News from Crawford Bay at Olde Towne

Road Closure - Saturday, 28 May 2011

2011-05-24T13:05:00.002-04:00

Received the following information from Portsmouth Police Department:

This Saturday, May 28 we will be having the Elizabeth River Run. The run will last from 0730 until approximately 1100 hrs. The course will result in the blocking of the exit of your condo complex onto Crawford Parkway. Your parking lot does exit onto Gaskins Ln and your residents will be able to exit here onto North St with no problem. I have attached a map to help illustrate this. Should any of your residents have a vehicle too large to exit via Gaskins Ln, there will be an officer located at Crawford Pkwy and Court St. Please advise them to see that officer and he will coordinate getting them out.

Thank You,

Lieutenant Scott M. Agee
Portsmouth Police Department
Special Operation Division
Special Events/ Emergency Management
757-393-8013

Photo of the way out:

And here is the actual course:

A handout of this information is available here: http://www.scribd.com/doc/56173509

BOARD OF DIRECTORS MEETING August 3, 2010

2010-08-10T14:09:00.000-04:00

Present: Debbie Rosso, Mike Reagan, John Park, Frank Wright, Carole Garrett and Gayle Pinero, Managing Agent

Homeowners’ Forum: Teresa Park, Nancy Cherry, David Zimmer

The meeting was called to order at 6:36 p.m.

The minutes of the June 2010 meeting had been approved electronically.

President’s Report:
Debbie Rosso reported that repairs were made to units 143 and 145. The repairs are to be paid out the proceeds allocated from State Farm for the wind damage claim from the November Nor’Easter. Other roofs repairs were made as well but are the Associations responsibility.

Teresa Park reported that she had replaced her third floor balcony door with sliding doors and they were working very well and preventing leaks.

Financial Report:
Frank Wright distributed copies of the July 2010 report. Mr. Wright commented that we need to direct Select Group to catch up the $3,345.83 replacement reserve. In addition to the May payment, if there is enough money, we should also make the June payment. Mr. Wright said while we haven’t discussed combining our reserve accounts it is his opinion that we leave them as they are for now.

The 2009 audit could not be done because we are still missing information from GSH. We need a letter from The Select Group addressed to loan a officer at Towne Bank in order to obtain the information we need from them to proceed with the audit.
Mr. Wright stated that he is not satisfied with the method of paying invoices and would like to sit down with The Select Group to inquire about their payment process.
He also said we need a breakdown of expenses that exceed our regular monthly payment to The Select Group.
He asked about the cost of the manager’s meeting package……Ms. Pinero said we are not charged for this package.

Management Report:
Ms. Pinero distributed copies of the management report and gave an overview of its contents.

Ms. Pinero asked for the Board’s approval of a letter from Thomas and Associates to be sent to the four recipients of insurance payments who have not yet signed off on their insurance settlement. It was suggested that we should send bank drafts with the letters.

There was discussion of the response to David Warren’s question regarding running his AC lines under his neighbor’s unit. Even though the by-laws are clear that the Board can make these decisions it would be better to have a legal opinion from the attorney.

Miller-Dodson’s proposal for a reserve study was discussed. There was discussion as to the possibility of obtaining other bids. It was suggested, and it was the consensus, that it would be better to stay with Miller-Dodson.
We will give them a copy of the inspection from Investigate Inspection Services that was just completed and also apprise them of the correct responsibility regarding limited common elements and common elements. In the past, they were given incorrect information. David Zimmer offered to e-mail the Board his copy of the last reserve study to the Board for review and corrections.

There was a discussion about the status of the towing issue. It was decided that it should be complaint drive by homeowners….everyone agreed. Ms. Pinero was directed to send a letter to homeowners explaining how this will work and asking homeowners to let management know in writing if they have given permission for anyone to park in their designated spaces.

Ms. Rosso directed Ms. Pinero to notify homeowners of the changes in our insurance policy.

There was discussion about pumping sewage lines……Mike Reagan suggested that we wait since no one is currently having a problem and he examined the size of our lines and felt that they are adequate. The repairs on Crawford should have a positive effect on our system.

Repairs to walkways discussed…….decision tabled for now.

New Business:
Frank Wright made a motion to direct Select Group to make a payment of $3,345.83 to fund the May 2010 replacement reserve and to evaluate funds to see if it is possible to pay the same amount for the June 2010 replacement reserve immediately. Mike Reagan seconded the motion; it passed unanimously.

Old Business:
The roof situation was discussed and it was decided to hold another meeting with all homeowners after they have reviewed the inspection report from Investigate Inspection Services. Mike Reagan made a motion to table the discussion for now; Frank Wright seconded the motion. It passed unanimously.

Carole Garrett made a motion to adjourn the meeting; Mike Reagan seconded the motion. The meeting adjourned at 8:52 p.m..

BOARD OF DIRECTORS MEETING Wednesday, June 7, 2010

2010-07-08T14:17:00.000-04:00

Present: Debbie Rosso, John Park, Mike Reagan, Frank Wright, Carole Garrett and Gayle Pinero, Managing Agent.

Units represented: 129, 123, 133, 139, 131, 109, 113, 115, 125, 127, 137, 145, 155, 157, 159 and by proxy 103, 141, 143 and 151

Carole Garrett made a motion to waive the reading of the 2009 annual meeting minutes. Mike Reagan seconded the motion and it passed unanimously.

Debbie Rosso introduced Stanley Yeskoiski of Investigative Inspection Services, Inc. who was hired to do a thorough inspection of the units as requested by some of the owners at the last meeting. He stated that he would be submitting a detailed report with recommendations after he has completed his inspections. There are many issues that need to be addressed and prioritized. He explained some of the problems and answered several questions in great detail.

Frank Wright presented the Treasurer's Report. He also reported that the Board has voted to have an audit of the 2009 books and the Board is going forward with arranging this. David Warren said this should have been done last January. David Zimmer asked about the cost. Ms. Pinero of The Select Group said it would cost around $2,000.00.

Mike Davis asked about the safety factor for the Association's funds. Mr. Wright stated that checks from the operating account require only one signature but the reserve account requires two signatures.

Following the Treasurer's report the election was held. The current Board was voted in by Acclamation.

Debbie Rosso said that Nancy Cherry had introduced her to the engineer who will be working on the Crawford Bay seawall project. He said he would meet with Mike Reagan and John Park to show them the plans and to discuss the drainage issues on Gaskins Lane.

Ms. Rosso announced that Carole Garrett is now on the Olde Towne Civic League board so she would be able to be involved and be aware of the city's plans for the new park along Crawford Bay.

David Warren stressed that the Board needs to keep all homeowners aware of projects, in writing, before any work begins. He also was in dispute with the Board regarding the Board's interpretation of the By-Laws with regard to whose responsibility the railings and balconies are. The Board will therefore obtain a legal opinion in this regard.

Debbie Rosso presented the President's annual report and summarized the Board's achievements for 2010.
* Paid off the loan and have been able to build up reserves
* Changed management companies
* Obtained a new attorney, Paul Thomas
* Board is now bonded
* Windows, trim and doors were painted
* Trees trimmed and dead tree cut down
* Did extensive and much needed caulking
* Planted fresh new landscaping including adding several boulders
* Re-worked some of the electrical system and removed temporary
pole (from original construction)
* Ongoing investigative work to determine cause of leaks and other
problems and obtained roofing and stucco bids
* Found a different, vented balcony system to replace the three
balconies that had not been completed
* Got Hardiplank approved by the city for the sheds when they need
to be re-built
* Obtained approval by the city for black railings and in process
of painting and repairing them
* In the process of having parking system in place with stickers,
tags and towing to resolve the parking issues
* Walks were power washed
* Did extensive research to be able to uphold the by-laws and
remove the limited common elements from association's
responsibility (which should have always been the case)

Mike Reagan made motion to adjourn; Carole Garrett seconded the motion. The meeting adjourned at 8:40 p.m.

