CROSSWINDS AT HAWK S LANDING CONDO ASSOCIATION ANNUAL MEETING October 24, 2011 6:30 P.M. At the State Bank of Cross Plains in Verona, WI Recording Secretary: Sue Leonard Steve Anderson, President, called the meeting to order at 6:35 PM. 1. ROLL CALL Steve stated that this was the first formal Annual meeting of the Crosswinds at Hawks Landing since the homeowners have taken full control of the Condominium Association from the Gorman Company. The Gorman Company no longer has any positions on the Board. There was a necessary 51% quorum to vote and it was established that it was met. Steve introduced the current Board: Tom Rounds, Buck Marston, Greg Roggeman, Paul Jaeger, and himself. He also introduced Kate McConnell from Anchor Property Management. 2. LAST ANNUAL ASSOCIATION MEETING MINUTES There were no minutes to be read or approved as the former management company, The Carryl Company, did not submit any minutes from the October 2010 meeting. 3. COMMITTEE REPORTS Tom Rounds reported that the Building and Grounds Committee was implementing the items included in the budget. Duplex Units a. Instead of replacing all of the deck caps at this time, they were being repaired as needed during the painting of the outside trim. The painting schedule for the units is 6 per year and that is being followed at this time. b. The planting of sedum in the boulder walls is progressing and will be an ongoing process. c. Shrubs are being replaced as needed and that will continue. d. The foundations have been repaired where damage was done by lawn mowing and string trimmers. There are plans to cover the insulation that is still showing on the foundations. e. There have been a few driveway replacements and that will continue as needed. f. Mailboxes have been repaired from damage caused by snow removal equipment.
Garden Units a. Plantings have been done around the satellite dishes to help camouflage them. b. The Crosswinds sign at the entrance has been replanted with different plantings to make the sign more visible. c. Sedum has been planted in the boulder walls. d. The asphalt repair will be held off until 2012 for better weather. It has yet to be determined how this repair will be undertaken. The Board is looking at several options. e. Everything around the Garden Units was mulched this year. 4. FINANCIAL REPORT 4.a. Duplex Units a. Steve reported that the duplex units were in good financial shape through September 30, 2011. He pointed out that the year-to-date amounts shown on the Profit & Loss schedule were based on 58 units being owned by condo owners other than Gorman & Company for the first 9 months of 2011. b. The Duplex units have pretty much stayed within their budget. There were numerous repairs to the sprinkler system due to damaged heads and nozzles. There could be several reasons for this: 1. Cars parking on the side streets-as there are no curbs-they may be getting too close to the lawns. 2. Snow removal equipment 3. The mail truck 4. The garbage trucks It would be a substantial cost to add curbs and raise the level of the lawn and sprinkler heads. It is also very hard to determine what the actual cause is. c. Putting water sensors is being considered. The sprinklers seem to be going off even when it has rained or is raining. This will help keep our water and sewer bills as low as possible. d. There should be sufficient funds to cover snow removal and salting for the rest of 2011. e. For the first 9 months of 2011 we have received about $9,300.00 more than what was spent. f. Some duplex owners have chosen to prepay a large amount of their Association dues. g. The Board is considering turning some of the delinquent accounts over to an attorney for collection. There were no further questions or comments on the duplex Profit & Loss. 4.b. Garden Units a. The year-to-date condo fee income shown on the garden Profit & Loss is based on 45 units instead of 48 as 2 are currently in foreclosure and 1 could possibly follow. The Board has been monitoring the 2 in foreclosure to see when Crosswinds can expect to receive any condo fees. Liens have been filed and will be updated.
