THE STRUCTURED TEXT INPUT FILE IS SHOWN BELOW
# HoS_Dashboard.txt
# =================
#
# This is the one and only data file needed by HoS_Dashboard.Rmd to make
# HoS_Dashboard.html. HoS_Dashboard.Rmd is an R markdown file. R is an open
# source language, available 100% free on Win, Mac and Linux platforms.
#
# HoS_Dashboard.html can be created in RStudio or in an R console like this:
#
# library(knitr)
# setwd('/path/to/HoS_Dashboard.Rmd')
# rmarkdown::render('HoS_Dashboard.Rmd')
#
# This file is structured text, some tags are significicant in value & location
# with respect to left margin. I hope the pattern is self evident. The first
# comma after an ITEM (in lists under TAGs ending with colon) is a delimiter.
# Block delimeters START/END-BUDGETS and START/END-MEETINGS are crucial, as
# are "Budget Year:" and "Meeting Date:". The two-space indents are significant
# for demarking a continued line-item. Lines beginning with # are comments and
# can be anywhere. I also use them to mark out the meeting blocks, just to make
# it easier to read & navigate. I hope the structure is mostly self-evident. So
# long as you follow the pattern, this will work for new data as it is added.
# The order does not matter, but I have preferred to put more recent on top.
#
# JED, August 2020
START-BUDGETS
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# BUDGET-2021 BUDGET-2021 BUDGET-2021 BUDGET-2021 BUDGET-2021 #
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Budget Year: 2021
reserve:
Replenishment, 10000
income:
Condo Fee Income, 76320
expense:
Insurance, 10200
Repairs & Maintenance, 5980
Snow Removal, 10775
Lawn Care & Landscaping, 7000
Gas & Electric, 3500
Water & Sewer, 2000
Management Fees, 5616
Fire Safety, 2500
Common Area Cleaning, 3000
Misc. Admin, 500
Bank Charges, 25
Legal & Accounting, 250
Pest Control, 1020
Taxes, 0
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# BUDGET-2020 BUDGET-2020 BUDGET-2020 BUDGET-2020 BUDGET-2020 #
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Budget Year: 2020
reserve:
Replenishment, 7000
income:
Condo Fee Income, 72480
expense:
Insurance, 16000
Repairs & Maintenance, 10000
Snow Removal, 12000
Lawn Care & Landscaping, 7000
Gas & Electric, 3500
Water & Sewer, 2000
Management Fees, 4212
Common Area Cleaning, 2500
Misc. Admin, 500
Bank Charges, 25
Legal & Accounting, 0
Taxes, 0
END-BUDGETS
START-MEETINGS
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# Feb-2021 Feb-2021 Feb-2021 Feb-2021 Feb-2021 Feb-2021 #
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Meeting Date: 23-Feb-2021
present:
Initials, N/A
bruner:
ML, Matt Lindholm
board:
JD, James Davies
BC, Bob Christensen
JK, Jamie Karls
GB, Gary Buehler
SB, Shaun Byrnes
dates:
Finance, 31-Jan-2021
P&Lperiod, Jan-2021
balances:
Operating, 19319.43
Operating, 4505.00
Reserve, 76636.04
income:
Condo Fee Income, 11520.00
Misc. Income, 190.50
Unallocated Prepays, 1200.00
expense:
Repairs & Maintenance, 455.00
Snow Removal, 1488.00
Lawn Care & Landscaping, 448.38
Gas & Electric, 338.01
Water & Sewer, 191.48
Insurance, 2055.75
Management Fees, 468.00
Misc. Admin, 26.82
Common Area Cleaning, 200.00
Pest Control, 390.00
reserve:
Catch-up for FY:2019, 18600.00
#capex:
#Fire alarm equipment, 1234.00
#Driveway asphalt patch, 6380.00
#enote:
#Note,
# Note-to-self:
# $18,600 is in compliance with KPs recommendation from 2020 Operating surplus.
# We now need to put in $1K/month Mar-Dec to achieve our budgeted replenishment,
# of $10K, but that does not include the final $12,000 "Payback for amount used
# for operational deficiency" still owing from FY2019 and which must come at
# end FY2021 from that year's Operating surplus.
news:
ATTENTION, No board meeting this month. Composite Decks update pushed to March.
votes:
radar:
15-Mar-2021, Lawns Contract Renewal: ML to provide options.
15-Mar-2021, Composite Decks : ML looking for quotes, 2 received so far, 2 to come.
01-Apr-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K. We now have a recommendation on how to resolve
drainage issues for about $13K prior to resurfacing.
01-August-2021, By-Law repeal : Repeal amendment on board service that says 2 of 5
office-holders serve for 3 years and 3 of 5 serve for 2 years. Investigate
how to repeal via 2021 AGM vote.
01-August-2021, Condo Docs Amendment #1 : Amendment to our Renting Covenant, we need
to get specific wording correct to put to vote at AGM.
