PDF FILE OF BY-LAWS
PDF FILE OF DOCUMENTS FOR USE IN OBTAINING FINANCING; 34 PAGES INCLUDING

Below Are Links to Legal Documents Pertaining to Establishment and Operation of the Association,
Monthly Financial Recap and Minutes of Periodic Board Meetings and Annual Meetings

 

 

 

MEADOWVIEW ESTATES CONDOMINIUM ASSOCIATION

 

 

 

 

 

 

 

 


D O C U M E N T S

FINANCIAL INFORMATION as of COB 9/12/2019

 

Association dues are $150 per month
Your Dues pay for insurance on the commonly owned property, lawn maintenence, snow removal, repair and limited maintenence of commonly owned property

 

 

 

 

 

 

 

 

 

 

COMBINED RESERVE AND OPERATING ACCOUNTS BANK BALANCE
PER WELLS FARGO BANK ONLINE ACCOUNT DETAIL 9/12/2019 - $25,925.28

IF YOU WISH TO EXAMINE FINANCIAL RECORDS IN MORE DETAIL PLEASE CONTACT A BOARD MEMBER TO VIEW ACTUAL BANK STATEMENTS, PAYABLES, PAID INVOICES ETC.

 

 

 

 

 

 

MVECA Annual Meeting Thursday, September 12, 2019

Board Members present: John Hlas, John Sampson, Jeff Thomas, Susan Wurtz

Association Members present:
5504 Susan, 5404 Larry & Claudia, 5408 Chuck & Pam, 5412 Joe, 5414 John & Sue, 5420 Jeff & Judy, 5422 John & Rachel, 5424 Lynn.
5502 Bob (proxy)

President, John Hlas, called the meeting to order at 7:00 pm. A quorum was present.


Minutes
· Minutes from last year’s annual meeting (September 20, 2018) were reviewed
. Minutes were approved on a motion by John S. and second by Lynn. Motion carried.

Treasurer’s Financial Report

· Business Checking: $7,720.04
· Business Market Rate Savings: $18,305.24
· Cash Balance: $26,078.81
· Receivables: $150.00
· Payables: $12,895.00 (State Farm)
· Projected Future Payables: J&K $500.00, Total Masonry $2,156.00
· Sub-total: $10,677.81
· Outstanding Checks: CFU $331.61, B&K $1,123.50
· Asset Balance: $9,213.17
· Change from last report: -15,822.15
· Change from 2018 Annual Report -$1,320.60

John S. provided detailed handouts of expenditures and budgetary information. He also verbally detailed the reports. John “estimated” potential year-end assessment to be in the $325-400 range. This will fluctuate depending on necessary year-end costs. He noted a major year-end insurance cost of approximately $12,895 for insurance.
On a motion by Jeff and second by Chuck, the Treasurer’s Report was approved.

Outside Maintenance Update
· B&K continues to provide lawn and snow removal (3-yr contract expires 5-1-2020).
· JK Maintenance (handyman) has caulked, screwed downspout extensions and done some trimming.
· Siding was examined with no recommendation made for immediate repairs.
· Extensions to downspouts were added where necessary and screwed in place.
Important Reminders: Deck staining is the responsibility of the individual condo owner. Individual condo foundation plantings, weed control and bushes (within 3 feet – rocked in area) are the individual homeowner’s responsibility.

Old Business

· John S. reminded association members to visit the MVECA website http://meadowvieweca.org/ to view minutes, potential vendors etc.
· John H. reminded members of the Bylaws amendment that restricts renting of units.

New Business

· No interest was expressed to change the $150/month association dues with an annual assessment. John S. previously reviewed the “potential” annual fee contingent on end of year expenses.
· John H. reviewed our condo association insurance. State Farm Insurance premiums were $11,510 (2017), $10,549 (2018) with a $15,000 minimum deductible, and 2019 $12,895 ($15,000 deductible or $1072/individual unit).
· A dead tree will be replaced in the back yard between units 5416-5418.
· Unit 5406 inspection noted a need for deck lag bolts/screws, roof/vent nails sealant, and foundation wall crack. The Board will address these issues.
· John S. provided a copy of the Welcome Letter that addresses history, relationship to the Meadows, owner’s responsibilities, condominium association insurance policy (currently State Farm), rental restrictions and determination of annual assessment.
· The current Condo moisture problems were discussed. A variety of remedies were discussed including regrading, verifying proper working of sump pump, running dehumidifiers, and consulting a contractor for potential remedies. The Board will actively explore these options.

