Meeting Minutes


Minutes of the February 25, 2020

Board of Directors Meeting 5:30pm @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; Eric Tester; Valerie Impagliazzo and David Wahlstrom Anna Goyette Treasurer, Ray Mincer, Kevin Kresh and Don Picard Secretary

Members Absent: April Bowen Vice-President

Others: Kimberly G. (GM-Office) 

Call to order: President Marilyn called meeting to order at 5:30 pm at the River Woods office.

Agenda:  Motion Don, Anna seconded to approve Agenda for tonight’s meeting as submitted.  Approved 

Minutes: Motion Anna, Val seconded to approve Minutes for 01/28/2020 meeting as amended.  Approved


Business from the floor:  None

Maintenance:

  • Pet License. Update from City – The Villager for March includes changes in the City policy no license is required anymore.
  • Roofing Update – Pre-notices for March are being posted – pending snow roofing could start as early as mid-March.

 

Financials:

·         Financials: Motion Dave, Ray seconded to approve January and YTD financials. Approved

·         Insurance: 1 unit has not yet paid 2019-20 insurance. The unit is in legal for foreclosure.

·         Audit: FYE 2019 completed. Motion Ray, Eric seconded to approved Audit as presented. Approved

 

Other Business:

·        Annual Meeting – Pending COVID - Scheduled for 6/30/2020 Tuesday at 6:00pm

·         Roommate Rental Agreement: There are many units that have not returned the forms and have roommates and/or rental people in their unit. Board discussed consistency and legal ramifications if owners do not comply. The whole association will need a letter with a check box about who is living in unit. If not returned the units will start the $100 a week fine process until it is completed. Motion Eric, Don seconded notice goes to all units on renters and roommates in the unit. They simply check a box and return to the office. If not completed those units will begin the process of fines. Approved

Next Board Meeting Date:  April 14th Tuesday 5:30pm

Legal:  Close meeting for Late and Legal fee updates reviewed by the Board

Adjourn:

Motion Dave, Anna seconded to adjourn meeting at 6:20 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

 

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Minutes of the January 28, 2020

Board of Directors Meeting 5:00pm @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; April Bowen Vice-President; Valerie Impagliazzo and David Wahlstrom Anna Goyette Treasurer, Ray Mincer, April Bowen Vice-President; Kevin Kresh and Don Picard Secretary

 

Members Absent: Eric Tester

Others: Kimberly G. (GM-Office)

Call to order: President Marilyn called meeting to order at 5:00 pm at the River Woods office.

Agenda:  Motion Anna, April seconded to approve Agenda for tonight’s meeting as submitted.  Approved

Minutes: Motion Dave, Don seconded to approve Minutes for 10/28/2019 meeting as submitted.  Approved

Business from the floor: N/A

Maintenance:

·         Parked cars during snow falls – This is an out of control situation. Owners cannot park in guest parking for their drive to be cleaned during a snow fall. The crew will clean up the driveway later. Many of the guest parking spots are used to push snow through.

·         Garage Lights – Owners are moving these to motion instead of dusk to dawn. All garage lights must stay on dusk to dawn for safety reasons. The cost of this is .11 cents a month and even less for LED. No colored bulbs can be used at any time on the garage fronts.

 

Financials:

·         Financials: Motion Ray, Val seconded to approve December and YTD financials.

·         Insurance: 1 unit has not yet paid 2019-20 insurance. The unit is in legal for foreclosure.

 

Other Business: N/A

Next Board Meeting Date:  February 25, 2020

Legal:  Close meeting for Late and Legal fee updates reviewed by the Board

Adjourn:

Motion Val, Don seconded to adjourn meeting at5:20pm. Approved

 

Minutes respectfully submitted by Kimberly G. HOA GM

   

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Minutes of the October 28, 2019

Board of Directors Meeting 5:30pm @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; April Bowen Vice-President; Valerie Impagliazzo and David Wahlstrom Anna Goyette Treasurer, Eric Tester, Ray Mincer, April Bowen Vice-President; Kevin Kresh and Don Picard Secretary

Members Absent:

Others: Kimberly G. (GM-Office)

 

Call to order: President Marilyn called meeting to order at 5:30 pm at the River Woods office.

