March 22, 2005

Meeting Time

Meeting Time: called to order at 7:00 PM

Board Members

Debra Siena
Dave Desser
Bruce Howard
Rick Edel
Craig Halverson

Phoenix Rising

Eric Fordyce

NOTES / MOTIONS

I. Approval of Minutes

Motion The Minutes of the meeting of February 8 were approved

II. Treasurer's Report

The financial transition, effective January 31, from The Building Group to Phoenix Rising has gone quite smoothly

A.   Income:

Income in January met expectations

February income is short of budget as owner’s work through the transition of paying assessments to Phoenix Rising rather the TBG.

The next mailing to each owner will include a full ledger of the owner’s assessment status.

Delinquencies records are still manual as part of the transition.  They will be automated by April.

B.   Expenses:

Several invoices didn’t make it to PR in February and so they will be paid in March.  Thus the dashboard reflects more money in the bank than the association actually has.

C.  Post-conversion Audit

Recommendation that the month of January be audited to determine that all financial records and cash have been transferred from TBG to PR.

Motion:  Allocate up to $500 for the recommended audit.  Motion passed

III. Old Business

A. Leak repair update.

PR has compiled a list of all leaks and inspected all units reporting leaks.  Plans are moving forward to address active leaks and to develop strategy for ongoing brickwork and repairs.  Work is in progress to repair all leaks.  A bid process is being developed for a roof contract to maintain integrity of the roof and make necessary repairs.

B. Neighborhood Construction Issues

Research is being done with an attorney about recourse for damage to building from neighborhood construction.  Enterprise has been notified of our concern.  Board requested PR to look into a motion detector device that could be used to measure if any structural damage is occurring.

IV. New Business

A. PR will set up a system to return owner’s keys currently held in the on-site management office.  A Lock Box board will be made available to owners who wish to have a place to keep a spare key.  The board will be accessed by Security.

Motion:  Instruct PR to install boards on both Huron and Superior sides at a cost not to exceed $500.  Motion passed

B. Smoke Detector/Fire Extinguishers Proposal

Fox Valley First and Safety has developed proposals for a smoke detector in the Huron dumpster room.  Action postponed until there is a proposal for the dumpster rooms of both buildings.

Motion:  PR instructed to purchase and install fire extinguishers in the compactor rooms of both buildings.  Motion passed.

C. Fire Protection

Emergency lights, stairwell lights and stairwell signs are not currently checked as part of the fire protection inspection.  Board requested PR to provide competitive bids to add these inspections to the current inspection process as part of a single contract.

D. Motion Detector Proposal

The chute room and storage room lights are kept on permanently.  The proposal is to operate these lights with a motion detector switch.  The board requested information on cost savings and payback period for this proposal.

E. Additional Door Proposal

An additional door between the dumpster room and the buildings office is proposed to reduce odor into the commons area and owners’ hallways.  Tabled until next month.

F. Garage Power Washing

Motion:  Aquashot Cleaning to be scheduled for late spring washing in the garage.

   Discussion:  The bid is $1,500 over the budget for this work.  Encouraged to defer until budget clarity is re-established from property management transfer.

    Motion failed: Board requested that this subject be on next month’s agenda.

G. Domestic Pump Proposal

Motion:   Proposal to do work to allow the two Superior side pumps to alternate automatically every 12 hours per original intent of the pump design.  Motion passed

H. Patch/Paint Common Area Schedule.

This project is proceeding as scheduled.  Paint has been secured to provide an adequate match to the original.

V. Homeowner Business

A.  Social Committee will continue to request e-mail addresses, but will not use the property manager’s data base.     Third Thursday’s are continuing.

B.  The Web site will be revised to allow owners the ability to authorize receipt of e-mail communications from the association and committees, including creation of a privacy policy statement for board approval.

C.  A process will be begun to update the manuals at the Security desks.  Updating of owner information in the manuals has begun.

D.  The luggage carts have arrived

Meeting adjourned at 9:22 PM