THE BATTERY AT PARK
ADVISORY COMMITTEE MEETING
MINUTES
_______________
July 27, 2010
The first meeting of the Advisory Committee of The Battery at Park West was held on Tuesday, July 27, 2010, at the
I. CALL TO ORDER
The meeting began at 6:39pm.
II. PURPOSE OF THE COMMITTEE
1) The Advisory Committee shall be advisory to the Board of Directors on governing issues affecting the maintenance of Common Areas for the Association and recommend appropriate changes and modifications as needed; 2) The Advisory Committee will review the Rules and Regulations for the Association and recommend appropriate changes and modifications as needed; 3) The Advisory Committee shall have no power or authority to act on behalf of the Board of Directors of the Association; 4) The Advisory Committee shall keep minutes of all meetings; 5) The Advisory Committee will submit a written report of its recommendations and announcements to the Board of Directors prior to each regular meeting of the Board of Directors.
III. COMMITTEE MEMBERS
The members of the committee are Ed Fitzpatrick, Karen Martin, Linda Dolton, Justin Sawyer and Jackie Savino.
IV. NEW BUSINESS
The main purpose of the initial meeting was to establish a comprehensive list of the outstanding issues that homeowners are concerned with. This information will be brought to the Board of Directors for consideration.
Gates-The Committee would like to see the gates closed throughout the entire day rather than just in the evening hours. It was discussed that if the gates were set to be closed all day and night, the repair costs will likely increase substantially. The probability of damage would be significantly higher due to the amount of traffic that comes and goes during regular daytime hours. Additionally, the added strain on the gates from opening and closing all day would decrease the life span of the gate system. It was suggested that an arm could be installed for daytime use as the repair costs for the arms is much more affordable than the repair costs of the main gate.
Compactor-The build up of trash and bulk items around the compactor is still an issue although has been greatly reduced over the last few weeks. One of the main reasons the compactor doesn’t cycle through is the red emergency stop button that gets pushed in. It was suggested that a wooden sign be posted at the base of the stairs explaining to residents that if the compactor is not working pull the red button. Another sign could be posted at the front of the compactor stating that bulk items cannot be left at the compactor area.
Leaks-A few owners have recently been experiencing leaks in their units. The two cases that Community Management Group was notified of both involved clogged lines associated with the AC units. A clogged line can produce 5-10 gallons of overflow water per day. It is extremely important that owners have their units serviced at least once per year. The filters should be changed every month. The HVAC system is the maintenance responsibility of the individual owners. The Association is not responsible for any leaks that are a result of the HVAC system.
Janitorial-It was noted that there has been a visible improvement with the cleaning of the buildings. A new janitorial company was hired a few months ago to be on site Monday through Friday from 9am to 5pm. The new company has been doing a good job of keeping the breezeways free of debris, cleaning the elevators and picking up trash around compactor area.
Pressure Washing-The Committee inquired about pressure washing for the exterior of the buildings as well as the breezeways. Ms. Seabrook informed them that the pressure washing has already been scheduled for the end of August. The exterior, breezeways, stairwells and compactor area will all be included.
Landscaping-It was noted that there have been significant improvements in the landscaping services. Ms. Seabrook mentioned that she has been conducting regular walkthroughs with the landscape contractor. Community Management Group also hired a horticulturalist who visits the property regularly to note any deficiencies and offer suggestions.
Umbrellas-Some owners have expressed irritation with the lack of umbrellas at the pool. The reason the umbrellas have not been replaced is because the pool area is not monitored on a regular basis. The umbrellas that were placed around the deck previously were all damaged during wind storms. There aren’t any volunteers willing to close the umbrellas before a storm so they end up getting broken from the force of the wind. It doesn’t make sense to continue to replace the umbrellas if they’re going to end up in the pond like the original ones.
Commercial Vehicles-Commercial vehicles are only permitted on property while they are providing a service. Community Management Group will tag commercial vehicles as they are reported.
Clubhouse Security-There continues to be misuse of the clubhouse on a regular basis. The Association has taken several measures to curb the disruptive behavior over the last two years. These include increasing the number of cameras and providing online access, installing locks on all of the windows, installing a security system that arms itself at 10:30pm and assigning all of the key fobs to individual units to identify who is entering the building. Even with all of these upgrades there is still a need for additional security. It was suggested that a security guard be placed at random nights in the clubhouse over the next few weeks. The cost is $25.00 per hour to hire an off duty police officer. Another suggestion is to install breaker bars on all of the access doors.
Leases-There is concern regarding the short term rentals that seem to be prevalent throughout the community. Community Management Group will contact owners of units that are reported to have a move in or move out to inquire as to the status of the unit. The Master Deed requires that a one year lease be provided. The Board of Directors has agreed to waive the $1,000.00 security deposit for owners who comply with the leasing requirements. However, those unit owners who do not provide the appropriate documentation will be subject to the security deposit as well as fines for being in violation of the Master Deed. Owners should contact Community Management Group when they become aware of a resident moving in or out.
Delinquent Accounts-There is currently a significant amount of delinquencies on the books. The collection process is as follows:
If the monthly assessment is not received by the 5th of the month that it is due, the owner will receive a late statement noting the past due amount. If the account remains delinquent the following month, a late statement and a letter is mailed to the owner. The letter states that the account is over 30 days past due. This process is continued for the 60 and 90 day period. If after the 90 day letter and late statement are mailed the account is not paid in full, a lien will be filed against the unit. Once the lien is returned from
Budget-The Association works on a balanced budget. This means that the exact amount of money that is required to cover all the anticipated expenses is the amount that is billed to the owners. When units are foreclosed on and the delinquent assessments are uncollectible there becomes a deficiency in the budget. The Association runs the risk of not being able to afford the previously budgeted items without an increase in assessments
V. ADJOURN
-With no further discussion the meeting was adjourned at 8:22pm.
Thank you,
Jennifer Seabrook
Certified Manager of Community Associations (CMCA)
Accredited Association Management Company (
Community Management Group
O: 843-795-8484 x329
F:
www.CMGCharleston.com
