Dutchess Village Board Meeting

Dutchess Village Board Meeting

Date: Wednesday, January 20th at 7:00pm

Attendees: Charles Creech, Chris Dodd (by Phone), Harriet Garten, Tricia Isley, Janet Jeter, Cheryl Kuntze, Diana Lord, Erin Macdermut

Quorum Established

Erin established we have a quorum for our first 2016 Board Meeting.

Topics of General Discussion

· Approval of the 2016 Annual Meeting Minutes passed unanimously.

· Review of Past and Future Repair

o Please see attachment to Erin’s board packet dated Jan 19, 2016 email “Board Meeting – 2016 Kick Off” titled “2016-Board-Kick-Off Packet.pdf” for itemized list of repairs.

· Google Group – Advantages of Google Group, Features, Convience

· Clarkson Simpson & Miller

o Has On-Boarded

o Amanda Fry is Representative

· Cedar Management

o Will On-Board Spring 2016

o Thad Clark is our Client Contact

o Thad Clark to setup call with Erin and new President to discuss transition

o Erin to provide Thad Clark with list of new Board Members

o Erin noted Cedar Management is 1/3 the cost of Elite Management

o Uses a Team Approach to Management

o Uses Proprietary Software to Track business activities

o Erin to email Cedar Management Package to Board Members

Outstanding Items

Erin reviewed all outstanding Repair Items. Please see the Google Group email “Board Meeting – 2016 Kick Off” dated Jan 19, 2016. Attached to her email is a detailed list of Complete and Incomplete Items entitled “2016-Board-Kick-Off Packet.pdf”.

Residence Committee

· Erin will help create the Quarterly News Letter and Signs

· Organize / Create Social Calendar

Exterior Replacement Bid Package Reviewed

· Carolina Exterior Provided Hardie Plank bid

· Finish Line provided Vinyl and Aluminum bid

Reserve Study Reviewed

· Chris has performed a cash flow analysis based on existing monthly dues if Repairs were staged over an extended period of time.

Carolina Outdoor Tree Expert Bid

· Bid is for trees behind Townhomes

· When reviewing bid, the terms “left side” and “right side” reference view when facing front of Townhome.

· Bids also include items that may become a concern.

Bid Repairs Estimates for Retain Wall, Drainage and Steps

· Please see Erin’s board packet dated Jan 19, 2016 for list of Estimates that need to be reviewed and approved.

· Charles has a Vendor form to collect Contact, Financial, Insurance, SSN, Federal Tax Id, Workers Compensation Insurance, etc… contractors will need to provide

· Bid packages will need to be reviewed in Fall & Winter to scheduling work in Spring and Summer

Status of Board Members

· Open 1-Remaining Year on Term

· Tricia Isley 1-Remaining Year on Term

· Charles Creech 2-Remaining Years on Term

· Janet Jeter 2-Remaining Years on Term

· Harriet Garten 2-Remaining Years on Term

· Diana Lord 3-Remaining Years on Term

· Cheryl Kuntze 3-Remaining Years on Term

· Chris Dodd 3-Remaining Years on Term

Election of Officers

· President - Cheryl Kuntze

· Vice President - Chris Dodd

· Treasurer - Tricia Isley

· Secretary - Charles Creech

For Board Approval

· Gutter Cleaning Estimate Approved at with new price increase. Price Increase will be covered from “Professional Line Item”

· Reimbursement of Printing Charges ensured by Erin in the amount of $117.85 Approved.

General

· Erin will introduce Board Members to Cedar Management

· Erin will write letter welcoming Board Members

· Erin will email Cedar Management Package to Board Members.

· Erin to work with Cheryl on Google Group and Google Drive

· Google Group / Google Drive Passwords will need to be changed

· Boxes of Files will need to be picked up from Amanda at Cedar Management’s Charlotte office

· Next meeting set for Thursday February 4, 2016 7:00pm at Harriet’s home on 103 Hedgerow Ct.

· Homeowner who is in arrears on Home Owner Dues is current on payment plan.