2018
April 2018
April 2018 Board Meeting Minutes
PLUM CREEK CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS – MINUTES
APRIL 25, 2018
The Board of Directors of the Plum Creek Condominium Association met on Wednesday, April
25, 2018, at 6:30 p.m. at the Clubhouse.
Present: Mark Blakeslee, President; Linda Rehm, Secretary;
Sharron Dudas, Treasurer; Merilyn Tilak, Director;
Ed Kuranc, Director; and Marco Ranucci, Director.
Also present was Jason Hutchison, Property Manager of Casa Bella
Property Management.
I CALL TO ORDER AND ADOPTION OF THE AGENDA
Mark called the meeting to order at 6:30 p.m. The agenda was adopted as presented.
II APPROVAL OF THE MARCH 2018 MINUTES
There was not a quorum of Board members at the last meeting; consequently, there
were no formal minutes.
III PRESIDENT’S REPORT
Mark reported that there will be two blocks of Board members up for election at our
annual meeting on May 23, 2018. The three people with the most votes will serve for 2
years. The remainder will serve for one year. There will be one open position from Cindy
Tittle’s resignation. The use of block captains will be announced. There will be a straw
poll regarding dumpsters. Board members should get proxies so that there is a quorum.
IV TREASURER’S REPORT
The Certificate of Deposit matures in August of this year.
The following balance figures are approximations:
$45,500 Operating Fund
$20,000 Reserves
$70,000 CD
The new landlord fee is helping our financial condition.
V NEW BUSINESS
1. Annual meeting
The meeting will be held on Wednesday, May 23, 2018, with registration beginning at 6:30 p.m. and the meeting commencing at 7:00 p.m.
2. Trail cameras
The cameras are $68 each. They will be strapped to the tree on Merriweather and Camelot and one will be floating. The floating camera will be moved to a different location every two weeks.
A motion was made by Mark, and seconded by Marco, to purchase 2 cameras.
Motion carried.
3. Parking spaces
There are many Co-Owners occupying “Visitor” parking spaces. The possibility of leasing a space for $500 per year was suggested as well as a lottery for some of the available spaces. 4. Street cleaning
A motion was made by Mark, and seconded by Ed, to have the streets cleaned at a
cost of $595.00. Motion carried.
4. Bike rack
A bike rack was suggested by Marco as a solution for the many children on Merriweather (Building “T”) who leave their bicycles scattered. Jason will provide prices for bike racks. If this solution does not work, confiscating the bikes was mentioned.
VI UNFINISHED BUSINESS
1. Spring Inspection
Jason Hutchison will begin the inspection on Monday, May 1, at 10:30 a.m.
Board members are welcome to accompany him.
2. Newsletter
The newsletter will be ready to be published after the Annual Meeting.
3. Maintenance Updates
a. Salt containers will be collected. b. External lights are LED’s. c. Lights were changed in the apartment chandeliers. d. A letter will be sent to all Co-Owners regarding dumpsters. e. Jason is meeting with contractors regarding door buzzers on apartment condos.
4. Dryer vents
Dryer vents are cleaned once per year. Jason will obtain quotes.
5. Windows
Windows will be replaced based on damage and age.
6. Pool attendants
Pool attendants are needed.
VII ADJOURNMENT
There being no further business to come before the Board, a motion was made by Marco, and seconded by Ed, that the meeting be adjourned at 7:50 p.m. Motion carried.
The next meeting of the Board of Directors will be held on Wednesday, May 23, 2018, at 6:30 p.m. at the Clubhouse.
Respectfully submitted,
Linda Rehm
Secretary
January 2018
The Board of Directors of the Plum Creek Condominium Association met on Tuesday, January
23, 2018, at 6:30 p.m.at the Clubhouse.
Present: Mark Blakeslee, President; Linda Rehm, Secretary; Sharron Dudas,
Treasurer; Merilyn Tilak, Director; Cindy Tittle, Director; and Ed Kuranc,
Director. Also present was Jason Hutchison, Property Manager of Casa
Bella Property Management Company.
Absent: None
I CALL TO ORDER
Mark called the meeting to order at 6:30 p.m.
