EMORY CHASE CONDOMINIUMS

Minutes of August 2009 Meeting

2009-09-20T13:58:00.001-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
August 6, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu, Phil Smith, Norma MacDowell, Robert Brown
Others Present: Scott Carter

I. Call to Order
Matt Rosenberger called the meeting to order at 7:04 p.m.
II. Approval of the Minutes
MOTION: Robert Brown moved to approve the minutes of July 1, 2009. Phil Smith seconded the motion.
ACTION: Passed
III. Homeowner Concerns (10 minutes)
No homeowners were present.
IV. Landscaping Report (Jean Woodall – Chairman)
No landscaping report.

V. Financial Report
Checking 1,432
Reserve 51,146
Reserve – CD 43,606
Total Assets $96,184

A letter will be mailed to owners regarding some stricter mortgage guidelines on delinquent accounts.

VI. Old Business
A. Dumpster Fence
The dumpster fencing should be installed next week
B. Building #11 – Crawl Space Water
The sump pump has been repaired
C. Rules & Regulations Review – Pending
D. Stair Rail Support Brackets
The support brackets have been installed in all buildings.
E. Comcast Cables
The hanging cable by building 11 was secured. The cable by building 17 was reported to Comcast. A bucket truck will be needed to secure this cable.
F. Building #6 Repairs
The floor joists on unit 6A need to be better supported. The cost to install supports for the living room, dining room and kitchen will be $1,565. This includes jacking up the floor and installing the supports. There is no guarantee that the floor will be made perfectly level, but this will improve the floor and prevent any further deterioration.
G. Recycling
See section below for Motions.
I. Common Area Windows
Tim Beattie with Pella Windows made a presentation to the Board regarding. He will need to update the pricing for double hung windows.
Pella $1,026 per building (Triple Unit – single hung)
U.S. Windows $1,125 per building (Triple Unit) as of September 2008

VII. New Business
A. Georgia Power Tree Trimming
Georgia Power is trimming some trees near the power lines.
B. Unit 11B – Possums
There have been possums entering into unit 11-B. A contractor inspected the crawl space and closed up any obvious areas where the possums could enter the crawl space.
C. Unit 8-D – Replacement Windows
The Board granted permission for the owner of 8-D to replace his windows with windows that matched those previously provided by U.S. Window.
D. Landscape Architect Report
The Board discussed the landscape architect report. The Board has asked for a bid to provide a complete plan for the community that would include providing adequate drainage.

VIII. Homeowner Discussion (10 minutes)

IX. MOTIONS
MOTION: Robert Brown moved to start a recycling program with City of Decatur. The association will be charged for 5 Herby Kirby’s. However, 2 will be placed at each dumpster area.
ACTION: Norma MacDowell seconded the motion.

X. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

XI. Adjournment

Minutes of July 2009 Meeting

2009-08-29T09:44:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
July 2, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu (absent), Phil Smith, Norma MacDowell, Robert Brown
Others Present: Scott Carter, Dwain Warrior, Stephanie

I. Call to Order
Matt Rosenberger called the meeting to order at 7:02 p.m.

II. Approval of the Minutes
MOTION: Robert Brown moved to approve the minutes of June 4, 2009. Matt Rosenberger seconded the motion.
ACTION: Passed

III. Homeowner Concerns (10 minutes)
· Landscaping – concerned about the hedges not being cut in front of building #16
· Concerned about lack of maintenance on apartment building to the right of Emory Chase.

IV. Landscaping Report (Jean Woodall – Chairman)
Matt Rosenberger read the landscaping report.

V. Financial Report
Checking 14,773
Reserve 51,103
Reserve – CD 43,606
Total Assets $109,482

VI. Old Business
A. Parking Lot Sealcoating - PENDING
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Dumpster Fence
The Board conducted a survey for what style and color of privacy fencing to put around the dumpster at building 17. The consensus was to install two 6 foot panels of dog eared wood fencing with semi-transparent baked brick stain made by Cabot.
D. Painting of Foyers
The painting of the foyers has been completed.
E. Building #11 – Crawl Space Water
This project remains under investigation. Some landscaping blocks have been placed on the left side of the building to divert rain water from flowing into the crawl space. In addition, the existing sump pump behind unit 11A is not working and will be repaired.
F. Rules & Regulations Review - Pending

VII. New Business
A. Stair Rail Support Brackets
The existing railing supports are sharp and present a health hazard. A new standard rail bracket was installed on the railing of building 12. A bid was presented to install similar brackets on the remaining buildings at a cost of $450.
B. Gutter Cleaning
The gutters will be cleaned on Monday, July13, 2009.
C. Comcast
Cable hanging wire by building 11
Hanging wire at building 17
D. Building 6
The crawl space was inspected. The report should be available in a few days.
E. Foyer Windows
Scott Carter will contact Pella about the cost of replacing the foyer windows.
F. Roof Corners & Soffit
Taylor Commercial inspected the soffits and gutters and made repairs as necessary. The roof corners on buildings 11 & 14 need to be checked to see if they were corrected.
G. Water Pressure
The water pressure for building 6 needs to be increased.
H. Recycling
The Board continues to research the possibility of providing recycling at Emory Chase. A 95 gallon Herby Kerby for each dumpster will cost $180 per receptacle per year.

VIII. Homeowner Discussion (10 minutes)

IX. MOTIONS
MOTION: Robert Brown moved to accept the bid from ArborMedics for tree work in the community. Phil Smith seconded the motion.
ACTION: Passed

MOTION: Robert Brown moved to approve the contract with Falling Leaves Landscaping. Norma MacDowell seconded the motion.
ACTION: Passed

MOTION: Matt Rosenberger moved to install two 6 foot panels of dog eared wood fencing with semi-transparent baked brick stain made by Cabot. Norma MacDowell seconded the motion.
ACTION: Passed

MOTION: Phil Smith moved to install new railing support brackets on buildings 1-11 and 13-19 at a cost of $450. Matt Rosenberger seconded the motion.
ACTION: Passed

X. Executive Session – 8:00 p.m.

XI. Adjournment

Minutes of June 2009 Meeting

2009-08-29T09:42:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
June 4, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu, Phil Smith, Norma MacDowell, Robert Brown
Others Present: Scott Carter, Carol Adams, Dwaine Warrior, Francis President, Iris Pollack, Johan

I. Call to Order
Matt Rosenberger called the meeting to order at 7:05 p.m.

II. Approval of the Minutes
MOTION: Robert Brown moved to approve the minutes of May 7, 2009. Norma MacDowell seconded the motion.
ACTION: Passed

III. Homeowner Concerns (10 minutes)
· Recycling – Latham has a contract to provide recycling services with the City of Decatur. Francis President has done some research regarding , options bin per household, Herby Kerby (one per building); 8 yard container for whole complex
· Iris Pollack (14-C) concerned about window screens on new windows not being the appropriate size. U.S. Window was contacted but they have not yet responded. 13-C has same problem..
· 17D has for sale sign in the window. Scott Carter will contact the real estate company to have the sign removed.
· Remodeling Guidelines – owner wanted to know when the remodeling guidelines would be distributed to the community.
· Question about converting the laundry/storage building behind building #10 to a community room.
· Owner not interested in having the parking lot sealed, would prefer to have the common area windows replaced.
· Owner would like landscaping improvements including flowers at the entrance.
· Owner feels that it was not appropriate according to the Declaration to have a special assessment to paint the foyers.

IV. Landscaping Report (Jean Woodall – Chairman)
The landscaping report was read.

V. Financial Report
Checking 18,101
Reserve 51,061
Reserve – CD 43,606
Total Assets $112,768

VI. Old Business
A. Parking Lot Sealcoating - PENDING
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650

B. Dumpster Fence
Matt Rosenberger will post information in the foyers of Buildings 15 thru 19 for the homeowners to review and provide their preferences.

D. Painting of Foyers
The Board will vote by email if the painting of building #19 is acceptable for the painting to continue with the rest of the buildings.

E. Building #11 – Crawl Space Water - PENDING
The Board is still trying to figure out the best way of solving the drainage problem. Phil Smith will try to make an inexpensive repair. A drainage expert may be hired as a consultant.

