LAKESIDE TERRACE TOWNHOUSE ASSOCIATION INC.

LTTA Board Minutes

 

 

^{MINUTES OF THE LAKESDE TERRACE TOWNHOUSE ASSOCIATION}

^{Sept 13, 2011}

^{The meeting was called to order at 6:30 PM.}

^{The secretary confirmed to the President a quorum with the following members present: Mary Kay (Randy) Robinson (Vice President), Catherine Katchur, Gale Ginty, W. Gay Petro-Stroup, Faith Springer, (President) and Dorene Eckman (Secretary).  Jason McCourt was absent.  Association Property Manager, Libby Barnhardt (LeValley Realty) was present.  Homeowner Unit 51 & Guest Unit 29 present:   Approval of Minutes for June 14, 2011.  Motion made, seconded, and passed to approve the Minutes.  There was no scheduled Board meeting in July.  The August meeting was cancelled due to lack of a quorum.}

^{Additions to the Agenda:   Motion made, seconded, and passed to approve the agenda with the addition of: Old Business item k. Driveway for Clubhouse, New Business items: b. Policy Statement #2, c. Snow Plow Contract and d. RV Lot/Play Area.  It passed unanimously.}

^{Public Hearing/Homeowner Concerns:} 

^{Unit 51 Owner stated that the Recreational Vehicle Storage Lot (RVSL) had been broken into.  He stated that the chain link fencing in the northwest corner of the RVSL had a cut-out opening in it.  He stated that several items had been stolen and/or damaged.   One of the items that he stated was stolen on August 26, 2011, was his boat motor, valued at $6215.00.  He stated that his boat motor was large and heavy and it would take two people to hand carry the boat motor out of the RVSL through the gate.  He felt that his motor could not have been removed from the RVSL through the breach in the fence.  Also, he checked the ground and did not see any dragging marks or where the ground was disturbed by his boat motor being dragged out through the breached fencing or dragged out through the gate.  He further stated that he felt his motor had been taken out through the unlocked gate and loaded onto a vehicle or trailer because it is too big and heavy to go through that cut opening in the fence.  He stated the lock was missing from the RVSL gate when this happened.  When asked if he had a police report, he stated the President of LTTA should request and pay for a police report on the incident written up by Officer Dudley; report # 11-1168.  He stated that he thought that LTTA should insure the vehicles in the RVSL.  The President responded that she had reported the missing lock to the management company on August 22, 2011.   A replacement lock was purchased on August 26, 2011 for the RVSL, and the gate was locked that evening.  A new laminated sign on the gate has replaced the old one that recently became missing.  The President read the Policy Statement #4; Article I, Section 9-Loss by Theft Use of the Recreational Storage Area is at the user’s own risk.  The Association is not responsible for lost or damaged property or vehicles. Unit 51 responded that he would be resolving the issue via his lawyer.}

^{The following two email inquiries were received from the owner of Units 27, 53, 54, 55. (1.)  Since motor homes are said not to be permitted to be permanently parked in our association driveways, then just what are the regulations concerning commercial vehicles parked in our driveways? The President referred the issue to Policy Statement # 5, dated August 22, 1994, Article I, Section 2 –Commercial Vehicles.  A “commercial vehicle” for the purposes of Association Policy is any vehicle larger than standard sized pickup or van which is used in the course of a business, or one which displays a sign, other than one painted or attached to one door on each side, or from which the tools of a trade or business are in evidence or are on public display.  Tools carried within a van or carried in a pickup bed which is totally enclosed by either a shell or any other cover specifically designed to totally cover the bed by being attached from side to side and front to back will exclude that vehicle from being considered “commercial.”  Any commercial vehicle shall not be parked on any lot overnight unless placed in a fully enclosed garage.  Section 3 – Unit Lot Parking Prohibitions.  Vehicles shall not be parked on Unit’s lawns.  RV’s, snow machines or snow machine trailers, boats or boat trailers, house trailers, campers, motor homes, commercial vehicles or trucks larger than a standard sized pickup shall not be permitted on the lot overnight, unless placed in a fully enclosed garage.  Such vehicles may be parked in an area designated for such usage by the Association in accordance with procedures enumerated in Policy Statement #4 entitled Recreational Vehicle Storage Area or parked off the Property.  (2.)  What are the motor home parking regulations?  Policy Statement #5, dated August 22, 1994, Article I, Section 3.  Unit Lot Parking Prohibitions.  Vehicles shall not be parked on the units’ lawns.  RV’s, snow machines or snow machine trailers, boats or boat trailers, house trailers, campers, motor homes, commercial vehicles or trucks larger than a standard sized pickup shall not be permitted on the lot overnight, unless placed in a fully enclosed garage.  Such vehicles may be parked in an area designated for such usage by the Association in accordance with procedures enumerated in Policy Statement #4, entitled Recreation Vehicle Storage Area, or parked off the Property.  The President stated these inquiries were not specific complaints, but they were questions requesting parking information.}