BOARD OF DIRECTORS MEETING Thursday, May 27, 2010

2010-06-07T10:29:00.000-04:00

Present: Debbie Rosso, Mike Reagan, John Park, Frank Wright, Carole Garrett and Gayle Pinero, Managing Agent

Homeowner’s Forum: Teresa Park, Kathy Headick, Ben Forsythe and Peter Stinson

Mr. Stinson presented a detailed report summarizing a survey he had conducted to determine the areas of concern regarding leaks in each unit. Only about half of the homeowners responded. This survey was conducted to assist the Board in determining the source of leaks and how to go forward with repairs/replacement of the roofs, stucco and chimney issues.

The meeting was called to order at 6:55 p.m.

The minutes of the April meeting had been approved electronically.

Frank Wright presented his financial report summarizing his meeting with Ms. McManus of The Select Group. We have five accounts; there was discussion about whether or not to consolidate the accounts. Mr. Wright said he believes it is best at this time to leave the accounts as they are. Mr. Wright indicated that he would take full responsibility for tracking these accounts. He also suggested
that we meet the first Tuesday of each month so he will have the figures he needs to prepare and present the Treasurer’s report.

Mike Reagan asked if we really need to have a reserve account at BB&T and one at Bank of Hampton Roads. Mr. Wright reiterated that he does not recommend consolidating them at this time.

Debbie Rosso gave the President’s report:
The shed at Unit 101 has been rebuilt using hardiplank.
Richmond Primoid has finished and water-tested the third floor Balcony at Unit 121. The Board still must inspect it.
The third floor balcony at Unit 107 will be the next one scheduled.

One unit owner reported that since Aarden had completed repairs to their balcony doors they have had no leaks.

John Park suggested that anyone with 3rd floor balconies should inspect their doors, the threshold and flashing (especially during a wind-driven rain) for leaks and then consider installing storm doors.

Debbie Rosso reported that we had received approval from the Historic Preservation Committee to use hardiplank on all sheds and to paint the iron railings black. The committee felt that black is the proper color for iron.

Ms. Pinero gave the Manager’s report. She said Select Group had recommended DesRoches & Co. to perform a 2009 audit.

Ms. Pinero reported on the progress in signing an agreement with a towing company to better manage the parking issues. She will send out a letter/email to all homeowners to further explain the parking rules and to let everyone know when towing will begin.

John Park made a motion to sign a service agreement with P & L Towing.
Carole Garrett seconded the motion. It passed unanimously. Ms. Pinero will complete the distribution of parking tags and stickers.

Discussion then revolved around repairing the porch and balcony railings. The board consulted the by-laws and found that the balconies are listed as the homeowner’s responsibility (financially) and that the association sets the standard for repairs and can be responsible for having the work done properly and consistently. Frank Wright moved that the Association proceed and that the homeowners be notified that they will receive a bill for minimum of $450 for each unit to complete this work. Carole Garrett seconded the motion. Mike Reagan made a motion to amend this motion to include the wooden post and scupper. Frank Wright seconded the motion and it passed unanimously. Since varying degrees of conditions exist for each units railings it was determined that $450 would be the minimum for completely replacing the wood on both levels, painting the wood, sanding and painting the iron and re-installing all items. If an individual unit requires less work or more work depending on the condition of the railings the $450 will be adjusted to suit. A reputable contractor has been hired to perform the work.

Carole Garrett made a motion that we accept the generous donation of Franklin Mazullo of a wooden picket fence subject to receiving an estimate of the cost of installation. John Park seconded the motion. Mike Reagan made a motion to amend the motion stating that we obtain approval of the Historic Preservation Committee. Frank Wright seconded the motion; it passed unanimously.

The annual meeting will be held on Monday, June 7th at 6:30 p.m.

The meeting was adjourned at 9:20 p.m.

BOARD OF DIRECTORS MEETING APRIL 27th, 2010

2010-05-07T13:55:00.001-04:00

The meeting was called to order by Mrs. Rosso.

Present: Debbie Rosso, Carole Garrett, John Park, Mike Reagan, Frank Wright and Gayle Pinero, Managing Agent.

The following units were represented: 101, 103, 109, 113, 115, 123, 125, 127, 129, 131, 133, 137, 139, 145, 151, 153, 155, 157 and 159.

Ms. Rosso stated that the purpose of the meeting was to discuss the roof and stucco situation.

Ms. Rosso introduced Don Gibbs of Duck’s Roofing Co. who described the conditions of the roof and opened the floor to discussion and questions. He said that the main problems with the roofs are design and installation. Questions were raised as to why shingles would be better than replacing the metal. Metal would cost far more than shingles and the shingles could more readily correct the design problems.

Mr. Gibbs also addressed the issues with the underlying plywood and chimney caps which are in bad condition and need to be replaced as well.

Some of the stucco needs to be replaced/repaired and Ms. Rosso and Mike Reagan met with specialists in that field as well. This work must be done in conjunction with roof replacement.

Questions were raised about warranties…..Mr. Gibbs said they were available and discussed the types of warranties. Mike Reagan asked about flashing…….Mr. Gibbs said he would recommend aluminum because of the location on the water.

Several homeowners expressed a concern about finding more data as to how many roofs are leaking. Some homeowners requested that an inspection be done. Most homeowners felt that there was enough evidence to replace the roofs. Louise Buxton spoke about her experiences with leaks since her unit was built and complimented the current board for their hard work.

Mike Reagan made a motion that we hire an inspector to check roofs. Carole Garrett seconded the motion. It passed unanimously. Discussion followed. Frank Wright reiterated that we need to do this immediately as the board needs to make a decision within the next couple of weeks.

Funding for the roofs was discussed. A survey form was given to each homeowner present asking them to indicate their preference as to how to pay for roof replacement and/or make suggestions.

The May meeting will be held on the 27th in 129 @ 6:30 pm. Mike Reagan made a motion to adjourn the meeting. John Park seconded the motion. The meeting was adjourned at 8:30 p.m.

MEETING REMINDER APRIL 27th @ 6:30 p.m.

2010-04-22T10:50:00.000-04:00

Dear Homeowners;

This is to remind you of the upcoming meeting at 6:30 p.m. on April 27th being held at Number One Crawford. The purpose of this meeting is to present the condition of the roofs and stucco. We have invited a roofing company to share their findings with us.

As the first order of business, the board will vote on whether or not to replace the roofs. We will be presenting options for funding the project and will ask for your ideas and recommendations as well.

We sincerely hope that everyone will make an effort to attend this extremely important, informative meeting this Tuesday evening.

Best regards,

Crawford Bay at Olde Towne
Board of Directors

BOARD OF DIRECTORS MEETING MARCH 30, 2010

2010-04-16T10:45:00.000-04:00

The meeting was called to order at 6:40 p.m.

Present: Debbie Rosso, Carole Garrett, Frank Wright and Gayle Pinero, Managing Agent.

Minutes of the February Board meeting were approved electronically.

Homeowners’ Forum: Teresa Park, Chuck Clayton, Rob Poellnitz, Darlene Satifka, Martin Barrie and Andy Hecker.

Darlene Satifka and Martin Barrie asked about the payment for the damages to the interior of their unit caused by roof leaks. It was agreed by members present that we would get another estimate and it would be the responsibility of the association to cover the damages.

Rob Poellnitz expressed his concerns about the placement of the HVAC systems. Teresa Park also asked about the placement. Ms. Rosso assured them that this had been carefully considered by Air Concepts and the units will be placed as attractively and neatly as possible.

Teresa Park asked about individuals pursuing the issue regarding flood damage payment from FEMA. She was advised that certainly individuals could contact FEMA on their own behalf.

Teresa Park said she would like to replace her third floor balcony by expanding her bedroom. This probably would not be feasible nor would it mostly likely pass from the city’s architectural board so there was no further discussion.

Andy Hecker asked about parking. He was told we would soon be receiving permits.

