Meeting Minutes



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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

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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

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2020/2021 Fiscal Year Budget

Nov '20 - Oct 21

Ordinary Income/Expense Income

910 · Monthly Association Fees

820,368.00

940 · Admin Charge

12,000.00

Total Income

832,368.00

Gross Profit

832,368.00

Expense

 

100 · Administrative/Payroll Expenses

 

110 · Admin Payroll & Taxes

110.01 · General Manager

 

63,172.04

110.02 · Clerical & Training

42,631.94

110.03 ·Company-Fed Payroll Taxes

38,412.00

110.04 · Company - State Payroll Taxes

1,272.00

Total 110 · Admin Payroll & Taxes

145,487.98

111.03 · Medical Benefit- Employer

57,972.00

112 · Accountant & Taxes

2,860.00

120 · Office Supplies

2,700.00

121 · Mjr Office Purchases

860.00

125 · Copier

2,805.00

130 · Committees & Events

5,000.00

132 · Membership, Dues & Corp Records

2,354.00

140 · Education

2,000.00

150 · Legal

5,004.00

160 · Insurance

3,000.00

190 · Uncollectable Fee Write Off

2,000.00

Total 100 · Administrative/Payroll Expenses

232,042.98

200 · Utilities

 

21O Internet/Phones

5,104.04

220 · Gas and Electric

11,000.00

230 · Sanitation

54,547.30

240 · Photo Shield/Globes/Bulbs

500.00

250 · Water & Reimbursement

9,950.00

260 · Common Sewer Maint - Jet/Chem

0.00

Total 200 Utilities

81,101.34

400 · Spring/Summer

 

420 · Spring/Summer Mow/Blow/Trim

 

420.10 · 5/5 Mow/Blow/Trim Labor

60,000.00

420.20 · SIS Mow/Blow/Trim Supplies

2,000.00

420.31 · 5/5 Spray Application Labor

4,000.00

420.32 · SIS Spray Application Supplies

9,000.00

Total 420 · Spring/Summer Mow/Blow/Trim

75,000.00

430 · 5/5 Landscaping, Repairs & Ops

430.10 · 5/5 Rprs & Ops - Labor

 

69,000.00

430.20 · 5/5 Rprs & Ops - Supplies

26,808.48

430.21 · SIS Fuel

7,750.00

430.30 · 5/5 Hauling

1,000.00

430.40 · 5/5 Equipment Rental

1,000.00

430.51 · 5/5 Tree Care Labor

2,000.00

430.52 · 5/5 Irrigation

1,000.00

430.53 · 5/5 Street Sweeping Labor

2,500.00

Total 430 · 5/5 Landscaping, Repairs & Ops

111,058.48

Total 400 · Spring/Summer

186,058.48

500 · Fall/Winter

 

520 · Fall/Winter Snow Removal

 

520.10 · F/W Snow Removal Labor

54,000.00

520.11 · F/W Snow Removal Casual Labor

500.00

520.20 · F/W Snow Removal - Supplies

20,000.00

Total 520 · Fall/Winter Snow Removal

74,500.00

530 · F/W Landscaping, Repairs & Ops

530.10 · F/W Rprs & Ops - Labor

 

48,000.00

530.20 · F/W Rprs & Ops - Supplies

19,000.00

530.21 · F/W Fuel

10,000.00

530.30 · F/W Hauling

2,000.00

530.40 F/W Equipment Rental

500.00

 


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

 

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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

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 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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