^{Unit 69 –Homeowner request information regarding the moss on their deck, their entry steps needing staining and dog waste removal.  The President referred to Policy Statement #6, Decks/Roofs Policy, dated November 12, 1994.   Article 1, Section 2.  Maintenance/Repairs Responsibility.  In consideration of the fact that whether or not these decks/roofs are put to use by the occupant(s) as a “deck” is solely at the discretion of the Unit Owner, and when in use are subject to greater than normal wear and tear than might be expected should these combination decks/roofs be treated as “roofs.”  Therefore, effective the date of this policy all such combination decks/roofs shall be defined and treated as “decks;”and their maintenance, repair, renewal, or renovation shall be the sole responsibility of the Unit Owner.  Section 3.  Assignment of Costs.  Any related costs for maintenance, repair, renewal or renovation of the decks defined in Section 2 shall be solely the Unit Owners’ own expense.  AS 34:08:100 Unit Boundaries. (4) shutters, awnings, window boxes, doorsteps, stoops, porches, decks, balconies, patios, and each exterior door and window or other fixture designed to serve a single unit that is located outside the boundaries of the unit, are limited common elements allocated exclusively to the unit.  Dog Waste – Policies, Administrative Rules and Regulations, Adopted by the Executive Board, dated April 19, 1994, Article I, Section 4. B.  A pet shall never be permitted in a common area unleashed and without a responsible handler, nor may any pet be placed in a run, or on a line or on a tether, or housed in the common area.  Each pet owner will immediately remove and properly dispose of all animal waste deposited by his/her pet in the common area.  Each owner and occupant is charged with keeping his/her lot and unit free of animal waste, and to properly dispose of same to avoid creating any unsanitary, unsightly or malodorous condition caused by animal waste.}   

^{Manager’s Report & Financial Report:  As per the Aug., 2011 Balance Sheet}

^{Cash $22,495.95}                        

                         ^{Flag Bank $27,404.72}

                         ^{AK USA              $16,168.07}

                         ^{Northrim Bank    $191,095.39}

                         ^{Business  Sav.   $22,499.16}

^{The August Balance Sheet (with errors) was submitted with the Cash Flow Financial report.  A Budget Work session is needed to prepare the new budget.  Board members will email the times they are available to arrange a workable time frame.}

^{Miscellaneous Units Update:} 

 ^{Committee Reports:}

^{Grounds Committee:  There was no grounds report.}

^{Architectural Committee:  The Chairman of the Committee was absent.  The President stated the new deck request for Unit 7 was approved by him.} 

^{Old Business}

^{Audit 2008-2009:  The President reported she had met with the auditor, Mr. Dixon, CPA in August and these audits are close to being finalized.  The 2010 Corporate Taxes were paid, with small penalties.}

^{Release from Liability: There was no report at this time.  Tabled until next meeting.  The President stated we need to know the answer to expedite projects for Spring Clean Up, 2012.     The Property Manager is contacting an attorney for the answer.}                                                                                                                              

^{Siding:  All green sided buildings have been resided and the repairs on the beige buildings have been completed on Peck Street and Yakima Street.  Seneca Avenue siding repairs are scheduled to be repaired before winter.} 

^{Website:  The new LTTA website was uploaded to the web with the following address:  http://lakesidehoa.org .  There will not be a password required to access the site by LTTA homeowners or residents.  You will be able to read current updates of late breaking LTTA news in the twitter section on the homepage.  If you wish to send an email to our manager please click on the lib@mtaonline.net on the “Contact Us” page.  The Property Manager will direct the messages to the Board.  If you have the old website saved as a favorite in your browser please be aware that it has been taken down and the previous email address has also been discontinued and no longer valid.  There will be modifications and updates to the new LTTA website.  We hope this will help you with various questions or informational needs you may have.}

^{Fidelity Bond:  All Board members need to submit their individual forms to Ellen Hermann at the State Farm office.}