VII. New Business
A. Rules & Regulations
The Board will have a work session meeting to review the rules.

VIII. Homeowner Discussion (10 minutes)
There was no additional homeowner discussion.

IX. Board Actions For This Meeting
MOTION: Norma MacDowell moved to fund the cutting of the vines at the base of the trees to prevent the vines from killing the trees. There will be approximately 12 trees at $35 per tree. Robert Brown seconded the motion.
ACTION: Passed

X. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

XI. Adjournment
The meeting adjourned at 8:33 p.m.

Minutes of May 2009 Meeting

2009-08-29T09:41:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
May 7, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu, Phil Smith, Norma MacDowell
Others Present: Scott Carter

I. Call to Order
Matt Rosenberger called the meeting to order at 7:05 p.m.

II. Approval of the Minutes
MOTION: Matt Rosenberger moved to approve the minutes April 1, 2009. Norma MacDowell seconded the motion.
ACTION: Passed

III. Homeowner Concerns (10 minutes)
No homeowners were present.

IV. Landscaping Report (Jean Woodall – Chairman)
Phil Smith read the landscaping report.

V. Financial Report
Checking 14,226
Reserve 51,011
Reserve – CD 43,606
Total Assets $108,843

VI. Old Business
A. Parking Lot Sealcoating - PENDING
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650

B. Dumpster Fence
Options for the fence will be shown to the nearby residents.

D. Painting of Foyers
Apple Paint Company 450.00 per building = $ 8,550 (bid withdrawn)
P3 Painting & Renovations 700.00 per building = $ 13,300
Blas Painting 800.00 per building = $ 15,200
Preventive Maintenance 800.00 per building = $ 15,200
Southern Perfection Painting 1,075.00 per building = $ 20,425
Allatoona Renovation and Repairs 947.36 per building = $ 18,000
Link Construction Services 920.00 per building = $ 17,480

E. Building #11 – Crawl Space Water - PENDING
Professional Concrete - $2,500 minimum charge
Bob Alderton – concrete blocks 4” thick, 8” wide, 12” long –laid in concrete (65 feet) - $600
Before deciding on how to make the repairs, efforts will be made to observe the water flow in the area during a heavy rain storm.

F. Remodeling Procedures
See motion below.

VII. New Business
A. Rules & Regulations
The rules will be reviewed at the next meeting.

B. Pool Parking
Venetian Pools has requested the use of the parking lot for June 2nd and June 23rd. As compensation, the Board will request 3 pool passes per unit.

D. Open Board Position
Ryan Hayes has resigned from the board because he relocated out of the area.

VIII. Homeowner Discussion (10 minutes)
No homeowners were present.

IX. Board Actions For This Meeting

MOTION: Matt Rosenberger moved to hire P3 Painting to paint the foyer for building #19 and to continue with the rest of the building foyers if the painting of building #19 is acceptable. Phil Smith seconded the motion.
ACTION: Passed

MOTION: Harold Belyeu moved to adopt the remodeling procedures (attached). Norma MacDowell seconded the motion.
ACTION: Passed

MOTION: Phil Smith moved to appoint Robert Brown to fill the open Board position. Matt Rosenberger seconded the motion.
ACTION: Passed

X. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

XI. Adjournment

Minutes of April 2009 Meeting

2009-08-29T09:39:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
April 1, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu, Phil Smith, Norma MacDowell, Ryan Hays
Others Present: Scott Carter, Frances President, Yohan Harper

I. Call to Order
Matt Rosenberger called the meeting to order at 7:06 p.m.

II. Approval of the Minutes
MOTION: Ryan Hays moved to approve the minutes of the March 4, 2009 Board meeting as amended to state: Norma MacDowell seconded the motion.
ACTION: Passed.

III. Homeowner Concerns (limited to 20 minutes)
· Question was raised about having recycling available at Emory Chase. The Board will be researching this further.
· Frances President had requested permission to install bricks on top of the concrete common area between 17A & 17B. The request was denied because the common areas are the legal responsibility of the Association and any permanent or semi-permanent alterations add undue exposure in the form of increased liability, maintenance and inconsistency in aesthetic standards.

IV. Landscaping Report (Jean Woodall – Chairman)
· The apartment complex removed a tree on their property but left part of the tree in the creek.
· Jean will be asked to make a proposal to redirect the water flow and for plantings for the mud area behind Building #19 where the perimeter road ties into the parking lot.
· Jean recommended that mondo grass be planted water the water is washing out the dirt near Building #16.

V. Financial Report
Checking 3,953
Reserve 50,957
Reserve – CD 43,606
Total Assets $ 98,516

VI. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Speed Bumps
All speed bumps have been installed.
C. Dumpster Fence
Pending.
D. Painting of Foyers
Apple Paint Company 450.00 per building = $ 8,550
Blas Painting 800.00 per building = $ 15,200
Southern Perfection Painting 1,075.00 per building = $ 20,425
Allatoona Renovation and Repairs 947.36 per building = $ 18,000
Link Construction Services 920.00 per building = $ 17,480
P3 Painting & Renovations 700.00 per building = $ 13,300
MOTION: Matt Rosenberger moved to hire Apple Paint Company to paint building #19. Phil Smith seconded the motion.
ACTION: Passed
E. Building #11 – Crawl Space Water
Professional Concrete - $2,500 minimum charge
Bob Alderton – concrete blocks 4” thick, 8” wide, 12” long –laid in concrete (65 feet) - $600
F. Remodeling Procedures

Scott Carter passed out a draft of some remodeling procedures. The Board will review these over the next month.
G. Building #18 Awning
The awning was repaired.

VI. New Business
A. Venting
MOTION: Matt Rosenberger, Phil moved that if any venting is necessary (dryers, etc.) for first floor units, the approved location will be in the crawl space area between the two air conditioning units in the rear of the building subject to all plans and specifications of the project being approved by the Board.
ACTION: Passed
B. Owner Participation at Board Meetings
For future meetings there will be approximately 10 minutes allotted for owner comments at the beginning of each meeting and approximately10 minutes at the end of meeting. All motions will be held until after the 2nd owner participation period.

VII. Executive Session – 8:00 p.m.

VIII. Adjournment

Minutes of March 2009 Meeting

2009-08-29T09:38:00.001-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
March 4, 2009

Board Members Present: Matt Rosenberger, Harold Belyeu, Phil Smith, Norma MacDowell, Ryan Hays (absent)
Others Present: Scott Carter, Frances President

I. Call to Order
Matt Rosenberger called the meeting to order at 7:05 p.m.

The Board appointed the following officers for 2009:
Matt Rosenberger – President
Harold Belyeu – Vice President
Phil Smith – Secretary/Treasurer

II. Approval of the Minutes
MOTION: Norma MacDowell moved to approve the Board Meeting minutes of February 4, 2009 and the Annual Meeting minutes of February 19, 2009. Matt Rosenberger seconded the motion.
ACTION: Passed

III. Homeowner Concerns (limited to 20 minutes)
Frances President was present to talk to the Board about the half bath she is building in bedroom. She stated that she is currently out of funds and the work on the bathroom has stopped. The Board expressed concerns that several different plans had been submitted to the City of Decatur. Frances stated that at this time she is only pursuing the plans for the half bath as originally proposed. The Board asked permission to inspect the work that has been performed so far. Frances stated that she would not permit anyone but the City of Decatur to inspect the interior work. Matt Rosenberger said he would contact Rick Logan from the City of Decatur and try to arrange a meeting at building 17. The purpose of the meeting will be to determine where the vent exhaust will go through the crawl space wall as required by code.

IV. Landscaping Report (Jean Woodall – Chairman)
No report

V. Financial Report
Checking 10,342
Reserve 50,903
Reserve – CD 43,606
Total Assets $ 104,851

VI. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Speed Bumps
11 speed bumps have been installed. Two additional speed bumps will be installed soon.
C. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
D. Dumpster Fence
Pending.
E. Painting of Foyers
Apple Paint Company 450.00 per building = $ 8,550
Blas Painting 800.00 per building = $ 15,200
Southern Perfection Painting 1,075.00 per building = $ 20,425 will match $8,550
Three additional bids should be available by the middle of next week.
F. Building #11 – Crawl Space Water
Instead of building a retaining wall/planter around the left side of building #11, it has been suggested to install a concrete curb along the perimeter road in that area. Bids will be obtained. There is also another area that may need a curb by buildings 15 & 16.
G. Roof Shingles turning up on edges
Reliable Roofing is scheduled to inspect the shingles (esp. building 14) next week.
H. Storage Room Repairs
The broken windows and the storage room door will be repaired next week.
I. Stone House Flood Insurance
The flood insurance was purchased for $242.