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# Jan-2021 Jan-2021 Jan-2021 Jan-2021 Jan-2021 Jan-2021 #
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Meeting Date: 21-Jan-2021
present:
Initials, JD, BC, GB, SB, JK, ML
bruner:
ML, Matt Lindholm
board:
JD, James Davies
BC, Bob Christensen
JK, Jamie Karls
GB, Gary Buehler
SB, Shaun Byrnes
dates:
Finance, 31-Dec-2020
P&Lperiod, Dec-2020
balances:
Operating, 35575.37
Reserve, 58033.84
income:
Condo Fee Income, 4300.00
Unallocated Prepays, -60.00
expense:
Repairs & Maintenance, 525.00
Snow Removal, 2976.00
Gas & Electric, 293.99
Water & Sewer, 191.31
Management Fees, 468.00
Misc. Admin, 1.96
Common Area Cleaning, 200.00
Fire Safety, 1234.00
reserve:
Replenishment, 0.00
capex:
Fire alarm equipment, 1234.00
Driveway asphalt patch, 6380.00
#enote:
#Note,
# Note-to-self:
# $25,600 is KPs recommended TOTAL Reserve replenishment for 2020 which
# includes $12,000 "Payback for amount used for operational deficiency".
# What have done is put in $7,000 as per our 2020 budget. If we go with
# KP suggestion, we need to add $18,600.
news:
Financial, ML has says our Operating account in good financial shape. Replenishment
of Reserve should include $12K payback for amount used for operational deficiency
($24K was borrowed in 2019), plus a top-up for lack of replenishment in 2019.
As per 2020 AGM minutes, board recommends $25.6K total for 2020, so far $7K put in
(as per our 2020 budget), that leaves $18.6K outstanding. This will leave us with
about $15K float in Operating coming into 2021.
Decks project, ML has quotes from 2 contractors, and is waiting for 2 other contractors
to present bids. Board will review when those 2 final bids come in. We have an
engineering report to guide roll out. This project is important for safety reasons
and to maintain property value. It is a condominium association responsibility but
it is expensive and will need to be run over a several years. However, where safety
is concerned, we must be prepared to deplete our Reserve.
Lawn Care, ML to get quotes in next 30-45 days. Board were happy with previous
contractor, at cost of about $7K for the season.
Board processes binder, Karen Pauer has suggested:
* Monthly meeting protocol,
* Annual Meeting protocol,
* New Owner process,
* Amending the Condo Docs,
* Filing a lien and removing a lien,
* Communication to all Owners,
* Reviewing the Financials.
JD will check in with Karen Pauer, receive binder from her when she is ready,
and add hardcopies of minutes.
Condo Docs Amendment #1, For voting on at next AGM.
* Amendment to our Renting Covenant to allow renting to owner's adult children
(age 21 or older) or owner's parents in the event the owner cannot live in the
condo due to relocation etc. and does not want to sell it.
Condo Docs Amendment #2, For voting on at next AGM.
* Amendment to our covenants to include all the rules we identified and sent to
owners awhile back. We need to have those somewhere official in case there is a
violation and we get pushback. JD will ask Karen Pauer for her wording suggestion
so we can vote on its inclusion in next AGM at a future board meeting.
Bank accounts, ML says moving acounts to Capitol Bank would save him time, but not a lot,
and it will not assist his financial reporting task. ML will check on impact of change
to Capitol Bank with regard to fees and will report back to board.
Other Business, GB was told by resident that to use TDS fibre needed an approval
by board/management, ML will follow up. ML says our pest control service has started.
BC says we have a repeat offender dog pooper by our mailbox near buildings 1 & 2.
BC says the new blacktop on driveway was laid on top of the old, not saw-cut out and
replaced. It has a lip around patch and now the snow plow is damaging the new surface
(which is not the snow contractor's fault). ML will seek clarification that the work
was done to spec.
votes:
VOTE #1, Reserve replenishment : Amount $18.6K, JD=Y, BC=Y, JK=Y, SB=Y, GB=Y (carried).
VOTE #2, Condo Doc Ammendment #1: Vote on this at AGM, wording must be very specific
and is TBD. JD=Y, BC=Y, JK=Y, SB=Y, GB=Y (carried).
radar:
15-Mar-2021, Lawns Contract Renewal: ML to provide options.
15-Feb-2021, Composite Decks : ML looking for quotes, 2 received so far, 2 to come.
01-Apr-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K. We now have a recommendation on how to resolve
drainage issues for about $13K prior to resurfacing.
01-August-2021, By-Law repeal : Repeal amendment on board service that says 2 of 5
office-holders serve for 3 years and 3 of 5 serve for 2 years. Investigate
how to repeal via 2021 AGM vote.
01-August-2021, Condo Docs Amendment #1 : Amendment to our Renting Covenant, we need
to get specific wording correct to put to vote at AGM.
