ATTENDANCE Board Members: NWCM: Condo Owners: OPENING: APPROVAL OF Greg Nelson, Chairperson; Mark Ozbun, Treasurer; Dean Fortin, Secretary, Terry Dean, Marilyn Anderson Martha and Tim Craven Greg Nelson at 7:10 PM MOTION: By Greg Nelson to approve the minutes of the 06/13/2006 Board meeting. Seconded: Terry Dean MOTION: By Mark Ozbun to approve the minutes of the 06/15/2006 Board meeting with spelling correction. Seconded: Terry Dean TREASURERS REPORT Revenue: Expenses: $107,773.64 Collected $107,071.50 Budgeted We have collected pretty much right on the money for the year. Our outstanding AR is almost what it was last month. Now standing at $2,696. We have 2 units on payment plans. One is still in Lien status and is in our Collections process and represents most of our outstanding AR. $98,758.35 Spent $107,071.50 Budgeted We spent $8,313 less than budgeted for the year. This would be $16,000 higher, but we moved those monies from Operating into Reserves. I do not see any areas for concern at this time with regards to general expenses. Retained Earnings: $25,229.53 $16,214.24 on 12/24/05 Page 1 of 8
Reserves: $131,110.47 $78,592.32 on 12/24/05 Budgeted to spend $77,322. We are now projecting to spend around $140,000. To date, we have spent $0. Caulking $0.00 Trim Painting $140,000 Power washing and sealing (deferred) $0.00 1/3 roof treatment/repair (deferred) $0.00 Total $140,000 Notes: 1. Prepare an annual financial statement for the preceding fiscal year. A. Schwindt & Co. has finished the audit. I have the paperwork that needs to be signed and returned to NWCM. Once this has been done. NWCM can mail copies to our residents and move on to item 2. 2. MCCA Income Tax filling. A. Schwindt & Co. filed for an extension on our behalf. C. Schwindt & Co. is in the process of preparing our 2005 income tax filings. 3. Reserve Study OLD BUSINESS: A. I have performed my own reserve study for 2006 and out for 30 years. NWCM recommended that we have Schwindt & Co. perform their study as well. I do not feel that this is necessary at this time. We could have one performed at the beginning of 2007, just to be sure that my numbers are accurate. 1. Architecture A. Painting all the trim on units 1 thru 45 and 53 thru 63, (53 units) 1) Painting started on 07/06/06. 2) Second crew will be added starting 07/24/06 to ensure project is completed before the rainy season. Page 2 of 8
B. Roofing Issues. Page 3 of 8 1) Snow blowing into units through roof vents. a. Greg Nelson and Sandra Dixon to ascertain resolution. b. The board will contact HOA. c. Email from Sandra Dixon. Her handyman is going to look at her roof vents sometime the first week of August. d. Approximately 15 units have reported this problem to date. 2). Roof Leaks. a. 9846 NW Justus Lane (Laura McCue) Roof leak. 1) Rain Drop Roofing bid $725.00. a. Bid approved awaiting scheduling. b. 9854 NW Justus Roof Leak. (Dorothy Fought) HOA Maintenance Services bid $262.50 David Hummel, Vice President of NWCM, will provide the Board with a written statement regarding the 9854 address and how Management will proceed after we are provided with above factors by the contractor. Awaiting his written response. In regards to the leak issue @ 9854 NW Justus Lane, David Hummel has given authorization for NWCM to pick up the cost of $262.50+$45.00(to match the paint) due to former manager not responding to the issue and as a result, causing interior damage. Management will contact HOA Maintenance and Homeowner (Dorothy Fought) to schedule repair. 3) 2456 NW Miller Roofing problem. C. Satellite dish policy. a. Inspection, light leaking through roof at ridge repair required. b. Owner requesting assurance MCCA will repair. c. Bid approved by Greg Nelson 1) Terry Dean will investigate policies on satellite dishes from other HOA s. D. 9838 Justus stairs leading to the second level apartment seem to be separating from the house as result of settling. 1) HOA Maintenance bid $9,792.94. Does not include painting MOTION: By Greg Nelson to authorize Terry Dean to spend up $1000.00 for a second independent inspection of the stairs. Seconded: Mark Ozbun
2. Landscape A. Landscape plan for the lower end of Justus Lane. 1) Ben Thomas Landscapers, Inc. Bid Phase 1: $947.34 Phase 2: $2,633.40 Phase 3: $21,961.27 Total: $ 25,542.01 a. Current plan will require some irrigation work not to exceed $500. 2) Teuffel Landscape bid Phase 1: $3,571.00 Phase 2: $1,515.00 Phase 3: $21,258.00 Total: $26,344.00 3) D & J Landscape bid in process! 4) Erosion control is a priority 5) Dean Fortin will get Phase 3 broken down into at least 2 areas. 6) Dean Fortin will invite Kathleen Miller to the August Board meeting. B. Over seeding of all the grass areas once per year. 1) Dean Fortin will follow up with Showplace. Over seeding will be done sometime between August 15 th and September 15 th C. 9924 Justus (Karen Black): Possible dead large tree left side back of house. 1) Tree in question is the responsibility of FHHA, 2) Dean Fortin to follow up with FHHA (Jim Main, General Manager, FHHA, 503-297-9400, jmain@fhhoa.com). 3) Dean Fortin emailed Jim Main FHHA requesting removal and immediate response. D. 2438 Miller for a replacement tree for removed fir tree in front yard. 1) Maria would like Bloodgood Japanese maple the size as Sandra Dixon s. E. Sprinklers for non-lawn areas do not appear to be operating correctly. They need adjustments or repairs. 1) Showplace completed this work. Page 4 of 8