II VISITORS AND/OR GUESTS - APPLICANTS FOR THE BOARD OF DIRECTORS
The following Co-Owners submitted applications to fill the Board vacancy as a result of Pat
Drzinski’s resignation: Shirley Branack, Marco Ranucci, June Siehda, Vipukumar Tripathi,
and Habeeb Vipo.
Mark asked each candidate to explain their work experience, qualifications, and what
he/she thought were the main issues concerning our complex. Everyone said trash was the
main concern. Other key problems were curb appeal, the infrastructure, and
communication with Co-Owners/residents.
Mark asked each Board member to vote for two candidates. Marco Ranucci received the
most votes. Mark will contact him with the results, as well as the other candidates. He was
also pleased that so many Co-Owners were willing to serve on the Board. This was not the
case in previous years.
II ADOPTION OF THE AGENDA
A motion was made by Linda, and seconded by Merilyn, to accept the agenda as
presented.
III APPROVIAL OF THE NOVEMBER 8, 2017, MINUTES
A motion was made by Mark, and seconded by Ed, to approve the minutes as
presented. Motion carried.
IV NEW BUSINESS
1. Spring Inspection
The spring inspection will be performed by Jason and Pat and will take several days.
2. Work Orders
There were a lot of work orders for water in basements.
3. Newsletter
The next newsletter should be sent out in March or April.
4. Board terms
All Board members are up for re-election. Three positions should be for three years
and four for four years.
5. Board Meeting Date
Jason is unable to attend meetings on Tuesdays. The Board agreed to change the day
of our meetings to the fourth Wednesday.
V UNFINISHED BUSINESS
1. Snow removal
Landscape Authority will salt after one and one-half inches of accumulation. We need
to have them provide an estimate of the cost of salt. Calcium chloride is $35 for 50
lbs. or $180 for one ton.
Jason needs a map of our complex. He also said it takes about one year for a company
to do a proper job of snow plowing.
A motion was made by Mark, and seconded by Ed, that Landscape Authority’s contract
will be for one year. Motion carried.
V UNFINISHED BUSINESS (Continued)
1. Trash Collection
Residents are putting trash out days before the collection on Monday.
2 Units damaged by fire – Update
Midpoint Construction has completed its work. Residents are starting to move in.
3. Installation of carpeting in Building “S”
Residents were very pleased with the new carpeting.
VII ADJOURNMENT
There being no further business to come before the Board, a motion was made by Mark,
and seconded by Ed, that the meeting be adjourned at 8:07 p.m. Motion carried.
The next meeting of the Board of Directors will be held on Wednesday, February 28, 2018,
at 6:30 p.m. at the Clubhouse.
Respectfully submitted,
Linda Rehm
Secretary
November 2017
Minutes
The Board of Directors of the Plum Creek Condominium Association met on Tuesday,
November 8, 2017, at 6:30 p.m. at the Clubhouse.
Present: Mark Blakeslee, President; Linda Rehm, Secretary; Sharron Dudas,
Treasurer; Merilyn Tilak, Director; Cindy Tittle, Director; and Ed Kurnac,
Director. Also present was Jason Hutchison, Property Manager of Casa
Bella Management Company.
Absent: Pat Drzinski, Director.
I CALL TO ORDER
Mark called the meeting to order at 6:30 p.m.
II CO-OWNERS AND/OR GUESTS
1. Cindie Orchard, Co-Owner
a. Ms. Orchard is not in favor of dumpsters. She stated that they are hard to monitor.
Mark informed her that Board has not made any decisions regarding dumpsters.
We will obtain the opinions of residents. We need to find a better place to put
trash. There is a possibility of hiring a security guard.
b. The caulk around her home should be on top the cement, but is going into the
foundation.
2. June Siehda, Co-Owner, Unit #111
Mrs. Siehda was concerned about our Board election process and the need to
make a quorum. She would like a list of the Co-Owners who are eligible to vote.
► denotes a formal motion
3. Co-Owner, 14059 McKinney and 13052 Champagne
This Co-Owner was concerned about the use of hookas and trash in our community.
III MANAGEMENT COMPANY REPORT
1. Apartment fees
Fees will increase by $2.00 per month because LTM did not calculate cleaning and
fuel surcharge fees.
