Category: Minutes

• Discussion of snow removal: HOA determined to go without professional services and then revisit in July
  • HOA will purchase shovels and salt for Home Depot
  • HOA will create a schedule for who will be responsible
  • Jonathan will purchase a shovel and salt and keep it in the closet downstairs
• Groundskeeping and building maintenance
  • Housekeeping: if someone hires a housekeeper, the HOA could reimburse that owner for the housekeeper’s work in the common area. If an owner hires a housekeeper they will notify the HOA to set up an arrangement.
  • Painting: After unit 2 moves in, ERB will come back in March to repaint. If we pick our own color, ERB will come and do 2 coats, but HOA will have to purchase 6 gallons. Jill will suggest color via email. Jill/Katie will facilitate purchasing of paint if we decide to purchase our own color.  
  • Landscaping:  ERB is coming back in March to address the dead plants. Warren is proposing we have a professional come out a limited number of times to handle gutters, etc and they will purchase a push mower for the grass. We will offer to split cost of the pushmower and cost of occasional landscaping service, but will not offer to assist with the labor
  • Door: ERB will come back and fix door
• Security and Monitoring Services
  • Video monitoring: Jonathan suggested getting a joint security service for the building at around $50 per month which would cover video cameras/alarm services for the exterior door and alarm services for the main doors of each unit. Jonathan will follow up with a quote from a specific vendor
• Parking spot: Jonathan and Dakota are interested in talking with Trent about having access to the parking spot. Dakota offers to cover the $14 condo fee if Trent is willing to share. Tracy will reach out to Trent
• Dogs:  if issues arise from pet damage, board reserves the right to assess retroactive fees on dog owners  
• Investments:  current cash of hand is $12,000. HOA determined to put half ($6,000) in a ~2 year CD. Jonathan will look into Bank of America CD options and report back.

1^st Annual Board Meeting:

• determination of the presence of a quorum
  • Unit 1 – Johnathan Mills
  • Unit 3 – Tracy-Ann Ulett
  • Absent – unit 4 – Dakota Key
  • Unit 5 – by proxy – Trent D Heminger
  • Unit 6 – Jill Hallgren & Katherine Drapcho
  • A quorum is present.

• election of directors
  • the association must elect a president, treasurer and secretary.  The association can fill / create other positions, but those are the three that must be filled.  Please see the association bylaws for an explanation of each position. 
  • Treasurer has been unanimously been appointed – Unit 1 – Johnathan Mills
  • Secretary has been unanimously been appointed – Unit 6 – Katherine Drapcho
  • President has been unanimously been appointed – Unit 3 – Tracy-Ann Ulett

• new business / association to-dos
• apply for tax ID # at www.irs.gov  – Trent & Co has already done this for the association
• set up a bank account – the association needs to decide which bank it is going to use.  We suggest the association uses a “big” bank and not a credit union or small local bank as they service these types of accounts more often and won’t be confused. 
  • The group has chosen to use Bank of America as the official bank of the association. 
• All the association / treasurer needs to start an account is:
  • take tax ID (EIN)
  • bylaws
  • minutes from the meeting approving the bank account
• the association does NOT need a business license or anything else but the three items outlined above to open a bank account
• transfer utilities from the developer’s LLC to the association
  • water, trash, gas, Pepco, master insurance policy
  • the association needs to decide who is going to be responsible to transferring each common utility 
    • Master insurance – to be transferred by D’Ann
    • Unit 1 will do transfer the rest of the 4 common bills
      • Pepco will be transferred once final meters are installed. 

• unfinished business
  • there is no unfinished business with the developer regarding bills
  • assess condo fees due – refer to capital contribution checks from each unit’s settlement. 

Demonstration for the access and security system.  – we will have Matt get in touch to get this scheduled