b. Landscaping went over budget due to water runoff issues around 9201. The water had to be re-directed from the downspouts so Boley extended drain tile and installed pop-up emitters. In addition, some mulch areas were replaced with river rock. Then, mulch was put in all of the landscape beds around the garden buildings. c. Utilities-The electric and gas expenses are higher than expected. The Board is trying to find the cause for this. One possible cause is the parking level exhaust fans need to run 5 hours out of every 24 hour period. The parking levels are heated with gas. The Board has requested an audit from MG&E. d. There were some roofing and fire sprinkler repairs that the Board is hoping will be covered by insurance. $16,000 will come out of the reserve for a new motor, line starter, new hydraulic valve, and infrared sensors for the elevator in 9201. The Board is hoping to get about $1,200 back from Schindler for erroneously charging us for testing the elevators earlier this year. The water leak in 9225 is still being pursued by Gorman & Company. They have hired a second engineer to solve the problem. e. An owner asked why the electric and gas expenses for prior years didn t show that more needed to be budgeted for those expenses in 2011. Steve stated that the amounts we had paid in those years were lower than what they actually were. This was due to the fact that Gorman & Company had been paying some of the utilities in 2010 by mistake. Plus the running of the exhaust fans in the garage for five hours each day was new for this year. f. Steve pointed out that most owners don t realize the types of expenses that the gardens incur each year for their common elements and how expensive they are. Along with the outside expenses there are a lot of expenses related to the garages, elevators, fire protection equipment, hallways, stairwells, and lobbies. 5. NEW BUSINESS a. Washing of the windows at the Garden Units was brought up. Steve stated that a window washer gave the Board a quote, but didn t realize the upper half of the windows did not open and he didn t have the equipment to do the job. At this point, any Garden owner who wishes to have their windows washed will need to get their own contractor. b. It was brought up that in the Garden Units pets are not waiting until they get outdoors and there are messes in the hallways and elevators. Could a notice go up about this. Steve stated that an email was sent out about plastic bags of feces tossed in the bushes. All dogs should be on a leash at all times. It is a city law as well as a condo association rule. c. The only gas grills allowed on the Garden Unit decks are 1# tanks or a natural gas line. Electric grills are allowed. It was stated that 9201 does not have sprinklers or a natural gas line. d. Water is standing behind 9230 Windy Point. It is there after it rains or the sprinkling system has been going. It was brought up that the golf course level is different than what the plan was to be. The next Board will need to check into the water problem along the golf course on the ninth hole. It was suggested a study be done to see if the problem could be defined.
6. ADOPTION AND APPROVAL OF ANNUAL BUDGET a. Steve presented the two annual budgets. Steve referred to the budget hand-outs and stated he wasn t going to go over them in great length, in order to save time, as everyone should have read them beforehand and could ask any questions they might have. b. He stated that a greater portion of the garden budget is related to the interior of the buildings while most of the duplex expenses are related to the outside of their buildings. c. For the duplexes the 2011 budget was based on an estimated 59 units being owned by condo owners, other than Gorman & Company, and for 2012 it was based on 60 units. d. The garden budgets for both 2011 and 2012 were based on 45 units. This will be the case until the other 3 units start paying the condo fees. e. The Board has decided it will consider using reserve funds to pay for duplex patio and driveway repairs in most cases. f. Anchor Property Management is sending out notices on delinquent condo fees at 30, 60 and 90 days. It was brought up that it should be mandatory to have monthly condo fees be an automatic withdrawal from bank accounts. Kate pointed out that it was illegal to do so. g. Al Wortley motioned that the budgets requiring a monthly condo fee of $296 for the duplexes and $291 for the gardens be approved. Jean Koehl seconded the motion. A vote was taken and the budgets were approved. 7. ELECTIONS Kate from APM stated that Steve Anderson, Tom Rounds, and Greg Roggeman would run again for the Board for 2012 and that Buck Marston and Paul Jaeger were not. She stated that there can be a total of 5 on the Board. She asked for any nominations from the floor. Jean Koehl volunteered and Pat Osinski seconded the motion. Steve indicated that Paul Zamprelli was interested. Kate called for a vote. It was unanimous that all five were elected to the Board. Steve Anderson thanked Buck and Paul for their service on the Board during the year.
8. ADJOURNMENT Al Wortley made a motion that the meeting be adjourned. Pat Osinski seconded it. The meeting adjourned at 7:55pm. Submitted by Sue Leonard