2. Gutter cleaning is considered general maintenance.
IV NEW BUSINESS
1. Snow Removal
Snow removal companies have been a disappointment in the past. Jason
recommended Landscape Authority. He said it was a good company. It has been
out to see our community. It would plow and salt after one and one-half inches
of snow accumulation.
► A motion was made by Cindy, and seconded by Sharron, to accept Landscape
Authority's bid of $38,750.00. MOTION CARRIED.
V UNFINISHED BUSINESS
None
VI BOARD OF DIRECTORS COMMENTS/CONCERNS
1. Road work - intersection of Ivanhoe and Ivanhoe
Jason will obtain bids for coal patching.
2. Building S - lights not on
Jason will submit a work order for the second floor lights.
► denotes a formal motion
VI ADJOURNMENT
► There being no further business to come before the Board, a motion was made by Ed,
and seconded by Sharron, that the meeting b e adjourned at 7:56 p.m. Motion carried.
The next meeting of the Board of Directors will be held on Tuesday, January 23, 2018,
at 6:30 p.m., at the Clubhouse.
Respectfully submitted,
Linda Rehm,
Secretary
July 2017
Minutes
The Board of Directors of the Plum Creek Condominium Association met on Tuesday, July 25, 2017, at 6:30 p.m., at the Clubhouse.
Present: Pat Drzinski, President; Linda Rehm, Secretary; Mark Blakeslee, Treasurer; Merilyn Tilak, Director; and Sharron Dudas, Director.
Also present were Ryan Dorner and Sandra Adams-Dupuis, LTM property managers.
Absent: None
The meeting was called to order at 6:30 p.m. The agenda was adopted and the establishment of a quorum was confirmed.
II APPROVAL OF THE JUNE 2017 MINUTES
► A motion was made by Mark, and seconded by Pat, to approve the minutes of the June 28, 2017, meeting as presented. Motion carried.
III CO-OWNERS AND/OR GUESTS :None
IV CO-OWNER CONCERNS AND COMMENTS
Trash LTM received many calls regarding trash issues, i.e., residents putting trash out early; trash contents scattered on lawns, untied bags, etc. A camera has been installed on the tree near the Merriweather/Camelot trash pick-up area. There is an SD card in the camera, which is motion activated. It will be looked at every two weeks by LTM. Hopefully, those putting trash out early will be identified and fined. Young children playing in the streets at all times of the night Merilyn said these children are from her building (T), apartments 203 and 204. LTM will send a letter to these units saying that we are concerned about their children’s’ safety, and ask that they refrain from riding their bikes after dark and from 5:00 – 7:00 p.m.
Ground maintenance Our grounds are looking terrible; weeds are still visible in the front of some units and in the sidewalk cracks. Some are five feet high. LTM will check with Fairway to determine how often the weeds are pulled and to get the problem under control.
V FINANCIAL STATEMENT There is currently: $ 87,289.07 checking 74,030.02 CD $161,319.09 Total Reserves
► A motion was made by Pat, and seconded by Merilyn, to approve the financials as presented. Motion carried.
VI WORK ORDER SUMMARY LTM provided a list of open and closed work orders.
VII UNFINISHED BUSINESS Dumpsters Trash pick-up is paid for through our taxes. With dumpsters, we would be paying twice for this service. However, we need to solve our trash problem. LTM will look into the cost of four dumpsters.
Chimneys U & S has completed the chimney tuck pointing on five apartment buildings. The company provided an estimate months ago and monies were paid out. LTM will check status.
Reserve Engineering Study Ryan will get a quote for the cost of this study which will analyze where we should be dollar wise from month-to-month per year. This would be a budgeted item. Note: When we present this engineering report, we have proof of when we have to dip into the reserves.
VIII NEW BUSINESS
a. Pool The pool attendants clean, skim, and check the pool chemicals daily. The pool attendant inspects the pool three times per day. The pool was dirty because the vacuum was not working properly. A new vacuum was installed to remedy the situation. The filters are made of cloth. Ryan suggested we use a professional pool management company. The Board did not want to add this expense. The suggestion was denied.