Agenda:  Motion Anna, April seconded to approve Agenda for tonight’s meeting as submitted.  Approved

Minutes:

·         Motion Dave, Eric seconded to approve Minutes for 9/16/19 meeting as submitted.  Approved

Business from the floor: N/A

Maintenance:

·       Leaf clean up - Leaf Blow outs – will continue through November. Our machine that picks up the leaves broke down. Received new motor and hope to have it running this week.

Financials:

·        Fiscal Year End financials: Motion Anna, Val seconded to approve fiscal year end financials.

Other Business:

·         Insurance review – Billed to owners $214,571.35 Remaining Due $8,800

·         Next Door Site – Exchanges about information, fees not knowing Board dates and times are on the website.

Next Board Meeting Date:  No Mtg in Nov/Dec

Legal: Late and Legal fee updates reviewed by the Board

Adjourn:

Motion Ray, Val seconded to adjourn meeting at 5:50 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

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September 26, 2019

Dear Owners,

The Budget has been completed and approved for fiscal year 2019/2020. Costs in several areas have increased, resulting in an increase in fees from $299.00 to $313.00 a month, a 4.68% increase.

 

The biggest source of increased costs is the replacement of driveways, which we started this year, instead of 2024 as planned. As many of you have noted, our roads have deteriorated a lot in recent years, so much that we just couldn’t wait four more years to start replacement. This means we are doing driveway replacement at the same time as we are finishing up the roof replacement program. 

Another budget category we couldn’t cut was employee costs. Due to historically low unemployment rates, workers are very hard to find, so we must pay current employees more to keep them. With 87 acres to maintain, we count on experienced employees familiar with our maintenance procedures to be able to remove snow, cut grass, salt roads and sidewalks, remove trees the city has marked, etc. Some of our materials costs have risen as well. For example, our cost for salt have doubled due to a shortage in the Twin Cities area. Utility costs also rose this year.

The board did its best to save costs in other areas, but despite saving money in pool costs, supplies and material we couldn’t save enough to keep annual fees from rising.

The board, composed of fellow River Woods townhouse owners, and our staff have worked diligently to manage spending and secure the best deals on equipment and supplies.  And while we would all like to keep fees the same as last year, we feel it’s more important to maintain the living quality at River Woods at the level we’ve all come to know. Regretfully, as inflation seems to always rise, costs inevitably will rise.

There is some good news on the horizon, however. In 2024 we will have finished the roof replacement program which should make it easier to hold the line on costs in subsequent years while still putting funds into reserves for the next roof replacement.

Below shows the expenses so far this year and what the breakdown in expenses looks like by category.



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Minutes of the September 16, 2019

Board of Directors Meeting 5:30pm @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; April Bowen Vice-President; Valerie Impagliazzo and David Wahlstrom Anna Goyette Treasurer, Eric Tester, Ray Mincer, and Don Picard Secretary

Members Absent: April Bowen Vice-President; Kevin Kresh

Others: Kimberly G. (GM-Office), Bob Anderson

Call to order: President Marilyn called meeting to order at 5:30 pm at the River Woods office.

Agenda:  Motion Anna, Dave seconded to approve Agenda for tonight’s meeting as submitted.  Approved

 Minutes:

·         Motion Anna, Don seconded to approve Minutes for 7/29/19 meeting as submitted.  Approved

·         Motion Eric, Val seconded to approve Minutes for 8/9/19 Annual meeting as amended.  Approved

 Business from the floor: Bob Anderson #272 question on Maintenance request.

 Maintenance:

·         Pool Closing – The pool has been closed by Horizon. Loren will do the remaining blow-out of bathrooms. We had three homes pay for a seasonal use pass.

Financials:

·        Budgeting review and fee increase - Discussion on the projections for 2019/2020 budget. The replacement for the blacktopping had to take place 3 years early. The project was scheduled to be completed after roof completion. This will greatly impact the increase for the next fiscal year. The project in total is well over $200,000.

