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May 12

2019.05.09 Monthly Board Meeting Minutes

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  THE VILLAGE AT CORDATA CONDOMINIUM ASSOCIATION
          MINUTES OF THE MONTHLY BOARD MEETING
                               MAY 9, 2019

The meeting was called to order by President Larry Allen in the clubhouse at ten a.m. All Board members were present: John Eisenhardt, Claire Gatter, Dan Keller, Henry Mitchell, Katie Sherwood, Roy Teeter, Toni Whitmyre and Lana Mills. Fourteen residents attended.

The Minutes from last month’s meeting were approved as written.

TREASURER’S REPORT: Toni Whitmyre
The Association’s O&M fund at April 30 was $5,661.97 and the Replacement fund totaled $121,518.01 for a total of $127,179.99.
Committee Chairs have been given their budget reports. The annual audit is still in progress and they will file our income tax return. The auditor’s will ask the IRS to refund the $45.00 owed to us from years past which will clear it from our Balance Sheet.

BUILDING AND ROADS: John Eisenhardt
As of today, the painters are painting the last three buildings in Phase III and those should be done by early next week. A walk-thru with the painters will be done and they will be making final touchups, tidying and any adjustments needed. Peter will be painting the exterior window trim next week. Homeowners are responsible for any interior trim paint. All exterior doors will be painted by the Cordova crew at the end of the project.
Five garage doors are scheduled to be here on May 29 and the window company with also return with the last 18 windows. The large window above the clubhouse library will cost about $2,500 and as windows of that size/shape are no longer available, it will be replaced in two parts.
At the end of September, John and the Lyndale rep will be doing an outside inspection of the windows in Phase III and an assessment of the windows needing replacement in next year’s Phase IV. Pat will send out an email. (John said it would be helpful if owners in Phase IV submit a work order before September, listing the windows they feel should be replaced in their unit next year.)
Brenda and Matt Dennis have received a new window that does not match the one beside it. The Board will review the Guidelines to find a solution. It was suggested that painting the trim on both windows may help.
The Board is looking into signage for all “visitor” parking places. John has found an aluminum, powder-coated sign that can be professionally painted and supplied for about $1,000 all in. Toni asked that we see a mock-up. A motion was made and seconded to allot the necessary funding.

CLUBHOUSE: Toni Whitmyre
The carpets were cleaned and Jackie was pleased with the company. She posted their card on the board in the poolroom. Thank you to Ken Bell for making brackets for the poolroom.

CONDO SALES: Lana Mills
Six units are currently rented. The sale of the Tyne house at 4377B Village Drive has closed. The new owners are Dennis and Julie Fox who expect to move in at the end of this month. There are no other properties for sale at this time.
A discussion ensued about the anticipated parking problems with this Saturday’s estate sale at the Tyne unit. Roy said cones could be put in the curve near the Halliday house and a temporary hook will be placed on the gate to the RV lot. It is vital that emergency vehicles can get through.

DOCUMENTS AND REVISIONS: No report

EMERGENCY PREPAREDNESS: Larry Allen
The committee met and the report is on the bulletin board. A tentative date of July 24 has been scheduled for the “Show and Tell”.

LANDSCAPING: Bubs Kroll
The tree stumps will be ground on Friday for the two trees that were taken out. The area will be cleaned up, dirt added and seeded with grass.
Landscape has a limited budget for replacement shrubs which is why only dead or diseased shrubs will be removed. (Not all will be, based on the surrounding area.) If you choose to remove a healthy VACCA shrub, you must use plants from the “approved plant” list for replacement. Todd will not remove healthy plants.
Plant lists and work requests can be found across from the mailboxes.
Irrigation water will be on by Memorial Day. The City is turning on the meters this week, but it will take several days to get the system up and running. Last year there were 42 breaks in the lines; this year will likely be higher because of the hard winter.

POOL AND SPA: Paul Grey
100% up-time. New placards for CPR and pool and spa signs have been installed. Some foam still appearing and being dealt with. Paul encourages everyone to take advantage of the pool and spa, its fun and great exercise.

RESERVE STUDY: Dan Keller
The Board received the first draft of the Reserve Study being done by Pacific Crest Reserves, LLC. and asked for changes. The new report has been received and it looks good and is well done. Dan will be making a presentation like he did last year.

RV LOT: Roy Teeter
The lot is almost full. Space allotments have been verified. Two owners have volunteered to help on this committee. It was suggested that the RV Lot Committee look at posting signs at each rented slot to reduce confusion about who is paying for it and what vehicle should be parked there.

SECURITY: Roy Teeter
Two incidents: Gary and Kathleen had someone go through the vehicles in their garage. Nothing was taken. Most likely it happened early Sunday morning. Garage doors are being tested by thieves at night.
Barbara Johns called to report an incident at 3:30 Sunday morning. Someone broke into their daughter’s car which was parked in their driveway. They disabled the car trying to hotwire it. The police were called. Case #19B25938
For people who lose keys, Dennis Fox reported that for less than $100, a combination lock can be purchased for your door, making a key unnecessary. Giving the code to your guests is also convenient.
Claire reminds everyone of the importance of VACCA maintaining a key vault. Please provide Claire with a key or combination to your unit if you change your locks (also screen door keys or combos if locked at both entries).

SOCIAL: Pat Hood
Lunch at the “Filling Station” on May 14, Ladies lunch and fashion show at the clubhouse on May 17 and the “Grill Out” at the clubhouse on May 26. On May 28, May and June Birthday celebration and on May 30 the Out to Dinner bunch go to the “Black Cat”. Please see the sign-up sheets for times and more information. Everyone is always welcome.

WEBSITE: Henry Mitchell
Henry would very much like someone to volunteer to be his backup on this committee.

WELCOME: Katie Sherwood
Karen and Ginger will be calling on Marti Villa-Lovoz at 4350A Village Drive. Katie will discuss with the committee, the possibility of going over the most common policy misunderstandings or violations with new owners.

WOODSHOP: Roy Teeter
Ken Bell has been working hard building picnic tables and he made brackets for the poolroom.

The Cordata Neighborhood Association reported that new sidewalks are installed on Aldrich and the roundabout on Cordata Parkway is almost complete. Mahogany Avenue and the intersection at Arctic Avenue is now open. This allows VACCA owners to easily enter Costco from the back, by turning right onto Northwest Avenue from Aldrich, then left on Mahogany and left on Arctic.

There being no further business before the Board, the meeting was adjourned.

Respectfully submitted,

Lana Mills, Secretary

Next meeting: June 13, 2019

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