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# Dec-2020 Dec-2020 Dec-2020 Dec-2020 Dec-2020 Dec-2020 #
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Meeting Date: 17-Dec-2020
present:
Initials, JD, BC, GB, SB, JK[belated]
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 30-Nov-2020
P&Lperiod, Nov-2020
balances:
Operating, 35991.63
Reserve, 65645.38
income:
Condo Fee Income, 4825.00
Unallocated Prepays, 15.00
expense:
Repairs & Maintenance, 1140.00
Gas & Electric, 339.93
Water & Sewer, 191.33
Management Fees, 468.00
Misc. Admin, 1.91
Common Area Cleaning, 200.00
reserve:
Replenishment, 1166.00
#capex:
#CapEx/Improvements, 150.00
enote:
Note, R&M $1140 is for drywall and sump pump repair
# Note-to-self:
# $1,140.00 R&M is high for us, it includes:
# 3037 sump pump repair $90
# 3037 drywall repair $1050
news:
OBSERVERS, New to board in 2021 : Gary Buehler (GB) and Shaun Byrnes (SB).
Financial, Operating account in good shape, we have surplus to replenish Reserve,
we put in $7K already and expect to replenish about another $20K
By-Law repeal, By-Law Amendment on board service that says 2/5 office-holders serve
for 3 years and 3/5 serve for 2 years. JD thinks, now we are under management, we
would be better served by previous rule of 1 year appointments. Motion to investigate
HOW to repeal.
2021 Board, Slate as follows :
President=Gary Buehler (GB),
Secretary=James Davies (JD),
Treasurer=Shaun Byrnes (SB),
VP#1=Jamie Karls (JK),
VP#2=Bob Christensen (BC).
Board processes binder, JD suggested as secretary he maintain binder after
received from KP. JD to liaise with KP to resolve.
Manager meeting invite, Bruner include 4 manager-attended meetings per year in contract,
consider inviting ML to January meeting for end-of-year financial wrap, update on
decks/railings project and to introduce new board.
Snow contractor concerns, BC sent email to ML who will address with contractor. Specifically,
late snow removal, bad position of snow pile where we put bins for trash pick-up,
snow left un-shoveled by door on deck of single story end units. Board to continue
to apprise ML of concerns as necessary.
Bank accounts, Moving association bank accounts to Capitol Bank (where majority of
Bruner-managed properties have accounts) could benefit association by access to
Bruner’s system for reporting. ML communicated that would save him time, but
not a lot. Discussion deferred to next month's meeting.
#votes:
VOTE #1, By-Law repeal : Investigate WHAT we need to do to repeal this Condo By-Law
Amendment AND to put up as a votable item at next AGM. JD=Y, BC=Y, [JK offline] (carried).
VOTE #2, Manager meeting invite : Invite ML to January 2021 meeting. JD=Y, BC=Y, JK=Y (carried).
radar:
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
15-Jan-2021, Composite Decks : ML looking for quotes, "Gathering multiple quotes
from multiple contractors, it was been tough to track contractors but I hope
to have quotes soon." (ML email 14-Dec).
15-Jan-2021, Bank account : Pros and Cons of moving our accounts to Capitol Bank.
01-Mar-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K. We now have a recommendation on how to resolve
drainage issues for about $13K prior to resurfacing. [ Meantime asphalt patches
were applied to two worst areas on 18-Nov-2020. ]
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# Nov-2020 Nov-2020 Nov-2020 Nov-2020 Nov-2020 Nov-2020 #
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Meeting Date: 23-Nov-2020
present:
Initials, N/A
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 31-Oct-2020
P&Lperiod, Oct-2020
balances:
Operating, 35983.80
Reserve, 64476.71
income:
Condo Fee Income, 4425.00
Unallocated Prepays, -185.00
expense:
Repairs & Maintenance, 1472.62
Gas & Electric, 342.85
Water & Sewer, 191.35
Insurance, 3859.75
Management Fees, 468.00
Common Area Cleaning, 200.00
Pest Control, 200.00
Legal & Accounting, -2287.95
reserve:
Replenishment, 583.00
#capex:
#CapEx/Improvements, 150.00
enote:
Note, Not shown $2,287 legal retainer REFUND
# Note-to-self:
# $1,472.62 R&M is high for us, it includes:
# Capital One Commercial: Menards supplies (dehumidifier) $277.62
# Moccasin Ridge Remodeling, LLC: Sump pump redirect $475.00
# Bruner Realty & Management, Inc: Exterior light repairs/new $720.00
news:
NOTICE, No November meeting, date above is dashboard publication date. Thus there
are no board deliberations to report. Instead below is a quick note on the AGM
followed by some explanation of October expenses.
AGM, Held on 05-Nov-2020 @ 7pm via Zoom and telephone, minutes due for distributiion
week of 23-Nov-2020.
R&M, Repairs & Maintenance is high this month at $1,473; it includes: Menards supplies
(dehumidifier) $278, sump pump redirect $475, exterior light repairs $720.
LEGAL, Legal retainers were returned to the association, reducing our year-to-date
spend in category "Legal & Accounting" to about $300.
INSURANCE, Our new insurance premiums are now paid quarterly. $3,860 represents 25%
of primary policy premium plus 100% of some additional coverages. The annual total
premium for period Oct-2020 to Sep-2021 is $10.2K, as shown in the budget adopted
at the AGM.
#votes:
radar:
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks : Report received, under review. But first priority
is railings for safety, ML looking for quotes.
