La Grande Provence Condominium Association
Minutes of March 19, 2018.
Dave Luenzmann, President, Bob Mathis, Vice President, Anne de Ocejo, Secretary, Scott Hillyard, Treasurer, Bruce Goforth, Director, Mary McGowan LCAM, Lea Stokes, Vesta, and 16 unit owners.
Due to a lack of a quorum, no annual meeting was held.
The meeting was called to order at 1:08 PM. A quorum was present.
The minutes of February 19, 2018 board meeting were approved.
Two new members volunteered and were appointed to serve on the Board. Scott Hilliard was appointed as Treasurer. Bruce Goforth was appointed as Director.
Dave Luenzmann discussed his experience as President. He mentioned the need for better teamwork and continued improvement in the organization’s operations.
Bob Mathis made a motion that the following slate of officers be approved.
Dave Luenzmann, President, Bob Mathis, Vice President, Scott Hillyard, Treasurer, and Anne de Ocejo, Secretary. The motion passed.
It was noted that Jean Armstrong, Jodi Mansfield, and Bruce Goforth will remain as Directors.
Lea Stokes reviewed financial information. As a result of a small settlement due to a bankruptcy and foreclosure a loss of $100,000 has been written off. This and other expenses, mostly due to storm damage, resulted in a deficit spending in 2017
It was reported that Dave, Scott, and Lea have had several meetings to identify what are named storm expenses. In previous years, the operation budget has been well funded and some expenses that could have come from the reserves have been paid out of the operational budget. They are looking into these expenses to see if they could be more appropriately reallocated to the reserves. After further review a report will be made to the Board.
The reserves are based on an analysis done in 2015. Experience is showing that the base numbers used to determine the costs projected are very likely out of date.
Scott Hillyard discussed our situation regarding the Associations finances and needed actions. He will be responsible for managing La Grande Provence’s finances and check signing process. (corrected 3/21/18) He made a motion that a reserve study be approved to be done by the same company that did the study in 2015 for $2720. The motion was approved by the Board.
There have been some issues with damage to shutters and windows being painted shut. J & B Painting has assured us that they will fix the issue.
The program for the painting of the unit doors has been terminated. First, all expenditures have been put on hold. Second, changing the color of the doors from the original color is considered a material alteration from the original program which has not been appropriately approved. Several owners have complained. After legal consultation, a decision has been made to table the painting of the doors.
It was reported that the web site is not operational at this time because of the lack of notification that payment was due. Payment has now been made. The web site should be up soon.
After review of the governing documents, some items have been identified that need to be reviewed by our attorney based on current operations. After we receive suggestions from our attorney they will be reviewed by the Board to determine what, if any, further action should be taken.
Recent actions relating to facilities and maintenance were reported by Mary McGowan. A review will be conducted prior to renewal of the Association’s insurance coverage
It was reported that from time to time there are problems regarding pets. Only one dog is allowed and it cannot be over fifteen pounds.
It is planned that Board meetings for 2018, when needed, will be held on the fourth Monday of the month at 1 PM.
Hammock Dunes Owners Board:
Dave Yoder provided and update regarding activities of the HD Homeowners Assoc.
The meeting adjourned at 2:24.