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DAWSON STATION 11-16-09

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					               DAWSON STATION CONDOMINIUM ASSOCIATION
                 BOARD OF DIRECTORS MEETING MINUTES
                        Monday, November 16, 2009

A. Meeting was called to order at 6:00 PM by Patty Pence. Meeting was held at
     Hillsboro Library-2850 SW Brookwood Pkwy, Hillsboro, OR 97124.

B. Board members present-, Patty Pence-Vice Chair, Mike Gallagher-Director, Sandra
Shaffer-Secretary, Sandra Nelson, Chair, Sharon Gray-Director. Caleb from Morrison
Herschfield (MH) also attended.

C. Open forum Issues-limited to three minutes due to length of agenda
      1. Discussion of Liz Porter’s front door frame issues with Caleb. Door will
      receive a temporary fix and will be included for a more final solution when other
      door issues are addressed.
              Motion made by- Sharon Gray
              Motion was seconded by- Mike Gallagher
              Motion was unanimously passed by board members

       2. Two owners reported broken glass blocks within their bathroom glass block
       windows. The correct size of replacement block is providing difficult to locate.
       Porter is working on the problem.

D.Old Business
1.Awning Issues – 2 different types of installation would be required due to the different
types of architectural installation points for the two-story vs. three-story townhomes.
       a. The three story townhome installation is straightforward. Awnings will be
       installed into the soffit extending over the deck area. Soffit installation is
       approved by MH and if installed by a licensed contractor will not adversely affect
       the warranty. Current installation estimates is approximately $275.
       b. The two-story townhome awning installation is more complicated. MH
       estimated that a detail for wall mount installation instructions would cost between
       $550-1,000. The actual installation would require (approximately) 16 hours of
       labor by a licensed contractor and would involve the removal of the siding,
       installation of required flashing and water barrier repair, reattachment of the
       siding and possible paint touch-up. Current contractor rates would put the
       installation between $1500 and $1800, essentially doubling the cost of an awning.
       Motion was made to approve soffit installation on the three-story townhomes and
       deny awnings on the two-story townhomes.
                Motion made by- Mike Gallagher
                Motion was seconded by- Sandra Shaffer
                Motion was unanimously passed by board members
       c. Two different models of awnings were discussed. Motion was made to approve
       the SunSetter Lateral Arm Awnings (motorized or manual Vista model) using the
       soffit bracket mounting system.. (The awning color and fabric will be finalized at

Dawson Station Townhomes-HOA Meeting Minutes                                         Version 1
November 16, 2009 Minutes                                                    November 20, 2009
       the December meeting when samples are available.) Installation by Mr. Tim
       Larson, Licensed OR-CCB #123281, 1-877-811-9997 was included in the motion.
               Motion made by- Mike Gallagher
               Motion was seconded by- Sandra Shaffer
               Motion was unanimously passed by board members
       d. The pending ARC by Mr. Joe Smith was discussed. Mr. Smith requested
       approval to re-install his awning. The motion was made to allow reinstallation on
       the following conditions:
       .
               1. Agree that a licensed contractor will install awning as per approved
               procedures above (soffit only)
               2. Any subsequent replacement of fabric or awning in total must meet
               HOA approved guidelines.
               3. Owner agrees to submit invoice from contractor upon completion of
               installation to prove compliance. HOA will retain documentation.

E. Financial Report-The September Financial report was discussed.
               Motion was made to accept September Financial report.
               Motion made by- Mike Gallagher
               Motion was seconded by- Sandra Shaffer
               Motion was unanimously passed by board members

F. Meeting minutes from September were discussed.
              Motion was made to accept September meeting minutes.
              Motion made by- Sandra Shaffer
              Motion was seconded by- Sharon Gray
              Motion was unanimously passed by board members

G. Motion was made to amend current ARC (Architectural Review Committee request
form) to include the requirement that invoices showing installation by a licensed
contractor be added for all approved applications.
               Motion made by- Mike Gallagher
               Motion was seconded by- Sandra Shaffer
               Motion was unanimously passed by board members

H. New Business
      1. CAP suggested that a delinquent account, that had reached predetermined
      guidelines, be sent to the attorney for collection. Motion was made that since the
      homeowner, while not following the agreed to terms of the repayment plan, had
      recently made a payment and, was showing a good faith effort, account should not
      be sent to collections at this time.

              Motion made by- Mike Gallagher
              Motion was seconded by- Sandra Shaffer
              Motion was unanimously passed by board members


Dawson Station Townhomes-HOA Meeting Minutes                                       Version 1
November 16, 2009 Minutes                                                  November 20, 2009
       2. Proposal from Bopp & Bopp was discussed for tax and annual financial review
       activities. Motion was made to accept proposal.

              Motion made by- Mike Gallagher
              Motion was seconded by- Sandra Shaffer
              Motion was unanimously passed by board members

       3. Following motions were ratified:
              3.1 Property grading and seasonal trimming
              3.2Gutter cleaning- low bid was selected
              3.3Violation letter to be sent to owner/occupant of a vehicle with two flat
              tires and multiple violations of trash can and driveway debris.

              Motion made by- Mike Gallagher
              Motion was seconded by- Sandra Shaffer
              Motion was unanimously passed by board members

        4. Window Issue-The window repair issues were discussed. Since CAP was no
       longer going to interface between the Dawson homeowners and Empire,
       additional information on the best course of action was discussed. Mr. Mike
       Gallagher volunteered to contact Empire for their input. More information will be
       distributed as available. The “door posting” notification had contacted several
       homeowners that were unaware of the window hardware process.

        5. Property Committee (PC) Update. Brief update reported that an initial
       meeting had been held and a list of issues had been initiated. A repeat request for
       volunteers was made since only two active members are available. The third will
       return to active status in the spring. Recent issues and the interviews with the
       proposed property management firms have highlighted the need for a thorough
       review of current CC&Rs and their application. Dedicated review has been
       postponed until after the selection of a new property management firm to assist in
       this effort.

       6. 2010 Annual Meeting is scheduled for February 20 at the Hillsboro Library.
       Proxy letter will be sent by January 20 by the newly selected property
       management firm.

I. Next meeting is scheduled for Monday, December 21, 2009 at the Hillsboro Library,
due to unavailability of Library meeting room.

J. Meeting was adjourned at 7:56 PM.




Dawson Station Townhomes-HOA Meeting Minutes                                          Version 1
November 16, 2009 Minutes                                                     November 20, 2009

				
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