Minutes of the 8/10/2021

Board of Directors Meeting 8:00 am @ River Woods Office

Townhouse Villages at River Woods HOA

 

Members Present: Marilyn Jenkins, President; Anna Goyette, Treasurer; Don Picard, Secretary; April Bowen Vice-President, Orbe and Valerie Impagliazzo

 

Members Absent: Kevin Kresh, Dave Wahlstrom and Jody Deenen

 

Others: Kimberly G. (GM-Office), Dan Kampf and Julie Ertz KA Insurance via Zoom

 

Call to order: President Marilyn called meeting to order at 8:00 am at the River Woods Office.

 

Agenda:  Motion Don, Anna seconded to approve Agenda meeting.  Approved

 

Insurance:  

Dan from KA insurance covered details of renewal.

·         Values were increased on your homes by 3%; constructions costs and material have gone way up.

·         $25,000 deductible for all perils, letter will go out to all owners to ensure proper coverage moving forward, it will be sent with September Villager email.

·         Unanimous Motion to accept Illinois Union (Chub) Homeland Ins. Comp., Lloyd London cover property

 Cincinnati Ins Comp (equip liability and auto and umbrella and work comp), Continental casualty (crime), Hartford Steam Boiler (pool), United states Liability Ins (Directors and officers) – all rated A to A++. Approved

·         Invoices will go out by the 16^th, and Due date is 9/15/21.

·         Tourism – Motion Marilyn, Anna seconded to decline tourism coverage. Approved

·         Deductible Motion Anna, Val seconded to make deductibles all at one level of $25,000. Approved

·         Am Fam, State farm and Farmers all rejected bids for HOA, too big, too old and too condensed. Open market companies that considered pricing policy….

·         Market

Status

Comments

 

Quoted

 

Intact Specialty Property	Quoted - Homeland Insurance Company of New York
Westchester, A Chubb Company	Quoted - Illinois Union Insurance Company	Adding $5K EE sublimit to our quote!

 

Open/Pending

 

CuroTech Specialty Inc.	Sent to Market - Cleared	XS only being hab
General Star	Sent to Market	Only interested in competing if Westchester non-renews
Great American Insurance Company	Sent to Market	Pricing indicated much higher than Westchester
Lexington Insurance Company	Sent to Market	Wants a $100K retention minimum
RLI Insurance Company	Sent to Market	Possible, but won't quote until closer to renewal
RSUI	Sent to Market	Only wants to extend a small sublimit
Seneca Insurance	Sent to Market

 

Closed

 

ARCH Insurance Group	Declined by Market - Appetite	treaty restriction for frame hab risks built pre-1980
Northfield Excess & Surplus Lines	Declined by Market - Appetite	HOAs in MN but typically in the $20m as I don’t write primary policies. This is too large for me and my w/h ded isn’t in the $50k range. Typically, its 2%.

 

 

Other Business: N/A

Next Board Meeting Date:

 

Adjourn: Motion Val, Dan seconded to adjourn meeting at 8:42am. 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 30, 2021 – 6:00pm – Office Area

 

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 2021 Annual Meeting.

 

Units represented in Person or by Proxy: 14, 17, 18, 20, 23, 25, 47, 61, 72, 79, 80, 81, 84, 96, 99, 108, 116, 126, 144, 155, 156, 166, 169, 173, 193, 198, 201, 207, 210, 212, 219, 230, 253, 254, 255, 265, 266, 267, 273, 275, 290, 291, 308, 311, 317, 321, 322, 330 and 333.

 

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

 

Election of Board of Directors: KG/Committee

• Call for nominations from the floor.
• There is 1 nomination from the floor Jane Flentje.
• Kimberly called to close nominations from the floor.  Motion 67, 61 seconded to close nominations from the floor. Approved
• Kimberly called for collection of Ballots.
• Election Results: Anna Goyette, Val Impagliazzo and Jodi Deneen 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 an extremely 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 betterments 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 1^st 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

• Asphalt – Big project in 162-213, it will be completed. Many other areas having patches completed and crack fill.
• Roof replacement - we completed 4 buildings this spring. Next round will be in the fall.
• Pond treatment plan-
• 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. Paint delay with product availability due to factory issues.

 

Association Update 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 6/30/2021 3pm of business day. Include the following units past due more than current months assessments: 286, 22,265,150,14 and 71

1.      Total money owed as of 2020 Last Year is $12,991.99 which is #9 units with a balance.  This year same time $ 5,51880 which is 6 units.

2.      Monthly assessment currently is $320.00 per month per unit. Our fiscal year runs from November 1^st to October 31^st.

• Maintenance Requests: Already started, some left to review.
• Changes to the exterior of the unit: Unit owners must remove unapproved items. Any changes to the outside of the unit need an ACC request.

