1. DRAFT
MINUTES – PINE TREE CONDOMINIUM ASSOCIATION – BOARD OF DIRECTORS
Monday, July 25, 2011 6:30 P.M. 4500 Building, lst Floor
PRESENT: Laquita Woodell, Gunars Hvastkovs, Rolland Martinez, Marlyn Black
ABSENT/EXCUSED: Gary Maass, Bruce Gurtler, Steve Chasson
STAFF: Denise Wendinger
OWNERS: Bettie Greer-Smith, Irene Mauler, Nayna Hilton, Bob Hilton, Herty Warnholtz Larsen,
Charlotte Dye, and Elaine Richert
The meeting was called to order by Laquita Woodell at 6:30 p.m.
HOMEOWNERS FORUM:
- while it appears that individuals may be using the parking area behind the 4400 building for
storage of their vehicles, the only restriction is that an owner must have a vehicle licensed to park
there. No trailers or RVs are allowed.
- A licensed jet ski trailer parked in front of 4500 is not breaking rules if it is licensed and is not
encroaching on the space of others.
- Denise is working with the owner of a large truck/vehicle to solve problems caused by parking
that vehicle in front of 4500 in such a way that it hinders access to other owner’s parking space
- Staff was praised for posting a report after doing a walk through of a building; a report that
identifies work that needs to be done in the building, the staff person responsible for doing the
work and then reporting when it was done. This answers questions before they go to board
members of the staff
- 4400 building still has a problem with washers being “out of order”.
MINUTES: It was moved by Marlyn and seconded by Gunars that the minutes of the June meeting be
approved as presented. Motion carried.
FINANCIALS: It was moved by Marlyn and seconded by Gunars that the bills be approved and that the
financial report be acknowledged and placed on file for review with the request that the summary of
washer dryer funds be reviewed and corrected. Motion carried.
It was noted that there are so many payments to PacifiCorp (Rocky Mountain Power) because each
building, each garage and two outdoor safety lights have their own meters and the bills must be paid
separately.
MANAGER’S REPORT: It was moved by Marlyn and second by Gunars that the owner of Unit #205
in the 4460 building be allowed to install a roll up bamboo patio blind. Motion carried.
A tree was removed from the common space adjacent to the Peden owned condominium. A complaint
from the family was received by the board. It was not that the tree was taken out as it was inappropriately
planted but allowed to grow over the years, but rather the timing of removing it as Marilyn Peden did just
pass away. The tree had a special meaning for the family. A letter of apology and condolences for the
family will be prepared by Denise.
Homeowners dues are current with the exception of two owners who owe a portion of a current payment.
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2. The full Manager’s report is available within the HOA office.
OLD BUSINESS: Denise reported she had sought and received another proposal for some concrete and
rail work. It was quoted at $95.00 pr linear foot and labor at $17.30 per hour. It was very close to the bid
we had from Silva who has done much of our concrete work. Denise was advised to have Mr. Silva come
out and give us a quote for the work on 4400 building. Funds for the project could come from the
Building Repairs account.
Denise had met with numerous contractors who were otherwise involved with work and uninterested in
providing proposals.
NEW BUSINESS: Bob Hilton presented suggestions for pursuing information and eventually re-
construction and paving of the drive and parking areas. The suggestions were reviewed by Richard Dye
and Walter Hoshaw.
They suggested in this order: 1) interview candidates/companies to be a project Civil Engineer (CE) for
the project; 2) after selection the CE would develop a bid package, drawings and list of recommended
contractors; 3) meet with interested contractors if required; 4) bid packages mailed out; 5) sealed bids
returned to board of directors by a required date; 6) the board opens and reviews the bids; 7) board and
CE meet with contractor(s) to discuss any points in question; 8) Board to decide on successful bidder and
make contact to confirm; 9) the board works with the treasurer to arrange for project financing plus a 10%
contingency; 10) Arrange date for first payment to the contract with an anticipated start work date of July
2012; 11) any change orders will require a negotiated fair settlement; 12) the CE will advise the board of
satisfactory completion of the project.
The point was that the project was such that no staff member or board member had the expertise to
develop the specifications and direct the project to a satisfactory completion.
Gunars moved and it was seconded by Rolland that the board provide up to $1000.00 for Bob Hilton to
pursue discussion with CEPI seeking a preliminary report and to establish an estimate of costs for both
the work of a Civil Engineer and the pavement work. Motion carried.
Acting chairman, Laquita commended Bob for his work.
The meeting was adjourned at 7:40 P.M.
MARLYN BLACK
Secretary
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