GEORGETOWN TOWNHOME ASSOCIATION MEETING MINUTES FOR GEORGETOWN TOWNHOME ASSOCIATION Meeting Type Board Meeting Date October 8, 2013 Location Attendees Kirkendall Public Library Board Members Present: Steve Burns President Shirley Brown Vice-President Larry Clayton Treasurer Mary James - Secretary Mac Lauson Member-at-Large # of Homeowners Present: 16 Robert Dubansky - represented Property Management of Iowa Called to Order 6:30 p.m. Roll Call Minutes Approval Homeowner Input Previous meeting minutes were approved Discussion of necessity for owner/tenant registration form; Rental regulations; request for emails; parking restrictions; imposition of fines; involving police in domestic situations; enforcement of lights being out; pet restrictions; garbage cans left out; previous exception on garbage cans being left out; landscaping changes; reasons for change in management company; objections from homeowner regarding changing bylaws such as fines; (see detailed questions and answers at end of minutes). homeowner questioned parking on side street; homeowner discussing inspection of foundation; homeowner request for landscaping change. President s Report Treasurer s Report Manager s Report Formal introduction of Robert Dubansky Property Management of Iowa; Results of Ice Cream Social Marianne was the Dahl s drawing winner; followup of status of dumpster; discussion of information packets not being returned; payment of dues. September financials were presented. Robert Dubansky gave a formal introduction, explaining his desires for holding/improving property values through diligent management
Unfinished Business New Business Landscaping Comm. Homeowner s sump pump issue; repairing lawn after trench dug to ditch; repair of driveways for units 2603 and 2572; entrance island outlet bid of $258; driveway issues for units 2601 and 2504 Scheduled walk through by Board in October; unit 2404 Heritage driveway issue; getting Hedberg to check damage to shingles after storm Fountain lights discussed; replacement of missing/dead trees; Committee walk through was done Action Items Board Members: Next Meeting Date November 12, 2013 Steve Burns President stevob2548@gmail.com Shirley Brown Vice-President sbrown1943@yahoo.com Larry Clayton Treasurer larryclayton9@gmail.com Mary James Secretary james.mary0607@hotmail.com Dennis Mac Slauson Member-at-Large dennis_slauson@yahoo.com Robert Dubansky Property Management of Iowa Time Adjourned 8:00 p.m. Details on homeowner questions, and responses to questions: Owner/Tenant Registration Form: Why do you need this information? What right does the board have to require homeowners to provide this private information? 1) We are not requiring this information it said nowhere that this information was required. 2) Owner/Resident Name, Is this a rental? to track the number of units that are rentals, so we can verify we have a copy of the lease on file. This has not been enforced in the past, so at this point we have no idea how many units are being rented, and for how long. 3) Email address needed for various reasons: meeting cancellations, special meetings, emailing of minutes, notification of weather concerns, and other important announcements. 4) Vehicle Information needed to enforce the rule of no resident parking in visitor parking areas, or parking in areas where they are not supposed to park (any of the internal NW Heritage branch streets, alleys between rows of garages, etc.) which has not been effectively enforced in the past, and has gotten out of hand. Also on this subject. We will not be filling out the Owner/Tenant Registration form, none of the boards business This is entirely up to you. The registration forms did not go to the board, but to PMI. Fines: I thought we had to have a certain percentage of homeowners approval before changing fees, and on the same note some of the fines are excessive and completely
outrageous involving police involvement considering the board is not charged for the police to come to a homeowner resident. That is their business and should not be fined. Also we noticed there are no fees for dogs over 25 lbs, why are they not listed any longer. We believe the change in fees should be voted on by the entire association not just a board decision as stated in the covenants. 1) Percentage of homeowners approval before changing fees: According to the Covenant: Board of Directors shall have the authority to adopt rules and regulations governing the use of Lots, the Common Area and the Association Responsibility Elements. From a letter received from the lawyer in 2007: the board clearly has the legal authority under its governing documents and Iowa law to make and enforce reasonable rules and regulations. The authority to impose fines is included within that power. 2) Police involvement homeowner s business and they should not be fined: This may be the homeowner s business, but it affects the community. According to the covenant, Nor shall any owner cause, or suffer or harbor the source of, any noise or activity that disturbs the peace, comfort and quiet enjoyment of other Owners or those claiming under or through other owners. 3) Fines excessive and outrageous: According to the New Fines document from 2010: Should a fine be imposed, the suggested fine is fifty dollars ($50.00) for the first offense, one hundred dollars ($100.00) for the second offense, and two hundred dollars ($200.00) for the third offense; or five dollars ($5.00) per day; whichever is appropriate to the violation. The new fines schedule we have created in most cases is MUCH less excessive that these current rates. Examples: Pet Tie-Out old fine, $5.00 per day this amounts to $150-$155 per month. On the new schedule, the fine is $25. If the situation is not rectified, and another fine is incurred, this is still a $25 fine much less that $150 per month. Same with not cleaning up after dog (which is to be done IMMEDIATELY, not once or twice a week). Light out the old fine is the same as above - $5.00 per day $150-$155 per month. With the new fees, there is a notification, and if the bulb is not replaced in 1 week, the board will have it replaced at a cost of $30 this is MUCH less that $150-$155 No fees for dogs over 25 pounds (actually the covenant states 20 pounds, not 25): This is another rule that has not been enforced for several years. It has gotten out of hand, and is still being discussed by the board on what to do in this situation. If anyone has any suggestions, please let us know. This is a problem because previously, when the rules were being enforced (several years ago), larger dogs were grandfathered in. At this point we can t tell people they have to get rid of their dogs because no one enforced this rule, especially since most people consider their dog a part of the family. The garbage cans, on the other hand, are something that is easily rectified, with no hardship to the owners (I don t consider having to move a car to get the cans out of the garage a hardship), and this affects everyone in Georgetown. Much research has been done on this issue, and of associations rules and fines that have been researched, our fines are actually much more reasonable than most.