·         Fee Increase – Motion Don, Anna seconded to increase the association fees from 299.00 a month to 313.00 a month, a 4.68% increase. Approved

Other Business:

·        Insurance review –

Billed to owners $214,571.35 Paid to date $80,984.15   Remaining Due $133,587.20

Next Board Meeting Date:  October 28, 2019 5:30 pm

Legal: Late and Legal fee updates reviewed by the Board

Adjourn:

Motion Dave, Ray seconded to adjourn meeting at 6:20 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM


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Minutes of the July 29, 2019

Board of Directors Meeting 5:30pm @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; April Bowen, Ray Mincer, Valerie Impagliazzo and David Wahlstrom Anna Goyette, Secretary/Treasurer and Eric Tester

Members Absent: Vice-President; Don Picard

Others: Kimberly G. (GM-Office)

Call to order: President Marilyn called meeting to order at 5:30 pm at the River Woods office.

Agenda:  Motion Ray, Anna seconded to approve Agenda for tonight’s meeting as submitted.  Approved

Minutes:

·         Motion Ray, Eric seconded to approve Minutes for 05/13/19 meeting as Amended.  Approved

·         Motion Dave. Eric seconded to approve Minutes for 06/24/2019 Annual meeting as submitted.  Approved

 

Business from the floor: N/A

Maintenance:

·         Major Asphalt Replacement – Area 162-213 has been completed. Driving on it is allowed but no parking. Weather will have to cool down in order to have parking on the new asphalt. Any damages to tar from improper use will be assessed to the unit involved.

·         Sidewalk Replacement Projects – This is starting later this week or beginning of next week. The crew got all small projects mostly completed.

·         Fertilizing- This will be completed this week.

·         Irrigation- The system has not been used this year due to heavy rainfall, Billing will be adjusted in the next budget for water, city had an error in billing. There is a servere break in the system we will begin to investigate in August.

 

Financials: Review of June Financial Reports: Motion April, Anna seconded to approve April financials as presented. Approved

·         Budgeting review and fee increase- Discussion on the projections for 2019/2020 budget. The replacement for the blacktopping had to take place 3 years early. The project was scheduled to be completed after roof completion. This will greatly impact the increase for the next fiscal year. The project in total is well over $200,000. The budget final will be reviewed upon completion.

Other Business:

·         Insurance Renewal meeting- The Board will be notified a few days prior. Meeting will be held at 8am.

 

Next Board Meeting Date:  Annual Meeting reserved at Mary Mother of the Church for Monday, 6/24/19 at 5:30pm

Legal: Late and Legal fee updates reviewed by the Board

Next Meeting Date: TBD based on insurance

Adjourn:

Motion Dave, Val seconded to adjourn meeting at 5:48 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

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Minutes of the Townhouse Villages at River Woods HOA

Annual Meeting

Monday, June 24, 2019 – 6:00 pm – Mary, Mother of the Church, Burnsville


Call to Order: By Marilyn Jenkins, Board President at 6:00 pm. Board members introduced themselves by name and unit number.

Quorum: (10%=33 units) we have reached a quorum with more than 33 units by proxy or in person at the start of the meeting.

President: Thank you for taking the time to come to the 2019 Annual Meeting.

Units represented in Person: 10, 19, 20, 23, 25, 49, 59, 70, 71, 90, 96, 126, 135, 149, 150, 156, 166, 174, 183, 196, 201, 203, 210, 222, 230, 240, 245, 250, 262, 263, 264, 266, 267, 270, 275, 277, 278, 282, 285, 286, 291, 308, 311 and 321

Units represented by Proxy: 322, 333, 276, 225, 226, 254, 200, 209, 218, 219, 220, 142, 173, 109, 116, 128, 54, 72, 79, 81, 93, 14, 17, 29 and 47

Others Present: Loren P., Grounds Manager; Kimberly G., GM; Sarah M. Assistant and Julie E. and Holly S. from Kraus Anderson Insurance

Election of Board of Directors: KG/Committee

  • Call for nominations from the floor.
  • There are no nominations from the floor.
  • Kimberly called to close nominations from the floor.  Motion 263 Alice, 285 Betsy seconded to close nominations from the floor. Approved
  • Kimberly called for collection of Ballots.
      • Election Results:    April Bowen, Kevin Krech and Don Picard are elected  for a 3-year term. Congratulations!
                                            A  big Thank You to all Board members for your service on the Board!

