Renihan Board Minutes - February 20, 2020 Meeting called to order at 5:03 pm by Scott Meyers. First order of business was to review appeals: - Owner of Unit 49 came in to request the waiver of fines regarding leaving plow on the property. One was from last year and the other was from February 4th. During the discussion it was determined that there were other fines outstanding for snow parking violations (2) and rubbish as well. The Board also learned that an Air B&B was being run out of this unit, which would violate Renihan Meadows insurance coverage. Unit owner was told to cease and desist. Board agreed to waive the fines for leaving equipment so long as it was removed immediately. Paula Bettis will notify the owner of the Board's final decision regarding the other fines. - The Board upheld the winter parking violation for Unit 51. - The Board upheld the winter parking violation for Unit 95 as parking was available at the end of the building. Other owner / tenant requests / concerns: - Paula indicated that she was contacted by the owner of Unit 102 who let her know that a person from Unit 107 threatened to kill her dog. All agreed this was a civil matter that the owner would need to take up with the police. Paula will communicate same. - Paula was notified by the owners of Unit 35 that they would be moving back and had two service dogs. Paula will let them know that they would need to make application and that only one is allowed under the rules unless there is a very special situation. Scott address all members of the Board and ask them to think of why they want to serve on the Board. He indicated that his mission as president is to increase love of community for all constituents, owners and renters alike, as well as build community within the Board. Scott emphasized that if one of us fails on the board we all fail. He went on to thank Paula for her past service as president. The group went on to assigning responsibility for managing certain day to day items: a) Arnold Martens to keep a list of permitted dogs and issue bandanas b) Dawn Maddaline to issue pool passes c) Zhixuan Cao to monitor the dumpster when there is a potential violation d) Paula to issue parking fines and stickers e) Richard Balagur to handle the sending of certified letters and water shut off Minutes of the January 18th meeting were approved with modifications to the spelling of the insurance agents name (Guaraldi) and the change in Board members (Zhixuan replaces Kathy Sals) due to vote counting error. Paula indicated we still have issues in the basement hallways and the fire department is coming. Battery on the floor was not connected correctly and the fire extinguishers have not been tested in the last year. We also have issues with people sleeping in the basement. Scott will send out reminders about Air B&Bs and basement bedrooms. Old Business was put on hold and included playground fence/pool gates; speed bumps between building 2 & 3; capital improvements; and quarterly assessments for owner with rentals on hold until Spring. The guidelines for Mini Split Air Conditioning and Heat Pump were discussed and Arnold will circulate write-up. New Business a) Dan Chase from TPW / Evergreen has turned over all financials to Moseley Associates as of February 10th. It was suggested and all agreed that as money is turned over that we put in place all transactions require the signature of two Board Members. Banks will not enforce but we can still put it in our rules. Richard suggested that the larger CD be broken into 2 to 4 smaller CDs so they can by laddered. It was also agreed that RMCA should seek financial remuneration from TPW / Evergreen for work not performed (i.e. basement cleanings and regular review of overall property; basement door locks, financial mismanagement, building 8 remediation, etc.). Board members to provide information to Arnold who will consolidate. b) Do we self manage or get a property management company? It is likely that we can get Moseley to reduce their fee once the financials are corrected and in good shape. That said they do not want to do the property management for the low fee we paid in the past. It is very likely that the monthly dues will need to go up to cover the higher cost as no management company will do it for what we paid in the past even with reduced responsibilities. c) Bylaws have been updated. However, there needs to be some changes made. Scott ask everyone to come up with their suggestions (no lease less than 6 months; no business out of home; owner occupied fines only; eviction of tenant; etc.) and get them to Arnold. Once done we can present to the attorney for review and additional suggestions. Figure it will take 3 months to collect with monthly follow-ups. Present to owners over the summer. d) Building 8 water repairs are underway with all drywall up and work to start with new drainage system from the middle of the floor. e) Delinquent account collection now falls under Richard. He will send a certified letter with the appropriate disclosures and timing of water shut off. f) Scott will talk with DKM Consulting LLC (Brian Roy) about a new Capital Needs Assessment. Last one was done July 2011. g) Scott floated the suggestion that instead of a portable salt shed for Theron's use we should build a pavilion near the pool with tables and barbeque area. h) Scott suggested that painting and maintaining steps should be added to the next property maintenance contract. All agreed. i) Dawn will put out a letter for volunteers to be Building Captains (owners and renters welcome). j) Air B&B and leases less then 3 months are not allowed and should be reflected in the bylaws. k) All agreed Theron should be paid for the pictures taken where fines were levied as non were contested. m) Zhixuan will look into a shared site on RMCA website where owners can list units for rent. n) Proxies that do not give power to particular board member can not be voted. o) Term for Paula was thought to be incorrect. However, based on the bylaws the two highest vote getters get the Board seat that are up for reelection. The was Scott and Marge. Those Board seats that are vacated can be filled by the Board as soon as they become vacant and are for the remaining term. Board meetings are scheduled for March 18, 2020 and April 22, 2020. Scott needs to schedule the rest of the year. Meeting adjourned.