Seven Springs HOA
Monthly Board of Directors Meeting Minutes
2-19-2001
*** Approved ***

• Tom Young, from Madison Insurance Group, reported on the Insurance Audit by Orten & Hindman. Overall, our insurance coverage is good. Our buildings are valued at $703k each and are appraised every two years. Tom proposed three additions to our coverage:
• Guaranteed Replacement Cost is an additional $5/year for, but a commercial MAI appraisal (~$4k) is required. The board will defer adding this insurance.
• Non-owned and hired auto coverage, liability insurance which will cover an employee or board member on HOA business, is an additional $61/year. This coverage will be added. In addition, Mike will collect copies of individual auto insurance policies for all board members and John.
• Regarding Ordinance of Law coverage, Tom offered two additional options:

1. Demolition coverage in case a building is destroyed and needs to be removed before it’s replaced. It is an additional $1812 per year. The board will add this coverage.
2. Increased cost of construction coverage is an additional $2537 per year. The board will defer adding this insurance.

• An owner who rents his condo asked Tom about loss of rent coverage do to a leaky roof. Unless, the roof was damaged by a covered event (hail storm, fire, etc.) the HOA’s insurance would not be involved in any repair – and even then, would not cover damage within a unit. This is a good reminder that all owners need their own insurance to cover any damage within their unit. In addition, owners who rent may want to consider an additional policy to cover "loss of income". Finally, owners who rent should remind their tenants to have renter’s insurance to cover damage to their personal belongings.
• Mike Martinez, from MIRR Maintenance, the HOA’s prime maintenance contractor discussed their procedures for processing work orders. Below is a summary of how work is done and some of the challenges encountered:
• Work to be done on common elements are reported to and tracked by Condo Care, the HOA’s agent. Some calls are taken by AAA Communications. They forward the call information to Condo Care or page MIRR directly in the case of an emergency.
• The Agent or AAA Communications forwards the work ticket to MIRR Maintenance. They prioritize the activity. (The board will invite a representative from AAA Communications to a future meeting.)
• Not all jobs are emergencies. MIRR Maintenance also performs preventive maintenance.
• MIRR Maintenance uses a digital cameral to record their jobs. They also use booties and rubber gloves to protect the work area. If the work will affect residents and there is time to do so, the work crew will inform residents before starting the work.
• MIRR Maintenance does many things to keep our costs low. For example:

1. They keep a supply of parts in stock for most repairs then replace the parts after they are used; this speeds the repair process. They check prices when possible.
2. They don’t use reconditioned boiler parts because the liability is too high. (Insurance won’t cover damage if reconditioned boiler parts are involved.)
3. They rent equipment rather than purchase it, like the power washer, if it is cheaper.

• MIRR Maintenance has been in business for fifteen years. They charge $33 an hour during regular hours (9-5). They use subcontractors for some work, particularly roof work, due to the added cost to do the work.
• MIRR Maintenance’s biggest challenge is finding, hiring and keeping responsible subcontractors. They need to hire companies with workers’ comp insurance, and whose work will meet MIRR Maintenance’s standards. For example, the subcontractors need to keep the work area clean.
• There was a lengthy discussion on zone valves. Because most owners need to understand and be responsible for their own zone valve(s), Pete will prepare some useful information to include in the fall newsletter.
• Remember that the HOA is responsible for the common elements only. Any work that needs to be done and is not part of the common elements must be charged to the person who reported it, or is responsible for the damage. The HOA (the collective owners) cannot afford to pay for these expenses.
• Individual condo owners may contract with MIRR Maintenance to do work, but payment is the responsibility of the owner. Because MIRR Maintenance is so familiar with our property it may be

RESIDENT TOPICS

• Mr. and Mrs. Cox, A-18 - Mr. and Mrs. Cox asked about a problem with the roof leaking into A-18 and the hallway. John and MIRR Maintenance had already investigated the problem, but snow and ice on the roof hamper repair. The roofer is due on site tomorrow, 2/0/01.
• Pat Fohn, property manager, a Littleton property manager, on behalf of J7 – Pat has been trying to identify a disruptive noise in the ceiling of J7. Since Mike Martinez was available, he investigated the problem while the meeting continued. Mike determined that expansion and contraction of the heating system pipes in the ceiling is most likely causing the noise. Further investigation and correction (if possible) would require opening the ceiling at the owner’s expense. Pat will work with the owner to determine if corrective action is required.
• Matt Maxwell, F1 – Matt asked why snow removal is taking so long. Mike reported that the contract for snow removal does not specify that the work be done within a set timeframe, but he will ask the contractors to move Seven Springs up in priority for the rest of the season. Matt also offered to share contact information for several reputable contractors that he knows.
• Darlene Roller for Steve Roller, E-7 – Darlene notified the board of a tree on the north side of Building E that has large dead branches creating a hazard. For some reason, the tree was missed during last fall’s trimming. The board agrees that the dead portion of the tree needs to be removed. Mike will contact David Martin of Hans Nielsen Management Company, since the tree is on their property.
• Faye Akers, G8 – Faye asked where she can obtain the smoke detector forms that all residents are required to compete every six months. The forms can be obtained by contacting the Agent, or the information can simple be written on a piece of paper and submitted to Condo Care with Association dues.

• November meeting minutes were (still) unavailable for approval, as the Secretary was absent. Paul competed the January minutes but forgot to bring them to the meeting for approval.
• An owner who is delinquent by several thousand dollars is attempting to refinance his mortgage to catch up on late fees. Meanwhile, legal actions are pending. Mike will work with Orten & Hindman and offer to release the lien for refinance.
• Regarding the budget, we may need to increase the snow removal category for next year.
• Mike explained each payable on the check register for this month. Pat and Paul signed the checks and tax returns.
• Signed the World Savings signature card.
• The board reviewed a complaint letter from one resident regarding noise and inappropriate behavior by another resident. One of the board members corroborated the complaint. Mike will inform the complaining resident to call the police if the problem continues. Mike will also contact the owner of the unit.
• Pat typed the Rules and Regulations and proposed some clarifications. Board members are to review the proposed changes (marked in italics) for further discussion next month. Of important concern are clarification regarding vehicles. Pat proposed defining a stored vehicle as one not moved for 45 days and an abandoned vehicle as one not moved for 90 days.
• The Board is working on revising parking in the lot between E and F buildings. Pat proposed requiring all vehicles to be moved every 72 hours. No decision was made during the meeting.
• Board went into executive session to discuss delinquent accounts.
• Meeting adjourned very late.