Rob Poellnitz asked about the status of his shed replacement. Ms. Rosso told him that we are obtaining bids and would take care of this as soon as possible. Mr. Poellnitz requested that the Board further clarify the limited common elements that are the responsibility of the homeowners. Frank Wright asked Ms. Pinero to bring copies of the list to the special April meeting for all homeowners.

Chuck Clayton asked about the color of the railings. Ms. Rosso said we are leaning toward black but hope to get a test unit done soon so everyone can see how it looks. We stated that we are currently taking bids for that as well.

All of the homeowners present expressed concerns about the roof situation. Debbie Rosso explained that we have several options which will be presented to the homeowners at the special April meeting. With regard to funding the roof replacement, Ms. Pinero said she is looking into available loans.

Frank Wright advised Ms. Pinero that the accounting report is incorrect. Mr. Wright will be contacting the accounting department to straighten out the discrepancies.

Delinquencies of condo association dues were discussed.

Gayle Pinero presented the Management Report.

Chuck Clayton’s attorney’s letter and the response were discussed.

Ms. Pinero has the parking permits. Ms. Rosso suggested that these be given to the homeowners at the special April meeting so the owners can sign for them but as not to detract from the meeting about the roofs, they may be mailed to each homeowner.

Ms. Pinero was asked about copies of the renter’s leases. She said they have been requested but only one has been received to date. We asked that she follow up to collect them from every renter.

Debbie Rosso gave an update on issues with regard to the third floor balcony repairs, stucco repairs, roof replacements and plantings.

Carole Garrett reported that Franklin Marzullo had offered to supply picket fencing to enclose the green area behind our units, specifically so those who have dogs could let them off leash, with supervision. Frank Wright suggested several issues that would have to be addressed. There was some discussion but no decision was made.

The next meeting will be held on April 27, 2010 at 6:30 pm. It will be held at Number One Crawford and is for all homeowners to attend to discuss the roof situation.

The meeting adjourned at 9:30 p.m.

Board of Directors Meeting February 16, 2010

2010-02-19T14:19:00.000-05:00

The meeting was called to order at 6:50 p.m.

Present: Debbie Rosso, Mike Reagan, John Park, Frank Wright, Carole Garrett and Gayle Pinero, Managing Agent.

Homeowners’ Forum: Kathy Headrick, Teresa Park, Ben Forsythe, Chuck Clayton, Alan Norton and his agent, Joyce Bruce of ReMax.

Each homeowner was given an opportunity to ask questions and express their concerns, most of which centered around the progress on replacement of HVAC systems. The homeowners were filled in on the progress with our insurance agent and FEMA. There was concern about how the new systems would look both outside and work under our units when relocated. Debbie Rosso assured them that all of that was being considered and would be done as neatly and attractively as possible and everything will be inspected by the city.

Also the ongoing leaks and roof problems were briefly mentioned as was concern about the circumstances surrounding the seawall replacement.

Debbie Rosso reported that the railings definitely will be repaired this spring as soon as the weather breaks.

Ms. Rosso reported that we have an electrician replacing electrical boxes and sensors for our lighting system. Also the ‘temporary’ pole is being relocated!

Ms. Rosso reported that she has been talking to tree service people and has found someone who will remove tree(s) and grind stumps. She is scheduled to meet with him tomorrow.

Debbie Rosso reported that the planting will also be done as soon as is possible, depending on weather and the placement of the ac units.

Gayle Pinero presented the managing agent’s report. It was suggested that our Board form a committee to work on available grants and other available financing should FEMA reject our claim. The Board agreed this was a good idea.

Specifications for balcony work were discussed. Mike Reagan told Ms. Pinero that if she could furnish him with Aradan’s specifications he would be happy to work on refining them.

Frank Wright asked about the reserves. There was much discussion regarding communication about how we handle the reserves. Ms. Pinero promised to look into this immediately.

Ms. Pinero presented a proposal to have Thomas & Associates on retainer for $160.00 per month (proposal included in minutes). Mike Reagan made a motion that we put Thomas & Associates on retainer. Carole Garrett seconded the motion. There was discussion and it passed by majority.

One homeowner is delinquent. Collection was discussed and the Board decided to go ahead.

Parking decals and hanging tags are ready to be distributed. They must be signed for so Mike Reagan agreed to deliver them in person. Debbie Rosso requested that we review the letter before it is delivered.

Welcome packets for new owners and tenants were discussed. Ms. Pinero advised that this process is in place and she will be sending one to the new tenants.

Gayle Pinero presented two bids for work on new signs. We are going to table this until we have seen two more possible bids.

The roof situation was discussed in great detail. Ms. Rosso has proposals for review. Since Crawford Bay condos are located in the Olde Towne Historic
District any changes must be presented to the Planning Committee and Historic
Review Committee.

John Park said, and we all agree, that we must have a meeting with all homeowners to present the situation. John Park suggested we give them
all options for payment and vote.

The meeting was adjourned at 9:40 p.m.

Board of Directors Meeting January 19, 2010

2010-02-04T23:05:00.001-05:00

The meeting was called to order at 6:40 p.m.

Present: Debbie Rosso, Mike Reagan, John Park, Frank Wright and Carole Garrett

Homeowners’ Forum: Kathy Headrick, Teresa Park, Darlene Satifka with Martin Barrie and Agent, Marilyn E. Armstrong of William E. Wood

Gayle Pinero, Managing Agent, was unable to make it to the meeting due to car problems on the way.

Each homeowner had an opportunity to express his/her concerns and ask questions, particularly concerning balcony leaks and roof problems.

Kathy Headrick was advised to contact Les Mosely of Aaraden Builders to find out what he would do to correct work his company had done incorrectly.

Mike Reagan offered to check the attic of 151 Crawford Parkway
to see if he could determine where the leaks originated.

Debbie Rosso introduced the representatives of Air Concepts and they explained their proposal. They are ready to go to work when
we finally learn how much insurance money we will receive.

Mike Reagan made a motion to adjourn. John Park seconded the motion.

The meeting adjourned at 8:20 p.m.

Crawford Bay 2010 Budget Report.

2010-01-15T09:22:00.001-05:00

The following link is for our approved budget for 2010.
Crawford Bay 2010 Budget.

Board of Directors Meeting December 15, 2009

2009-12-23T15:29:00.000-05:00

Members Present - Debbie Rosso, Frank Wright, John Park, Mike Reagan and Carole Garrett.
Also present, Gayle Pinero of The Select Group, Association Manager.

There were no homeowners present.

Call to order - 6:30 p.m.

Approval of minutes - The minutes from the previous Board meeting were approved electronically prior to the meeting.

Debbie Rosso reported that we are still working with Bowman’s Garden Center regarding the plantings. We have been delayed by the weather.

Balconies were discussed and it was agreed that the Association would take care of repairing the balconies for Babette Ogle, Jesse Demps and Carlos Lee.

The bid from B.H.T. LLC was discussed. It was agreed that we would give them one job to do before making a final decision on hiring them to do further work for the Association.

With regard to the railings, it was agreed that we should survey the property owners to find out whether or not they approve of black for the metal part of the railings.

Mike Reagan said he would investigate the feasibility of replacing the shed at (Poellnitz) with a pre-constructed shed. Mike Reagan also said that Rob Poellnitz should be responsible for the cost of his own footers.

The Board discussed getting rid of the posts on the balconies. The Board agreed to have B.H.T. LLC work on one balcony and to have the property owners look at the new design before proceeding with the remainder of the balconies.

Frank Wright recommended that we work on 141 first. Gayle Pinero will notify the owners.

Debbie Rosso said she would give Ms. Ogle the name of the Anderson window people for her windows.

There was considerable discussion about how to handle the triangular windows……..whether to wall them in or replace them. Debbie Rosso will research the cost of both options. Frank Wright said we need to notify owners and make them aware that this is their responsibility. If we decide to use windows Gayle Pinero said she would give the owners the specifications and approximate cost.

