Council of Stewards Meeting Report

Report from the

Council of Stewards Meeting

April 22, 2009 [Regular Meeting]

In attendance: Dave Smith (presiding), Tom Fischer, Steve Kessler, Lemie Richards, Dave Stout, John Williamson, Vera Victorino (Abbott Enterprises), and Jack Christine (Recording Secretary).
There were no homeowner concerns. The Council of Stewards (COS) also discussed these issues and took the following actions:

Committee reports were presented as follows:

1. Townhome/Workplace Building Maintenance Committee – Total expense for work orders during 2009 is not yet available since most work orders are still open.

The COS formally approved the contract for the 2009 painting project. The contract was awarded to Forman’s Painting Company for $32,500 (not to exceed). Townhomes on the north side of Harper Lee Street are included with this project. Work is expected to begin during the week of May 17. [See newsletter article on page 5.]
The Engagement Letter for the 2009 Reserve Study was signed. This grants final approval for The Felix Reserve Group of Denver, Colorado, to begin work.

A proposal for repairs to waterproofing on three townhome units on Caldwell Lane was presented. A question has been raised regarding whether or not this work is included in the Peer Group Maintenance Levels listed in Exhibit E of the Covenant. Abbott was authorized to seek legal review by an attorney. Pending the outcome of this review, the committee has also proposed an amendment to Exhibit E that will clarify this issue. A more detailed list of covered items is included with the amendment proposal. This amendment will be reviewed by two COS members (Steve Kessler and Dave Smith) along with members of the committee.

2. Finance Committee – The financial reports for February and March 2009 were reviewed. Common expenses were on budget YTD. Peer totals were $4,500 negative to budget YTD.

3. Property Transition Committee – Nancy Lingle, COS representative for the committee, has proposed that this committee not establish a formal group at this time. The initial intent of the Property Transition Committee was to insure timely and correct information to Abbott Enterprises when properties were sold in the neighborhood. This objective has been met and Nancy has agreed to follow-up with future transactions with closing attorneys and realtors.

4. Landscape & Grounds Committee – The landscaping contractor will be requested to provide a proposal and estimate for resolving washout problems at the intersection of Cloyd S. Goodrum Byway and Miriam G. Tuttle Byway behind South Faulkner. Much of this property belongs to the church and it is hoped that an acceptable resolution can be reached to solve the problem. This drainage problem has existed for several years.
The landscaping contractor will be asked to furnish a quote for upgrades to the two remaining units on Twain Avenue and the one unit on Caldwell Lane. The long-term needs and schedule for landscaping upgrades will also be reviewed.

The contract with the current landscaping company expires at the end of 2009. A formal bid process for the next two years will be followed at year-end.

Both fountains are in need of maintenance. The fountain maintenance contractor will be notified.

5. Architectural Review Committee – There were two requests submitted for approval at the March meeting. One was granted and one was denied.

A possible standard for porch awnings is under review, but not yet near completion.

6. Newsletter & Website Committee – A printable neighborhood directory is now available on the Association website.

Abbott will review issues with obtaining access codes for use of the Abbott website for our community.

7. Covenant Committee – New members are still needed on the committee.

In general, there are few issues and response to letters from Abbott has been positive. However, there remain parking issues with the Town Park areas and overnight on streets. Yard upkeep will be an upcoming focus. [See newsletter article on page 3.]

Management Report – The Aging Report was reviewed. Two requests for adjustments to penalty assessments will be reviewed in Executive Session.

Abbott will review comments and concerns regarding their new Community Association Software in order to improve information provided on both financial and work order reports.

Old Business – The Utility Conservation Committee, created to help reduce utility costs, has prepared a spreadsheet to track meters and is making progress. The committee will follow the landscape contractor as irrigation systems are activated in the next few months. A request has been made to Abbott for copies of water and electrical bills to all meters.

It was felt that a formal meeting with Evan Webster, Town Commissioner and President of Mi-Connection, is no longer necessary. Mi-Connection work in the neighborhood appears to be complete.

New Business – A nominating committee for 2010 COS vacancies will be appointed at the June meeting.

The meeting was adjourned at 8:55 p.m.

A brief Executive Session was held following the regular meeting to review the status of several individual accounts.

NOTE: The Council of Stewards meets regularly on the fourth Wednesday of every other month in St. Alban’s Church classroom (lower level) at 7:00 p.m. Special meetings are called as needed. Meetings are open to residents.The next regular COS meeting is scheduled on June 24, 2009.

If an owner or resident wishes to address the COS at a regular meeting, please call a COS member about 5 days in advance of the meeting and the issue will be added to the “Homeowner Concerns” part of the agenda near the beginning of the meeting.