 

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

 

• #79 concerned about drain tile broken apart at unit – The crew will repair.
• Email needs to be sent about returning paint cans as soon as touch up is done. We cannot get more paint.
• 108 courtyard services not signed up for – would like to be on list.
• Who is insurance marketed to? Why can we not use multiple brokers? – Insurance allows one broker to go out to national market. Am Fam, Farmers and State farm will not bid association because of size of association and age of association.
• If at anytime the Board feels that KA Insurance is not servicing the association, they will and would find another broker.
• In area that is getting new tar, curb stop up and hole under garage. The curb stops will be repaired during project. The void in the block will be filled in. The garage floors are the owners’ responsibilities and we do not deal in that as an association.
• How does spraying of pond effect wildlife and aquatic life? It is safe for all.
• Can the power washing start earlier in the spring? This was our first test year doing this project. It saves the association a large sum of money to do it ourselves. Yes, we will try an earlier start next year.
• How often are ACC requests reviewed for approval? 30-45 days.
• What color does the screen door have to be? Brown. Front doors may be the color of the siding or the brown.
• How often is lawn maintenance done? With this weather only green grass is mowed. All other is skipped to not damage grass. This is a drought so mowing association wide will continue to be sparse until conditions improve.
• How do I get more involved and learn more about the association? Read all communication sent out. Get involved in the ACC committee and get to know your community and the documents we live by.

 

 

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 33, 126 seconded to adjourn the 2021 Annual Meeting at 7:45pm. Approved

________________________________________________________________________ 

Minutes of the April 27, 2021

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, David Wahlstrom Anna Goyette Treasurer, Kevin Kresh and Don Picard Secretary.

 

Members Absent:

Others: Kimberly G. (GM-Office), Orbe 126

Call to order: President Marilyn called meeting to order at 5:30 pm.

Agenda:  

·         Motion April. Dave seconded to approve Agenda as submitted.  Approved

Minutes:

·         Motion Anna, Dave seconded to approve Minutes for 1/26/21 meeting as submitted.  Approved

Business from the floor:

·         Introduction of candidates for the Board of Directors: Orbe 126 and Jodi 193 (unable to attend)

Maintenance Updates:

• Pool Memberships ($200 in 2019) – Motion Val, Don seconded to approve $200 for the 2021 pool season passes. Approved
• Pool: By the Yard (35yr warranty) – Looking at about 3 years, for a total of $7000, to replace all current chairs/tables. Motion, Anna, Dave seconded to continue with plan to replace furniture over a three-year period. Approved
• Walk-through in process for homeowner items to repair or replace.
• Painting – Power washing has begun, will be working on painting area, owners should turn their water on by May 1^st.
• Asphalt – Getting new prices to complete the other half of project 196-213. 

Financials: March & Fiscal Year

·         March 2021 financials – Financials were reviewed. Motion Val, Dave seconded to approve March financials as presented. Approved 

Other Business:

·         Closing tracker – given to Board for their reference

Next Board Meeting Date:  Annual Meeting, Wednesday June 30^th, 2021: Val, Anna, Orbe and Jodi 

Adjourn:

Motion Anna, April seconded to adjourn meeting at 6:28 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

______________________________________________________________

Minutes of the January 26, 2021

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, David Wahlstrom Anna Goyette Treasurer and Don Picard Secretary

 Members Absent: Kevin Kresh,

 Others: Kimberly G. (GM-Office)

 Call to order: President Marilyn called meeting to order at 5:05 pm at the River Woods office.

 Agenda:  

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

 Minutes:

·         Motion Anna, Dave seconded to approve Minutes for 9/22/20 meeting as submitted.  Approved

 Business from the floor: N/A

 Financials: 2019/2020 Fiscal Year

·         November 2020 financials – Financials were reviewed. Motion Anna, April seconded to approve November financials as presented. Approved

·         Fiscal year end financials – Review of year end was completed, motion Val, Don seconded to approve year end financials for 2019-2020. Approved

·        Audit review – Motion Val, Don seconded to approve 2019-2020 audit as presented. Approved

 Other Business: N/A

 Next Board Meeting Date:  March 30^th @ 5:15pm

 Adjourn:

Motion Anna, David seconded to adjourn meeting at 5:55 pm. Approved

 

Minutes respectfully submitted by Kimberly G. HOA GM

___________________________________________________________

Minutes of the September 22, 2020

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, David Wahlstrom Anna Goyette Treasurer, Kevin Kresh, Ray Mincer, and Don Picard Secretary

Members Absent:N/A

Others: Kimberly G. (GM-Office)

Call to order: President Marilyn called the 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 Ray, Don seconded to approve Minutes for 7/27/20 meeting as submitted.  Approved

·         Motion Anna, David seconded to approve Minutes for 8/10/20 meeting as submitted.  Approved

Business from the floor: N/A

Maintenance:

·         Pool Closing – The pool has been closed by Horizon. Loren will do the remaining blow-out of bathrooms.