Debbie Rosso submitted a proposal for roof replacement. A special assessment was discussed but it just is not feasible at this time. John Park suggested that we work on a five-year plan for roof replacement…..he also mentioned the possibility of a tax credit. Debbie Rosso agreed to look into this.

Gayle Pinero said we can get The Select Group’s CPA to check into this possibility. John Park also said there might be a grant available.

Frank Wright asked about a five-year maintenance plan for the roofs.

Frank Wright reported that we owe the reserve fund for October, November and December. Frank Wright made a motion that we pay out of the operating account $3,114.00 (each) for October, November and December and that we continue to put $3,114.00 per month into the reserve account until budget is changed. John Park seconded the motion….it passed unanimously.

The Board also agreed to put any monies left over at the end of the month, after all operating expenses and regularly scheduled payments to reserves have been made, into the reserve account.

The insurance claim with regard to HVAC and air handlers was discussed.

State Farm has offered a maximum of $5,000 per unit. Frank Wright said we should not accept any offer from State Farm since the attorney is working on an appeal. John Park said that grant money may be available from disaster relief for relocating equipment.

John Park reported that Mike Davis had asked him to notify owners that if they are having problems with their emergency heat there is an inexpensive part that can be purchased to replace the defective part.

Debbie Rosso said State Farm had approved the duct and insulation work and it will be done by Air Concepts.

It was brought up that we need to consider paving the parking lot in 2010.

Mike Reagan made a motion to adjourn the meeting. John Park seconded it; the meeting adjourned at 9:30 p.m.

Board of Directors Meeting November 10, 2009

2009-12-23T15:25:00.000-05:00

Members Present - Debbie Rosso, Frank Wright, John Park, Mike Reagan, Carole Garrett and Gayle Pinero of The Select Group, Association Manager

Homeowners Present - Donna and Mike Davis, Shirley and Chuck Clayton,Erica Freeman, Teresa Park, Kathy Headrick, Louise Buxton and Ben Forsythe

The meeting was called to order at 6:30 p.m.

Approval of the minutes from the previous board meeting was done electronically prior to the meeting.

Frank Wright said there was no change in the treasurer’s report.

Debbie Rosso explained that we are working on the windows and doors to get them all caulked and painted prior to winter. She asked that the unit owners notify the association manager of any doors or windows that are sticking so they can be corrected.

She also reported that a window specialist had been to the units to inspect our windows. He recommended that people remove the screens for the winter because water accumulates and causes rotten wood. Debbie Rosso reported that he told her that Anderson windows (which we have) have many parts than can be replaced rather than replacing entire window.

Currently there are two main problems. One is the triangular windows. All but one has rotted and needs to be replaced. One option would be to remove the poorly designed triangular windows and wall the area. The other is the dormer windows and would need to be dealt with if and when the roofs are replaced. In the mean time, the caulkers did what they could to prevent and repair leaks.

Debbie Rosso said that Skeeter (H.E. Moore) is having personal problems and is unable to work for awhile but that we are trying to resolve the situation. Ms. Rosso said the 3rd floor windows will be painted as soon as weather permits.

Ms. Rosso asked the Board if the next meeting could be held on December 8th and it met with everyone’s approval.

Ms. Rosso then introduced our new Association Manager, Gayle Pinero, to the homeowners. Ms. Pinero had given each homeowner a packet of house rules and limited common elements. She then explained how the limited common elements would work for the homeowners.

Louise Buxton raised the question about how the board would deal with old leaks. Ms. Rosso replied that since Mrs. Buxton had complained for a very long time and nothing was resolved that her situation would be grandfathered.

Kathy Headrick asked about the sheds and how repairs, colors, etc. would be regulated. John Park responded that we do have guidelines and common standards for repairs.

Mike Davis asked if we fall under Olde Towne regulations…….it is understood by the Board that we do.

Louise Buxton asked about the work that was not done properly and needed to be corrected. Ms. Rosso said that some issues would be taken care of by the association. Ms. Pinero explained that the managing association regulates and inspects the repairs.

Erica Freeman asked about the length of time it would take to enforce repairs to be done by homeowners. Ms. Pinero explained the process and said it usually takes 45-60 days.

Ms. Rosso said we are trying to complete balconies and other repairs started by the previous board so all homeowners will be on equal footing.

Kathy Headrick asked about her leaks. Ms. Rosso said that since she had been requesting repairs for a very long time that they should meet at a later date to discuss how to resolve her issues.

Kathy Headrick asked if we plan to raise condo fees or have any special assessments this next year. Ms. Rosso replied that we are trying not to.

Chuck Clayton asked about how the Board regulates contractors in order to alleviate problems we have had in the past with substandard work. Ms. Rosso said that our contractors must have licenses and insurance. Ms. Pinero explained the process with regard to inspections, etc.

Frank Wright explained that part of the reason the Board changed managers was to improve the quality of contractors. He said he feels good at this point about The Select Group based on their list of clients and reputation.

Chuck Clayton suggested that we go back to previous management and boards to recover some of the funds spent correcting poor workmanship.

Mike Reagan commented that the previous management had probably done what they were told to do regarding repairs.

Mike Reagan asked if Rob Poellnitz’s shed had been rebuilt. Ms. Rosso replied that there had not been time. The Board agreed that we must honor the previous board’s commitment.

There was discussion about the balconies that are leaking and the ones not completed. Again it was the Board’s agreement that we have to finish repairs started by previous board.

Erica Freeman asked about storm damages……these are covered by insurance.

Frank Wright explained to the homeowners the Board’s reasons for paying off the loan and its plan for building our reserves.

Kathy Headrick asked why the corporation was dissolved. Frank Wright explained the reasons regarding tax implications. He also said we need to address incorporating but we need to do it properly with the advice of an attorney.

Debbie Rosso told homeowners the Board had invited our insurance agent to meet with us to discuss our liability coverage and that we do have adequate liability coverage. Mike Davis suggested that the Board obtain an umbrella policy……he was told we have one in place.

Chuck Clayton asked how many units are for sale and how many are rented. There are approx. 4 or 5 for sale and 4 or 5 rented. This means approx. 30% of the units are not owner occupied.

Debbie Rosso said that she has encouraged tenants to become involved with the community.

Shirley Clayton asked about the falling insulation under her unit……Mike Reagan and John Park offered to repair it for her.

Gayle Pinero explained the house rules and the plan to go to decal parking.

Mike Reagan stated that he has been working on the new budget.

The meeting was adjourned at 8:00 p.m.

Crawford Bay at Olde Towne Board of Directors Meeting Minutes:

2009-10-23T08:16:00.004-04:00

Members Present – Debbie Rosso, Frank Wright and John Park. Gayle Piñero of The Select Group, Association Manager

Homeowner’s Present – David Zimmer, Nancy Cherry, Teresa Park and Benny Forsythe

Homeowner’s Forum – There were no speakers for the homeowner’s forum.

Call to Order – 6:30 p.m.

Approval of Minutes –The minutes from the previous Board meeting were approved electronically prior to the meeting.

Treasurer’s Report – Presented by Frank Wright:

1. Checking account balance as of 10/12/09 $5,805.81
2. CD balance as of 10/12/09 $29,914.17
3. Liabilities $0

Committee Reports – There were no committee reports presented

Manager’s Report – Debbie Rosso presented the income and expense report to the Board. Two (2) payments totaling $ 2,976.23 to State Farm Ins. were questioned as Rosemary Dorow had stated at the Sept. board meeting that there were no insurance payments due until Dec. When investigated, they were premiums due for the master policy and flood policy for units109-115. The report was voted on and approved.

Gayle Piñero, the new Association Manager, from The Select Group introduced herself and explained her role as the Association Manager for Crawford Bay at Olde Towne. Gayle and her Assistant Tanisha Crenshaw may be reached (757) 486-6000, Monday thru Friday from 9 a.m. to 5 p.m. You may also use that same number for after hours emergencies by following the phone prompts to contact the 24 hour Emergency Manager.