01-Mar-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K. We now have a recommendation on how to resolve
drainage issues for about $13K prior to resurfacing. [ Meantime asphalt patches
were applied to two worst areas on 18-Nov-2020. ]
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Meeting Date: 26-Oct-2020
present:
Initials, ML, KP, BC, JK, JD
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 30-Sep-2020
P&Lperiod, Sep-2020
balances:
Operating, 33148.05
Operating, +4000.00
Reserve, 65603.02
Reserve, -4000.00
income:
Condo Fee Income, 7533.00
Unallocated Prepays, -1060.00
expense:
Repairs & Maintenance, 90.00
Gas & Electric, 328.14
Water & Sewer, 191.78
Management Fees, 468.00
Common Area Cleaning, 300.00
Fire Safety, 738.32
Pest Control, 200.00
reserve:
Replenishment, 583.00
capex:
Deck Engineer Report, 4000.00
# Note-to-self: $4,000 Capex is the engineers report on the decks. I am going to
# adjust balances to reflect that this comes out of Reserve because at 30-Sep-2020
# the $4K was taken from Operating.
#
# enote:
# Note, $4,462 for water damage recouped from R&M
# and funded out of Reserve
# Title, NOTE: Repairs & Maintenance
# Subtitle, Over budget for reasons stated below
# Caption, Balance of $2,231 paid for structural repair.
news:
AGM Planning, ML showed plans for AGM agenda and info packet. We agreed to re-order
agenda items so that a review of the year and future plans were expounded before
financials were discussed. We agreed to in-meeting voting (rather than by mail)
and that at meeting end ML would call on each attendee in turn to respond to all
votable items en bloc. Two budgets to be presented.
Drainage, ML showed quote for underground drainage beneath rear driveway. The
proposal gathers all backward directed building downpipes (including those
currently directed into retaining wall area between buildings) and runs them
underground to the other side of rear driveway. It also calls for swales
to be built at strategic locations. The work would sensibly be done about
one month before a driveway re-surfacing. Cost estimate is approx. $13K,
contractor is A.L. Landscaping.
Rear Driveway, ML presented a quote to patch one or two very bad parts of the rear
driveway to tide us over until we have the funds for complete asphalt re-surface.
Contractor is Hallman Asphalt & Sealing and cost estimate is $5.5K for main
problem area behind building #2 (red zone), add $900 for the bad patch up by
top of building #1 (blue zone).
votes:
VOTE #1, Driveway : Patch the worst area behind building #2, identified on Hallman
Asphalt & Sealing quote as "red zone", for $5.5K. JD=Y, KP=Y, BC=Y, JK=Y (carried).
VOTE #2, Driveway (via email on 28-Oct): Patch the second bad area close to (our neighbor)
Stratton Glen's driveway behind building #1, identified on Hallman Asphalt & Sealing
quote as "blue zone", for additional $900. JD=A, KP=N, BC=Y, JK=Y (carried).
radar:
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks : Report received, under review. But first priority
is railings for safety, ML looking for quotes.
01-Mar-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K. We now have a recommendation on how to resolve
drainage issues for about $13K prior to resurfacing.
05-Nov-2020, AGM 2020 : 05-Nov-2020 @ 7pm via Zoom and telephone. Proxies and
early voting done before by non-attendees. Info packets out one week prior.
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# Sep-2020 Sep-2020 Sep-2020 Sep-2020 Sep-2020 Sep-2020 #
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Meeting Date: 21-Sep-2020
present:
Initials, ML, KP, BC, JK, JD
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 31-Aug-2020
P&Lperiod, Aug-2020
balances:
Operating, 37770.29
Reserve, 65017.35
income:
Condo Fee Income, 10872.00
expense:
Repairs & Maintenance, 120.00
Repairs & Maintenance, -4462.00
Gas & Electric, 405.66
Water & Sewer, 183.36
Management Fees, 468.00
Common Area Cleaning, 200.00
Pest Control, 499.00
reserve:
Replenishment, 4664.00
capex:
Water Damage, 4462.00
# Note-to-self: 4462 is 2*2231 (the water damage costs previously
# assigned to R&M but which belong to reserve spending).
enote:
Note, $4,462 for water damage recouped from R&M
and funded out of Reserve
# Title, NOTE: Repairs & Maintenance
# Subtitle, Over budget for reasons stated below
# Caption, Balance of $2,231 paid for structural repair.
news:
Actions from last meeting, ML followed up with Dave Miller re deck slope on recently
installed deck + resident reported still some water ingress on very wet days, ML to
reach out to contractor again. Also waiting for same contractor to advise/fix railings
wobble on new decks.
Financial Status, ML says we are in pretty good shape for neutral or better Operating
costs compared to Budget for 2020. Resident fees all up to date. Received retainer
refunds from lawyers, should go into Operating and will reduce our annual legal bill
to just a few hundred $.
Email vote confirmation, See Fire Alarm Monitoring & Snow Removal VOTE #1 & #2 below.
Insurance Contract, Reviewed proposal from Robertson Ryan & Associates decided to
go with them and save at least $6K/year compared to renewal quote from current
broker. See VOTE #3 below.
