Board Meeting Minutes (June 15th, 2006)

June 15th, 2006

The meeting was called to order at 9:30am at NMI's office.

Present

• Robert Butler - President
• Howard Fisher - Treasurer
• Beverly Coghlan - (NMI)

Items discussed

• The primary purpose of the meeting was to discuss the concerns we had about NMI's response time and lack of follow-through on several occasions. Items discussed included:
  • As discussed and previously brought to NMI's attention before, we're not receiving next-business day responses on email messages. If the request or task cannot be completed easily or during the 1-day turnaround, then NMI needs to communicate that to us; don't leave us wondering what's going on.
    • Rob set up a mailing list in March specifically for NMI so that both Beverly and Katie would be aware when we are trying to contact them if the other person is unavailable.
    • Rob sent an email to Beverly on Wednesday 6/7 asking for updated copies of the financial and violation reports. With no reponse, Rob called Beverly Friday evening and asked about the status, to which Beverly stated the reports would be sent out on Monday. Finally on Tuesday morning some of the reports were sent, but did not include April's financials as requested.
    • Rob dropped of his invoice for services around May 20th so that a check would be cut and ready at the first of the month. When Stephanie called NMI's office on 6/8, the check still had not been cut.
    • On Howard's architectural variance request to paint his door, he mailed it to NMI in early May. It still hasn't been scanned and emailed out to the Architecture committee for review and approval. Beverly stated that she throught she had scanned and emailed it, but may have just scanned and never sent it.
    • Violation / property inspections are supposed to be twice per month. According to the reports we received, they are only being done roughly once per month. Beverly assured us that this was due to the switch from Katie to Beverly and would no longer be an issue and that we were now on her calendar twice per month.
  • Numerous timing issues surrounding getting Rob and Yesika debit cards on the HOA account.
  • Shortly after we contracted with NMI for their services, our account representative changed from Katie to Beverly. We're willing to overlook some issues as simply transition and getting up to speed, however we're now three months in.
• On the May financial reports, Rob noticed several issues:
  • The reimbursement check mistakenly issued to Rob was still showing on the books after he had returned it in April.
  • A debit for Chemlawn services was shown on the report even though we paid the entire year in advance. Rob asked that it not be shown on the monthly report as it was not truly an expense in that month.
  • There was a large amount shown for postage and copies. Beverly explained that they had combined the charges for April and May, which had included the two Annual Meeting annoucement mailings in early April. Rob asked them to keep expenses incurred during a specific month on that month's reports.
• Rob asked for more information about a recent resale request where the realtor did not want to print out copies of the resale documents herself.
• Beverly asked how / whether we want them to investigate three abandoned / inoperable vehicles in people's driveways, one on Woodstream and two on Oak Brook. Rob replied that the Community Beautification Standards allowed those vehicles to be parked out of sight in the driveway at the rear of the property or otherwise screened from view. This addition was a topic of debate when the Standards were created, as there are/were several people who expressed concern about classic cars that were being rebuilt. Additionally, Rob stated that as far as he was aware, the City did not forbid inoperable vehicles from being in driveways, just on public streets. He asked Beverly to investigate further with the City as to whether the ordinances have changed.
• Beverly asked about repairing / straightening the fence along Maxwell Creek Dr. Katie had received a call about this and received a bid in late March to do the work; as we mentioned to Katie at the time, the bid didn't address the main problem of the fence being physically tied to the stone pillars. The fence was previously straightened two years ago as part of the overall maintenance done at the time. Unless the fence is directly tied into the stone pillars, it'll simply start leaning again.
• Rob asked that when NMI sends reports to please send a direct PDF printout of the reports, not printed ⇒ scanned ⇒ PDF'd versions. Beverly wasn't sure how to print reports directly to PDF format, so Rob showed her.
• Howard will be on vacation, Yesika and Rob will handle any outstanding issues while he is away.

Action Items

• NMI - Send electronic copy of the April financial report. Done.
• NMI - Locate and send Howard's architectural change request form.
• NMI - Investigate specifics / whether City ordinances regarding inoperable vehicles have changed.
• NMI - Contact Perfecto for bid to repair the fence along Maxwell Creek Dr.