Expiration of Board Terms/Election

· Terms for Tom Davis and Jeff Thomas expire in 2019. Joe Moothart and Jeff Thomas were nominated. Association voted to approve nominees. Thanks to Tom for his service over the years.
· Term expiration for John S and Susan 2020, John H 2021, Joe and Jeff 2022.

Thanks to Gary and Susan for hosting the annual meeting.

Meeting adjourned on a motion by Judy and second by Rachel.

Respectfully submitted,
Jeff Thomas

 

MVECA Board Meeting Thursday, July 25, 2019

Members present: Tom Davis, John Hlas, John Sampson, Susan Wurtz, and Jeff Thomas

Call to order: President John Hlas called the meeting to order at 7:05 PM.

Minutes: May 23, 2019 minutes were reviewed. Minutes were approved with a motion by John S. and second by Susan.

Treasurer’s Financial Report
Business Checking: $7,735.16
Business Market Rate Savings: $17,904.33
Total: $25,639.49
Checks on Hand & Outstanding: 0.00
Cash Balance: $25,639.49
Receivables: 0.00
Payables: $604.17
(B&K 428.00, CFU 176.17)
Asset Balance: $25,035.32

All unit dues are paid – no delinquents.

Old Business
· B&K has checked and repaired irrigation system.
· Handyman has trimmed bushes, caulked, installed downspout screws and downspouts on unit 5414/5416.

New Business
· Board noted several units are for sale. Rental restriction bylaws were sent to association members.
· Heaton’s unit has a cracked window. He was advised to contact Select Builders and coordinate repair with Board.
· President Hlas will Email Ryan (B&K) regarding irrigation system, heads and watering schedule.
· A welcome letter is being prepared for new residents to increase their understanding of how MVECA functions as well as the greater Meadows HOA.

Annual meeting will be September 12th at 7 PM at Susan and Gary’s condo (5404). President Hlas will notify residents via email.


Meeting adjourned on motion by John S. and second by Susan.

Respectfully Submitted,
Jeff Thomas, Secretary

MVECA Board Meeting Thursday, May 23, 2019, 7:00 pm

Members present: Tom Davis, John Hlas, John Sampson, Jeff Thomas, Susan Wurtz

Call to order: President John Hlas called the meeting to order at 7:05 pm.

Minutes: Tuesday, March 12, 2019 minutes were reviewed. Minutes were approved on a motion by John S. and second by Susan.

Treasurer’s Financial Report
Business Checking: $7,820.29
Business Market Rate Savings: $17,603.55
Total: $25,423.84
Checks on Hand & Outstanding: 0.00
Cash Balance: $25,423.84
Outstanding Checks: 0.00
Asset Balance: $25,423.84
Change from last report: $3,589.59

John S. reviewed financial details. John H. commented that association insurance premium may increase at the next renewal. Treasurer’s report was approved on a motion by Susan and second by Tom.

Old Business
All unit members have paid the 2018 assessment.

Jeff accompanied Tom Polson from Seamless Exterior as he examined exterior siding. Tom felt siding was consistent with property age. No recommendations were made for repair at this time.

New Business

B&K has examined irrigation equipment and repaired as warranted. Please notify a Board member if you notice a defective sprinkler head or irrigation issue.

John H. will schedule a handyman walk around. Also, he will Email Ryan at B&K regarding some winter snow removal issues.

John H. will email Board members regarding July meeting. Annual meeting will be in September, but an exact date has not yet been set. Meeting adjourned by consensus.

Respectfully Submitted,
Jeff Thomas

MVECA Board Meeting Tuesday, March 12, 2019, 7:00 PM

Members present: John Sampson, Susan Wurtz, Tom Davis, and John Hlas

Call to Order: President John H called the meeting to order at 7:10 pm.

Minutes: The January 2019 minutes were reviewed. Minutes were approved on a motion by John S and second by Susan.

Treasurer’s Financial Report
Business Checking: $10,281.29
Business Market Rate Savings: $11,662.96
Total: $21,944.25
Checks on hand: $0
Payables: $0
Receivables: $940.00 (2018 YE assessment owed by 2 unit owners)
Outstanding Checks: $1,050.00 (B&K)
Asset Balance: $21,834.25

Year-to-date financials were reviewed. Treasurer’s report was approved on a motion by Tom and a second by Susan.