Financials: 2020/2021 Fiscal Year Plan Finalized

·         Budgeting review and fee increase - Discussion on the projections for 2020/2021 budget. The replacement for the blacktopping had to take place 3 years early. The project was scheduled to be completed after roof completion. Roofing project on schedule completing phase III in 2021. Sanitation increased $15,000, so we cut all we could in the budget and had to pass the remainder of this increase to the owners. This is the only reason why this increase is needed. Sanitation was more than 30% higher because of an increase in plant fees for recycling and garbage, due primarily to inability to export recyclables to other countries.

·         Fee Increase – Motion Ray, Don seconded to increase the association fees from $313.00 a month to $320.00 a month, a 2.24 % increase. Approved

·         September and YTD financials – Financials were reviewed. Motion Anna, Dave seconded to approve YTD financials as presented. Approved

Other Business:

·        Insurance review –

Billed to owners $224,899.94. Paid to date $177,567.99   Remaining due, $47,331.95. Balances were due 9/15/20. Late notices went out on 9/16/20. Sarah is sending emails to owners this week who have not made payment.

Next Board Meeting Date:  October 27, 2020 1:00 pm

Legal: Late and Legal fee updates reviewed by the Board

Adjourn:

Motion April, Don seconded to adjourn meeting at 6:15 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

_______________________________________________________________________

 

530.51 · F/W Tree Care Labor	55,000.00
Total 530 · F/W Landscaping, Repairs & Ops	134,500.00
Total 500 · Fall/Winter	209,000.00
600 · Pool
610 · Pool Payroll	14,500.00
620 · Pool Supplies	4,000.00
630 · Pool Utilities	5,625.00
640 · Pool Repairs and Maint	1,100.00
660 · Pool - Misc.	1,500.00
Total 600 · Pool	26,725.00
700 · Vehicles & Equipment
710 · Equipment Purchases Pd in Full	12,000.00
715 · Equipment Repairs & Maint.	3,000.00
716 · Mower Repairs & Maint.	900.00
718 · Kubota (3) Repair & Maint.	600.00
721.03 · 15 F350 (09/19) Maintenance	2,100.00
722.01 · 16 F350 (02/21) Interest	68.20
722.03 · 16 F350 (02/21) Maintenance	900.00
731.03 · 14 S750 Bobcat (01/19) Maintena	925.00
732.03 · 18 T870 Bobcat(11/21) Maint	500.00
733.03 · 19 S595 Skid Steer (11/23) Main	300.00
751.03 · 18 Exmark Loan (12/21) Maint	600.00
760 · Chipper (12/11) Repairs	1,200.00
770.01 · 2013 CAT Lull (12/21) Interest	532.68
770.03 · 2013 CAT Lull (12/21) Maintenan	756.00
799 · Depreciation	71,958.32
Total 700 · Vehicles & Equipment	96,340.20
800 · Major Repair Projects/Maint
830 · Roof Repair	600.00
850 · Sport Court/Volley Ball	0.00
880 · Major Repair General Budgeting	500.00
Total 800 · Major Repair Projects/Maint	1,100.00
Total Expense	832,368.00
Net Ordinary Income	0.00
Other Income/Expense
Other Income
191O • Replacement Reserves	423,792.00
Total Other Income	423,792.00
Other Expense
1800 · Replacement Reserve Items
1810 · Blacktop Replacement	86,402.00
1821 · Irrigation Replacement	5,000.00
1822 · Retaining Wall Replacement	25,000.00
1823 · Major Grounds Replacement	10,000.00
1824 · Sidewalk Replacement	15,000.00
1826 · Pole Light Replacement	1,500.00
1827 · Mailbox Replacement	1,000.00
1830 · Roof Replacement	102,000.00
1841 · Paint Labor Replacement	70,000.00
1842 · Paint Supplies Replacement	14,700.00
1860 · Pool Replacement	5,000.00
1870 · Replacement Labor	64,100.00
1880 · Replacement General Budgeting	24,000.00
1890 · Replacement Future Items	90.00
Total 1800 · Replacement Reserve Items	423,792.00
Total Other Expense	423,792.00
Net Other Income	0.00
Net Income	0.00

 

_______________________________________________________________________

Minutes of the July 27, 2020

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 Anna Goyette Treasurer, Ray Mincer, David Wahlstrom and Don Picard Secretary

Members Absent: Eric Tester and Kevin Kresh 

Others: Kimberly G. (GM-Office)

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

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

Board Meeting Minutes: Motion Anna, Don seconded to approve 6/9/20 minutes as presented. Approved

Business from the floor:  N/A

Maintenance:

·         Review of irrigation issues: As starting up all the areas, the crew has been trying to find all the leaks on the main common line on the ring road.