Projects, Driveway – status is that drainage engineer offered a free but informal
appraisal saying that if we employed a specialist/experienced grading contractor
to work alongside asphalt contractor then our drainage issues should be resolved
at the time of driveway replacement. BC reminded us that we do still have an option
to heat patch. Railings - no quotes yet for railings project, ML to arrange and
to include guard rails for lower-level units near the retaining wall edge. KP said
to expect this to be expensive, but agreed that we would like to see in a quote.
Drywall replacement - new quote for $1,050 much better than original of almost $3K,
board agreed (without vote) to move forward with this contractor.
Miscellaneous Items, Do we have occupants not on property title? - how
does this relate to Condo rules on owner-occupiers only, ML to investigate.
Raccoons sighted on resident's deck, might be due to spillage from bird-feeders,
ML to investigate.
Annual Meeting Logistics, Various options discussed, decided on Zoom meeting hosted
on Bruner's paid Zoom account with phone-in option for those who do not want
to use computer (so just like a telephone conference call). ML will run
meeting. Date/time set to Thursday 5 November @7pm. Notices to be mailed 30
days prior with supporting materials mailed about 1 week prior. N.B. We will
test technology by having ML host next meeting (see next). [Note, to get early
votes and proxies in for AGM, maybe info packet must be 2 weeks prior?]
Budget, ML will prepare a few budget options, board will vet & adjust with aim to
find two candidates for residents to vote on at AGM. ML to host Zoom meeting
when we are ready to discuss his budget options and to finalize AGM plans.
votes:
VOTE #1, Email vote on September 10/11 : Upgrade alarm system to full monitoring
at annual cost of $2,500 ($175/building/year for testing; $450/building/year
for monitoring). This will be safer and will improve our insurance quotes :
JD=Y, KP=Y, BC=Y, JK=Y (carried).
VOTE #2, Email vote on September 17 : Change our snow removal contractor to ALT's
for fixed priced snow removal 5 months (1-Nov to 31-Mar) at $1,488/month PLUS
salt at $145 per application : JD=Y, KP=Y, BC=Y, JK=Y (carried).
VOTE #3, Change our insurance broker : To Ryan P. Maloney and accept annual quote of
$8,515 (buildings) + $1,115 (Option 3 crime/liability) + $504 (Option 1 umbrella)
(but pass on $975 workers comp. with refundable $750 on no claim). Only unresolved
is whether to pay quarterly (only if $ penalty very small, ML to ask) : JD=Y,
KP=Y, BC=Y, JK=Y (carried).
radar:
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks : Report received, under review. But first priority
is railings for safety, ML looking for quotes.
01-Mar-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K, and we can get a heat patch temporary fix for
about $4.5K. The groundwater hydrology problem has been deemed by drainage
engineer (in an informal & free communication) as within the scope of grading
contractor to resolve.
01-Oct-2020, AGM 2020 : Date set for AGM is 5 Nov, need to advise residents 30
days prior by mail. And send information packet a week prior by mail(?)
05-Nov-2020, AGM 2020 : 05-Nov-2020 @ 7pm via Zoom and telephone. Proxies and
early voting done before by non-attendees. This means we need info packets out
maybe two weeks ahead of AGM.
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Meeting Date: 31-Aug-2020
present:
Initials, Not applicable
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 31-Jul-2020
P&Lperiod, Jul-2020
balances:
Operating, 22987.31
Reserve, 64812.50
income:
Condo Fee Income, 6890.00
Unallocated Prepays, -265.00
expense:
Repairs & Maintenance, 215.00
Gas & Electric, 385.13
Water & Sewer, 183.17
Management Fees, 468.00
Common Area Cleaning, 200.00
capex:
Decks, 8811.42
# Note-to-self: 8811.42 of CapEx listed as non-operatinf expenses on Bruner
# accounts. This split between -5915.00 of undeposited funds and 2896.42 to
# be reimbursed to Operating. So Bruners balance were adjusted thus:
# Operating <- 20090.89 (Bruner) + 2896.42 = 22987.31
# Reserve <- 73623.92 (Bruner) - 8811.42 = 64812.50
# Combined we aggree on Total Assests of 87799.81
#enote:
#Note, R & M is high due to $2,231 for balance of
# water damage structural repair.
#
# Title, NOTE: Repairs & Maintenance
# Subtitle, Over budget for reasons stated below
# Caption, Balance of $2,231 paid for structural repair.
news:
NOTICE, This is a supplemental entry; there was no meeting on 31-Aug-2020. Our
meetings are slated for the first Monday of each month. But we do not get the
previous month's financials from Bruner until mid-month at earliest. The board
wants to meet later in the month so we have the most recently available financials
in front of us. This entry is just a vehicle to get July's numbers onto the
dashboard. When we meet in mid/late September, we will post August's numbers.
CURRENT, The board's work over the next month is to review plans for two major
projects; 1) Sitewide composite decks, 2) Back driveway resurfacing. Then to
put together some budget alternatives for 2021 and, potentially, beyond. We
are getting ready for the AGM, date to be announced shortly. See AGM tab at
top of page for preparation and ideas as they unfold.
