COACHMAN OAKS CONDO ASSOCIATION
BOARD MINUTES
September 12, 2007
7:00 PM

PRESENT:
Larry Gleason, President; Anna Vanderpool, Vice President; Mary Miller, Director; Jim Weems, Ben Groff, Omega

Absent:  Iola Alexander, Jodi Johnsen

1.	Larry Gleason called the meeting to order at 7:00.
2.	It was moved and seconded to approve the minutes from the August 8, 2007 Board Meeting with the notation regarding Omega explanation of incorrect income budget line item.  Motion passed.
3.	The Hospitality Committee has a balance of $190.04.  The Board will meet with volunteers to establish a maintenance committee at a work session time to be determined.
4.	The Board will also meet in executive session to review Tim Cline? First three months performance and Omega recommendations.
5.	Management Report
a.	We had $197,096 in Cash and Investments at the end of last month.  The water bill was incorrect and the balance will be adjusted in the September reports.
b.	Twenty one owners account for $52,394 of the $56,436 balance in Accounts Receivable.
c.	No action was taken on #130 currently held by HSBC.  Omega reported mortgagers typically waited until the sale of the property to settle debts so there seemed no point in further legal action.
d.	It was moved and seconded to execute a legal demand letter to Home EQ on unit #444.  Motion passed.
e.	The new exterior faucets have been installed but the routing of piping inside the building was poorly executed.  The contractor is moving the piping to a less conspicuous location.
f.	There were still washout problems after recent storms so Rhino Bobcat was back to repair and upgrade the drains and erosion control.
g.	Omega is seeking bids to add windows in stairwells.  They will report to the Board when they have more data.
h.	The owners of #275 claim no trim was installed and no response was made when the item was listed in the office at the end of construction.  They have requested the Association pay for the trim and have obtained two bids.  If the Association pays for the work three things must happen: 1) the unit inspected to verify the scope of work; 2) the punchlist checked to see if the unit was identified as missing trim; and 3) determination made if we want to have Tim install rather than paying outside contractors.  The trim covered would be only the standard profile.
i.	The pool was closed for the season.  Next year Tim will have all the certification necessary to maintain the pool without outside services.  Tim should also have his boiler certification before the year is out.
j.	There were repeat incidents of vandalism in a stairwell and at the Coachman Oaks sign at the 3155 drive.
k.	The electrical storms also damaged building control systems.  The insurance deductible is $5000 and the repairs were less than that amount.
6.	Unfinished Business
a.	There will be an organizational meeting to campaign for the new governing documents acceptance.  Approximately half of the needed proxies have been received from the initial mailing.
b.	Omega reported the reserve report will be available within the next few weeks (draft form for next Board meeting) so it can be used for 2008 budgeting.
c.	Tim will be removing the carpet and painting the stairwell floors.
7.	New Business
a.	Omega will provide an instructional insert in the monthly mailing describing proper use of the unit heating systems.  The sheet will also be posted on the bulletin boards so non-owner residents can read it.  This will be an annual insert.  Other inserts such as waste handling will also be provided at regular intervals.
b.	Omega will verify if there are justifiable reasons to enter vacant units to insure there are no potentially damaging situations such as closed heating valves or running water.
c.	The motion detection lighting control in the exercise room must be adjusted so lights do not turn off when people are present.
d.	Tim will remove any dilapidated “donated” equipment from the exercise room and become familiar with maintenance on the treadmills.
8.	The next board meeting will be October 10, 2007.  The Board work session will be Monday, September 17 at 6:30 PM followed by a governing documents, maintenance committee volunteer meeting.
9.	The meeting was adjourned at 8:15

Respectfully submitted,
	
Larry Gleason
President