Old Business
• It was noted that 2 unit owners had not yet paid the 2018 year-end assessment of $470.00. Unit owners will be contacted to collect payment(s).
• John S has contacted Seamless Exteriors to provide us with an evaluation of our siding. Evaluation will be done in early April, after most of the snow is gone.

New Business
• B&K will be contacted by Tom regarding snow being blew onto trees and shrubs. It was noted the B&K invoice had verbiage at the bottom in conflict with our current contract. B&K will be consulted if the amount we are charged and the methodology differs from our written agreement.
• Driveway gutter drains were cleared of ice and snow by John H.
• 2018 tax form is being completed by John S. John H will review, sign, and mail this week. As a non-profit, we never pay any taxes, but are required to file.

John H. will email prospective May board meeting dates to board members. It was again noted that future board meetings will be conducted at Sampson’s (5422).

Motion to adjourn by John S. and seconded by Susan. Motion passed.

Respectfully Submitted,
John Hlas, Acting Secretary

MVECA Board Meeting Wednesday, Jan. 24, 2019, 7:00 PM

Members present: John Sampson, Susan Wurtz, and John Hlas

Call to Order: President John H called the meeting to order at 7:00 pm.

Minutes: The November 2018 minutes were reviewed. Minutes were approved by acclamation.

Treasurer’s Financial Report

Business Checking: $2,391.29
Business Market Rate Savings: $11,362.41
Total: $13,753.70
Checks on hand: $150.00
Payables: $0.00
Outstanding Checks: $0.00
Asset Balance: $13,903.70

The final financials for YE 2018 were reviewed. It was noted that a shortfall of $470.00 per unit existed at YE. The budget for 2019 was discussed and approved, with the board determining to generally leave the budget ‘as is’. Treasurer’s report was approved by acclamation.

Old Business
• It was moved by Susan and seconded by John S, that the unit owner assessment for YE 2018 will be $470.00 – to be paid by end of February 2019. Motion carried. John H will email all unit owners regarding the assessment.
• Dues will remain at $150/month.
• $500.00 was paid to the greater MHA, as our annual agreed upon fee for pond maintenance for 2018. The next $500.00 payment will be about July 1st.

New Business
• John S will contact Builders Select and others to have our units’ siding inspected this coming Spring/Summer. There are places where it appears to be coming loose.

John H. will email prospective March board meeting dates to board members. It was again noted that future board meetings will now be conducted at Sampson’s (5422).

Motion to adjourn by John S. and seconded by Susan. Motion passed.

Respectfully Submitted,
John Hlas, Acting Secretary

MVECA Board Meeting Wednesday, Nov. 14, 2018, 7:00 PM

Members present: Tom Davis, John Sampson, Susan Wurtz, and John Hlas

Call to Order: President John Hlas called the meeting to order at 7:00 pm.

Board Reorganization: John H suggested that the Board maintain current officer positions. Susan made a motion that officers retain current positions. John S. seconded motion. Motion approved.

Minutes: The July 2018 minutes were reviewed. Minutes were approved by acclamation.

Treasurer’s Financial Report

Business Checking: $4,000.41
Business Market Rate Savings: $12,561.83
Total: $16,562.27
Receivables: $330.00
Payables: $4,424.96
Outstanding Checks: $0.00
Asset Balance: $12,467.31

The budget for 2019 was discussed, with the board determining to not alter what has been considered in recent years. Dues will remain at $150/month. Treasurer’s report was approved on a motion by Susan and seconded by Tom. Motion approved.

Old Business
• By-laws changed to restrict rental of units. Attorney, Gary Jones, has filed the amendment. All legal bills have been paid.
• Total Masonry has repaired foundation wall crack at unit 5412.
• Suspected irrigation system water leak has proved not to be true. Irrigation system has been winterized.

New Business
• Annual assessment will be in the $500 range this year. The board will make final determination at the January board meeting and alert all unit owners.
• Window replacement has been completed at 5414 & 5420.
• Handyman service will trim bushes on the berm at the association’s expense. They will also trim bushes next to unit owners’ residence at the unit owners’ expense. Trimmings will now be done next year, along with other minor jobs that were not completed this year, i.e. caulking, painting, etc.
• Discussion about some siding that seems to be coming loose. Siding contractor(s) will be contacted to assess repair needs, if any.
• Susan mentioned needing some dirt fill next to their unit. Board determined the expense is that of the unit owner due to it being right next to the building. Susan will contact B&K.