VI. New Business
A. Building #5 – Settlement Cracks
The building will be checked to see if the settling is normal.
B. Remodeling Procedures
Scott Carter will work with Harold Belyeu to develop a draft of the remodeling guidelines for Emory Chase.
C. Building #18 Awning
The awning on Building 18 needs to be inspected to see what repairs are needed.
D. Assignment of Buildings
At the next meeting the Board will assign buildings to each Board member to oversee.

VII. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

VIII. Adjournment
The meeting adjourned at 8:40 p.m.

Minutes of February 2009 Meeting

2009-08-29T09:36:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
February 4, 2009

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Ryan Hays, Reinhart Breckner (absent)
Others Present:

I. Call to Order
Robert Brown called the meeting to order at
II. Approval of the Minutes
MOTION: Norma MacDowell moved to approve the minutes of the January 7, 2009 Board meeting. Ryan Hays seconded the motion.
ACTION: Passed

III. Homeowner Concerns (limited to 20 minutes)

IV. Landscaping Report (Jean Woodall – Chairman)
Mondo grass will be planted in certain areas in the community.

V. Financial Report
Checking 14,914
Reserve 50,844
Reserve – CD 43,606
Total Assets $ 109,364

VI. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Emory Chase signage
Pending.
C. Speed Bumps
11 speed bumps have been installed. Two additional speed bumps have been ordered.
D. Retaining Wall
Pending - A bid will be obtained for the reserve study.
E. Special Assessment - Building Foyer Windows
Pending. U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers.
F. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
G. Sidewalk Drain - Building #16
A sidewalk drain has been installed.
H. Dumpster Fence
Pending. Pictures to be distributed pictures at Annual Meeting.
I. Painting of Foyers
Apple Paint Company 450.00 per building = $ 8,550
Blas Painting 800.00 per building = $ 15,200
Southern Perfection Painting 1,075.00 per building = $ 20,425 will match $8,550
The painting should be done in late March.
J. Building #11 – Crawl Space Water
Bob Alderton is meeting with Jean Woodall Saturday morning to go over the design of a retaining wall/planter intended to divert rain water away from the crawl space.
K. Dumpster Repairs
Dragon Containers Each 5 Containers
New (forest green) $ 810 plus delivery & taxes $ 4,431.75
Repair bottom/casters $ 325 plus delivery & taxes $ 1,825.00 plus taxes
Replace Trunion Bar (2) $ 250.00

MOTION: Matt Rosenberger moved to approve the purchase of new dumpsters. Ryan Hays seconded the motion.
ACTION: Passed
L. Roof Shingles turning up on edges
Reliable Roofing will be inspecting the roof shingles, especially building 14.
M. Audit for 2008
The 2008 accounting records have been turned over to the CPA for the audit.

VI. New Business
A. Storage Building Behind Building #10
There were two break-ins during the last two weeks. Burglar bars have been installed on all windows. The door to the storage bins will be repaired. Repair any broken windows over washing machine.
B. Stone House Flood Insurance
The elevation has been submitted to the insurance company.

VII. Executive Session – 8:00 p.m.
A. Past Due Accounts
The past due accounts were reviewed.

VIII. Adjournment
The meeting adjourned at 8:16 p.m.

Minutes of January 2009 Meeting

2009-08-29T09:35:00.001-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
January 7, 2009

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Ryan Hays, Reinhart Breckner (absent)
Others Present: Scott Carter, Kim Farmer & Katie 10-B, Francis President, 12A

I. Call to Order
Robert Brown called the meeting to order at 7:03 p.m.

II. Approval of the Minutes
MOTION: Matt Rosenberger moved to approve the minutes of December 3, 2008. Ryan Hays seconded the motion.
ACTION: Passed

III. Landscaping Report (Jean Woodall – Chairman)

IV. Financial Report
Checking 6,713
Reserve 50,780
Reserve – CD 43,606
Total Assets $ 101,099

V. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Emory Chase signage
Pending.
C. Speed Bumps
Pending – The speed bumps have been purchased.
D. Retaining Wall
Pending - A bid will be obtained for the reserve study.
E. Special Assessment - Building Foyer Windows
Pending. U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers.
F. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
G. Sidewalk Drain - Building #16
Pending. A sidewalk drain will be installed so ground water can run into the parking lot.
I. Crawl space – Building #6
* Three 2”x8” joist blocks will be installed under the plywood seams that transition from the living room to the kitchen area - $275.
* Proposed drain grate rear left corner to be tied into storm drain
J. Dumpster Fence
Pending. Distribute picture
K. Building #3 – Storage Room
The storage room was observed during a rain storm. Water was only entering through the entry door to the laundry room.

VI. New Business
A. Annual Meeting
The Annual Meeting is scheduled for Thursday, February 19th at 7:00 p.m.

B. Painting of Foyers
Apple Paint Company 450.00 per building = $ 8,550
Blas Painting 800.00 per building = $ 15,200
Southern Perfection Painting 1,075.00 per building = $ 20,425 will match $8,550

C. Building #11
Chris Craft Construction will be submitted a bid to building a retaining wall/planter on the left side of building #11 designed to prevent water from getting into the crawl space.

D. Dumpster Repairs
Dragon Containers Each 5 Containers
New (forest green) $ 810 plus delivery & taxes $ 4,431.75
Repair bottom/casters $ 325 plus delivery & taxes $ 1,825.00 plus taxes
Replace Trunion Bar (2) $ 250.00

E. Audit for 2008
Mark Bryant, CPA will perform the 2008 audit. The cost will be $1,000.

F. Roof Shingles turning up on edges
Reliable Roofing will be asked to inspect the shingles, especially building 14.

VII. Executive Session – 8:00 p.m.
A. Past Due Accounts
The past due accounts were reviewed.

VIII. Adjournment

Minutes of December 2008 Meeting

2009-02-19T15:01:00.000-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
December 3, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner (absent), Ryan Hays
Others Present: Scott Carter

I. Call to Order
Robert Brown called the meeting to order at 7:00 p.m.

II. Approval of the Minutes
MOTION: Matt Rosenberger moved to approve the minutes of November 5, 2008. Ryan Hays seconded the motion.
ACTION: Passed

III. Landscaping Report (Jean Woodall – Chairman)

IV. Financial Report
Checking 10,038
Reserve 50,685
Reserve – CD 43,606
Total Assets $ 104,329

V. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Emory Chase signage
Pending.
C. Speed Bumps
Pending – The speed bumps have been purchased.
D. Retaining Wall
Pending - A bid will be obtained for the reserve study.
E. Special Assessment - Building Foyer Windows
Pending. U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers.
F. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
G. Sidewalk Drain - Building #16
Pending. A sidewalk drain will be installed so ground water can run into the parking lot.
I. Crawl space – Building #6
* Three 2”x8” joist blocks will be installed under the plywood seams that transition from the living room to the kitchen area - $275.
* Proposed drain grate rear left corner to be tied into storm drain
J. Dumpster Fence
Pending.
K. Building #3 – Storage Room
The storage room was observed during a rain storm. Water was only entering through the entry door to the laundry room.

VI. New Business
A. Annual Meeting
The Annual Meeting is tentatively scheduled for Tuesday, February 3rd at 7:00 p.m.

B. Property Inspection Report
The report was reviewed.

C. Building #11
Chris Craft Construction submitted bid to reduce water intrusion.
1. Meter room flooding - $1,225
2. Outside - $1,450

D. Roof Repairs
Harold Parker & Son’s Roofing inspected each building and sealed around all vent stacks penetrating the roof. The cost was $855. Miller Roofing provided a bid to remove, replace and re-shingle the heat stacks for $15,770.

E. Unit 17-B Remodeling Concerns
More information is needed to evaluate the placement of: (1) a wall penetration for bathroom vent; (2) a wall penetration for tankless hot water heater vent.

