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Report from

Council of Stewards Meeting

December 7, 2005 [Regular Meeting]

In attendance: Steve Baker, Tom Fischer, Sherman Kahn, David Smith, Vera Victorino (Abbott), and Donna Howell (Recording Secretary).
The Council of Stewards (COS) discussed these issues and took the following actions:

  • Homeowner questions and items of concern:

A homeowner expressed concern about the method used by Abbott regarding collection of assessment and maintenance fees and suggested that a better communication system be implemented.

The Council pointed out that formation of the Property Transition Committee (Chairman: Steve Baker) will be the first step in development of an improved system that will avoid collection errors up front. [See article in November, 2005 newsletter.]

  • Vera Victorino (Abbott Enterprises) presented the Management Action Log for October-December, 2005. All action requests have been completed.
  • Committee reports were presented as follows:

1.  Finance Committee – Financial statements for period ending October 31, 2005 were available.

Questions regarding adequate liability coverage of Abbott employees handling Association funds will be further evaluated. Steve Baker will consult with the Association’s agent at Travelers Insurance. Funds currently in two BB&T accounts will not be moved until the insurance issue is clarified.

Abbott was directed to re-allocate surplus cash-on-hand to avoid payment of additional income tax.

A motion was made and passed to direct Abbott to draft a resolution that will convert the Association’s current accrual accounting system to a cash-basis system. This resolution will be approved during December and the new accounting reports will become effective January, 2006.
Maintenance fee coupon books reflecting the new rates effective in 2006 have been ordered by Abbott and will be delivered by mid-December.

A motion was made and passed to make a $500 donation to St. Alban’s Church. The donation is being made as an expression of appreciation to the church for making the building available for Association meetings at no charge. The donation will be charged to the 2005 budget.

2.  Property Transition Committee – Steve Baker presented two information sheets that will be used to welcome new residents and provide important material regarding payment of maintenance fees, website access, newsletter information, etc. Steve plans to personally deliver this information to each new resident, to discuss community activities, and to verify mailing / PO Box address for Abbott.

3.  Townhome/Workplace Building Maintenance Committee – The complimentary pressure washing of outside townhome walls was started, but curtailed due to interference with holiday decorations. Washing is scheduled to be resumed in January.

The revised and final version of the Reserve Study has been completed and mailed to Abbott for distribution to the Council of Stewards. The new report indicates that Association reserves will be funded by 112.5% by the end of 2006. To that end, the monthly contribution to this fund will be reduced from $9,107 to $9,000 in 2006.
Work order costs through November, 2005 have averaged $210. With reclassification of some of the charges to appropriate reserve accounts, the average work order cost should be reduced to $184. Overall maintenance costs, however, have increased approximately $400/month since September as the result of roof leaks that were repaired at a cost of $500 each. This may continue to be a problem and will be watched closely.

Abbott Enterprises has confirmed that the Association is responsible for maintenance of the outside doors of townhome units.
Any further requests for quotes to install gutter guards will be pursued when a new bid form is completed.

4.  Landscape & Grounds Committee – Donna Howell has agreed to serve as the new Chairperson of this committee.
The peer group irrigation system has been winterized and closed for the season. [Several reports have been received regarding operating irrigation systems around Town Park areas. These have been reported and will be correctly winterized.]

New quotes for annual maintenance of community fountains are still outstanding, but are expected to be available in December and to go into effect in 2006. The water feature at Clemens Square will not be immediately restocked with Koi fish. Abbott was directed to make arrangements to have the St. Alban’s Square fountain cleaned during December.

5.  Architectural Review Committee – No report.

6.  Newsletter & Website Committee – Total newsletter copies remains at 300/month. Emphasis on decreasing newsletter costs wherever possible will be pursued in 2006.

7.  Covenant Committee – No report.

  • Old Business - The final version of the Association calendar for 2006 was approved. [A copy is included as the last page of this newsletter.]
  • New Business - The COS has received reports of neighborhood break-ins and vandalism. Items were taken from unlocked cars, garages, and homes. Dave Smith will check with the Davidson Police Department to determine the status of the investigation and the advisability of distributing a flyer throughout the neighborhood to alert residents of the problem. [A single-page flyer was distributed to all residents in mid-December. See newsletter article on page 5 for an update.]
  • The Council adjourned the regular meeting and went into executive session.

NOTE: The Council of Stewards meets regularly on the fourth Wednesday of every other month in St. Alban’s Church library (lower level) at 7:00 p.m. Special meetings are called as needed throughout the year. Meetings are open to residents. The next regular COS meeting is scheduled on February 22, 2006.