FINANCE, Not shown in plot at left is the $8.8K CapEx representing
#3035 and #3037 deck balance. For Dashboard purposes we have
adjusted the at-bank Operating and Reserve balances to reflect this CapEx being
drawn down from Reserve and the requisite reimbursement to Operating (even
though Bank does not yet show this). Next month will see a lump sum Reserve
replenishment followed by monthly contributions to meet our 2020 Budget target.
Please note this is just a dashboard - it does not replace the detailed
financial statements prepared each month by our condo manager. The purpose
of the dashboard is to provide residents with a snapshot of our broad financial
position and the association business currently under consideration.
radar:
01-Aug-2020, Snow Contract Renewal: ML got us 3 bids, now under review.
01-Sep-2020, Insurance Renegotiation: Our insurance renewal date is EARLY October,
so that is a hard deadline for this action, ML says 3 brokers now have our
information.
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks : Report received, under review.
01-Mar-2021, Rear Driveway : ML previously got us prices for
complete resurface, both ~$50K, and we can get a heat patch temporary fix for
about $4.5K. There is a groundwater hydrology problem that needs to be
diagnosed before we can risk $50K and before we could even get pothole patches
to stick. We await report from hydrologist/engineer. He has informally related
that he will be suggesting two solutions, one comprehensive/costly, another
simpler/cheaper that he thinks can meet our goals.
01-Oct-2020, AGM 2020 : Information packet to be mailed to all residents. Set date
for AGM. Are were going for: in-person?, virtual?, phone-in?, mail-in? TBD!!!
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Meeting Date: 10-Aug-2020
present:
Initials, KP, BC, JD
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 30-Jun-2020
P&Lperiod, Jun-2020
balances:
Operating, 17813.61
Reserve, 73620.80
income:
Condo Fee Income, 5910.00
Unallocated Prepays, -1670.00
Insurance Proceeds, 1962.00
expense:
Repairs & Maintenance, 2876.00
Gas & Electric, 340.67
Water & Sewer, 183.04
Management Fees, 468.00
Common Area Cleaning, 200.00
enote:
Note, R & M is high due to $2,231 for balance of
water damage structural repair.
# Title, NOTE: Repairs & Maintenance
# Subtitle, Over budget for reasons stated below
# Caption, Balance of $2,231 paid for structural repair.
news:
Financial status, Board discussed getting financials sooner from
Bruner and moving meeting to later in month so that we can meet with fresher
financials. KP to investigate with ML. KP says we are expecting legal retainer
rebate of about $2K+. Our high Repairs & Maintenance for May & June are due
to structural repairs.
Contracts, ML has started to look for next year’s snow contract.
Property Assessment, Driveway: ML has told us we are awaiting report from
hydrological engineer for drainage solutions, one cheap/easy, one more
extensive/costly. Decks: ML posted notices about deck inspections happening
this Thursday 13 August. BC & KP noted high cost of about $4K, but all board
agreed that we really need this reliable information for planning deck
replacement project.
Legal, Legal issues with former resident of #3021 is resolved. Agreement signed
by JD on 9 July, Judge signed order on 28 July.
Resident Issues, #3035 reported new deck sloping back toward residence, ML was
to check up on this with contractor, KP to follow up with ML.
Rules/Regs, On July 11, critter-feeding resident agreed to stop feeding, we
thanked him for his decision.
Other Business, AGM/Budget: AGM normally mid-September. We don’t yet know how
to hold AGM under COVID-19. We need reports to come back on decks and on
roadway before we can make budget. We should work toward the stipulated AGM
date, but we can slip to October if we need to. Without roadway and deck
information, we cannot prepare a meaningful budget. Insurance: ML has given
to brokers what they need to requote. We must push on this as our renewal
date is EARLY October. KP to ask ML. Dashboard: This is already live on our
Bruner web page. JD still has some tinkering to do, we can announce later to
residents via email, certainly before AGM.
radar:
01-Sep-2020, Insurance Renegotiation: Our insurance renewal date is EARLY October,
so that is a hard deadline for this action, ML says brokers have our information.
01-Aug-2020, Snow Contract Renewal: ML looking into options now, August 2020.
01-Nov-2020, Lawns Contract Renewal: ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks : ML has engineer contracted to inspect
remaining 22 on 13 August. The engineer report is crucial to inform plan for
identifying decks that are dangerous, and making a plan for deck replacements
in a time frame that we can afford.
01-Mar-2021, Rear Driveway : We are waiting for report from
hydrologist/engineer. He has informally related that he will be suggesting
two solutions, one comprehensive/costly another simpler/cheaper that he
thinks can meet our goals.
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Meeting Date: 08-Jul-2020
present:
Initials, ML, KP, BC, JK, JD
bruner:
ML, Matt Lindholm
board:
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 31-May-2020
P&Lperiod, May-2020
balances:
Operating, 14452
Reserve, 73617
income:
Condo Fee Income, 4730
Unallocated Prepays, 875
expense:
Repairs & Maintenance, 2813
Gas & Electric, 304
Water & Sewer, 183
Management Fees, 468
Common Area Cleaning, 200
enote:
Note, Repairs & Maintenance are over budget mainly due to a $2,231 down payment
for water damage structural repair.
news:
Resignation, For personal and health reasons, JS has resigned from the board.