Old Business:

1. Performance Plumbing jetted the sewer lines as they had reached their capacity. This is a temporary fix that has been done bi-annually thru Roto Rooter for many years instead of fixing the problem. Performance Plumbing is working on a quote to install a lift station that should fix the problem. The board will review it when received.

Mike Regan continues to work with the city on fixing the city’s side of the sewer which Performance Plumbing indicates is one of the reasons for the standing water on Gaskin’s Lane.

2. Discussed the issue of late condo fees with Gayle. We all would like to stress to the unit owners the importance of paying condo fees promptly. The board bases their monthly repair allowance on monthly condo fees so that there is money to get repairs and improvements completed.

New Business:

1. The Board is awaiting two more bids for sealing and caulking the roofs and chimney areas and replacing the flashing around the sewer vents. The flashing around the sewer vents is decaying and has been cited as one of the causes of several recently reported leaks. A company will be chosen within the week to start roof repairs by the end of October.

2 Gayle Piñero presented a parking plan for Crawford Bay that would utilize hangtags. Due to recent parking issues the Board felt that it would be good to institute this plan and voted to move forward with it. The hangtags will identify the unit owners and their guests.

3. The board asked Gayle to:
a. Make sure the new bank allows access for the president and treasurer to our operating account as soon as possible.
b. Investigate the possibility of moving the temporary electric pole that is in the yard adjacent to the SubStation. It is an eye-sore that has been over-looked since the condos were built.
c. Call Hampton Roads Guttering about repairing the gutters that leak at the seams (our contract stated that seamless gutters were to be installed).

4. David Zimmer pointed out to the board that Form 8822 is needed to notify the IRS of a change of address and for the Federal Tax Deposit coupon book to be sent to the correct address since changing management companies.

5. The board discussed reviewing and working on corrections to the reserve study (some items are incorrectly listed) during the winter months as it is almost time to have another study.

6. The board voted to allocate $1,500 to purchase new landscaping material as most of the current plants were planted when the complex was built. Many plants have died, look very rough, etc.

7. The Board discussed the following requirements for rental properties:

• Landlords to obtain rental inspection from the city and provide a copy of rental inspection certification to the Board.
• Landlords must provide the Board an affidavit signed by their tenant stating that the tenant has read and understands the bylaws and house rules of Crawford Bay.
• Renters must maintain a renter’s policy for content.
• Landlords must maintain an owner’s rental policy.

8. There has been a large group of loud people hanging out in the guest parking area late on Saturday nights into Sunday mornings. Recently they stayed there until 6:00 a.m. Sunday morning at which time a heated argument broke out. Please read the house rules and be considerate of your neighbors. Landlords please provide your tenants with a copy of the house rules and remind them that this type of behavior will not be tolerated.

Debbie Rosso will email the unit owners to invite and encourage them to attend the November 10th board meeting being held at #1 Crawford at 6:30 pm to meet our new association manager, Gayle Pinero. She will explain the enforcement of the house rules and clarify the by-laws so that they are clear to all owners and renters.

Meeting adjourned at 9:26 pm

OCTOBER BOARD MEETING

2009-10-02T13:07:00.010-04:00

The October board meeting will be held on October 13, 2009 @ 6:30 p.m.
Please meet us in unit 129. We will post the agenda on the blog next week.

Our new agent, Gayle Pinero from "The Select Group" will be attending the meeting.

CRAWFORD BAY AT OLDE TOWNE OCTOBER BOARD MEETING AGENDA

I. Homeowner’s Forum (6:30 p.m.)
II. Business Meeting (6:45 p.m.)
A. Approval of minutes from the September 2009 board meeting
B. Treasurer’s Report
C. New Managing Agent – Gayle Pinero with The Select Group Get acquainted with
the board, present an overview of what she will do for Crawford Bay and
review what will be discussed at the November board/homeowner’s meeting
such as the by-laws and house rules
D. Old Business
1. Mike Reagan – water issues on Gaskins Lane and sewage problems
2. Debbie Rosso – maintenance reports and updates on maintenance contractor,
lawn service, new plumbing company (Performance Plumbing aka plumber with
a brain)
E. New Business
1. Jetting bill and lift station proposal (for sewage problems)
2. Proposal from Forsythe Caulking to caulk and seal the roofs and chimneys
3. Discuss painting the roofs
4. Discuss new bonding law that will affect Crawford Bay
5. Discuss parking decals
6. Discuss asking homeowners who do not have stained glass in their transoms
to install numbers for identification like some others have
7. Discuss new website
F. November Board meeting to be held at #1 Crawford
G. Adjourn

Debbie Rosso will email all on her homeowner’s list and post to the blog (crawfordbay.blogspot.com) an invitation to strongly encourage all homeowners and renters to attend the November board/homeowner’s meeting being held at #1 Crawford at 6:30 pm on November 10th. The board will introduce Gayle Pinero and she will explain the enforcement of the by-laws and house rules that will affect everyone living at Crawford Bay.

Board Meeting Minutes for September 2009

2009-09-18T16:53:00.000-04:00

Crawford Bay Condo Association
Board of Directors Meeting
September 8, 2009

The meeting was called to order at 6:30 p.m.

Members present: Debbie Rosso, Mike Reagan, Frank Wright and Carole Garrett

Homeowners' Forum: Rob Poellnitz and Andy Hecker

Rob Poellnitz presented the members of the Board with the history of his shed from his offer to purchase his property......he distributed pictures. A citation from the City of Portsmouth was responded to by the presiding Board (2006) by repairing only what the city required and not addressing the real issues, rotted wood, etc. This was decided at the time due to lack of funds. Frank Wright agreed that the shed was in need of repair when he was renting the unit. Since the previous Board had committed to repairing/rebuilding the shed the current Board will honor that commitment. When more urgent problems are addressed this will be pursued.

It was noted that David Warren, Past President, had sent a letter to homeowners stating that the association is not responsible for limited common elements, which includes decks, sheds and fences.

Andy Hecker asked the Board if it had gotten a legal opinion regarding the interpretation of the by-laws with regard to limited common elements. He said they are somewhat confusing. Frank Wright stated that we need to find a legal counsel we can have confidence in. Our previous legal counsel did not properly represent us. Debbie Rosso said that we plan to have a condo association attorney work with us on new by-laws during the winter.

Frank Wright explained that in the past the homeowner’s forum had been too formal and that the new Board is changing that; all homeowners are welcome to attend the meeting and give us their ideas and suggestions.

The August 2009 minutes were approved previously by e-mail. Carole Garrett, Secretary, was asked to talk to Peter Stinson regarding a link to old minutes.

Frank Wright distributed the treasurer's report. He said he still needs to contact Rosemary Dorow regarding obtaining the money we transferred to reserves.

We are going to receive a proposal from Forsythe Caulking Co to caulk the roofs in the hopes of stopping leaks.

The Managing Agent's reports had been submitted to the Board prior to the meeting.

There was a discussion regarding late fees......they are always kept by the Managing Agency.

Andy Hecker asked if we plan to keep our old contractors. We advised him that we are replacing them and we will annually be reviewing every contract we have. He also asked about contractors' insurance certificates. We advised him that we are getting them from every contractor.

The budget preparation was discussed. Mike Reagan and Frank Wright will take responsibility for roughing out a budget to be approved by the Board.

We discussed changing the way we currently pay our insurance premiums so as to distribute the expenditures more evenly throughout the year.

Debbie Rosso has requested a budget from H.E. Moore and will submit it to Mike Reagan and Frank Wright for inclusion in the budget.

Debbie Rosso said we still have to take care of 3rd floor balcony leaks. It was also noted that Bobette Ogle has decking on her 3rd floor balcony and indicated that she prefers it to tile. It was suggested that Ms. Ogle give the Board a letter stating that this is her preference......it may prevent a future issue.

There was some discussion with regard to The Select Group. Following discussion Frank Wright made a motion to approve The Select Group as the managing agent. Mike Reagan seconded the motion; the motion passed unanimously. Debbie Rosso will sign the contract with The Select Group on September 9, 2009. Frank Wright requested that we meet with our new agent prior to the October meeting.

