Home » About Us » Minutes » 2010 » Mar 2010

March 2010

MILL CREEK CONDOMINIUM ASSOCIATION (MCCA)

Board of Directors Meeting

March 2, 2010

Amended June 6, 2010

Director Attendees:  Hugh Halloran, Gil Standifer, Beth Ward, David Wilson

The number of Board members present constituted a  quorum.

Gil Standifer, Property Manager, was also present.

Attendees:  Donna Miller, Rex Miller, Kip Baker, Peggy Wilson

Approval of Minutes:

David Wilson announced that the minutes from the Jan. 12 Board meeting had already been approved. 

Donna Miller reported that minutes of previous meetings have not been posted since September. David Wilson said he would check with Nancy Rire and try to get the minutes posted.

David Wilson reminded the Board about decisions made regarding the use of the reserve money for the docks.  Dock fees were separated out as a separate line item.  The Board would not use this money for anything but repair or replacement of the docks. This money is in the dock reserve fund.

Treasurer’s Report: 

CALVERT BANK & TRUST SAVINGS           $  31,137.39

CALVERT BANK & TRUST CHECKING           119.121.61

BANK OF AMRICA CD #9381                           25,706.97

BANK of AMERICA CD #9394                           25,484.68

BANK of AMERICA CD #9433                         25,876.27                          

TOTAL CHECKING/SAVINGS                       $ 227,326.92

General Replacement Reserves Total         $189,387.97

Replacement Reserves for Boat Dock        $21, 060.75

The cost of the work done on the docks, $19,859.25, was paid for from the dock reserve fund.

Beth Ward asked if we had done anything about getting another CD.  Gil said we had not.

Property Manager’s Report:

Snow:  Two major storms since the last Board meeting made it necessary to spend money for snow removal. The budgeted amount for snow removal was $1,200.  Total cost of snow removal was $1,400.  So we were over budget by only $200.

Damage reports related to ice damming on roofs:

Millers, Unit 141/Bldg. 23 and Dasingers Unit 114/Bldg. 18

Water came into the Miller house. 

Gil contacted the insurance company and they came and took pictures.  Bob Heritage will give estimates regarding repairs due to ice damage to Gil by March 3. 

Dasingers also had mold on the walls.  Gil is getting estimates on mold removal. Dasingers had damage around their triangle in the master bedroom.

Other damage reported:

Tanavage, Unit 144/Bldg.23 reported damage to the wall at the base of triangle in the master bedroom. The wall is cracked. Bob said it does not appear to be structural.  He suggested that we dry wall it and paint.  The ceiling is cracked, but there is no water damage. 

Bob Heritage installed a window in the Miller unit.  Bob also found that water is coming in through a valley in the roof.  He recommended removing and replacing shingles and replace flashing along the dormer and front window.

Bob will repair the unit.  The Board is waiting on a report from the insurance company. Because the damage came from outside the unit to the inside, the Condo policy will cover the damage.  Gil will mention to the adjuster about the recently reported damage in the Tanavage unit. It is expected that the insurance company will handle all of the reported damage as one claim.

 Discussion of a rotten window sill in the Miller’s Unit 141/Bldg.23.

The Millers reported damage to a window sill. David Wilson reminded everyone it is a violation of by-laws to have window air conditioners in units. The Millers said that the damaged window sill was on a different wall and the cause of damage to the sill was not due to an air conditioner. The Millers reported that their window unit had been removed.  David Wilson reported that the Millers would not be charged back for damage replacement.  The Board will remind all unit owners that window air conditioning units are not permitted.

Maintenance Report:

#1 Chris Boyles looked under units re: insulation  and determined that some units had condensation problems.  There were some units that he was unable to access and those owners have been informed.  (Item open.)

#2 O’Malley’s have a problem with the seal in their door.  (Item open.)

Some maintenance items will be discussed with Jack Locher, the Board member responsible for maintenance requests, when he returns.

Question about the Use of a Maintenance Plan

Donna Miller mentioned a maintenance plan that the Board used to follow.   David Wilson explained that there is no longer a maintenance plan.  The By- laws state that a Board can decide not to continue a maintenance plan.  A former Board decided to abandon the previously used maintenance plan. 

There was a discussion about whether or not a roof inspection would reveal future leak areas. No conclusion was reached.

Dock Master’s Report:  No report was made.

Beth Ward mentioned that the recently repaired docks looked very nice.  David Wilson asked for a summary of the payments for dock repairs. We have paid 3 payments for a total of  $20,000. One more payment for the final phase is still outstanding.

Webmaster’s Report:  No report was made.

Landscape Committee Report:  David Wilson reminded the Board that the committee had requested that we maintain the current budget even though the landscaping contract was less than the budgeted amount.  The current budget will continue to allow the landscaping committee to move forward with much needed upgrades to plantings and shrub replacements, as money permits.  This will be a long-term project because so many plants need to be replaced.

Kip Baker met with the TrueGreen landscapers.  The Assoc. wants to use MD plants as much as possible when replacing plants and upgrading the grounds. TrueGreen will give us an estimate on hard cutting of the crepe myrtles to bring them down to the height where they would fall under the “annual careâ€� part of the contract.  Kip did not feel the hard cut would damage the trees and they would bloom well.  If the estimate is reasonable, the Board agreed to prune the crepe myrtle trees.

Kip Baker reported that every time the landscapers finish servicing the area, they will email a report to Beth Ward & Kip Baker.  We can request that they just leave a bag of mulch so that those who want can mulch their own gardens.  Brandon is the owner and manager of this area of Calvert County.  The onsite manager is also named Brandon. Thus far communication with and cooperation from the landscapers has been excellent.