F. 9936 NW Justus Lane dead arborvitae at back of lot. 1) Showplace removed the dead tree on 06/19/06. G. 9936 Justus Lane Dead tree at lower end of lot. 1) Tree in question is on FHHA property and will not cause damage to MCCA property. This tree will not be removed. H. 9936 NW Justus Lane erosion 1) Showplace believes the erosion problem behind 9936 Justus is a clogged gutter or drain pipe / field. Problem is probably clogged downspout. Recommend filling with large river rock and clay, toped with flat flagstones 2) Dean Fortin will get addresses that may have clogged downspouts to Terry Dean. 3) Terry Dean will have Raindrop roofing inspect above and resolve these problems. 4) Dean Fortin to get bid from Showplace Landscape to fill erosion areas. 3. Safety: I. 9854 NW Justus Lane broken sprinkler back side of house. 1) Believed to be fixed. J. 2452 NW Miller Road Crain fly problems at rear of home and possibly others units. 4. Communications. 1) Dean Fortin notified John Shewchuk of Showplace to address problem 2) John says it is not Crain fly, probably dogs! A. Website 1) Karen Black has purchased Front Page and started development of our web site. 2) Dean Fortin has purchased Adobe Acrobat 6.0 Standard Edition and started to convert MCCA Documents to PDF format. 3) Discussion of using sponsors to reduce the cost of running the web site. a. One sponsor, Mike Kurtz, has already been found. 4) Possible domain names for the web site. a. millcreek.com b. mccafh.com c. mcca75.com 5) Have not been able to contact Karen Black to obtain current website software. Page 5 of 8
5. Other Business: NEW BUSINESS A. MCCA Legal: Attorney for construction defects. 1) Greg Nelson and Terry Dean will interview 3 attorneys that specialize in this type of work. 2) Discussion of Terry Deans discussion with one law firm. 3) Greg Nelson and Terry Dean will interview this one firm again to determine how to move forward. B. Parking Resolution addition. 1) Discussion of residents parking overnight or longer in cutout areas for guest. 2) Terry Dean will draft addendum to the parking resolution 3) Tabled until next meeting. C. Insurance earthquake coverage being dropped in August 2006. MOTION: By Terry Dean to accept the bid from Nielsen Insurance Agency, Mt. Hawley Insurance Company of $11,376.00 and approve this expenditure for earthquake insurance coverage. Seconded: Mark Ozbun 1. 2414 NW Miller Road - missing cedar shakes. A. Status unknown. 2. 9802 NW Justus Lane dead tree in side yard A. Showplace removed dead tree 07/12/06. B. Replacement tree will be planted mid fall. 3. 9802 NW Justus Lane vandalism 4. 9924 NW Justus Lane erosion A. The erosion problem appears to be a clogged gutter. Problem is probably clogged downspout. Recommend filling with large river rock and clay, toped with flat flagstones B. See Old Business item 3 - H. 5. 9930 NW Justus Lane erosion A. The erosion problem appears to be a clogged gutter. Problem is probably clogged downspout. Recommend filling with large river rock and clay, toped with flat flagstones B. See Old Business item 3 - H. Page 6 of 8
6. 9936 NW Justus Lane - dead tree at lower end of lot. A. Tree in question is on FHHA property and will not cause damage to MCCA property. This tree will not be removed. 7. Justus street signs A. Costs: 1) Steel Signs 1 $29.63 2 $59.62 5 $148.15 2) Aluminum 1 $50.88 2 $101.76 5 $254.40 3) Extruded 1 $60.25 2 $120.50 5 $301.25 B. Tabled until next meeting. 8. MCCA Management Services A. Terry Dean will talk to Superior Community Management about securing competitive bids on maintenance and services. 9. Grass areas yellowing A. Lawns were fertilized 07/13/06 B. The watering schedule was changed on 07/17/06 to 10:00 PM and 4:00 AM for 10 minutes each segment. 10. Vinca ground cover die off. A The watering schedule was changed on 07/17/06 to 10:00 PM and 4:00 AM for 10 minutes each segment. 11. 9870 NW Justus Lane dead Vine Maple A. Showplace cost to replace with 4 to 5 foot Vine Maple is $54.50. 12. ARC request for air conditioner installation on current pad. MOTION: By Greg Nelson to approve ARC request. Seconded: Mark Ozbun Page 7 of 8
SET DATE TIME AND PLACE FOR NEXT BOARD MEETINGS THE NEXT BOARD MEETING WILL BE AT 7:00 PM ON THURSDAY, AUGUST 17, 2006 AT THE FHHA Office SCHEDULE OF BOARD MEEETINGS FOR 2006 ALL BOARD MEETINGS WILL BE AT 7:00 PM AT THE FHHA OFFICE UNLESS OTHERWISE INDICATED. THURSDAY, AUGUST 18, 2006 THURSDAY, SEPTEMBER 15, 2006 THURSDAY, OCTOBER 19, 2006 THURSDAY, NOVEMBER 17, 2006 THURSDAY, DECEMBER 15, 2006 OPEN FORUM (15 minutes) ADJOURN MOTION By Mark Ozbun to adjourn the meeting at 9:13 PM Second: Terry Dean Page 8 of 8