Chanticleer Townhome Association MINUTES Board of Directors Annual Meeting May 14, 2018

Transcription

1 Chanticleer Townhome Association MINUTES Board of Directors Annual Meeting May 14, 2018 The Chanticleer Townhome Association Board of Directors Annual Meeting was called to order by President, Monica Donath at 7:05 pm. Board Members present: Scott Nolan (392), Bonnie Novak (341), Shirley Japlon (379), Michelle Valentin (329), Kathie Madsen (371), Mary Phillip (316) and Christopher Deuel (365). Also, present: Dawn Roth (from Williamson Management, Inc.). Open Forum: Bonnie went on a walk-thru with the landscapers to tell them what backyards need to be done and found a gate that was broken. Scott is aware of the gate issue and will get it taken care of. Kathie advised the board that her skylight is being replaced tomorrow (5/15) by Barry Roofing weather permitting. Michelle advised Scott that one of the spindles on her roof deck railing is bent. Scott is aware and will be going around to fix any of those spindles accordingly. Review of March Meeting Minutes: A motion was made to approve the January meeting minutes by Michelle, seconded by Chris and unanimously carried. President s Report (read by Michelle): Monica was contacted by homeowner regarding neighbors not picking up after their pets. Dawn asked if there was a unit available as to the contact but none was available. Monica had contact by a homeowner regarding a non-homeowner parked in the lot, grabbed an overnight bag and jumped into another car. Chris stated he saw the same thing and the car that was left in our parking lot was gone first thing in the morning. Monica was contacted by homeowner questioning activity at another unit, which will be discussed in executive session.

2 Monica had contact by a homeowner regarding dog constantly barking when homeowners are not home. Dawn will contact the unit owner of the dog to see if the barking can somehow be dealt with accordingly. Vice President s Report: Scott had no contact from any of the homeowners. Scott has begun to go out and pressure wash the gates for staining. He is aware that unit 367 one side is moldy and will take care of it. Bonnie also suggested to have Scott check out all the units over on the Buona Beef side as they will need to be addressed. Scott also received a bill bur needs approval and Monica needs to sign off. However, it is really bad timing as Monica is unavailable to sign off. Dawn will get a copy to Bonnie who will get it to Monica to see if she can approve. Chris brought up that we should have one additional person to approve bills and/or signer on checking account in case another board member is out of town or unavailable. Dawn stated that there is an approval process through Strongroom. Dawn was going to check to see if Michelle is signer on the bank account to have a check issued. Scott made a motion to put Michelle on as a signer and approver of bills, Bonnie seconded and unanimously carried. Dawn advised Michelle that if she is not a signer, they will get the process started to be a signer and get her access to Strongroom to approve bills. Please note for those staining their decks and fences the stain to use is CWF UV Cedar Tone H20 Base Stain only sold at Menard s Secretary s Report: Michelle had contact from a homeowner regarding activity at another unit and advised the unit owner that we will let the management company know and keep an eye on things within our neighborhood. Landscape Report: Shirley stated that the landscapers came back on Tuesday to mow the lawns in the backyards that did not get done on the first Friday they were out to mow the association, however, some units were unaware of the comeback date. Bonnie and Dawn did a walk-thru with a forman and showed them what backyards needed to be done, the equipment needed and how to enter in a few of the gates. The landscapers come out on Friday s weather permitting. Michelle had stated that her gate was left wide open on this past Friday (5/11/18) and the landscapers did not come thru to mow her lawn. Bonnie will advise them as to how to enter into Michelle s backyard to get her lawn mowed for this Friday (5/20/18).

3 Board went over the three proposals by Seberts to have board approval. First Proposal Board agreed option 1 (edging), option 5 (5 1gal Daylilies) & 6 (3 1gal Daylilies) First Proposal Board is holding off until review of the areas option 2 (turf repair) & 3 (Boxwood in planting bed) First Proposal Board is not doing this year option 4 (tree ring repair) Second Proposal Board agreed to option 1 (mulch installation in front of homes) and 2 (mulch installation on side of homes) Third Proposal Board agreed to option 8 (Yew installation in planting bed) Third Proposal Board is holding off until review of the areas for option 7 (Boxwood in planting Bed), 8 (Boxwood removal and replace in planting bed) and option 12 (fall aeration 2018) Third Proposal Board is holding off to discuss with landscapers on option 10 and 11 (Lilac replacement from side of one unit that is dead and remove the remaining dead lilacs and replace with smaller versions) It was also stated that we will may do the tree ring repair next year and planting grass, which means a letter will go out to any unit owner that will need to remove anything that was planted in those areas by the time we are ready to do next year. Scott made a motion to approve the mulch, Kathie seconded and unanimously carried. Kathie made a motion to approve, once Shirley and Bonnie have had a chance to walk thru and review the areas on hold for the Boxwood planting and they give their approval to have it done, Scott seconded and unanimously carried. Shirley stated that there was not proposal for the removal of her dead bush. Welcome Committee: Mary scheduled a date to welcome Unit 349 James and Amanda to the neighborhood. Rental Review Committee: Rental review will be discussed in executive session. Dawn stated we are still at the maximum capacity for rentals (10% rental rate with 70 units is a total of 7 units to rent already at max) within our association and all investors have been informed of the no renting policy. Architectural Committee: None.

4 Treasure s Report: This is still an open position. Dawn went over the summaries of the Alliance accounts, Inland Bank loan account and reserve account. Dawn distributed financials in advance of this meeting. A motion was made by Chris to approve April financial statements, Bonnie seconded and unanimously carried. Management Report: Dawn advised that we are in the process of an audit and should have received an from Canty with an attachment for an audit questionnaire for each member to fill out. Michelle had already filled hers out and submitted to Canty and cc d Dawn. The rest of the board signed their forms at the meeting, with the exception of Monica but Dawn will get her signed form. Dawn went over the homeowners missing their insurance and letters have been sent out. Dawn went over the call logs with the board. Unit owner 377 has a piece of trim over the garage that is hanging down and Dawn went in to inspect and noticed that the wood is severely rotted. Dawn took pictures and things that ABC roofing needs to come out and take a look at it. It is possible that ABC did not have access to look at it during the original roof deck project. Dawn also inspected the roof deck and the owner was stating there is splitting wood. Scott stated that those unit owners that bought real wood may have some splits in the boards. Dawn advised Scott that she stepped out onto the deck and one of the boards moved. Scott has already completed some minor small stuff for this unit owner and will look at the loose board on the roof deck. All insurance is renewed annually and must be submitted into the management company timely to avoid being fined. 2 nd Open Forum: None. New Business: None. Financial Report: All financials are available as needed.

5 Maintenance Report: Homeowners should request maintenance by contacting Williamson Management, Inc. as follows: Emergency: Contact after-hours service at (855) Non-Emergency: Contact Client Services at (630) or fill out the Maintenance Request form available at Collections Report: Anybody with an outstanding balance has received a letter from Williamson Management, Inc. Old Business: None Adjournment of regular Board Meeting: Scott called the regular board meeting to a close at 8:19pm. Executive session began at 8:20pm and adjourned at 8:46pm, seconded by Michelle and carried unanimously. Respectfully Submitted, Michelle Valentin, Secretary

6 Officers/Elected Positions Association Manager: Williamson Management, Inc. Dawn Roth Phone: (630) Fax: (630) Accounting Department: President: Monica Donath (630) Vice President: Scott Nolan (630) Secretary: Michelle Valentin (708) Shirley Japlon (630) Kathie Madsen (630) Bonnie Novak (630) Mary Phillip (630) Chris Deuel (630) Committee Chairpersons and Members Architectural Committee: Scott Nolan Landscaping Committee: Shirley Japlon Nominating Committee: Open Welcoming Committee: Mary Phillip Rental Review Committee: Williamson Management Chanticleer Townhome Association All townhome dues are to be paid by the 1 st of every month. Please send all correspondence and dues to the following address: Chanticleer Townhome Association c/o Williamson Management, Inc. P.O. Box Las Vegas, NV IMPORTANT***If you plan to write a letter or include anything other than an assessment check, send this type of correspondence to the Bensenville office address at 215 William Street, Bensenville, IL 60106, or contact Williamson by phone to discuss your issue. Anything sent to Las Vegas besides a check is a risk for getting separated.