Board Meeting Minutes (February 22nd, 2006)

February 22nd, 2006

The meeting was called to order at 6:00pm at the NMI office on 101 E McDermott.

Present

• Robert Butler - President
• Yesika Fletcher - Vice President / Volunteer Coordinator
• Howard Fisher - Secretary
• Beverly Coghlan (NMI)
• Katie Waters (NMI)

Items discussed

• Response Time. We have repeatedly been assured that we can expect one-day turnaround to questions and requests. To date that hasn't happened. Granted, the circumstances have been unusual (Certification tests, days off, etc.) but when there was no follow-up to our questions, it almost soured this deal. All it would have taken was a phone call or an e-mail to let us know what was going on. One workaround suggested was to have a mailing list set up where both Katie and Beverly will receive copies of messages so that issues aren't dropped when one person or the other isn't in the office.
• Tone / Friendliness. Rob was concerned that a few of the messages we received could have been phrased better, and it is very easy to misinterpret tone / intent in email if not worded exactly. Beverly stated that she often has many messages to read / respond to (up to 3 hours/day), so she is usually brief in her messages.
• Debit Cards. If CAB (the bank they use) has online banking, it's easy and immediate to transfer funds between accounts, so when our little "petty cash" account gets low, NMI can re-charge it effortlessly. It's up to us to supply NMI with timely accurate records of expenditures. NMI contacted their rep at CAB and was given information on how to set up the debit card.
• Storage Access on Weekends. We'll have to adjust to M-F, 9 to 3. It shouldn't be a problem, as we only need access a few times each year.
• Outlandish Bids on Big Jobs. We expressed concern about receiving appropriate bids, and left leeway to investigate further if we are unsatisfied with the bids received.
• Members planting plants. The planting isn't a big deal, maintenance is. We assume the risk if plants look puny or die. It's up to our landscaping professionals to make sure the sprinkler system works right and is watering everything properly.
• With a few minor changes, Rob signed the management contract with NMI effective April 1st, 2006. NMI will begin reviewing our documents and importing data into their systems.

Action Items

• Rob - Print signs for next open forum meeting on 2/27. Done.
• Rob - Print flyers for spring neighborhood garage sale. Done.
• Rob - Finish 1Q newsletter.
• Rob - Set up management@ mailing list for Beverly's and Katie's email addresses. Done.
• Rob - Send copy of Enforcement Process document to NMI. Done.
• Rob - Send example copies of violation letters and text to NMI.
• Rob - Schedule a meeting with Beth to determine details of migrating and timing.
• Yesika - Pick up and put out signs for open forum meeting on 2/27.
• Yesika - Pick up and distribute flyers to volunteers for spring neighborhood garage sale. Done.
• Yesika - Place newspaper advertisements for spring neighborhood garage sale.
• Beth - Send copy of homeowner contact list in Excel format to NMI.
• Beth - Send funds check to Beverly so she can begin setting up bank accounts.
• Beverly - Change contract from once to twice monthly inspections. Done.
• Beverly - Send updated electronic copy of management contract. Done.
• Katie - Send copy of welcome letter for review Done.
• Katie - Send copy of homeowner information request form for review Done.