Previous permission or arrangements: Approvals given by the Regency and/or Colin they should still be in effect. How can you change these now with a new company? Examples: dogs over 25 lbs, changes to landscaping to the exterior of the buildings, trash cans, replacing of bushes and/or trees. We would like to find out why the board has decided to go back on these and say they no longer are acceptable. 1) Dogs over 25 pounds: This was previously discussed 2) Changing of landscaping, replacing of bushes and/or trees: This is not directly addressed in the Covenant or bylaws. The general rule is that if a plan is submitted to the board for approval, and approved, the homeowner is allowed to make the landscaping changes, and from that point on they are responsible for maintenance and upkeep of the affected area. 3) Trash Cans: This rule is in effect for all homeowners. It is not fair for anyone to be exempt from this rule, as all homeowners have the same size garage, and most must move a vehicle to get the trash and recycle bins out on pick-up day. With any exceptions, other homeowners will begin to feel that they should have the same exception, and soon we will everyone leaving the cans out. ACH: would like the exact date PMI will be pulling out of dues, the information says "on or before the 10th" The information actually says on or about not on or before. The exact date cannot be determined as banks do not withdraw funds on Saturday, Sunday, or Holidays. So, if the 10 th falls on one of these days, the funds will be withdrawn on the NEXT BUSINESS DAY. Example: the 10 th falls on a Saturday, and Monday the 12 th is a holiday. The funds would be withdrawn on Tuesday, the 13 th. It is not possible to give a consistent exact date. We understand that we have had some issues with Colin however changing the representative maybe would have been a better choice. Who found this company any why were they chosen, was is cost base or personal level? There are more than some issues we have had with Conlin. We have had many homeowners tell us that they contacted Alex and Conlin on issues, and have never heard back. There are several elements of the contract that they were not performing, and several mixups with bids, bill payments, etc. (being told to hold payment until all issues from a vendor are resolved, but payment is still made to vendor). Also, violations and fines notifications multiple violations are listed as 1 st offense for the same offense, notifications are incorrect and not verified for accuracy (example, stating in a letter for a violation that the item the notice is for CAN be, instead of CANNOT be. The board researched property management companies, had several meetings with Robert, and talked to several board members of Associations that PMI currently manages. All references contacted were excellent in fact, some of them said they could not say enough good about Robert and PMI.
The decision was NOT made on a personal level, and not really on a cost level (although they are $25 per month cheaper than Conlin). It was decided that Conlin was not working in our best interest, and it was time for a change (for the better). Also, with PMI, our contract states that our rates will be the same for 3 years, with no increase in monthly fees. As far as making the changes being a vote by the Association, the covenant states the Board of directors may, in its discretion, contract with a professional management company to manage the regular business and affairs of the Association and shall have other such powers and duties as the Board of Directors shall specify at the expense of the Association. A vote of the Association members is not required for a decision of this type. We are all adults we all know the rules Knowing the rules and following the rules are two completely different things. If everyone was following the rules, there would be no need for the fines, or for this discussion. Some of things that the board is bringing up makes us feel that we have no control over our own home. It seems that some board members issues are controlling the entire association and getting in the way of what is the best for the association and homeowners. When you move into a home with a homeowner s association, you know there are rules to be followed. You have no less control over your home than you did when you moved in. Rules enforcement has become very lax in the past several years, and we are just changing that. I m sorry, but I don t know what this person is talking about that some board member issues are controlling the entire association and it s getting in the way of what is the best for the association and homeowners. The job of the board is to try to make things run smoothly, and enforce the rules. Enforcing the rules is best for the association and homeowners.