VII. Executive Session – 8:00 p.m.
A. Past Due Accounts

VIII. Adjournment

Minutes of November 2008 Meeting

2009-02-19T15:00:00.001-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
November 5, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Ryan Hays
Others Present: Scott Carter

I. Call to Order
Robert Brown called the meeting to order at 7:03 p.m.

II. Approval of the Minutes
MOTION: Norma MacDowell moved to approve the minutes of October 1, 2008. Ryan Hays seconded the motion.
ACTION: Passed.

III. Landscaping Report (Jean Woodall – Chairman)
There was no report for the last month.

IV. Financial Report
Checking 12,966
Reserve 50,478
Reserve – CD 43,606
Total Assets $ 107,050

V. Old Business
A. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
B. Emory Chase signage
Pending.
C. Speed Bumps
Pending – The cost of the 11 – nine foot speed bumps is $2,475 plus shipping.
D. Retaining Wall
Pending - A bid will be obtained for the reserve study.
E. Special Assessment - Building Foyer Windows
Pending. U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers.
F. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
G. Broken Window 14B
Pending. When the association receives the bill from the unit owner for repairing the window, the bill will be forwarded to the landscaping company for reimbursement.
H. Sidewalk Drain - Building #16
Pending. A sidewalk drain will be installed so ground water can run into the parking lot.
I. Crawl space – Building #6
Chris Craft Construction inspected the crawl space of building #6.
J. 2009 Budget
The Board held a budget work session on October 22, 2008. Scott Carter presented an updated draft at this meeting.
MOTION: Matt Rosenberger moved to adopt the 2009 budget with the dues at $261 for a two bedroom unit and $320 for a 3 bedroom unit. Reinhart Breckner seconded the motion.
ACTION: Passed

VI. New Business
A. Dumpster Fence
Pending. The design and layout of the fence are being determined.
B. Building 3 Storage Room
The storage room will be inspected to determine how rain and mud are entering into the storage room.

VII. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

VIII. Adjournment
The meeting adjourned at 8:23 p.m.

Minutes of October 2008 Meeting

2009-02-19T14:59:00.001-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
October 1, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Ryan Hayes
Others Present: Scott Carter

I. Call to Order
Robert Brown called the meeting to order at 7:00 p.m.

II. Board Opening
MOTION: Matt Rosenberger moved to appoint Ryan Hayes to fill the opening on the Board of Directors. Norma MacDowell seconded the motion.
ACTION: Passed

III. Approval of the Minutes
MOTION: Reinhard Breckner moved to approve the minutes of September 4, 2008. Ryan Hayes seconded the motion.
ACTION: Passed

IV. Landscaping Report (Jean Woodall – Chairman)
A. Dead Tree at 777-779 N. Parkwood Road
The tree has been removed. However, part of the trunk rolled down into the creek and can cause the creek to dam up.
B. No Trespassing Signs
Pending.
C. Tree Trimming & Removal
Pending.

V. Financial Report
Checking 11,289
Reserve 50,478
Reserve – CD 43,606
Total Assets $ 105,373

VI. Old Business
A. Concrete Drive Repairs
The concrete drive has been completed. Professional Concrete has requested an additional $225 for welding the cross bars to the vertical pipes which stop the dumpster from going off the back of the pad. The Board authorized payment of $125 for the welding.
B. Parking Lot Sealcoating
Pending until spring 2009
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
C. Emory Chase signage
Pending.
D. Speed Bumps
Pending – The cost of the 11 – nine foot speed bumps is $2,475 plus shipping.
E. Balcony and Railing Maintenance
Chris Craft Construction replaced 3 railing support posts (building 11, & 16).
F. Retaining Wall
Pending. A bid will be obtained for the reserve study.
G. Special Assessment - Building Foyer Windows
U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers.

MOTION: Robert Brown moved to change the purpose of the Special Assessment from replacing the foyer windows to painting the foyers. Ryan Hayes seconded the motion.
ACTION: Passed

H. Building #2 Sidewalk Pipe
Pending. Repairs will be made to a crushed pipe in the sidewalk.
I. Broken Window 14B
Pending. When the association receives the bill from the unit owner for repairing the window, the bill will be forwarded to the landscaping company for reimbursement.
J. Sidewalk Drain - Building #16
Pending. A sidewalk drain will be installed so ground water can run into the parking lot.
K. Crawl space – Building #6
Chris Craft Construction inspected the crawl space of building #6.
L. Unit 17-C, Electrical Problem
The contractors remodeling 17-A had cut wires belonging to the air conditioning system for 17-C. Repairs have been made. The owner of 17-A will reimburse the owner of 17-C.
B. Unit 17-A, Remodeling
The owner of 17-A is remodeling the unit. Scott Carter will talk to the owner to see exactly what is being done.

VII. New Business
A. 2009 Budget
The 2009 Budget was reviewed.
B. Block Party
The Board will be reviewing the request for a community block party in October.

VIII. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

IX. Adjournment
The next meeting will be held on Wednesday, November 5, 2008 at 7:00 p.m. in the conference room at the First Christian Church of Decatur.

Minutes of September 2008 Meeting

2009-02-19T14:56:00.000-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
September 4, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner (absent)
Others Present: Scott Carter, Francis President

I. Call to Order
The meeting was called to order at 7:10 p.m.

II. Approval of the Minutes
MOTION: Matt Rosenberger moved to approve the minutes of July 31, 2008. Norma MacDowell seconded the motion.
ACTION: Passed

III. Landscaping Report (Jean Woodall – Chairman)
A. Dead Tree at 777-779 N. Parkwood Road – Mike Wimberly (404) 551-2010
Pending. The City arborist (Ed Macey, 404-316-3546) looked at the tree and said it did not have to be removed until next spring. If the owner has not removed the tree at that time, the City will require the tree to be removed.
B. No Trespassing Signs
Pending. The signs will be installed soon.
C. Tree Trimming & Removal
MOTION: Matt Rosenberger moved to hire ArborMedics to remove the following trees: (1) the dying tree by the stream, (2) the pine tree next to Building #12 - $325; (3) remove the dogwood by Building #3 and tree trimming around the stone house - $775. Norma MacDowell seconded the motion.
ACTION: Passed

IV. Financial Report
Checking 11,757
Reserve 60,410
Reserve – CD 43,606
Total Assets $ 115,773

V. Old Business
A. Concrete Drive Repairs
Professional Concrete completed the repairs to the perimeter road; replaced the footer for the balcony support for unit 16-A; and installed a new dumpster pad between buildings 16 & 17.
Two angle irons will be welded between the two end posts to create a barrier to contain the dumpster on the pad.
B. Parking Lot Sealcoating
Dykes $9,097.50 includes $825 for repairs to scrapes
Asphalt Enterprises $7,425
Commercial Paving $6,650
C. Emory Chase signage
Pending - The Board is investigating possible designs for new entrance signage.
D. Speed Bumps
MOTION: Matt Rosenberger moved to order eleven 9-foot speed bumps. Norma MacDowell seconded the motion.
ACTION: Passed
E. Balcony and Railing Maintenance
Chris Craft Construction will be replacing 3 railing support posts (building 11, & 16).
F. Retaining Wall
Pending. A bid will be obtained for the reserve study.
G. Special Assessment - Building Foyer Windows
U.S. Window Factory – Replacement windows - $750 per foyer for 2 windows = $14,250 for all 19 buildings. $1,125 per foyer for 3 windows = $21,375. Code requires that tempered glass must be used in the common area foyers. At this time the Board has not determined whether to install the 2 or 3 window replacement system.

MOTION: Norma MacDowell moved to pass a Special Assessment of $200 per unit for the purpose of installing replacement windows in the foyers with the Special Assessment due on December 31, 2008. A late fee will be charged if the Special Assessment has not been paid by January 31, 2009. Matt Rosenberger seconded the motion.
ACTION: Passed

H. Building #2 Sidewalk Pipe
Repairs will be made to a crushed pipe in the sidewalk.
I. Broken Window 14B
When the association receives the bill from the unit owner for repairing the window, the bill will be forwarded to the landscaping company for reimbursement.
J. Sidewalk Drain - Building #16
A sidewalk drain will be installed so ground water can run into the parking lot.
K. Crawl space – Building #6
Chris Craft Construction will be inspecting the crawl space.

