PASSAGE POINT CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING October 13, 2015

Transcription

1 PASSAGE POINT CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING October 13, 2015 I. CALL THE MEETING TO ORDER The Passage Point Condominium Association was called to order via teleconference at 12:36 p.m. Board members participating were: Dallas Byers, #307, President Bruce Houtchens, #215, Treasurer Kevin Flewell, Commercial Diana Assenmacher, #418/513 Vice President Richard Smith, #118, Secretary Owners Steve Iskalis, Bob Steinforth and John Koch also participated. Representing Copper Association Management were Bruce Butler and Diedre Masters. Erika Krainz of Summit Management Resources was recording secretary. II. III. DETERMINATION OF QUORUM With all Board members participating a quorum was confirmed. REVIEW AND APPROVAL OF THE PREVIOUS MEETING MINUTES Richard Smith made a motion to approve the September 5, 2015 Board Meeting minutes as presented. Dallas Byers seconded and the motion carried unanimously. Dallas Byers noted that poll should be changed to pool in Section IV of the Annual Meeting minutes. Dallas Byers made a motion to approve the September 5, 2015 Annual Meeting minutes as amended. Diana Assenmacher seconded and the motion carried unanimously. The Board agreed to approve meeting minutes via so they can be posted for owners in a more timely way. IV. TREASURER S REPORT Bruce Butler reviewed the variances to budget: 1. Revenue - $5,500 unfavorable to budget due to lower interest rates. 2. Hot Tub/Sauna 19% unfavorable to budget due to higher usage and repairs, including changing of the filter media. Hot Tub Supplies was unfavorable to budget due to bromine usage for balancing the water. 3. Paint/Walls/Ceilings - $14,000 unfavorable to budget. There have been more repair requests, possibly related to increased real estate activity. 4. Labor $10,600 favorable to budget due to the spread of the expense in the budget. 5. Gas/Electric - $12,670 favorable to budget. 6. Total Expenses $24,250 (4.5%) favorable to budget. Bruce noted that there would be another water rate increase.

2 10/13/15 Page 2 of 5 7. Capital Expenses - $38,750 year-to-date but September expenses were not reflected. 8. Reserve Balance - $945, Delinquencies Five owners had small amounts past due. Bruce Butler will forward the list of reserve fund investments to the Board. V. OPERATIONS UPDATE A. Air Balancing A specialist was brought in earlier this summer. All the exhaust vents were cleaned and checked for obstructions. It was determined that two stacks and one unit were not drawing air. A piece of insulation was seen with the camera in one stack and efforts will be made to extract it. In the other two stacks that are not drawing air, it appears the ductwork is incomplete. A mechanical engineer may be necessary to design a retrofit. In the meantime, the balancing will be done for the unobstructed areas. Dallas Byers said a flex line might be a solution. B. Passage Protection Options Reconstruction Experts is fabricating the protection for the passage and it should be installed in the next two weeks. C. Security Camera RFP Currently there are only cameras by the garage doors. An RFP has been developed to add more cameras throughout the building. The deadline for response is 10/30/15 and the cameras should be installed shortly thereafter. D. General Maintenance/Repairs 1. The planter has been waterproofed. Cobble rock and a planter will be put in place to complete the project. 2. The roof preventative maintenance has been completed. 3. EPDM roof repair was completed on Belgian Bean. 4. The west side flat roof repairs will be completed next week. 5. Added gutter and heat tape in two areas. 6. The loose stones on the columns have been secured. 7. There are a couple of spots where EFIS repairs need to be completed. 8. Painting the elevator cars is scheduled. Bruce Butler will get darker sample colors for the floor. 9. Brown Brothers are site and will be working on the snowmelt manifolds and water intrusion repairs. 12. The pool light fiber optic light strip has been removed to avoid entanglement hazards. Diana Assenmacher noted that the pool was very dark the other night. Bruce will make sure the underwater light is operating properly. E. ResortInternet Contract Ratification The contract with ResortInternet for television and internet was signed per the vote of the ownership at the annual meeting. The system should be operational by Thanksgiving. Dallas Byers made a motion to formalize the signing of the ResortInternet contract. Richard Smith seconded and the motion carried.

