Minutes from Board Meeting October 12, 2009 The meeting was called to order at 10:15 am. In attendance were Bill Bladen, Sandy Crabtree, Julie Leibel, Anneke Valk, and Kathy Zenna of Heritage Management. Purpose of the meeting was to discuss and review the budget for the upcoming year. Bill noted that we have issues with past construction projects, including the ceiling over the bathrooms and the pool area. He identified the need to document the problems and evaluate how to handle them. Sandy noted that moisture and venting were two of the problems, as well as wobbly fencing, which she and Anneke both observed. Anneke noted that when the bathrooms were done before, the water leaking from the ceiling was not properly addressed. Bill’s understanding is that when they removed the sheetrock and repaired the ceiling, they saw the problem. Their approach was to pour an additional 4” of concrete without installing a water barrier. It was not budgeted to deal with leakages. Now we are facing problems, as there is pooling water seeping through to the ceilings below, which has resulted in considerable damage to the sheetrock in the bathrooms. Bill offered two solutions: Temporary and PermanentTemporary solution: Use an epoxy-type product such as Hydrostop or Plidek, along with top caulking, which would have to be repeated every few years. Questions to be answered: Bill asked what prep work would be required to apply these products. Kathy said she is not convinced as to where the water is coming from, and questioned the downspouts. Bill said the downspouts were cleaned in August, then hosed out with water, and were in working order. Kathy said that kids put soda cans and garbage in the downspouts, but now leaves and water have clogged them as well. Bill said that all the caulk (previously a non-silicone type) has been replaced in the corner, the site of the original leak. He said that all the gutters had been cleaned, and that French drains had been installed to channel the water away. Caulking was done in the corners and on the edges. It is now leaking in the same area, as well as in other areas. Kathy suggested we consider putting in more downspouts. The question was posed as to whether we should re-caulk with an epoxy. Also whether or not we should dig under the A/C and extend the French drains, or if we should put an epoxy on top of the existing concrete to seal it. If so, which product should we use? Is it guaranteed? Kathy suggested we remove the shrubs and extend the French drains. She asked if we wanted her to get the drainage people out and get a quote on having this done. Bill told her “yes”. He said the mandate in the beginning was to, first: solve problems with “band aids” and deal with the pool decking. Bill: “I think we can band-aid the situation with an epoxy product, but it will need reapplication every 3-5 years.” Re: Roof Kathy Zenna will get pricing from Findlay Roofing and another company as well. She asked if she could get a contractor to remove the sheetrock, so that we can do a discovery. Bill told her, “yes”.
Anneke will talk with Warren Sirzyk re: the venting, as he addressed this before. Reserve Study Basketball Court: Nets need replacing and backboards. Courts are used every day. Sandy suggested all resurfacing be done at the same time (tennis courts, pool deck, basketball court, asphalt parking areas). Other line items discussed: -Social Committee budget. We need more people to participate. -Maintenance. Is $4K enough? Cleaning costs are up as well. Bill added $6500. for a handicap ramp on he side of the pool area entry. This will provide access for wheelchairs and strollers. This will also provide another access to the pavilion, in light of the accident which occurred this summer. Bill asked if we were authorized to get a loan. Kathy Zenna said “yes”. And if we do, she suggested we get one to cover all needed work now. Bill summarized some options. 1- Raise dues $90 per shareholder 2- Get a loan 3- Cut expenses Kathy and Anneke suggested a Long-Term Planning committee (LTP). Also a Finance Committee to review the situation. Franz may take a look at a revised budget to make suggestions. Other items Bill put up for consideration: 1- Reducing the pool hours of operation 2- Reviewing the landscaping contract as regards the pine straw installation 3- Heritage Management’s contract He suggested we might be able to save around 8-10K in these areas. Bill also proposed raising dues to $990.00, which is within the 10% maximum. Anneke proposed charging rental fees for the use of the clubhouse ($25 or $50.) for nonneighbors using our facility. Anneke referenced some 40 outside groups using the clubhouse in the past. It was recommended to leave the social committee budget at $4K. Capital reserves will be $35K. Areas to look at for savings are as follows: 1- Website hosting $800 2- Social Committee ? 3- Heritage Fees $500 4- Pool Operations $1K (from 25,400 to 24,200) 5- Landscape $1K (remove pine straw x 2) Bill said that assuming we cannot get loan, we’ll have a grand total of $87K in the reserve account, after 2010 dues are paid. With the changes discussed, we have a budget
of $75K. Since we are heavy with expenses in 2010 and 2011, we may need to push back some items to 2012 and 2013.
1) $6,500 another reason is to provide another access to pavilion due the accident, which occurred this summer. 2) point 4 is to added fees for non-neighbors using our facility. Anneke example of 40 outside groups using the clubhouse.
Kathy reviewed the various estimates on the pool work from SwimAtlanta, Milton’s Pool Plaster, and Concrete Coatings Group of Atlanta. All were fairly close in price. Bill prefers a solution with some type of pavers, in conjunction with re-plastering. Kathy will check out pavers solutions. Anneke will contact Fast Pavers in Minneapolis. Bill will spread the numbers for the next 5 years, and submit it to the board for member comments. Franz Valk will possibly take a look at them as well. We must resolve the budget within the next 3 weeks. Meeting adjourned at 1:18pm. Respectfully submitted, Julie Leibel