Mike Reagan said that he and John Park had not yet had the opportunity to check under Unit 159. Debbie Rosso suggested that we talk to the City Engineer, Richard Hartman about the water problems.

Debbie Rosso said that we need to make a decision about replacing the rotted wood on the balconies regarding type of material and offered to store it in their shop so we could purchase it at one time. She will circulate the estimates by e-mail.

Debbie Rosso had a discussion with John Park regarding checking the work of all contractors who work on this property. The Board agreed that this should be done.

Debbie Rosso said she had sent in the letter to dissolve the corporation.

It was reported that the landscaping had been discussed and Rick is willing to plant whatever we want. He will be giving us a new proposal for monthly services.

Andy Hecker asked about the plans for the parking lot........Debbie Rosso said we are in the process of getting proposals for the work.

There was discussion regarding the diseased trees by The Cocke's unit (Bldg.# 3). Debbie Rosso said she would call Number One Crawford since two of the trees belong to them. She had received estimates for tree cutting of various trees around the complex of $ 975 and $1350. Since there is no immediate danger the matter was tabled temporarily.

The October board meeting will be held on October 13th.

Frank Wright made a motion to adjourn the meeting; Mike Reagan seconded the motion. The meeting adjourned at 8:00 p.m.

These are minutes are posted as received from the Board President on 9/18/2009.

Board Meeting Minutes from the Meeting held August 3rd, 2009 & July 2009

2009-09-18T14:20:00.001-04:00

Crawford Bay Condo Association
Board of Directors Meeting
August 3, 2009

The meeting was called to order at 6:30 p.m.

Members present: Debbie Rosso, Carole Garrett, Frank Wright, Mike Reagan, John Park....... Rosemary Dorow, Association Manager, also attended.

Homeowners' Forum: Teresa Park, David Warren, Peter Stinson, David Zimmer

Our insurance representative, Tom Hoddinott, from State Farm Insurance, spoke about condo insurance. We currently are insured for $5,723,400.00. He distributed brochures and info which itemize individual buildings and deductibles. According to Mr. Hoddinott "everything that can happen to a condo is covered." We have a $5,000.00 deductible per incident. Mr. Hoddinott noted that there is a 2% deductible per building for a named hurricane. Regarding liability, we have coverage of $ 1,000,000....the Board is covered.....we also have an extra umbrella policy of $1,000,000. Mr. Hoddinott stated that each individual policy should have loss assessment coverage and recommended $20,000. The additional coverage is inexpensive. Mr. Hoddinott explained that a homeowner can file a claim under master policy without going through the Board. David Zimmer requested that Mr. Hoddinott send out brochures to the owners explaining condo insurance.

Mr. Hoddinott stated that our insurance covers replacement. Frank Wright suggested that at a later date we should check to see if we need to increase our coverage due to increased building costs.

David Zimmer asked about flood insurance. Mr. Hoddinott said homeowners should have extra insurance only for contents.

Peter Stinson will post documents regarding coverage on the website.

David Zimmer restated his concerns regarding incorporation and the tax implications. Mr. Zimmer believes it is important to take steps to extinguish the corporation rather than just allowing it to expire.

David Warren referred to his letter to Board members regarding his deck repair and limited common elements. Mr. Warren feels that the Board should adhere to the way past boards have handled repairs and suggested that a radical change would have repercussions. Following considerable discussion it was the consensus of the Board that David Warren is to be responsible for having his deck repaired. Debbie Rosso offered the Board's assistance in helping him find a contractor but he declined the offer.

Frank Wright distributed the Treasurer's Report.

Rosemary Dorow gave the Managing Agent's report. There was some discussion about the way it should be presented. Ms. Dorow agreed to make suggested changes.

Debbie Rosso reported that Peter Stinson is updating our website with regard to house rules.

Rosemary Dorow distributed 2009 budget with notations as to where we currently stand on each line item. Ms. Dorow stated that we should start working on the 2010 budget in October.

It needs to be formulated and sent to homeowners by the first of the calendar year.

Rosemary Dorow distributed the maintenance log. There was a lengthy discussion regarding work to be done to third floor balcony of Unit 107. Since we were previously committed to this repair we must have the work completed. Mike Reagan moved that Aarden be given the job of repairing 107. Carole Garrett seconded the motion. Frank Wright abstained.

The motion was passed.

Rosemary Dorow gave an update regarding payments in arrears.

Debbie Rosso reported that the pressure washing work would be done very soon.

Under Old Business, there was considerable discussion regarding incorporation. Carole Garrett made a motion to extinguish corporation pending the signatures of three former Board members. Mike Reagan seconded the motion. Motion passed unanimously.

Frank Wright reported that BB&T does not do a line of credit for associations. Mike Reagan suggested that the reason the by-laws revision was not approved last year was because it gave too much power to the Board with regard to making loans and a line of credit would be considered a loan. Rosemary Dorow also recommended that we pay off the loan. John Park moved that we pay off the loan and not apply for a line of credit. Frank Wright asked that the motion be amended making it possible for him (Frank Wright) to complete this transaction with only his signature. Mike Reagan then made a motion that Frank Wright be allowed to complete the transaction to pay off the loan. Debbie Rosso seconded the motion. The motion passed unanimously.

A discussion ensued as to how much money to put into the reserve account since we would now have no more loan payments. Mike Reagan moved that we transfer $3,000.00 to our reserve account. Frank Wright seconded the motion. There was some discussion. Motion passed unanimously.

Sewage problems were discussed. The line is currently snaked out every six months so it was agreed we would not do anything immediately.

Under New Business, H. E. Moore proposal was reviewed. Changes were made to the original proposal. Mike Reagan moved that we hire H.E.

Moore Services if the changes were agreed to by H.E. Moore Services. Frank Wright seconded the motion. It passed unanimously.

A letter to the homeowners regarding limited common elements is being worked on by John Park and will be circulated to the Board.

The Board agreed to change meetings to the second Tuesday of each month.

John Park initiated a discussion regarding tenants being made aware of by-laws and house rules; other issues such as rental inspections were discussed. Tenants should be told to have renter's insurance. Tenants should be encouraged to attend board meetings. The owner of each unit is ultimately responsible for his or her tenants.

Parking issues and complaints were discussed. Rosemary Dorow is to contact owner of Unit 111 to see if her permission had been given for other unit owners to park in her spaces.

Frank Wright informed Rosemary Dorow that the Board felt it necessary to make a management change. Rosemary Dorow said this should be done in writing. This will be handled appropriately.

Meeting was adjourned at 10:20 p.m.

These minutes are posted 9/18/2009 as received via email 9/9/2009 from the Board President.

Crawford Bay at Olde Towne Board of Directors Meeting July 13, 2009 Minutes

Members present – Debbie Rosso, Frank Wright, John Park, Mike Reagan, Carole Garrett. Rosemary Dorow, Project Manager, also attended.

Homeowners’ Forum - attended by: Teresa Park, Nancy Cherry, David Zimmer, Ben Forsythe.

The minutes from the annual meeting held on June 4, 2009 were not available.

Debbie Rosso opened the meeting by stating out goals are to: maintain the appearance of the condos, keep property in good repair, work toward increasing out financial stability, and enforce the house rules.

Homeowner’ Forum – David Zimmer addressed the issue of incorporation; raising the question as to validity of forming new corporation when old entity still exists. He explained that we need to correct deficiencies in by-laws to conform to federal tax regulations. He discussed private letter rulings – only CPA’s or tax attorneys can handle. He also raised questions about our insurance coverage. Would we be covered individually or collectively? Should we obtain more insurance or dissolve entity formed? This issue was tabled until August meeting when our insurance agent, Tom Hoddinott will be attending.

Frank Wright commented that the attorney we previously had, Sarah Palmara, did not do a good job representing us. We will actively look for a new attorney familiar with condo rules and regulations.