3 10/13/15 Page 3 of 5 VI. NEW BUSINESS A Budget Bruce Butler reviewed highlights of the 2016 Budget. He noted that his goal was to change only the essential pass-through costs. 1. Elevator Thiessen Krupp has projected a 3.45% increase in the contract cost for the elevator. 2. Ground Water Monitoring $200/month charge for a third party to confirm the water being discharged into the Ten Mile Creek is clean. 3. Fire System (Elevator and Fire Phones) These phone lines need to be switched to Century Link. 4. Paint/Walls/Ceilings increased from $5,000 in 2015 to $15,000 based on increased requests. 5. Roof/Snow Removal small increase based on three-year average expense. 6. Janitorial small decrease. A vacuum was replaced in Miscellaneous Repairs/Supplies increased for fireplace inspections, which is done in even years, and actual expense for annual dryer vent cleaning. 8. Labor small increase. Bruce was asked to cut the labor budget in half. 9. Village at Copper/Resort Association - $75 increase for dues. 10. Gas/Electric decreased gas slightly based on the locked rate and kept the Electric the same as the 2015 Budget. 11. Water/Sanitation $12,000 increase. 12. Trash/Landfill no change. Diana Assenmacher suggested adding signage reminding owners not to leave furniture or electronics by the dumpster. 13. Cable TV increased based on new contract. 14. Miscellaneous Expenses Bruce is waiting for the final bids from three providers for a new Reserve Study. 15. Resort Association no change. 16. Insurance Bruce has been working with Bob Strong but will not have firm numbers until late November. 17. Accounting there should not be any expense for an audit in Legal reduced by $1,000 from Reserve/Replacement Reserve increased GCE contribution increased by $10,000 to $50,000 and kept LCE contribution at $40,000. Bruce reviewed the GCE Capital Projects on the schedule for He noted the roof would probably need to be replaced in about three years. The reserve study anticipates replacement of the: 1. Tower Clock - $7, Retube Boilers $50,613. The boilers are in pretty good shape right now. 3. Stucco/EIFS - $6,327. Bruce would like repairs to be an annual operational expense. 4. Roof/Gutter/Heat Tape Repair - $10, Unanticipated Expenses - $5,000. Bruce reviewed the LCE Capital Projects proposed in the reserve study for 2016.

4 10/13/15 Page 4 of 5 1. Repaint Interior Walls - $113,879 for all hallways. Bruce noted that hallways are repaired and touched up on an ongoing basis so this expense might not be necessary. 2. Concrete Parking Slab - $88, Pool and Spas - $50,613. The coping could be replaced when the LED lights are installed. The far drain in the pool is not draining well. There may be a small leak or crack in a pipe that will eventually need to be addressed. A suggestion was made to look into adding a membrane on top of the gunnite. 4. Asphalt Drive and Parking Lot - $40,490. The parking lot by the Alpine Club was sealed last year. The area in front of the building should be sealed next year. 5. Fencing - $4, Restroom Remodel - $30, Additional Ramp and Front Steps - $70,000. The draft budget reflects a 6.5% for Residential units and 3.98% for Commercial units. Bruce Butler said he would re-approach the Metro District regarding separately metering the water for the commercial units. Kevin Flewell said that as the commercial representative, he would not object to sub-metering but he would want to partner with the Association on the project. B. ADA Ramp A question was raised regarding the status of the ADA ramp. Bruce Butler said the holes are expected to be patched in the next week. Chris Morgan is interested in doing the engineering. He has promised to make the revisions to the contract as discussed. Bruce would like to obtain bids and schedule the project in the spring. C. Fitness Room Doors Architect Bill Marvin is working on specs for replacement of the non-sliding doors in the fitness room. The idea is to have non-egress doors that can be opend during the day and secured at night. A clock will be added on the wall by the pool by the new security camera. VII. OWNER COMMENTS Bob Steinforth asked about the proposed Declarations Amendment. Bruce Butler said the proposed changes would include eliminating the one-year term limit for Board members and adopting a no smoking policy for the entire property. Richard Smith asked if anything could be done to clean up the trash behind the building and prevent bird and bear access. Kevin Flewell said he discussed this with Laura Hunter this morning. He thought things had improved compared to a year ago and there was positive feedback at Annual Meeting. He will address this issue with the restaurant manager. He requested that he be contacted whenever there are problems. A suggestion was made to move the trash container over one bay. Smoking under unit windows also needs to be addressed. Dallas Byers made a motion to have Kevin Flewell communicate with Copper Food & Beverage about solutions for smoking by employees outside the restaurant and securing the trash and making it less visible, for presentation to the Board at the next meeting. Richard Smith seconded and the motion carried.

5 10/13/15 Page 5 of 5 Diana Assenmacher said the legs on the benches in the fitness area were loose. There have also been problems with dogs in the pool and hot tub area. Bob Steinforth asked if the Board Secretary would take minutes for future meetings. Dallas Byers requested that all minutes be sent to all Board members for review, approved by the Board, and be available to owners within seven days of each meeting. Dallas Byers asked all Board members to carefully review the 2016 Budget. VIII. SCHEDULE NEXT BOARD MEETING Richard Smith made a motion to hold the Board Meetings on the second Tuesday of each month at 12:30 p.m. MST. The motion was seconded by Dallas Byers and carried. IX. ADJOURNMENT Richard Smith made a motion to adjourn the meeting at 2:37 p.m. Diana Assenmacher seconded and the motion carried. Approved By: Board Member Signature Date: