Home » About Us » Minutes » 2008 » June Board Meeting

June Board Meeting

Mill Creek Condominium Association (MCCA)

Board of Directors Meeting

Director Attendees: Hugh Halloran, Gary Heal, Ed Heilman, Jack Locher.

                Absent:  Butch Emmons

 Attendees:  Kip Baker, Keg Locher, Nancy Rire, Gil Standifer.

The minutes from the March 12, 2008, meeting was approved by e-mail.

TREASURER’S REPORT:

Calvert Bank & Trust Savings                                  $  30,807.28      

Calvert Bank & Trust Checking (incl. cash)                 116,341.84

                                                                        $147,149.12

Replacement reserves for boat docks were $23,572.40.  This is included in the cash above.

Jack Locher prepared a report that compared expenditures in 2007 to the most current outlook for our expenditures in 2008.  The rationale given to the community at the 2007 annual meeting was that we were significantly over our capital expenditures and, therefore, under on the amount we were putting away for capital expenditures in the future as cited in the Reserve Study.  For 2007, MCCA put $75 thousand (including $32,400 special assessment collected in 2008) in Reserves.  The current outlook is for $70 thousand for 2008.  It is too early in the year to know whether or not we will need a special assessment, but at the present time, it looks like we are on track to continue to build up the Reserves by a reasonable amount.  However, we are only half-way through the year, and anything can happen.  Jack will continue to update the report periodically so the Board will know what the current Reserve outlook is.

PROPERTY MANAGER’S REPORT:

1.       Gil Standifer reviewed the current procedures for collecting outstanding monthly maintenance fees.  The Board established a policy for when methods used to collect delinquencies should be enacted. 

Ed Heilman made a motion that:  The Board establish a policy for delinquent condominium fees. At 60 days the management company will institute delinquency notices with late fees and reminders by either e-mail or mail, and at 90 days a certified letter from the management company will be sent which will fulfill all of the necessary requirements of law to file a lien.   At not less than 120 days a lien would be filed which will include attorney fees, but it has to be approved by the Board. The only exceptions to this policy will be for extenuating circumstances. It will be an extension, not a forgiveness, until the delinquency has been repaid.  If a lien has been filed, the Board must readdress it periodically to include new condos fees which continue to become delinquent.   The lien will remain an open action item until it has been satisfied.

Hugh Halloran seconded the motion.  The vote was unanimous in favor of the motion.  Item closed.

          The list of maintenance requests and their status can be found on the MCCA website.

          There was a discussion about the dampness and failing brackets which result in falling insulation found underneath units in the community.  While the Board understands that MCCA is responsible for this space, the community does not have the money to address the issue at this time.  Gil Standifer will get information on repairing this problem.  Decisions to fix units will be made on an individual basis.  Item open.

DOCK MASTER’S REPORT:

Water was turned on to the Docks on 4/5/2008 after several repairs to the lines.  There was some expenses for material to do the repairs.  Repairs were made by myself with help from Pete Alford.

Additional leaks were repaired by R&B Pluming and Calvert Well.

5 lamps were replaced since the last report.

The Sign at the entrance to the docks is badly worn.  I have removed it.

I refurbished one of the dock carts.

I replaced the lattice work below the electric panels on the docks.

A few additional boards were replaced on the dock deck.

Topics for discussion:

In March, I Called Woodpreservers Inc. Warsaw VA 804 333-4022 and got quote for dock decking.  They do not do CCA treatment any longer, but instead do copper azaul.  To get a CCA level  .40 treatment a Copper Azaul of .21 is needed.  To match the .25 CCA, a .10 is needed.  Price per board delivered is $8.09 for 1000 boards, delivered.  I called Dean Lumber again to check on their price and was told $4.87 per board, delivered.  They buy from Culpeper Lumber in VA.   We still need 1538 boards of lumber.  One 2X6X8 = 8 sq ft.  At $5 a board that is about $7,990.  We should consider purchasing more.

I did receive a quote from Yellow Dog Marine Construction for $9 a square foot to install the decking.  No materials provided.  We have about 11,764 sq ft of decking yet to do, for a price of about $105,876 for labor. 

Gary Heal, Dock Master

          After discussion, it was decided to buy another pallet of boards before the price went up.  Gary Heal will send a notice out via e-mail with a work date for anyone interested in repairing the docks. 

WEBMASTER’S REPORT:

          Nancy Rire is going to look into ways of making the e-mail function easier to use.