·         Maintenance request submitted before the due date have either been completed or they are in process, any denials were sent to owners via email. The goal is to complete by end of fall.

·         2020 Wall projects underway shortly

·         Aspen Waste is sending renewal contract. For budgeting they quoted $16.58 per unit per month, we are now at $10.83. This is a 53% increase. Costs at the plants have tripled over the last 8 months. Aspen has had exceptional customer service and has always made everything right.

·         Crews with masks: Loren is keeping roommates together, residents of the same household, they will work together. Other employees that can not socially distance will be wearing a mask. If outside they do not have to wear a mask unless they cannot socially distance 6ft.

Financial review:

·         Review of YTD and June financials – Motion Ray, Dave seconded to approve financials as presented. Approved Delinquencies reviewed. Motion Val, Don seconded to assess late fees beginning September 2020 as per rules and regulations. Approved

·         Audit and taxes proposal: Motion Dave, April seconded to engage Michael P Mullen CPS firm for 2019/2020 fiscal year audit and taxes. Approved

Other Business

·         Pool glass situation and closure. Board reviewed situation and incident report. Motion Dave, Val seconded to proceed with a minimum $5,000 fine if glass is brought in the pool and there is any incident.  The pool must be drained if glass is broken anywhere in the pool area. The costs of the empty, refill, payroll and chemicals is over $5,000.00. Approved

·         Zillow units: Showing Zillow units without representative of realtor is not allowed in River Woods. If a unit is empty report any activity to police.

·         Insurance Update: The industry is skyrocketing right now; they are saying double digit increases. KA Insurance/broker will have actual numbers for the Board in two weeks.

·         Election notice for Newsletter: Motion unanimous to allow items that will help owners know how or where to vote. Approved

Next Board Meeting Date: Will be in August when insurance numbers come in.

Adjourn:

Motion Anna, April seconded to adjourn meeting at 7:02 pm. Approved

Minutes respectfully submitted by Kimberly G. HOA GM

___________________________________________________________________

 Minutes of the June 9, 2020

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 Anna Goyette Treasurer, Ray Mincer, Kevin Kresh and Don Picard Secretary

Members Absent: Eric Tester and David Wahlstrom

Others: Kimberly G. (GM-Office)

Call to order: President Marilyn called meeting to order at 9:30am at the River Woods office.

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

Business from the floor:  N/A 

Maintenance:

Pool Opening:

Board reviewed addition amendment to the rules and regs. Board Conditions of opening per state guidelines. Double staff which will affect pool budget by an overage even with the late opening.

The following is approved unanimously:

Addendum to standard Pool Rules June- Labor Day 2020

Opens Monday June 15th

Two monitors whenever possible

Hours:

10-12

12:20-2:00

2:20-4:10

4:30-6:15

6:30-8:00

 

•           15-20 Minutes to sanitize everything between shifts

•           Hand sanitizer as you walk in the entrance.

•           Hand sanitizer throughout pool area

•           No more than 45 people per shift

•           No children under the age of 14 may be at the pool without an adult (18 or over)

•           Chairs spread in groups with 6 feet social distancing

•           Signage for covid-19, hand sanitizing and social distancing.

•           Owner shows Key and then keep it – pool attendant registers owner and all names in the group with phone number.

•           No guests allowed.

•           No memberships for outside homes to purchase.

•           Owners may show up at the beginning of a time shift, once full no one will be let in even if someone leaves because of contact spread and tracking log and sanitation.

•           Owners may not stay in pool or pool area while sanitizing – at the end of a shift all people must exit.

•           If extra capacity room at new shift the owner may enter for another shift.

•           All pool toys need to be brought out of the pool at end of shift if any toys or towels are left, they will be discarded.

•           All the standard pool rules apply.

•           Anyone who has an issue with any of the rules you will be asked to leave, any arguing or failure to follow the rules you will be suspended from the pool.

•           If you or your children have a fever or not feeling well, please do not come to the pool.

•           If for any reason the pool is closed for the day, the red flag will be up by the kiddie pool. It will not be used during shift changes.

 

Your patience is appreciated while we work through this together to keep everyone as safe as possible. Please remember you swim at your own risk. The rules will be revised moving forward as needed as state guidelines allow or to work with current situations.

This Addendum was approved by the Board 6/09/2020.

Next Board Meeting Date:  TBD

Adjourn:

Motion Dave, Anna seconded to adjourn meeting at 1030 am. Approved

 

Minutes respectfully submitted by Kimberly G. HOA GM