Treasurer’s report – Frank Wright advised the board members to refer to his e-mail report. He did state that there had been no drain on reserve funds. Frank Wright suggested that since out reserve funds (CD’s) were earning a nominal amount of interest we consider paying off our loan with BB&T in full. We could then arrange for a line of credit in the amount of $50,000.00 for emergencies only. Frank Wright and Debbie Rosso will meet with BB&T to discuss these issues.

Mike Reagan raised the issue of limited common elements as stated in the by-laws. A very lengthy discussion ensued. Following the discussion; Rosemary Dorow gave the Manager’s Report, and asked how we wished to handle bills submitted by On Target, David Warren’s very unsafe back deck and Rob Poellnitz’s shed and leaks. Again there followed a lengthy discussion.

Debbie Rosso will appoint someone to work with her to review On Target’s bills to see if we do owe anything since On Target was paid for work not completed by the previous board.

Frank Wright moved that we send a letter to David Warren advising him that we plan to enforce the by-laws regarding limited common elements. A letter should be sent advising him that he should have the work done himself or the board will get the work done and bill him. This must be done within 60 days. Carole Garrett seconded the motion and it was voted on and unanimously passed. Rosemary Dorow was directed to draft and send a letter to the Warrens advising them of our decision. Debbie Rosso suggested that in this letter we tell them that under no circumstance is anyone to go on their deck until the problem is corrected.

Frank Wright suggested an annual review of the management contract.

The problems at Unit 159 were addressed. Debbie Rosso made the comment that the water problem has not been resolved and OnTarget should not have been paid. Rosemary added that On Target should be paid because they did as they were supposed to: dig the hole, fill it back up, but that left the problem still unsolved. This item will be on the August agenda.

Rosemary Dorow said that from now on the only bills that Prudential will pay without board approval are as follows:
Management fee
Electricity
Insurance bills
Monthly yard maintenance
The board agreed that any bills will be approved before payment. The entire board agreed that we are very happy with our current yard service.

Rosemary Dorow asked about Andrews Roofing’s bills. Board agreed to pay them with the notation that Board felt the hourly rate was too high and Rosemary Dorow should have questioned it before presenting it to the Board.

Rosemary Dorow asked the Board what to do about the 3rd floor balcony on Unit 107. This will be looked into and discussed at the August meeting.

The discussion then came back to limited common elements. Rosemary Dorow suggested that we are allowed to have planning meetings. The Board needs to decide how to handle a letter to the homeowners apprising them of the enforcement of the by-laws. Carole Garrett suggested that we point out in our letter that this means we will not have to continue to have assessments and will be able to fund the reserves. A planning meeting will be held prior to the August meeting to decide how to handle this situation.

The next regular board meeting will be held on August 3, 2009 at 6:30p.m. at Frank Wright’s house.

The meeting adjourned at 10:20p.m.

DRAFT Minutes from the Annual Meeting held June 4th, 2009

2009-09-18T14:00:00.001-04:00

Crawford Bay at Olde Towne
Community Annual Meeting
June 4, 2009

Board Members Present - David Warren, Frank Wright, John Park , Franklin Marzullo and Rob Poellnitz. Rosemary Dorow of GSH Management was present.

Unit owners present / proxies represented – 101, 103, 109, 111, 113, 115, 117, 119, 121, 123, 125, 127, 129, 131, 133, 137, 139, 143, 145, 147, 155, 157, 159

* 24 ballots; 15 homeowners present + 9 proxies

Approval of Minutes – The minutes from the previous year’s annual Meeting were not located, therefore no approval was required.

President’s report – David Warren distributed his report to the group and delivered the content to the group. A summary of the past year’s accomplishments included:

* Established community committees which became active. Of note the AR Committee and the Community Welfare and activities Committee
* New web page created by Peter Stinson (www.crawfordbay.blogspot.com)
* Change in deductible for condo master hazard policy
* Completed reserve projects
* Established 15 month maintenance contract with On Target Home Services
* Ceased doing business with Araden Contracting
* Crawford Bay at Olde Towne became incorporated
* Established best financial practices for the community
* Developed a policy statement for investment for the reserve funds

Treasurer’s Report – Frank Wright presented his annual summary of the Community’s financials. His report included:

* A narrative covering a summary of the financial statements
* The financials outlining a breakdown of the income and expenses in the reserve account
* A summary of the monies in the checking; CD and loan accounts with BB&T
1. Checking account balance as of 6/2/2009 - $2,805.81
2. Treasury CD balance as 6/2/2009 - $61,323.24
* In late 2007, the Board committed to a discipline of transferring $1,500 per month from the Operating Account to the Reserve Account. This was accomplished through February 2009. Since that time no transfers have been made due to the unusually high demands for maintenance expenditures on the Operating Account

It was moved that the report be approved and it was unanimously approved by the attendees.

Managing Agent’s Report – Rosemary Dorow distributed a package to the attendees that included a summary of the Operating Account with detail of expenditures.

* Funds owed to the Association as of 5/31/2009 - $1,630.00
* Outstanding balance of loan as of 5/22/2009 - $33,923.89 (maturity date 12/8/2010)
* Income Summary balance as of 5/31/2009 - $9.38
* Summary of 2009 Operating Budget with year-to-date expenses as of 5/31/2009 was also distributed and reviewed

Questions and Answers:

1. From Teresa Park: Questioned the quality of the fence and shed repairs to her unit. She asked if there was any recourse against the contractor (Araden) that Performed the work. Davis responded that the Board was looking into that.

2. Mike Davis: Requested a verbal summary of the financials(a what does this mean to the Community) which David suggested a special assessment may be required in order to meet all the obligations and required maintenance for at Crawford Bay during this budget cycle.

There were no other questions

David Warren thanked Franklin Marzullo, John Park and Rob Poellnitz for their service on the Board this past term.

Election of Board of Directors for 2009-2010:

* Rosemary offered the names of the community members who were on the ballot. They were:
1. Carol Garrett
2. Mike Regan
3. Debbie Rosso
4. David Warren
5. Frank Wright
* David Warren solicited any nominations to the ballot. Debbie Rosso nominated John Park and he agreed to have his name added to the ballot
* Each candidate was asked to share their qualifications with the group and in turn (David Zimmer spoke for Mike Regan), each candidate presented to the group
* The vote was conducted and the results were tabulated by Rosemary Dorow and Brian Freeman
* The new board members were announced to the group. They are:

1. Debbie Rosso (President)
2. Carol Garrett
3. Mike Regan
4. Frank Wright
5. John Park

There was no other business discussed and the meeting was adjourned.

Submitted by

Rob Poellnitz, Secretary (outgoing)

Posted 9/18/2009 as received 9/10/2009 from the Board President. These minutes are draft minutes. Homeowner annual meeting minutes must be approved by a quorum of homeowners and will be presented for acceptance at the next homeowner's meeting.

Notice from the President of the Homeowners' Association

2009-09-03T12:10:00.000-04:00

Change of Property Manager
As of September 30, 2009 Prudential Towne will no longer be the property manager for Crawford Bay. The board will vote on the proposed new management company, The Select Group, at its September 8th meeting being held at Frank Wright’s home in Unit 139 at 6:30 p.m. The board has interviewed several management companies and spoken with The Select Group’s references. Your October condo fee payment should not be sent to Prudential Towne and you will be advised of where to send your payment in the near future.

Updates
The newly elected board has worked diligently on many areas during the past few months for the betterment of our community. We are working our way through many long term challenges. The board is working hard so please try to thank them when you see them out and about for the hours they spend working for us! Below are some of the things we have accomplished in a short period of time.

GREAT NEWS - We are debt free! The loan was paid off on August 4, 2009. This enables us to add to the reserve account to increase its balance.