VI. New Business
A. Unit 17-C, Electrical Problem
Unit 17-C has experienced an electrical problem with their air conditioning system that may have resulted from the remodeling of unit 17A.
B. Unit 17-A, Remodeling
The owner of 17-A is remodeling the unit. Scott Carter will talk to the owner to see exactly what is being done.
C. Audits
The 2008 financial records will be audited in 2009.

VII. Executive Session – 8:00 p.m.
The past due accounts were reviewed.

VIII. Adjournment
The next meeting will be held on Wednesday, October 1, 2008 at 7:00 p.m. in the conference room at the First Christian Church of Decatur.

Minutes of August 2008 Meeting

2008-09-12T06:21:00.001-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

July 31, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Tom Langehaug

Others Present: Scott Carter

I. Call to Order

Robert Brown called the meeting to order at 7:00 p.m.

II. Approval of the Minutes

MOTION: Norma MacDowell moved to approve the minutes of July 3, 2008. Matt Rosenberger seconded the motion.

ACTION: Passed

III. Landscaping Report (Jean Woodall – Chairman)

A. Dead Tree at 777-779 N. Parkwood Road – Mike Wimberly (404) 551-2010

Pending. Hugh Saxon with the City of Decatur will inspect the tree and follow up with the owner of the tree.

B. No Trespassing Signs

The “No Trespassing Signs” have been purchased and are stored in the basement of building 19.

C. Tree Trimming & Removal

MOTION: Matt Rosenberger moved to approve the tree trimming and removal requested by Jean Woodall. Norma MacDowell seconded the motion.

ACTION: Passed

D. Tree in Front of 17-B

Owner concerned about the raised roots of the tree in front of her unit.

IV. Financial Report

Checking 3,640

Reserve 72,244

Reserve – CD 43,606

Total Assets $ 119,490

V. Old Business

A. Concrete Drive Repairs

Professional Concrete is mailing a contract to Scott Carter for approval. The total cost will be $17,026. This includes an addition 15’ x 15’ section by dumpster area of building #13.

B. Parking Lot Sealcoating

Dykes $9,097.50 includes $825 for repairs to scrapes

Asphalt Enterprises $7,425

Commercial Paving $6,650

C. Balcony Support 16-A

Pending - To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected. This work will be done when the repairs are made to the concrete drive.

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Emory Chase signage

Pending - The Board is investigating possible designs for new entrance signage.

F. Speed Bumps

Pending. Eleven 9-foot speed bumps will be ordered after the parking lot is sealcoated.

G. Balcony and Railing Maintenance

The rusted areas were scraped, primed and painted. 3 railing support posts need to be replaced (building 11, & 16)

H. Repairs to 17-B

Pending. The owner will make a proposal to the Board once her plans are finalized.

I. Retaining Wall

Pending. A bid will be obtained for the reserve study.

VI. New Business

A. Windows

U.S. Window Factory will be supplying a bid for the replacement of the upstairs foyer windows.

B. Building #2

There is a crushed pipe under sidewalk that needs repaired.

C. Broken Window

The landscapers broke a front window of unit 14-B by mowing too low up against an electrical pole resulting in a bolt being shot through the window. The owners will have the window repaired and will be reimbursed by the Association. The landscapers will be billed for the damage. Reinhart

D. Sidewalk Drain

As you walk out of building 16, a drain line will be installed to the right side of the walkway in the sidewalk by the parking lot. This will allow rain water to run from the lawn onto the parking lot.

E. Crawl space

The crawl space for building #6 will be inspected to see if there are any moisture problems.

VII. Executive Session – 8:00 p.m.

The past due accounts were reviewed.

VIII. Adjournment

Minutes of July 2008 Meeting

2008-09-11T17:26:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

July 3, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Tom Langehaug

Others Present: Scott Carter

I. Call to Order

Robert Brown called the meeting to order at 7:00 p.m.

II. Approval of the Minutes

MOTION: Norma MacDowell moved to approve the minutes of June 5, 2008. Matt Rosenberger seconded the motion.

ACTION: Passed.

III. Landscaping Report

A. Dead Tree at 777-779 N. Parkwood Road – Mike Wimberly (404) 551-2010

Pending. (404-316-3546 Ed Macey arborist for City of Decatur)

B. No Trespassing Signs

The “No Trespassing Signs” have been purchased and are stored in the basement of building 19.

IV. Financial Report

Checking 3,640

Reserve 72,244

Reserve – CD 43,606

Total Assets $ 119,490

V. Old Business

A. Concrete Drive Repairs

MOTION: Tom Langehaug moved to accept the bid of Professional Concrete of Georgia. Norma MacDowell seconded the motion.

ACTION: Passed

Scott Carter will walk the perimeter road with Professional Concrete to confirm the work to be done before the contract is signed.

B. Parking Lot Sealcoating

Dykes $9,097.50 includes $825 for repairs to scrapes

Asphalt Enterprises $7,425

Commercial Paving $6,650

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Emory Chase signage

Pending - The Board is investigating possible designs for new entrance signage.

F. Speed Bumps

Pending. Eleven 9-foot speed bumps will be ordered after the parking lot is sealcoated.

G. Balcony and Railing Maintenance

The rusted areas were scraped, primed and painted. 3 railing support posts need to be replaced (building 11, & 16)

H. Insurance

1. Flood Insurance for Buildings 7, 8, 9, & 10

The elevations have been completed the cost was $2,000. The flood insurance policies have been ordered. The coverage is $408,100 per building and the insurance premiums are $2,210. The existing policies and these premiums include a 15% discount which is available for the City of Decatur.

2. Increasing Building Limits for 100% Replacement Cost

a. Fire Policy

To take the building limits to a total of $8,214,821 the additional annual premium would be $2,584.40 which would be pro-rated from the effective date until the 12/1/08 renewal date. The Board approved increasing the limits to the full value of the buildings.

b. For the flood policies
* Buildings 1-6 with Hartford, to increase the flood from $342,100 to $408,060, additional annual premium is $293.00.
* Building 11, with Hartford, to increase the flood from $342,100 to $408,060, additional premium is $293 annually
* Building 12/13- with Travelers, to increase from $695,100 to $982,440, additional premium is $1087 annually
* Buildings 16/17 and 18/19 with Travelers, to increase from $311,000 to $408,060, additional premium is $539 annually
* Stone House - No flood insurance coverage

There is a 30 day wait before the increase will take effect. The Board approved increasing the limits to the full value of the buildings.

I. Repairs to 13-B

Replace damaged floor joists, framing and sub-floor between units. Replace shower and bathroom floor tile, including new shower pan.

Preventive Maintenance $3,640

Chris Craft Construction $2,420

The work is scheduled for Monday, July 7^th by Chris Craft Construction.

J. Retaining Wall

Pending. A bid will be obtained for the reserve study.

VI. New Business

A. New ½ bath for 17-B

MOTION: Matt Rosenberger moved to approve the installation of a toilet in the closet of the master bedroom subject to the work passing inspection from the City of Decatur plus passing inspection by a General Contractor hired by the Association. Reinhart Breckner seconded the motion.

ACTION: Passed with one abstaining

B. Renovations

The Board will develop construction guidelines to include: obtaining a building permit for any plumbing, electrical and structural modifications. In addition, the homeowner would have to pay the association a fee to cover the cost of the association hiring a general contractor to review and approve the quality of the work.

B. Maintenance Schedule

The Board reviewed the long-term reserve study which included annual maintenance items.

C. Recycling

The association may be required to offer recycling in the near future.

VII. Executive Session – 8:00 p.m.

The Board reviewed the past due accounts.

VIII. Adjournment

MOTION: Reinhart Breckner moved to adjourn the meeting 8:24 p.m. Matt Rosenberger seconded the motion.

ACTION: Passed

Minutes of June 2008 Meeting

2008-09-11T07:18:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

June 5, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Tom Langehaug (absent)

Others Present: Scott Carter

I. Call to Order

Robert Brown called the meeting to order at 7:10 p.m.

II. Approval of the Minutes

MOTION: Matt Rosenberger moved to approve the minutes of May 1, 2008. Norma MacDowell seconded the motion.

