities
Fund (F. Maruca)
b)
Social (L. Fioretto) -- Lee summarized the financials of the
Annual Picnic.
c)
ARC (L. Fioretto) -- 5 requests approved this month.
d)
Landscape/Common Grounds Maintenance (F. Maruca)
9. Action Items Review
10. OLD BUSINESS:
a) Lot #49
Sidewalk Repair Proposal C. Bush Masonry -- Project put on hold due to
financials.
b) Review Expenses - Swale
Reconstruction Project (F. Miles) -- Extended conversation on this
topic. Frank and Stephanie have worked over the past month to
come to a joint understanding of how the expenses were booked and some
options going forward. Stephanie recommended that the Board raise
more funds, either by a Special Assessment or a Budget Revision.
The former requires two-thirds vote of the Association; the latter does
not. Both require proper notice, plus preparation time, so income
is not generated for at least 45-days following a decision.
Stephanie also introduced the legal differences between a Contingency
Fund and a Reserve Fund. It is complicated and triggered
debate. Also, the funding of our Contingency Fund is done via a
monthly accrual method, which means it is not fully funded when dues
are paid into the Operating Account. This has implications for
the cash flow analysis and the proper planning of sufficient
replenishment funds for contingency purposes. Stephanie also made
the Board aware that external experts can be hired by the Association
to establish a proper Capital Plan, fully compliant with the Reserve
Account concept. A Financial Committee was formed, with Frank
Miles, Mike Hogan, Frank Maruca, and Stephanie Chapman as
members. They will digest all of this and make a recommendation
to the Board. Pat Whitesel requested that we act quickly if the
Finance Committee validates Stephanie's concern that our Association
cash flow may go negative before the end of the year. In the
meantime, it was decided that we will request Association members (home
owners) to pay their July 1st payments now, to improve cash flow.
c) Re-claim Irrigation Water
Connection Update (F. Maruca) -- Frank reported that a plumber
connected Woodland Park for $3,500. This compares favorably to
the estimate we have in hand for $4,000. Pat has contact Jane von
Hahmann and is awaiting a response. A resident adjacent to the
irrigated common area voiced a concern that the grass is so dry now it
could present a fire hazard. Since pond water is being used for
irrigation, restrictions in force now cap watering at once
weekly. Mike Theoret has been manually turning the sprinkler
system on and off. Frank got an estimate of $1,600 to run a wire
from the timer to the pump, which would eliminate the problematic
pressure valve. However, due to the financial situation, and the
continuing desire not to put money into a pump system that will be
replaced by eventual reclaimed water, the decision to do repairs was
postponed.
d) Lean-To Structure 1110
91st St. NW (King) -- After a review of the relevant sections of our
Association documents, it was agreed that the Lean To structure is not
compliant and needs to be removed. A motion passed to give the
home owner a deadline, after which a daily fine will be imposed.
11. NEW BUSINESS:
a)
Lease Applicant/Tenant Background Checks -- The home owner has been
cooperative in addressing the complaints about their tenants.
Stephanie and the Board will monitor this situation. After
discussion of pros and cons of background checks as part of the rental
application process, it was decided not to.
b) Appoint Vacant Board Position (Quehl)
-- At the most recent general election of Directors in January,
2007, the candidate with the next number of votes was Mike
Hogan. On behalf of the Board, Pat Whitesel invited Mike to
serve out Claudia's term on the Board, which ends with the next general
election. Mike accepted the invitation. Please welcome Mike
Hogan to the Hawthorn Park Board of Directors!
c) Review & Renewal of Sentry Management
Agreement or Seek another Mgmt. Firm -- Pat requested views from the
Board. Pat's view is that our property management situation has
improved over these past few weeks, following the end of some personal
issues our property manager was dealing with. Pat recommended
that we stay with Sentry and monitor the situation for 30 to 60
days. Art Stadlin stated that a delay in a decision essentially
closes our options since we do not want to be changing property
management companies during the Fall budget process and the planning
for the Annual Meeting. Art reminded the Board of the confusion
and disappointment we experienced at our January, 2007, Annual Meeting,
with the last minute revision in voting procedures. Since most
Directors felt we should continue as is, Mike Hogan suggested that we
revisit this in 2008.
12.
OTHER BUSINESS
+ The police activities so far in 2007 were discussed. Ray
Dalto voiced the opinion that we cannot rely on the police department
to stop crime. Pat suggested that we could be helpful by offering
residents with useful information about how to prevent crime.
Frank Miles suggested that we organize a home safety seminar, similar
to the hurricane protection seminar that the Balsis sisters held in
their garage. George Sinclair's garage was suggested as a
possible venue.
13.
Next Meeting
14. Adjournment