We thank her for her service and wish her well.
Taxes, KP offered to file Condo taxes.
Decks, ML to pay outstanding $8K for units #3035 and #3037.
Property assessment, For around $4K we can get all remaining 22 decks inspected,
access from outside residences (may need garage access for “garden level” deck
inspections.
Legal, ML is working to ensure all residents in good standing, but will file lien
where warranted. One lien ready to file, KP can handle to save association
legal fees. Case involving former resident of #3021 is still pending, ML
will continue to follow.
Insurance review, Brokers still waiting on some required documents, this is ongoing
with a hard deadline of our renewal date in October.
Resident Issues, ML provided a high-resolution PDF version of lot survey from
state/county records office. JD thinks our boundary is 20 feet out from the edge
of our driveway near where critter feeding occurs. ML will draft letter advising
resident that we believe feeding of critters is on condo property and needs to stop,
KP will review letter for board before it is sent.
Dehumidifiers, BC cleaned filters, can repeat for his building.
Back Drive, ML got 2 prices, both ~$50K, can get heat patches for $4.5K. Board
want hydrology engineer report before proceed further, JD has seen engineer
on property, ML awaits his report.
Minor Maint., Cleaners do change light bulbs, but wait up to two weeks (their
revisit time) may not work for us. ML to seek board assist before dispatch
Bruner staff.
Trash, Garage door pick up by Pellitteri $10/mo trash, add $5.83 for
recyclables. Requires all residents or none. No action yet, this resident
requested investigation is complete.
votes:
VOTE #1, Pay $4K for remaining 22 deck inspections and engineers report : JD=Y,
KP=Y, BC=Y, JK=Y (carried).
radar:
01-Sep-2020, Insurance Renegotiation : Our insurance renewal date is October,
so that is a hard deadline for this action, 2 brokers are awaiting information.
01-Aug-2020, Snow Contract Renewal : ML to provide options, around August 2020.
01-Nov-2020, Lawns Contract Renewal : ML to provide options, but he says we can
delay until late 2020 or early 2021.
01-Sep-2020, Composite Decks Replacement : ML to flesh out plan for identifying
decks that are dangerous, and (once financial position clear) work with board
to make a plan for deck replacements in a time frame that we can afford.
01-Mar-2021, Back Drive Drainage and Resurface : This is going to be a costly
job and we must be sure that our drainage issues are resolved before we
commit $. Asphalt contractors have no opinion on groundwaterhydrology issues,
an engineer known to Bruner has been contracted to advise.
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Meeting Date: 01-Jun-2020
present:
Initials, KP, BC, JK, JD
bruner:
ML, Matt Lindholm
board:
JS, Judy Setzkorn
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
dates:
Finance, 26-May-2020
P&Lperiod, 01-Jan-2020 to 30-Apr-2020
balances:
Operating, 16130
Reserve, 73614
income:
Condo Fee Income, 29400
Unallocated Prepays, 1060
expense:
Repairs & Maintenance, 849
Snow Removal, 8973
Lawn Care & Landscaping, 7006
Gas & Electric, 1223
Water & Sewer, 663
Legal & Accounting, 2589
#Management Fees, 468
Common Area Cleaning, 900
Misc. Admin, 127
news:
Finance, Still waiting for from ML.
Ongoing Work, #3035 garage water damage: Dave Miller workers
were onsite Thursday 28 May,this part of job is complete. #3035 & #3037
decks: Still waiting, ask ML for update.
Contracts, No current issues, contract renegotiation on radar for ML.
Property Assessment, Board agree that we need to push Bruner
to at least start an assessment of decks so that we can plan. Deck assessment
is high priority because there maybe safety issues with railings. And it
give residents confidence that SOMETHING is happening around the place that
is different to BEFORE Bruner were on board. We need to roll out a costed plan.
Legal, Awaiting advice yet about resolution of pending case. KP to investigate.
Resident Issues, Feed back from circular to residents?: It
has not been sent yet. Resident reported being woken by critters,
possibly squabbling over food left out. JS reported chipmunks
and mice in past, but hard to know if critter feeding is
implicated in attracting these animals.
Delinquency, ML has made plan and is dealing with this issue for the association.
Rules & Regs, Critter feeding: Because jurisdiction is
unclear, we relaxed a rules violation letter for feeding critters just
outside the condo property to a voluntary request to stop. But feeding
persists. It looks to be taking place about 10 to 15 feet inside condo
property boundary, JD thinks that we should use the survey map to
establish our boundary and review.
Other Business, ML to attend next virtual board meeting?
BC reported dehumidifier issues at both ends of building #3025-#3035.
At the #3025 end the dehumidifier unit is excessively noisy and vibrating.
It may need replacing. At the #3035 end, the unit is not plugged in nor
correctly plumbed to drain. Ask Bruner to advise and repair/replace.
votes:
VOTE#1, For KP to become our Communications Director: JS=Y,
JD=Y, KP=Y, BC=Y, JK=Y (carried).