ACTION: Passed

III. Landscaping Report

A. Dead Tree

There is a tree that has been struck by lightning at 777-779 N. Parkwood Road. The owner is Mike Wimberly (777 N. Parkwood Road, Decatur 30030 (404) 551-2010). He has gotten two estimates to have the tree removed. In addition, he is required to get permission to have the tree removed from the State of Georgia.

B. No Trespassing Signs

Pending. Two no trespassing signs will be ordered to be placed on the far side of the creek.

C. New Tree

A new tree was planted behind building #16 without first obtaining approval from the Board. Future newsletters should remind residents that they need to obtain approval from the Landscaping Committee and the Board prior to planting anything in the common areas.

IV. Financial Report

Checking 4,709

Reserve 72,156

Reserve – CD 43,606

Total Assets $ 120,471

V. Old Business

A. Concrete Drive Repairs

The bids on the attached spreadsheet were reviewed. Additional bids should be available soon.

B. Damages to Parking Lot and Grounds Caused by Sewer Line Replacement Project

Parking Lot Sealcoating

Dykes $9,097.50 includes $825 for repairs to scrapes

Asphalt Enterprises $7,425

Commercial Paving $6,650

Robert Brown will make one last appeal to the Dekalb County commissioner for our area.

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Emory Chase signage

Pending - The Board is investigating possible designs for new entrance signage.

F. Speed Bumps

Eleven 9-foot speed bumps will be ordered after the parking lot is sealcoated.

G. Balcony and Railing Maintenance

The balconies and railings are being inspected and the rusty areas are being scraped and painted. The work should be completed in two weeks. Some of the tubercular support to the stairs rails have split and need replaced.

H. Flood Insurance

Before flood insurance can be purchased for buildings #7, #8, #9 & #10 elevation certificates must be completed by a surveying company. One bid is available and another bid will be obtained.

* Georgia Land Surveying Co., Inc. - $1,250 per building; $5,000 total.

VI. New Business

A. Raising the Value of the Property Project

The Board discussed a “Review of Market Conditions for Emory Chase” prepared by Al Floda with Re/Max of Buckhead. The Board is considering holding a community meeting to discuss ways to raise the property values in Emory Chase.

B. Special Assessment for 2008?

The Board is considering a Special Assessment in August that would be due before Thanksgiving.

C. Inside construction projects and permits required.

The next newsletter will remind owners that interior renovations need to be approved by the Board and all required permits must be obtained from the City of Decatur.

D. Repairs to 13-B

Preventive Maintenance bid - $3,640

Another bid will be obtained.

E. Retaining Wall

A bid for the obtained for replacing the retaining wall

F. Maintenance Schedule

A maintenance schedule will be formulated.

VII. Executive Session – 8:00 p.m.

The past due accounts were reviewed.

VIII. Adjournment

Minutes of May 2008 Meeting

2008-07-02T15:45:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

May 1, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner (absent), Tom Langehaug

Others Present: Scott Carter

I. Call to Order

Robert Brown called the meeting to order at 7:00 p.m.

II. Approval of the Minutes

MOTION: Norma MacDowell moved to approve the minutes of April 3, 2008. Matt Rosenberger seconded the motion.

ACTION: Passed

III. Landscaping Report

A. Dead Tree

There is a tree that has been struck by lightning at 777-779 N. Parkwood Road. The owner is Mike Wimberly (777 N. Parkwood Road, Decatur 30030 (404) 551-2010). He is getting estimates to have the tree cut down.

B. No Trespassing Signs

Two no trespassing signs will be ordered to be placed on the far side of the creek.

IV. Financial Report

Checking 7,451

Reserve 72,065

Reserve – CD 43,606

Total Assets $ 123,122

V. Old Business

A. Concrete Drive Repairs

GS Construction $ 19,965 include pad

* 3,000 psi concrete pour 6 inches deep

Add removal of pad and addition of new pad

Rebid

B. Damages to Parking Lot and Grounds Caused by Sewer Line Replacement Project

1. Parking Lot Sealcoating

According to Jim Marks with Dekalb County Department of Watershed Management will not sealcoat the parking lot. Two other bids have been obtained.

Dykes $9,097.50 includes $825 for repairs to scrapes

Asphalt Enterprises $7,425

2. Appeal to Dekalb County

It would cost between $150 to $200 to have the association’s attorney write a letter to Dekalb County. However, the association’s attorney does not think the appeal would be successful.

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Emory Chase signage

Pending - The Board is investigating possible designs for new entrance signage.

F. Speed Bumps

Robert Brown and Matt Rosenberger will measure the areas in the parking lot where new speed bumps will be placed. New speed bumps will be ordered for those areas.

VI. New Business

A. Property Values

The Board will discuss property value issues at the next Board meeting.

B. Special Assessment

The Board will discuss if there is a need for a special assessment in 2008 at the next Board meeting.

VII. Adjournment

The meeting adjourned at 8:52 p.m.

Minutes of April 2008 Meeting

2008-07-02T15:41:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

April 3, 2008

Board Members Present: Robert Brown, Matt Rosenberger, Norma MacDowell, Reinhart Breckner, Tom Langehaug

Others Present: Scott Carter, Dwayne Warrior

I. Call to Order

Robert Brown called the meeting to order at 7:07 p.m.

II. Approval of the Minutes

MOTION: Norma MacDowell moved to approve the March 3, 2008 minutes. Tom Langehaug seconded the motion.

ACTION: Passed

III. Landscaping Report

A. Dead Tree

On March 6, 2008, Scott Carter mailed a certified letter to the owner of 777-779 N. Parkwood Road concerning the impending danger of the dead tree falling on Emory Chase property. It turns out that the property has been sold. Scott Carter is trying to find out the new owner of the property.

B. Pinestraw

The Pinestraw has been ordered.

C. Budget for Jean Woodall

MOTION: Matt Rosenberger moved to approve a $1,000 landscaping budget for Jean Woodall to work with during 2008. $300 will be used towards enhancing the area around the entrance sign. Robert Brown seconded the motion.

ACTION: Passed

D. Landscape Work Day

A landscape work day will be planned for the near future.

IV. Financial Report

Checking 4,012

Reserve 71,977

Reserve – CD 43,606

Total Assets $ 119,595

V. Old Business

A. Concrete Drive Repairs

GS Construction $ 19,500 include pad

* 3,000 psi concrete pour 6 inches deep

Add removal of pad and addition of new pad

B. Damages to Parking Lot and Grounds Caused by Sewer Line Replacement Project

1. Parking Lot Sealcoating

According to Jim Marks with Dekalb County Department of Watershed Management will not sealcoat the parking lot. Two other bids have been obtained.

Dykes $9,097.50 includes $825 for repairs to scrapes

Asphalt Enterprises $7,425

Scott Carter will ask the association’s attorney to write a letter to Dekalb County to see if the County will repair the parking lot.

2. Concrete Sidewalk Repair

This refers to a large meter cover in the sidewalk near Coventry Road. This should be repaired by the Dekalb County Utility Department.

3. Chain Link Fence

Completed - The chain link fence behind building 11 has been repaired. This fence separates Emory Chase property from the neighboring Venetian Pools property.

4. Grounds Cleanup

There are numerous black plastic trimmings from the pipes that are scattered on the grounds. This should have been completed last week.

5. Testing of the excavation pit filled in between buildings 18 & 19.

Dekalb County will not do any testing.

6. Grounds Between buildings 18 & 19.

Additional seeding should have been completed last week.

7. Behind buildings 11 & 12.

Where the concrete drive was repaired, there is a big pit that needs to be filled in and seeded. This should have been repaired last week.

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Emory Chase signage

Pending - The Board is investigating possible designs for new entrance signage.

VI. New Business

A. Yard Sale

A yard sale is planned for May.

B. Speed Bumps

Additional speed bumps will be purchased.

VII. Adjournment

Minutes of March 2008 Meeting

2008-04-10T14:29:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

March 6, 2008

Board Members Present: Matt Rosenberger, Norma MacDowell, Robert Brown, Reinhart Breckner, Tom Langehaug

Others Present: Scott Carter, Dwain

I. Call to Order & Appointment of Officers

President Robert Brown

V. President Tom Langehaug

Secretary Matt Rosenberger

Treasurer Reinhart Breckner

II. Approval of the Minutes

MOTION: Robert Brown moved to approve the minutes of January 3, 2008 and the Annual Meeting minutes of February 7, 2008. Matt Rosenberger seconded the motion.