The pool is in need of new furniture. Mark asked Ryan to obtain a proposal for the cost of 3 umbrellas, 3 tables, 12 chairs, and 4 lounge chairs. $2,000 - $2,500 were the suggested cost guidelines.
Landscaping Our lawn service pulls weeds in the front of units that are not maintained by the Co-Owners. If a Co-Owner plants flowers, he/she is responsible for pulling weeds. We need to obtain a list of those self-maintaining their flowerbeds and those who are not. LTM will then send a letter to the self-maintaining Co-Owners and give them the option of the Association pulling their weeds. Mark suggested that $200 - $250 be allocated for perennial plants in the front of units to improve curb appeal
“Welcome to Plum Creek/Know the by-laws before you buy” signs
► A motion was made by Mark, and seconded, that these two signs be removed. Motion carried.
“Plum” is now our official color.
The City is looking into recycling. We cannot allow this because each unit would have to have multiple bins for disposal. Sandra or Ryan will contact the City and ask for Plum Creek to be put on the black list for this service.
Street tripping concern : The Association needs to have the results of the reserve engineering study before it can allocate funds for any cement tripping hazards. However, we must think of the safety of our residents first.
Satellite Dishes The Association has to allow them. Following are the guidelines: No taller than four feet Must be within two feet of the building Two allowed per unit Cannot be placed on the roofs
► A motion was made by Merilyn, and seconded by Sharron, to accept these guidelines. Motion carried.
VIII ADJOURNMENT
► There being no further business to come before the Board, a motion was made by Mark, and seconded by Merilyn, that the meeting be adjourned at 7:58 p.m. Motion carried.
The next meeting of the Board of Directors will be held on Tuesday, August 22, 2017, at 6:30 p.m. at the Clubhouse.
Respectfully submitted, Linda Rehm Secretary
► denotes a formal motion
June 2017
Minutes
The Board of Directors of the Plum Creek Condominium Association met at the Clubhouse on Tuesday, June 28, 2017, at 6:30 p.m.
Present: Pat Drzinski, President; Linda Rehm, Secretary; Mark Blakeslee, Treasurer; Merilyn Tilak, Director; and Sharron Dudas, Director. Also present were Sandra Adams-Dupuis, LTM Property Manager, and Ryan Dorner, LTM President. The meeting was called to order at 6:30 p.m.
NEW BUSINESS There was a parting of the ways between LTM and Juanita Merling, former Property Manager. Sandra and Ryan were present to discuss Plum Creek’s future under their direction. They intend to do their best to improve our complex. We will be Sandra’s top priority. Following are pertinent points: LTM is now offering two Property Managers. Ryan has 15 years’ experience. Sandra is on site two times per week. Sandra will provide the Board with a weekly tracking system whereby the status of projects will be provided. Co-Owners need constant contact.
We asked LTM to provide us with a website for better communication. Ryan stated that work orders should be placed by E-mail. Upgrading from TOPS to TOP20; Co-Owners can access to get more information.
Dumpsters – Trash is a huge problem. The Board would like to see a camera installed by the Camelot and Merriweather collection area to identify the violators. Rats have been seen by Buildings H and I because residents are putting their trash out early. Sandra will call the City for the specs on dumpsters. Violation letters are sent to Co-Owners and to their renters.
The pool area now has Wi-Fi.
Ryan suggested we have a reserve engineering study which will tell us where we should be dollar wise from month- to- month per year. This study would need to be a budgeted item. We need to be proactive.
Sinkhole behind Building M ¤ A motion was made by Mark, and seconded by Linda, for Mainline Plumbing & Sewer to excavate down to the storm line, to repair it, and to power jet the remainder of the line to remove any dirt; dirt will be back filled to rough grade. Total cost is $2,495.00. Motion carried. We need sandwich boards that can tolerate all weather conditions.
There are two Board positions available. It was suggested that prospective directors attend a meeting to see what the job entails. They would need to call Sandra to be put on the agenda.
There being no further business to come before the Board, a motion was made by Mark, and seconded by Sharron, that the meeting be adjourned at 8:01 p.m. Motion carried.
The next meeting of the Board of Directors will be held on Tuesday, July 25, 2017, at 6:30 p.m., at the Clubhouse.
Respectfully submitted, Linda Rehm Secretary