Master Policy Insurance presentation by Julie Ertz of Kraus Anderson Insurance.
  • Insurance was sent for bidding in May. We are expecting proposals in beginning of August. The market is currently running with a 12-18% increase. There will be a letter going to all owners shortly that will ask you to provide the most current mortgage information on your townhouse.

Insurance coverage currently is:

Agent -Kraus Anderson – “All In” coverage $5000 Deductible $15,000 water/sewer deductible

In need of Certificates - call Elysia 952-707-8220

Claims - call Lori 952-707-8218 – For all claims, call the River Woods office first.

For dissatisfaction with claim response or service, call the HOA office. Each homeowner should carry an HO6 for contents/upgrades/deductible of $15,000.

 Julie discussed what the master policy covers property value, liability for common areas, pool, automobiles, additional equipment, workman’s comp, crime (association theft), directors/officers and umbrella liability. Julie explained that River Woods has a very limited market for their type of risk due to such cost factors as: age of structures, density of units, vast acreage and pool. As there have been minimal claims at the present time, Julie estimated an increase high single digit for next year. She reviewed HO6 policies, which cover owner’s belongings, owner’s liability, improvements and betterment's vs standard grade construction and should have loss assessment endorsement (gap between HO6 and master policy deductibles). Current deductibles: $5,000.00 per occurrence, except for water damage, for which the deductible is $15,000.00. Each homeowner is responsible for purchasing their own HO6 policy. The HO6 policy should include the contents you move in with as well as the cost of improvements you have made to the unit beyond contractor grade material. October 1st renewal of the master policy, invoicing to be sent first week of August. Letters to homeowners to verify information for insurance purposes will be mailed out next week. The Board has a policy in place that the master insurance policy is not provided to owners, rather a Certificate of Policy Insurance will be sent to each homeowner. Please retain it for your own records. Any questions regarding our master insurance coverage should be directed to the HOA office and the Kraus Anderson agent as needed.

 Maintenance Overview: Loren P

  • Pool – how did start up go
  • Asphalt – Big project in 162-213, it will be done ½ in 2019 and the other half in 2020.
  • Sport Court rejuvenation – completion by the end of this week.
  • Roof replacement - we completed 4 buildings this spring. Next round will be next spring.
  • Pond treatment plan- Once level lowers, they will be treating.
  • Painting and power washing- Review the facts and how it is going. Power washing does not destroy wood siding. Rotted wood break ups when power washed. If the wood is that rotted it is way past the time to repair. Many comments of “look what the power washers did”  – however it should be “look at all of that rotted siding.” This process will hopefully lead to buildings that hold their paint and repairs made timelier by owners.
  • Recycling guidelines reviewed.

 GM Report: By Kimberly G

  • Legal- There is no pending litigation for or against the association currently other than the collection of fees.
  • Delinquencies- Past-due assessments (fees-late charges-fines-legal-court ordered) past due - effective 6/24/2019 3pm of business day. Include the following units past due more than current months assessments: 12, 71, 86, 102, 110, 112, 118, 129 and 265

1.      Total money owed as of today is $12,991.99 which is #9 units with a balance beyond this month’s assessments. LY same time $ 33,593 which is # 21 units

2.      Monthly assessment currently is $299.00 per month per unit. Our fiscal year runs from November 1st to October 31st.

  • Night to Unite Volunteers Needed – will be not be held -we had 1 email and three who called but never sent the email. 2020 we would like to do this for owners – however we need people on it early. We would like volunteers for a committee 10 plus people dividing up responsibilities and this should begin in March. Volunteers are to send an email by January 31st, 2020 and the committee will have first meeting in March.

 Q&A – Questions were asked throughout the meeting during agenda topics.

 A HUGE thank you goes out to the Board and the committees for their service, time and dedication to the Association and to continually make decisions based on the WHOLE Association and not just one unit or area!

 Board positions will remain the same until the next Board meeting.

 Adjourn: Motion 263 Alice, 25 Sarah seconded to adjourn the 2019 Annual Meeting at 7:40 pm. Approved

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