ACTION: Passed.

III. Landscaping Report

A. Landscape Installation – Approved & Completed

Ø Clean and cut back bank from mulberry tree to end of fence as discussed.

Remove debris from property as necessary. Price includes dump fee.

$400.00-500.00

Ø Clean and cut back bank from telephone pole to mulberry tree as discussed.

Remove debris from property as necessary. Price includes dump fee.

$400.00-500.00

Ø Remove pieces of concrete from property along immediate top of bank behind

Fence. $250.00-300.00

Ø Install defined rock border around 5 beauty berry bushes, 4 on one side of the rocks and one on the other side of the rocks above rip rap bank at end of fence.

$85.00

Total: $1135.00-1385.00

B. Landscaping Report

Matt Rosenberger read the landscaping report prepared by Jean Woodall.

C. Dead Tree

On March 6, 2008, Scott Carter mailed a certified letter to the owner of 777-779 N. Parkwood Road concerning the impending danger of the dead tree falling on Emory Chase property.

IV. Financial Report

Checking 11,692

Reserve 71,872

Reserve – CD 43,605

Total Assets $ 127,169

V. Old Business

A. Concrete Drive Repairs

Priority #1 Priority #2

Homecraft Technologies $ 9,075 $ 5,850 does not include pad

Preventive Maintenance $ 14,378 $ 8,998 does not include pad

David Chandler Contracting $ $ $ 16,560 total includes pad

GS Construction $ 19,500 include pad

* 3,000 psi concrete pour 6 inches deep

Add removal of pad and addition of new pad

Scott Carter will arrange an on-site walk-thru with GS Construction.

B. Damages to Parking Lot and Grounds Caused by Sewer Line Replacement Project

The following items were reported to Dekalb County as needing repair. All of the items should be corrected except the parking lot sealcoating. Dekalb County will not pay for the sealcoating. The parking lot will be inspected for all damages and Dekalb County will be asked to make the repairs.

1. Parking Lot Sealcoating

In 2005 Emory Chase Condominiums spent $62,000 to re-pave the parking lot. This was done to provide a new uniform surface to enhance property values. The parking lot is a large visual image for purchasers when they drive onto the property. As a result of the patches made for the sewer line repair the parking lot now has a poor visual image. This can be corrected by sealcoating the parking lot. Dykes Paving re-paved the parking lot and Portland Utilities hired Dykes to make the patches in the parking lot. We suggest that Portland Utilities also hire Dykes to do the sealcoating.

2. Concrete Sidewalk Repair

Corner sidewalk on Coventry Road where the concrete driveway on Emory Chase property meets Coventry Road.

3. Chain Link Fence

The chain link fence behind building 11 needs to be repaired. This fence separates Emory Chase property from the neighboring Venetian Pools property.

4. Grounds Cleanup

There are numerous black plastic trimmings from the pipes that are scattered on the grounds.

5. Testing of the excavation pit filled in between buildings 18 & 19.

There is concern that the buildings may settle as a result of the excavation if the area was not property recompacted.

6. Grounds Between buildings 18 & 19.

This area was seeded after the excavation. However, this area may need additional seeding if the existing grass seed does not take hold.

7. Behind buildings 11 & 12.

Where the concrete drive was repaired, there is a big pit that needs to be filled in and seeded.

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

VI. New Business

A. Roof Leak – Unit 9-D

A repair has been ordered. The leak appears to be around a roof vent.

B. Plumbing Leak - Unit 2-C bathroom leaking into 2-A

Scott Carter contacted the owner of 2-C and asked them to get in touch with the tenant in 2-A. The owner of unit 2-C will need to hire a plumber will need to be hired to determine the cause of the leak.

C. Offer to Purchase Emory Chase

Scott Carter to Attorney

It seems that Emory Chase owners are being approached with a possible buyout by a developer. I assume that 100% of the owners would have to agree to the purchase. Please advise.

Response – Lanier Coulter

You are correct. Technically the condominium may be terminated by a lesser amount (usually 80%), but the one or more individuals that didn’t agree to terminate the condominium could stay in their Units and own their share of the Common Elements (now as tenants in common) until they agreed to sell. So, 100% is necessary to completely sell the property.

D. Emory Chase signage

The Board is investigating possible designs for new entrance signage.

VII. Adjournment

The meeting adjourned at 9:00 p.m.

Emory Chase 2008 Annual Meeting

2008-03-06T15:42:00.000-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

ANNUAL MEETING MINUTES

February 7, 2008

I. Call to Order

The meeting was called to order at 7:10 p.m. A quorum was present.

II. Reading of Minutes

The reading of the minutes of the 2007 Annual Meeting minutes was waived.

III. Board Reports

Matt Rosenberger and Robert Brown presented reports. Some of the items covered:

* The amendments to the condominium documents passed and were filed in March 2007.

* The leasing amendment is now in effect. Investors may not purchase condominiums unless rentals are less than 25% of the total number of units.

* The creek restoration project was completed.

* The fence along the creek was installed.

* Upcoming projects include concrete repair to the perimeter road, the relocation of the dumpster between buildings #17 & #18, new mailboxes, and foyer painting.

* New blog address: emorychasecondos.blogspot.com

* Board meetings are held on the 1^st Thursdays of each month at 7:00 p.m.

IV. Financial Report

Scott Carter presented the financial report.

12/31/07

Checking $ 30,847.29

Reserve 56,633.62

CD 40,534.54

Total Assets $ 129,015.45

Ideal Reserves based on Reserve Study $ 235,320

Current Reserves $ 114,015

Shortfall $ (121,305)

Reserve Contribution needed to maintain current status $ 33,794

Net Income from budget to be applied to Reserves $ 11,188

Shortfall in Annual funding of the Reserve Account $ 22,606

Long-term Liabilities

RBC Centura Bank (Loan to be paid off 12/7/2014) $ 384,109.96

** If the trend continues to underfund the Reserve Account by about $22,000 per year, the shortfall in the Reserve fund would be about $275,000 by 12/31/2014. Starting in 2015 the $67,540 budgeted for paying off the loan will be used to fund the Reserve Account. The Reserve Account should be fully funded in 2020.

Major Expenses for 2007

Creek Restoration $ 11,000

V. Election of Directors

A. Existing Board of Directors.

Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith, Robert Brown

B. Nominations.

The following people were nominated to fill the open positions on the Board: Robert Brown, Reinhart Breckner, Shantall Cummins, Tom Langehaug, Norma MacDowell, Matt Rosenberger, Phil Smith.

C. 2008 Board of Directors.

The following people were elected to serve as the 2008 Board of Directors: Robert Brown, Reinhart Breckner, Tom Langehaug, Norma MacDowell, Matt Rosenberger.

VI. New Business

There was a general discussion including: adding additional speed bumps and concerns about relocating the dumpster between buildings 17 & 18.

VII. Adjournment

The meeting adjourned at 8:52 p.m.

Minutes of January 2008 Meeting

2008-03-06T15:41:00.001-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

January 3, 2008

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith, Robert Brown

Others Present: Scott Carter

I. Call to Order

Matt Rosenberger called the meeting to order at 7:03 p.m.

II. Approval of the Minutes

MOTION: Matt Rosenberger moved to approve the minutes of December 6, 2007. Phil Smith seconded the motion.

ACTION: Passed

III. Landscaping Report

Clean up is needed by Dekalb County for materials and scrap left by the water line project.

IV. Financial Report

Checking 30,947

Reserve 56,633

Reserve – CD 41,534

Total Assets $ 129,015

V. Old Business

A. Concrete Drive Repairs

Priority #1 Priority #2

Homecraft Technologies $ 9,075 $ 5,850 does not include pad

Preventive Maintenance $ 14,378 $ 8,998 does not include pad

David Chandler Contracting $ $ $ 16,560 total includes pad

* 3,000 psi concrete pour 6 inches deep

Add removal of pad and addition of new pad

The existing bids are from general contractors. An additional bid will be obtained from a concrete contractor.