John H. will email prospective January board meeting dates to board members. It was noted that future board meetings will now be conducted at Sampson’s (5422).

Motion to adjourn by John S. and second Susan. Motion passed.

Respectfully Submitted,
John Hlas, Acting Secretary

MVECA Annual Meeting Thursday, September 20, 2018

Board Members present: John Hlas, Tom Davis, John Sampson, Jeff Thomas

Association members present: 5502 Bob, 5404 Larry, 5406 Tom, 5408 Chuck & Pam, 5412 Joe, 5414 John & Sue, 5416 Claude & Kathy, 5420 Jeff, 5422 John & Rachel

President John Hlas called the meeting to order at 7:00 PM. A quorum was present.

Minutes
• Minutes from last year’s (9-14-2017) annual meeting were reviewed. Minutes were approved on a motion by Bob and second from Tom. Motion carried.

Treasurer’s Report
• Business Checking: $7113.59
• Business Market Rate Savings: $77,981.51
• Cash Balance: $85,095.10
• Receivables: $15.00
• Payables: $54,522.19
• Sub-Total: $30,581.91
• Outstanding Checks: 0.00
• Change from last report: -$142,098.85

John S. provided extensive documentation of MVECA business. Additional explanation was given regarding the roofing project and related transactions as detailed on distributed report. On a motion by Tom and second by Chuck the financial report was approved.

Outside Maintenance
• B&K continues to provide lawn care and snow removal. MVECA has a 3-year contract with B&K until 5/1/2020.
• Done Deal (handyman service) has completed small repairs. They will continue to provide service on an ‘as needed’ basis.
• Each unit owner is responsible for deck sealing/staining.
• It was noted that some outside siding is coming loose. A siding contractor may need to be consulted, as this is beyond the scope of what Done Deal will do.
• Recently, all unit gutters have been replaced, including new corners front and back. Downspouts were not replaced.
• Unit #5412 has a cracked exterior wall. A contractor has examined the leaking area and recommended repairs (estimated cost $2,156).
• It was noted that behind Lynn & Becky’s there appears to be a “potential water leak”. Further observance of the wet spot should determine if there is an irrigation leak or if it’s simply pooling of rainwater, given the excessive rainfall.


Old Business

• MVECA website http://meadowvieweca.org/ has been maintained by John S. He reminded unit owners to reference it for board meeting minutes. etc.
• Discussed bylaws revised amendment that would restrict unit owners from becoming non-occupant property owners (renting out property). John S. made a motion to revise our current bylaws as proposed in the presented, printed document. Tom seconded the motion. Motion passed with 12 ayes (3 via email), 1 abstention, and 1 unit owner not attending the meeting, nor responding to an email addressing the issue. Sixty percent of the unit owners must be in favor of amending the bylaws. This motion passed with 85.7% of the unit owners being in favor. President Hlas will have the amendment notarized and continue to work with attorney, Gary Jones, to finalize the revision.

New Business
• Treasurer, John Sampson, reviewed the budget deficit. His estimate for the year-end assessment is between $300-$350. However, this will be discussed in more detail at the November board meeting, leading to a final determination.
• Monthly dues will continue at $150/month.
• Our MVECA insurance policy premium for 2018 is $10,549.00, with a $15,000 deductible. John Hlas provided a more detailed explanation.
• All units have new roofs. Special thanks to John Hlas and John Sampson for their efforts in working with State Farm Insurance, Cashatt Roofing, and CertainTeed (shingle company).
• Discussed Bylaws Article VI, Section 3: Entry for Repairs (keys). This particular bylaw section grants the board accessibility to unit owner residences. Consensus: owners should connect with neighbors to have keys available for emergency situations.
• Landscape and bush trimming was discussed. Owners are responsible for plantings next to their units.
• Done Deal will be approached for an estimate on berm trimming.

Board Terms
• The following are term expiration dates for board members: John Hlas (2018), Jeff & Tom (2019), and John Sampson & Susan (2020).
• Following a brief discussion and no new nominations, John S. made a motion that John Hlas remain on the board. Kathy seconded. Motion carried.

Meeting adjourned on motion by Tom and seconded by Kathy. Motion carried.

Respectfully submitted,
Jeff Thomas, Secretary



BOARD MEETING MINUTES
September 2018 - September 11, 2019