Additional landscaping items:

June is pruning month. Pruning is in the contract already and will be done at the appropriate time.

What should be done about all the dead and dying shrubs around the community?

Last summer about 100 bushes were identified for removal. One option would be to cut them to the ground and then discuss options with owners who would want to contribute some money for replacements.  The Board and the owner would have to work together to make decisions about this. The Board agreed that dead and diseased plants should go first.  However, the Board felt they needed to find out who may be willing to invest in replacing plants or at least share in the replacement costs before making any decisions.

David Wilson pointed out that many of the older plants are quite difficult to totally remove due to the wire baskets enmeshed in the root systems.  This problem could add a considerable amount to the cost of plant removal. One suggestion was to get an estimate on the cost of removal of the baskets before all shrubs are cut to the ground.

No decisions were made, but the landscaping committee agreed to continue to explore options with the landscapers.

Donna Miller reminded the Board that they had requested their shrubs be removed last year.  Now they are worse.  Kip Baker suggested that the unsightly plants could be cut down to the ground. A decision is pending.  The shrubs behind the Millers will be part of the overall discussion with landscapers and the community about how best to tackle this problem.

Gil Standifer reminded the Board that he held back one check from Sierra from last year when they did not do the work requested.  This $2,300 remains in the checking account and will be used for the long-range landscaping plan.

Kip Baker recommends that a formalized landscaping design should be done from a building  by building perspective and the association could slowly work through the plan. It may take up to three years to complete the landscaping project.

Old and fallen trees: Concerns about the old crab apple trees were discussed. The crab apple trees tend to litter the grounds, but no decision was made about removing them.  The Board talked about the possibility of chopping up some of the trees that have fallen along the waterfront. However, it was decided that someone from the landscaping committee should check with the county or state to see what we are allowed to do. 

Excessive dog waste in the community:

The Board agreed to send out a message requesting owners to clean up after their dogs, especially after the snow.  Owners who have renters should forward the message to their renters.  There is an increasing number of dogs in the community and in order to keep our community clean and healthy, the cooperation of all pet owners is required.

Some at the meeting felt it would be helpful to ask dog owners to let the Board know what kind of dog the owner has and the dog’s name.

Unfinished Business

# 1 The cost of the electricity which is the responsibility of the Board has been increasing and will have to be accounted for in next year’s budget. (Item open)

#2 Erosion along the shoreline is still a problem.  It is hoped that the boards attached to the dock will help slow down this erosion. Kip Baker agreed to review sample proposals submitted by other communities that had applied for grants to get money to cover some of the cost of erosion control. Kip will research to determine what permits, etc. are required and what grants may be available.  (Item open.)

#3 Dirt sample in front of Unit 20. Beth Ward took a dirt sample along the bank and concluded that erosion will continue. (Item open.)

#4  The Board is still waiting for the current audit that was just completed. (Item open.)

#5 Donna & Rex Miller continued to express concern about water leaking in under their entrance door. The bottom seal is still not working.  The Board agreed to check with another unit owner who had replaced the front door to see if that eliminated the problem.  The Board will then make a decision regarding whether or not it is the Condo’s responsibility to repair/replace front doors. 

David Wilson referred to the by-laws: Responsibility for door and sills is a grey areas according to the by-laws.  If it is a situation that is affecting multiple homeowners, it is a responsibility of the assoc.  If not, the Board must decide if it is the owner’s responsibility or the association’s responsibility. Rex Miller stated that he understood that the by-laws were not clear and therefore the Board had to make a decision.  They would accept the decision. The Millers will be notified of the Board’s decision.

Prior to the meeting Bob Heritage stated there was nothing he could do except replace the entire door.  Donna Miller said they had, at their expense, tried to replace the slats three times.  Tile has been replaced and it is much thinner now. There was a discussion of whether or not putting on a storm door would stop the leak.  It may require reframing.  Donna said they would be willing to pay part of the repair costs. Gil will get Bob’s opinion regarding the usefulness of a storm door.   David will get back to Board members and then make a decision.  The Board will try to come to a decision within the next seven days.

Amended: The minutes from the March 2, 2010 were amended to note that a replacement door for Unit 141 (Rex and Donna Miller) was not approved.  MCCA will replace the door sweep one more time.  A storm door would solve the problem.   Such a decision is the Miller’s, and they would be responsible for the cost and installation. 

New Business

Snow plowing:  There was a discussion about the quality of the snow removal work that was done.  While some community members were dissatisfied with the work, the majority of Board members felt that given the unusual nature of this storm, there was overall satisfaction with how the snow problem was handled. 

The Board would like to extend its thanks to all community members who worked to dig out themselves and their neighbors.

Due to some reported dissatisfaction with the quality of the snow removal work. Hugh Halloran has sought out four different contractors to see if we can get a better contractor for next year. 

Rex Miller acknowledged that neighbors helped dig them out.  Why was that necessary?  Rex felt that the plow was slanted in such a way as to push the snow behind one set of cars.  It was a problem with the technique.  If that was to save money, Rex objects.  Beth felt there was a lack of knowledge on the part of the driver who did not know how to do their job well.

David Wilson made the point that we have always considered these single family units and owners were responsible to shovel sidewalks and parking spaces.  Donna Miller disagreed.  David pointed out that we have other expenses coming up and probably will not have money for such an expense.  This shoveling requirement is not in the By-laws. 

Rex stated that we cannot see the budget as set in concrete.  If there is an unusual circumstance, the Board needs to be ready to spend what needs to be spent.