NEW MAINTENANCE CREW – You may have noticed that Henry “Skeeter” Moore and his son Dennis have been cleaning, prepping, priming, painting and caulking our windows and doors and making some exterior repairs. They both will be working 40 hours each week for the next few months at our complex and using rainy days to work in their shop to re-screen the screens for the windows, work on the wood and iron for the balconies, work on repairing our current signage, etc. They are conscientious and are doing a thorough job. We feel lucky to have them working with us. Please feel free to thank them when you see them and let them know that we appreciate what they are doing for us. (Note: They both have a sweet tooth so if you ever bake some goodies, surely they would love a treat now and then.)

LEAKS – Many long time, unattended leaks have been identified and repaired after many hours of investigation!!! We know that we have more to deal with, we apologize if we have not yet repaired yours, we thank you for your patience but we will get to anyone still having problems very soon if you have contacted the new board.

SIDEWALKS AND PORCHES - We had the sidewalks, steps and porches pressure washed – they look much better and we hope to keep it up as needed. Skeeter and Dennis repaired the bricks in the sidewalk along Crawford Parkway – the sidewalk was hazardous and now looks great and is safe! They did a great job.

LANDSCAPING - Rick’s crew will be working on the landscaping this fall and spring planting, transplanting, mulching, etc. to make our grounds look much, much better after years of minimum attention.

Thanks – Carole, Debbie, Frank, John, and Mike

September Board Meeting: September 8th

2009-09-02T05:16:00.001-04:00

The next Board meeting is Tuesday, September 8, at 6:30 PM at unit 139.

A little Q & A

2009-07-30T19:01:00.002-04:00

Here's a little Q & A... first, a question to me.

Q: All the young farts around here might understand the difference between a static website and a blog, but I'm not sure I do (I doubt I'm alone in that). Help us understand how they relate to each other, and the specific needs each might meet.

A: Great question. In a nutshell, a blog is a series of individual posts in reverse chronological order. The newest is on top. (Okay, so if you go to our blog you see that there's a post which has been on top forever. That's because I dated it in the future because I wanted it to stay on top for a while. I like the picture). Also, with a blog it's easy to feed the posts to a RSS feed or an email address (I'm willing to bet that if you live in our little community, you're reading this by email). A static website, such as I'm proposing at here is good for content that doesn't change frequently. For instance, I'd love to have the bylaws posted electronically along with the buyer's package. Those don't change much and are good for a static website. If you'd like to see the difference (maybe), you can check out my little piece of the Internet at www.PeterStinson.com.

Now, you might be wondering why we don't have a cool web address like that. Simple: we just haven't bought one yet. At the moment, both our website and our blog are free, thanks to Google. We could spend a couple of bucks a year for a unique URL (website address), but other than that, there's no reason to shell out any money. Everything at my little piece of the Internet (aside from the custom URL) is free...

Now, a couple of questions to the president of the homeowners' board.

Q: I have some some furniture that I want to get rid of. I've seen some furniture just left on the street. What's the deal.

A: The City does bulk wast pickup (see here). Only one item at a time should be left out in front of one’s unit on the day of bulk pick up but it is very important to call bulk pick up first to find out what day they will pick up and leave it out that day only or no sooner than the evening before.

Q: What do I do if I have more than one vehicle? Where can I park it if I can't use the extra parking here in Crawford Bay?

A: I know several people who have more than 2 vehicles who rent spaces in one of the parking garages in Olde Towne. Everyone was told they only have 2 spaces when they purchased their units. I feel it is inconsiderate to park in spots that the unit is for sale. If an agent wants to bring a prospective buyer it does not leave them a convenient place to park. Would you park in someone’s garage if their house was vacant and for sale? Also, you may also park on anywhere in Olde Towne (such as on Middle or North Streets) if you have a parking sticker on your car. As a resident here at Crawford Bay, you are also an Olde Towne resident and entitled to parking stickers for your cars. Parking permits are available at City Hall.

Q: When is the next board meeting?

A: The August board meeting will be held this Monday night, August 3^rd in unit 139. The homeowner’s forum begins at 6:30.

Board meeting this coming Monday

2009-07-30T18:45:00.000-04:00

To all, the August board meeting is MONDAY, August 3, 2009, at 6:30 PM at unit 139...

My apologies to all for the delay in posting (Rosemary got word to me four days ago); I've been on staycation...

Building a new website for Crawford Bay

2009-07-12T00:00:00.000-04:00

I'm putting together a static website to complement this blog. You can find the site here. Let me know what you think ought to be on the website.

Meeting Announcement -- July 2009 Board Meeting: Monday, July 13th

2009-07-06T13:36:00.003-04:00

The July 2009 Board of Directors meeting will be held Monday, July 13th, at 6:30PM in unit 139...

Board of Directors - Minutes of the May 14th Meeting

2009-07-06T13:34:00.000-04:00

Crawford Bay at Olde Towne

Board of Directors Meeting

May 14, 2009

Members Present - David Warren, Frank Wright, John Park , and Rob Poellnitz. Rosemary Dorow of GSH Management was present.

Homeowner’s Forum – Attended by Benny Forsythe, Debbie Rosso, Teresa Park, and David Zimmer.
No comments from attendees.

Approval of Minutes – The minutes from the Board meeting were previously approved prior to the meeting and distributed by the managing agent.

Meeting with maintenance contractor – Mike Frady of On Target Home Services was asked to attend the board meeting to discuss questions specifically about “double-paying” for work items on the maintenance contract vs. emergent work that required his attention.

The Board asked Mr. Frady to provide an estimate for the work that he believes will be required in the community beyond the work stipulated in the maintenance contract
Mike voiced concerns about payment being held up by the AR committee for mortar work that is not part of the maintenance contract
Mr. Frady has asked to be present for any inspections of his work by the AR committee
MR. Frady discussed concerns about the powder coated railings rusting. Met with VanWinn Coatings to determine what was causing the problem. It was determined that the rust is a direct result of the railings being hollow and not completely sealed. He reported that it would cost an additional $250-$300 to seal weld the existing baluster bases.
The Board asked Benny Forsythe for any referrals for window replacements
Mike also reported that Ms. Buxton’s 2^nd floor ceiling appears to be water tight and that the 3^rd floors stills seems to be leaking around the chimney

Treasurer’s Report – Rosemary presented the report from an email from Frank as of 5/11/09:

Checking account balance $2,805.81
CD balance (9760) $15,539.97
CD balance (9779) $45,778.88
Loan balance $35,241.59

Frank report that both CD’s had matured and the full amount ($61,323.24) is now in CD (9760)

It was also reported that based upon a shortage of funds in the operating account, that no funds were transferred to the reserves for the second month in a row.

Committee Reports –

Rules and Variance - Nothing to report
Community Activities – Nothing to report
Community Watch – Nothing to report.

Manager’s Report – Rosemary distributed and reviewed the income summary and addendum. Balance on the Operating Budget as of 516/2009 is $2,228.38.

Rosemary reported that she has been unsuccessful in receiving a response form Les at Araden for the outstanding repair work that has yet to be completed.

The maintenance document was reviewed buy the group.

Old Business:

David presented the principles for managing the investment of the reserve funds. It was moved that the document be approved and it was confirmed by unanimous vote.

Three quotes for the parking lot repair were received and reviewed. Action was deferred to after the installment of the new board of directors.

New Business:

The next meting, the Annual Meeting, was confirmed for 6/4/2009 at 6:30.

David asked all board members to submit their intention to run for the board in the coming year to Rosemary no later than May 1, 2009.

The Board discussed unit(s) that were in arrears with their dues during closed executive session.

There was no other business discussed and the meeting was adjourned.

Submitted by

Rob Poellnitz, Secretary

New Board Installed

2009-07-02T19:15:00.002-04:00

The new homeowners' association board has been installed. Our new leadership:

Debbie Rosso – President

Carole Garrett – Secretary

Frank Wright – Treasurer

John Park - Member-at-large

Mike Reagan – Member-at-large

Board meetings are tentatively scheduled for the first Tuesday of each month at 6:30PM at unit 139... however, the meeting for July is likely going to be Monday, July 13th.