^{Moss Removal:  The moss has been removed on the Clubhouse and the remaining roofs should be completed this week.}

^{Stripping of the Tennis Court: The stripping of the tennis court was completed the end of June.}

^{Sewer Phase II:  The President has been in contact with the City of Wasilla, Director of Public Works, Archie Giddings.  He stated that the City will be considering a grant or a grant/loan combination for the LTTA Sewer Phase II project.  The Property Manager will contact 3 contractors to get bids for this project.}

^{Fire Wise:  The President stated there is no grant funding available for the rest of this year.}

^{In-Ground Fire Pits:  Tabled until next meeting.}

^{Driveway for the Clubhouse:  The President contacted Todd Smith with the DOT.  She submitted a request from LTTA to have a driveway, to the clubhouse, put in on Bogard Road when the Bogard Road safety corridor construction is done in the summer of 2012.  He submitted our request but could not promise it could be done.  He mentioned that they may put a driveway in for the Well House and perhaps a connection could be made to the Clubhouse.  The Clubhouse and Well House now each have an address on Bogard Road.  The address for the Club House is 1072 E. Bogard Road and the Well House is 1100 E. Bogard Road.}

^{New Business:}

^{Safe Deposit Box:  It was suggested a Safe Deposit Box be rented at a bank to store permanent documents of the Association.  The Vice President stated she would check the types and costs and report back to the Board.}

^{Policy Statement #2:  The statement dated February 14, 2004 was a work in progress and it was never approved or signed.  Therefore, it is invalid.  The previous property manager may have included this unfinished work in the working Board Bylaws. Policy Statement #2, dated August 22, 1994 is the valid policy.}  

^{Snow Plow Contract:  The motion was made, approved and passed granting AA Enterprises the Snow Plow Contract for $350.00 per plowing.}

^{RV Lot & Play Area:  The President presented a correction in the copy of the Bylaws regarding Policy Statement #4 and #5.  The second page of Policy #4 and #5 were incorrectly placed in the Bylaws due to a copying error.  Therefore, they need to be moved to where they belong.  This error will be corrected in the Bylaws accessed by the www.lakesidehoa.org  website within 5 days.  Also, the management company will make the necessary changes to their copy.   The RVSL Coordinator said that he had resigned the duties he had assumed, stating there was too much confusion as to whom should be paid the “RVSL fees (the RVSL Coordinator or the LTTA Management Company.)  The RVSL contract will be reviewed and Policy Statement #4 will be included in it, as well as new contact information for the new RVSL volunteer coordinator, when we have one.  The Property Manager has been helping with the RVSL and will be the contact person until further notice.  This is being done by our management company as a courtesy to us, as the RVSL is not part of the management contract.  The old dismantled equipment needs to be disposed of it as it is not useable.  The Vice President will be checking options for disposal and removal of the equipment.   The insurance agent stated if a new play area was selected near the mail pedestal on Yakima Street the following would be a suggestion and required: a sign stating for residents and guests, a child must be supervised by a parent or guardian, and wood chips, pea gravel or rubberized material around the equipment (no sand).  This can be brought up at another time.}

^{Executive Session:  The President closed the meeting and the Board went into Executive Session at 8:15p.  The President then closed the Executive Session and the board met again in Open Session at 8:24p.}

^{Next Board of Director’s Meeting:  TBA, Need to find time when there will be a quorum.}

^{The meeting was adjourned at 8:31PM.}

^{Board Member Duties Assigned:}

^{Libby Barnhardt, Property Manager, will contact the lawyer for the legal opinion on liability for volunteer fundraisers and homeowners/residents.}

^{Libby Barnhardt, Property Manager, will research an excavating & sewer pipe contractor for the LTTA portion of the Sewer Phase II project.}

^{Mary Kay (Randy) Robinson will check with two options for disposing of the dismantled unusable equipment.}

^{Mary Kay (Randy) Robinson will check on sizes, locations and prices of Safety Deposit Boxes.}

^{The email contact for Unit Owners to contact the Board is the following: Property Manager, Libby Barnhardt, lib@mtaonline.net.   Phone: 376-0210 (M-F).  The mailing address is: 1365 E. Parks Hwy, #205, Wasilla, AK 99654.  Make Homeowner Association Dues Payable to:  Lakeside Terrace Townhouse Association, Inc.}

^{NEW WEBSITE ADDRESS: http://lakesidehoa.org}

^{The Board is requesting those interested in serving on the Board or volunteering for committees to contact the Property Manager.  A request is also made for anyone with suggestions for the Frequently Asked Questions part of the new website to please forward them to the Property Manager.}

^{Respectfully Submitted:}

^{Dorene L. Eckman, Sec. LTTA}

Minutes

Lakeside Terrace Townhouse Association, Inc.

