Minutes of the September 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, Orbe Walther, and Don Picard, Secretary Members Absent: Kevin Kresh and Jodi Deneen 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 April, Dave seconded to approve Agenda for tonight’s meeting as submitted. Approved Minutes: Motion Anna, Don seconded to approve Minutes for 8/10/20 meeting as submitted. Approved Business from the floor: #26 email communication: It is the sense of the Board that the communication about insurance payments past due was professional and direct. Communication to the office is imperative prior to any late payment. The office is happy to work with owners on issues if they know in advance. Maintenance: · Pool Closing – The pool has been closed by Horizon & Loren on 9/22/21. Financials: 2020/2021 Fiscal Year Plan Finalized · Budgeting review and fee increase - Discussion on the projections for 2021/2022 budget. The replacement for the blacktopping has had to take place 3 years early. The project was scheduled to be completed after roof completion. Roofing project on schedule, completing in 2023. Every part of materials and work has significantly increased in pricing. Paint costs went up 60% and was difficult to even get the product. Motion Don, April seconded to approve final budget as submitted. · Fee Increase – Motion Anna, Val seconded to increase the association fees from $320.00 a month to $330.00 a month, a 3% increase. Approved · September and YTD financials – Financials were reviewed. Motion Val, Orbe seconded to approve YTD financials as presented. Approved Other Business: · Insurance review – In 2020 at this time…. 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. Current as of 9/27/2021….. Billed to owners $221,465 Paid to date $152,176 Remaining Due $69,288 Balances were due 9/15/21. Late notices went out on 9/16/21. Sarah sent emails to owners last week that have not made payment. A $25 late fee was added 9/16/2021 and another $25 will be added on 9/30/21. Next Board Meeting Date: October 26, 2021, at 5:30 at the office Legal: Late and Legal fee updates reviewed by the Board Adjourn: Motion Dave, April seconded to adjourn meeting at 6:24 pm. Approved Minutes respectfully submitted by Kimberly G. HOA GM _____________________________________________________________________________ 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 16th, 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….
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 ________________________________________________________________________ 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
Master Policy Insurance presentation by Julie Ertz of Kraus Anderson Insurance.
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 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
Association Update Report: By Kimberly G
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 1st to October 31st.
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 33, 126 seconded to adjourn the 2021 Annual Meeting at 7:45pm. Approved ________________________________________________________________________ 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:
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 30th, 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 30th @ 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 _______________________________________________________________________
2020/2021 Fiscal Year Budget Nov '20 - Oct 21 Ordinary Income/Expense Income
_______________________________________________________________________ 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 |
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River Woods |
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