VOTE#2, To ask ML to attend next board meeting: JS=Y, JD=Y,
KP=Y, BC=Y, JK=Y (carried).
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Meeting Date: 04-May-2020
present:
Initials, KP, BC, JK, JD, JS
bruner:
ML, Matt Lindholm
board:
JS, Judy Setzkorn
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
news:
Insurance, Claim on #3035 water damage: Beam repair estimate
was $4,462. We are close to being dropped by our insurer. Hand over
contracting for drywall to complete job Bruner. Review: Ongoing with ML.
Ongoing Work, #3035 garage and contracted decks for
#3035 and #3037: (This contract has been in place since October last year).
Dave Miller plans to hopefully start week of May 4th, ML to make sure he
honors his new timeline.
Contracts, Fire alarm testing service: KP queried price, ML
was able to get price reduced from $1,500 to $700. Snow: Status OK and
ongoing with ML. Lawn care: Status OK and ongoing with ML.')
Property Assessment, JD says this was a big part of
Bruner’s pitch - a 5 year needs assessment for our budgeting. The back
drive and decks are a big part of this, but we don’t want to lose the big
picture needs here - we need to have an actionable, getting-stuff-done budget
by August and we need to press Bruner to help make that happen.
Legal, KP reported phone call with our lawyer to resolve case against former
resident of #3021.
Resident Issues, Pathway lighting for lower level units:
Board decided to tell ML that the floodlights were our solution to the
lighting problem, that unless there was a bigger issue at stake that we
did not understand, this is not something that the board wants to address
right now. BC offered to assist safely dealing with defunct lights.
Trash pickup alternatives: ML is checking into this, will report back.
Delinquency, ML is making a plan and will deal with these
issues for the association.
Rules & Regs, Board discussed idea of a general circular
to remind residents of rules/regs and the reasons for them. KP can supply
a summary list of common transgressions, JD can pen introductory paragraph.
Circulate for comment to rest of board before passing on to Bruner as a
draft for ML to finalize and distribute. On the specific issue of dog pee
damaging grass, ML can send an information/warning letter. On the issue of
critter feeding, that needs to be addressed with an immediate warning as it
is roundly seen as a health issue, an issue which could increase condo
costs (pest control) and even potential property damage. Wisconsin DNR advises
against feeding wild citters in the urban environment. We all live here and the
board’s view is that we cannot be encouraging pests onto our shared property.
votes:
VOTE#1, An email vote on 12 April, 2020; to resolve legal issues with
former resident of #3021 by reciprocal agreement: JS=U, JD=Y, KP=Y, BC=Y,
JK=Y (carried).
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Meeting Date: 06-Apr-2020
present:
Initials, ML, KP, BC, JK, JD, JS
bruner:
ML, Matt Lindholm
board:
JS, Judy Setzkorn
JD, James Davies
KP, Karen Pauer
BC, Bob Christensen
JK, Jamie Karls
news:
Finance, Financial hand-off to Bruner Administrative system: KP sent info to ML
to allow Bruner owners to become signatories to Heights of Stratton BMO
account within a few days. KP to deposit April fees and pay last snow
account. KP provide ML with physical banking items, check books etc. Bruner
to have full control of Operational, deposit only to Reserve (withdrawal to
require board approval).
Documents, Uploading documents to Bruner: KP & JD to email ML current relevant
documentation, e.g. minutes of special meeting, budgets, board minutes,
contracts, anything we have.
Garage #3035, Structural stabilization and repair for water damage: Engineer
inspected last Monday, report due this coming Wednesday. Once ML has report,
he will contact Dave Miller for quote on doing work, and at least one other
quote, bring to board as soon as he can for vote. ML to provide insurance
adjuster information on quotes for structural repair & board later to decide
claim or no claim.
Decks Underway, Need to resolve water damage with contractor before work
underway on #3035 & #3037 decks can resume.
Routine Contracts, Snow: ML to provide options. Lawn: We have no current
contract (correction, we do for this season), ML to provide options. Pest
Control: No action defer to AGM. Cleaning: No action, our current contract
is working.
Back driveway, ML to initiate investigations, report back to board.
New decks, Board members to forward any existing quotes, ML to flesh out plan
for identifying decks that are dangerous, and (once financial position clear)
work with board to make a plan for deck replacements in a time frame that we
can afford.
General maint., No action on this, we will deal with problems as they arise and
are reported by residents. Consider developing a routine check-list in the
future.
Resident issues, Trash pickup options: ML will reach out to his trash collection
contacts to scope what options are available to us, and their costs, either as
individual owners or as an association. Resident reported dog waste being tossed
into land at rear: Board believe offenders are likely NOT Heights residents.
JD suggested signage. Dog waste issue not really resolved at this time.
JS pointed to dog pee problem, big dogs let out to pee on grass out front and
killing the lawn. JS to supply Matt with dog pee problem unit number(s).
Rule/Regs, ML has our regulations. Board members have observed that animal
feeding is attracting vermin (racoons). ML to review regulations and to advise
owner how this behaviour could be contrary to regulations.
END-MEETINGS