1.        Jim Maloney has stated that the bylaw change voted upon at the Annual Meeting must be recorded in the county records.  The Board decided to use the law firm of Elmore and Troop, which specializes in condominium law, to handle this action.  Jim Maloney will contact them to start the process. 

          Gil Standifer will follow up with Elmore and Troop about the recording of the bylaw change in our insurance deductible.  Item open.

2.       Donna and Rex Miller requested that the Mill Creek Condo Association sign at the entrance of the community be refreshed.  Laura Zurl will ask contractors for an estimate to refurbish the sign.         Butch Emmons will also contact Signs by Stacy for an estimate.  The sign has been removed by Signs by Stacy.  They will examine the sign when it dries out and give us an estimate for refurbishing the sign.   Butch Emmons will continue follow up. 

          Action:  The sign is back in place.  The posts will not be painted until next year because they need to weather for a year before they can be painted. Item closed.

3.         SMECO has installed the agreed upon street lights.    Some of the light poles need adjustment; Gil Standifer will contact SMECO.    SMECO came out and adjusted the two lights; one has been repaired and the other continues to lean.  Item open.

          This evening the remaining lights were turned off so that the Board could determine where the dark areas are located and have those area lighted adequately.  The lights were turned back on; the lights that have been determined as unnecessary will be temporarily shut off and the lighting will be reexamined for dark areas.  This process will continue until street lighting is deemed adequate.  Item open.  

4.        A method to track maintenance requests and their status on the website is being explored. 

          Gil Standifer has a spread sheet for the status of maintenance requests.  Nancy Rire,  Web Master, will add this list to the MCCA web site.  Nancy will also explore the possibility and expense of having a tracking system added to the web site by the site designers.

          When a Maintenance Request is received, it will be copied to all Board Members.  The request status will be tracked (pending, resolved, cost) and will not be closed until the Board gives the approval.

          Action:  Gil will forward his maintenance spread sheet to Nancy Rire, and she will place it on the website.  Item closed. 

5.       The 2006 Audit report stated that MCCA has a “material weaknessâ€� in its accounting method.  Jack Locher, Ed Heilman and Gil Standifer will meet with Goldklang, Cavanaugh & Associates, P.C. for clarification.  Item open.

NEW BUSINESS:

1.       Kip Baker presented a plan for landscaping the flower bed surrounding the MCCA sign at the community entrance.  He suggested using three Lord Baltimore hibiscus and two butterfly bushes as a backdrop to the holly.  Over time perennials can be added to fill out the bed.  Kip requested money to proceed with this plan.

     The Board approved $300 to be used for the landscaping of the front bed.  Kip Baker and Peggy Wilson agreed to manage this effort.  Item closed.

2.       A Landscaping Committee has been established.  The Committee shall review requests from unit owners and make recommendations to the Board on the disposition of the requests. Kip Baker and Peggy Wilson have agreed to co-chair the committee.  Any one interested in joining the committee should contact either Kip or Peggy.  Item closed.

3.       Gary Heal has noted that several boats are not registered, and others are in bad repair.  MCCA bylaws require current registration and also that the boats be kept in good repair.  Gary feels that the Board should exercise its right to require proof of insurance and require boat owners to conform to the bylaws.  He has drafted a letter to be sent out to all slip and boat owners.

          The Board voted unanimously to send the letter to slip owners and renters who have a boat in a MCCA slip.  Item open.

4.        John Burroughs, our insurance agent, forwarded a news release dated April 22, 2008, from the Insurance Agents & Brokers of Maryland, to Gil Standifer.  The first paragraph says:

          In a recent decision by the Maryland Court of Appeals, it has been held that the Maryland Condominium Act does not require the master insurance policy of the condominium association to cover damage to an individual unit.  Instead, where the master policy would not apply, the policy of the individual condominium unit would cover any damage done to the owner’s property or individual unit.

          Gil Standifer is gathering more information from John Burroughs and from Troop & Elmore, our attorneys.  He will report to the Board concerning this subject and how it may affect us.  Item open.

5.       Terms of office have confused some people.  Keg Locher will go back through the minutes of the last few years to determine when each Director’s term expires.

The meeting was adjourned at 10:10 pm.

The next Board Meeting will be August 13, 2008, at 7:00 pm at Hugh Halloran’s home.

Submitted by:  Keg Locher

 Items for Budgetary Consideration in 2009

Moisture barrier and insulation replacement will be included in the list of items for budgetary consideration in 2008.

Staining of all decks in the community will be included in the list of items for budgetary   consideration in 2008.

Sidewalk repairs will be included in the list of items for budgetary consideration in 2008.