October 22, 2011

 

Call to order –The meeting was called to order at 10:15 a.m.

Catherine Katchur (filling in for the Secretary) certifies that there is a quorum present. Members present:  Faith Springer, Catherine Katchur, Gale Ginty, Mary (Randy) Robinson, Gay Petro.  Dorene Eckman excused, Jason McCourt absent.   Association Property Manger, Libby Barnhardt (LeValley Realty, LLC) and Marnice Marshall (LeValley Realty, LLC bookkeeper) were present.   Homeowners & Guest present: None 

Approval of Minutes for September 13, 2011.  Motion made, seconded, and passed to approve the minutes. 

Additions to the Agenda:  No additions were added to the Agenda.  It passed unanimously.

Public Hearing/Homeowner Concerns

In response to homeowner Unit 51 LTTA response no arbitration per LTTA Policy Statement 4, Dated 8/22/1994 Article 1, Section 9 – Loss By Theft.  Use of the Recreational Vehicle Storage Area is at the user’s own risk.  The Association is not responsible for loss or damaged property or vehicles.

In response to homeowner Unit 35 reimbursement for water used by the Roof Moss Removal Contractor, the homeowner needs to bring in the water billed for October.

   Manager’s Report & Financial Report: Will be given at the next Board of Directors meeting scheduled for November 8, 2011.

 Committee Reports:

  Grounds Committee:   There is nothing to report.

Architectural Committee:  There is nothing to report

  Old Business:

Audit for 2008 & 2009 is not yet completed.

Release from Liability:  Per Libby there has been no response from our attorney regarding the common area clean-up.

Siding:  The repairs on the siding on the Seneca Avenue addresses are completed.  There are three corner pieces on different buildings on Lakeshore Drive that are damaged.  The bid of $130.00 for replacement of the damaged siding was approved by Libby under her management authority.   The corners have been order.  The corner of Unit 65 needs to be checked because it was reported damaged.

Fidelity Bond:  Pending

Moss Removal:  The contractor has completed the moss removal on Units 53, 28, 24, 29, 52, 60, 56, 55, 54, 51, 50, 49, 36, 11, 10, 15, 64, 61, and the Club House.

Sewer Phase II:  Several companies have been contacted for bidding of the project.

In-ground Fire Pits:  Tabled unit November meeting.

Safe Deposit Box:  First National Bank and Wells Fargo Bank both have safe deposit boxes available. 

Dismantle and Removal of Equipment:  Randy Robinson reported that she did not find anyone who wants the equipment.  Tabled until a further meeting.

Drive Way on Bogard:  Todd Smith, DOT, on 9/12/2011 submitted our interest for a drive way on Bogard at the meeting of the Safety Corridor Project on Bogard...

Recreational Vehicle Storage Lot (RVSL):  We now have a current list of items stored in the RVSL and working on the current list of who has a current contract for use of the RVSL.  Lot #8 and Lot #13 each have exposed portable gas containers in the lots.  This is in violation of LTTA Policy Statement 4, Dated 8/22/1994 Article 1, Section 7, Storage of Toxic Substances.  No barrel or other container shall be stored on the Property which contains or has contained any toxic substances including gasoline, oil, paint, bleach, or preservatives.  Nor shall batteries be to stored, except a battery property installed in a vehicle  

 New Business

2012 Budget Adoption:  A motion was made to approve the proposed 2012 Budget, motion was seconded, and all were in favor.

Executive Session

Next Board of Directors Meeting:  Tuesday, November 8, 2011 at 6:30 p.m. at LeValley Realty, Inc.

Duties Assigned:  Faith and another board member will rent a safe deposit box.

Unit Owner Information:  Reminder make your association dues check out to Lakeside Terrace Townhouses, Inc.

Adjournment: 11:15 a.m.

Respectfully submitted,

 

Catherine Katchur, Director, in place of Secretary, Dorene Eckman.

Current Approved Board Minutes: June 14, 2011

Archived Minutes: April 12, 2011   May 10, 2011  June 14, 2011