BRIGHTFIELD VILLAGE CONDOMINUMS Annual Meeting
July 7, 2011
Sign in began at 6:00 p.m.
To meet quorum takes 66. There are 49 in attendance; proxies to others- 4; proxies to the board - 13; quorum only - 11 - for a total of 77.
The meeting was called to order by Bob Brown from Superior Community Management at 6:30 p.m.
It was acknowledged that proper meeting notice was mailed and the quorum has been met.
Board approved minutes of the 2010 annual minutes as written. They have been on the website since the July 2010.
Nominations for board: Jack Furman, Don Joyce and Matt Schiewe. Each nominee introduced himself for information. Floor nominations: Mary Hayes. Mary introduced herself. Votes were counted: Jack received 49, Don 59, Matt 67 and Mary 16. Tally was verifieds by Retha McCutchen and Elaine Schultz and supervised by Bob Brown— Superior Mgt.
Don Joyce presented the 2011-12 budget. We have had many foreclosures this year due to the economy. That makes collecting HOA fees more difficult. The board has worked at forcing the banks to move forward with the foreclosure so BVC can collect fees. BVC has very few units with late fees at this point.
The suggested 2011-12 budget recommends keeping the current HOA fees. Our cash balance is $201,898. The budget was approved as presented.
Motion was made and seconded that we adjourn the meeting at 7:00 p.m.
Discussion from the floor:
A letter was received from Kathy McClusky about a tree whose roots are causing problems in the parking lot and sidewalks. She has tripped and fallen once. The board will respond.
Concern was expressed about the pit bull on site. The tenant presented a doctor’s letter stating that this is a ‘companion’ animal. The board has no recourse in these situations. Concern was also raised about the rental with two labs. Suggestion is that the owner require his tenant remove these dogs.
There is a county leash law. If tenants see dogs off leash, please report to the Washington County Animal Control. If you see cats loose, the only option is to take it to Animal Control. This will cost you $10 and $20 for the owner to retrieve it. Repeated offenses will cost the owner increased fines.
Concern was expressed over the cat food in a carport. It is drawing raccoons and rats. Owners suggested fining the owner of that unit.
People who notice nonresidents/owners using the pool and exercise room, please report them immediately. A board member will ask them to leave. Also, you make take license plate and call the police. The police will remove them.
How do we arrive at the reserve amount? The board watches the trend of the bottom line. Our comfort level for reserves is $250,000. That is the goal. The association can ask that the number be changed. Owners felt the amount is adequate.
Major maintenance seems to be done fairly well. Minor maintenance seems to be neglected. Things like tree branches on the ground (under 7 Dees contract). People can leave a note in landscaper’s box outside office. Other needs are gutters cleaned regularly. The laundry rooms need improvement and cosmetic improvement - painting hallways and concrete floors.
Is there acknowledgement for maintenance requests? BrightfieldVillage.com has a formed and should be followed up by email.