B. Sewer Line Repairs

Repairs needed to Emory Chase property:

- Pavement patching and matching by Dykes
- Concrete sidewalk repair
- Back (Venetian) fence repair
- Grounds cleanup (Jean's reported lots of black plastic trimmings on
grounds)
- Possible testing of the excavation pit filled in between blgs 18/19, with
possible re-excavation and construction grade re-compacting, as per Rick
Logan, Decatur City Engineer (acting as advisor, not on behalf of the City of Decatur).

C. Balcony Support 16-A

D. Dumpster by Buildings 16 & 17

Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

E. Trees by Building #4 retaining wall

ArborMedics will be contacting Georgia Powers to trim the trees away from the power lines. Once that is completed the trees can be removed. ArborMedics will be supplying a bid.

F. Annual Meeting

The Annual Meeting is scheduled for Thursday, February 7, 2008. Some items to be discussed are: (1) Financial Report with a bar chart; (2) leasing restrictions; (3) summary of projects and accomplishments in 2007.

VI. New Business

A. Property Inspection

The Board reviewed the December property inspection report. Carter Communities will be sending out numerous violation letters.

VII. Adjournment

Special Announcement

2008-02-23T14:12:00.001-08:00

The gutters are scheduled to be cleaned on Monday, March 3rd.

Minutes of December Meeting

2008-01-07T17:07:00.000-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
December 6, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith, Robert Brown
Others Present: Scott Carter, Frances President, Harold Belyeu

I. Call to Order
Matt Rosenberger called the meeting to order at 7:10 p.m.

II. Approval of the Minutes
MOTION: Virginia Mischen-Hays moved to approve the minutes as recorded. Norma MacDowell seconded the motion.
ACTION: Passed

III. Landscaping Report
There was no landscaping report.

IV. Financial Report
Checking 21,267
Reserve 56,499
Reserve – CD 41,534
Total Assets $ 119,300

V. Old Business
A. Concrete Drive Repairs
Priority #1 Priority #2
Homecraft Technologies $ 9,075 $ 5,850
Preventive Maintenance $ 14,378 $ 8,998
* 3,000 psi concrete pour 6 inches deep
Add removal of pad and addition of new pad

B. Sewer Line Repairs
Once the sewer repairs are completed the Board will request the City to inspect the property to make sure the County has properly repaired the paving, concrete and grounds.

C. Balcony Support 16-A
Pending - To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected. This work will be done when the repairs are made to the concrete drive.

D. Creek Fence
Martin-Robbins Fence has approved the credit for Emory Chase and ordered the fence material. The fence will begin once the materials have been received. The installation could be as early as December 17th or it may be delayed to the first of the year. Frances President requested that the Board consider changing the color of the fence from black to green.
MOTION: Matt Rosenberger moved to proceed with the installation of the chain link fence keeping the black vinyl coating. Norma MacDowell seconded the motion.
ACTION: Passed

E. Dumpster by Buildings 16 & 17
Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

F. Trees by Building #4 retaining wall
Scott Carter will check with the arborist about the timetable for removing the trees above the retaining wall.

VI. New Business
A. Annual Meeting
MOTION: Robert Brown moved to hold the Annual Meeting on Thursday, February 7, 2008. Matt Rosenberger seconded the motion.
ACTION: Passed

VII. Adjournment

Minutes of November Meeting

2007-12-13T16:12:00.000-08:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
October 25, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith, Robert Brown
Others Present: Scott Carter

I. Call to Order
Matt Rosenberger called the meeting to order at 7:07 p.m.

II. Approval of the Minutes
MOTION: Virginia Mischen-Hays moved to approve the minutes of October 4, 2007. Phil Smith seconded the motion.
ACTION: Passed

III. Landscaping Report
The Pinestraw will be examined after the leaves are down to see when the next application is needed.

IV. Financial Report
Checking 12,675
Reserve 56,153
Reserve – CD 41,534
Total Assets $ 110,363

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

V. Old Business
A. Concrete Drive Repairs
Priority #1 Priority #2
Homecraft Technologies $ 9,075 $ 5,850
Preventive Maintenance $ 14,378 $ 8,998
* 3,000 psi concrete pour 6 inches deep
Add removal of pad and addition of new pad

B. Sewer Line Repairs
The sewer line repairs are in progress.

C. Balcony Support 16-A
Pending - To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected. This work will be done when the repairs are made to the concrete drive.

D. Creek Fence
Scott Carter will obtain references for Martin-Robbins Fence. The Board will give their final approval via email.

E. Dumpster by Buildings 16 & 17
Pending - The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

F. 2008 Budget
MOTION: Matt Rosenberger moved to adopt the 2008 Budget with a 3% increase in dues. Robert Brown seconded the motion.
ACTION: Passed

VI. New Business
A. Special Assessment
MOTION: Phil Smith moved to approve a special assessment of $200 per unit payable by December 31, 2007 with a $20 late fee due if the special assessment is not paid by February 29, 2008. The funds are to be used for repairs to the service road behind the buildings. Robert Brown seconded the motion.
ACTION: Passed

VII. Adjournment

Minutes of October Meeting

2007-10-27T12:40:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
October 4, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith, Robert Brown
Others Present: Scott Carter, Francis President, Michelle Kleinhans

I. Call to Order
Matt Rosenberger called the meeting to order at 7:04 p.m.

II. Approval of the Minutes
MOTION: Robert Brown moved to approve the September 6, 2007 as recorded. Virginia Mischen-Hays seconded the motion.
ACTION: Passed

MOTION: Robert Brown moved to include the minutes on the bulletin board. Norma MacDowell seconded the motion.
ACTION: The motion failed.

III. Landscaping Report
A. ArborMedics completed the work as outlined by Jean Woodall.
B. Arbormedics did recommend getting the neighbors on the hill to take down the tree that is dying because of a lightning strike.
C. Arbormedics recommended that they do some "healthy" pruning of some of the trees on the grounds that were planted with Trees Atlanta. It's not a big job, but they will stay healthier and look nicer.
D. Jean Woodall would like assistance to clear out the space where our sign goes and put in large stones and low maintenance ground covers.
E. Jean Woodall would like to find a "yard person handyman" to hire to do miscellaneous non-contract projects for a few hours each month.

V. Financial Report
Checking 12,675
Reserve 56,153
Reserve – CD 41,534
Total Assets $ 110,363

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Concrete Drive Repairs
Homecraft Technologies $ 9,075 (Priority #1) $ 5,850 (Priority #2)
Preventive Maintenance $ 14,378 (Priority #1) $ 8,998 (Priority #2)
* 3,000 psi concrete pour 6 inches deep
Add removal of pad and addition of new pad

B. Floor Noise
The issue will be tabled until there is more resident interest in establishing a rule specifically relating to upstairs noise caused by wood floors.
A summary report, including information on two "underlayment" products [Harmony 3-in-1 ( Roberts) and Quiet-Cor (Tarkett)] with the greatest documented capacity to minimize the noise transmitted to downstairs units through wood and other hard surface floors, is available on request.

C. Sewer Line Repairs
Dekalb County officials were back looking at the parking lot in mid-September. They said there will be a local meeting for the public to discuss the sewer repairs and they will knock on doors to residents know when the meeting will take place. The big issue will be having the parking lot restored properly. The officials said that they might sub-contract with Dykes Paving who paved our lot.

D. Balcony Support 16-A
Pending - To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected. This work will be done when the repairs are made to the concrete drive.

E. 14-C Balcony Enclosure
MOTION: Robert Brown moved to deny approval for second floor balcony enclosures. Phil Smith seconded the motion.
ACTION: Passed

F. Creek Fence
Pennington Fence $ 8,460 (2006 Price) $ 8,783 (2007 Price) residential fence
Martin-Robbins Fence $ 8,719 (2006 Price) Pending (2007 Price)
Chamblee Fence $ 9,422 (2006 Price) $ 9,278 residential fence (2007 Price)
$10,202 commercial posts, residential fence
$12,277 commercial posts & fence

G. Stair Railing in Building 14
The railing has been repaired.

H. Kiddy Pools
MOTION: Norma MacDowell moved that kiddy pools be allowed with the following conditions: (1) adult supervision is required when water is in the pool; (2) pools be stored immediately after use; (3) blow up kiddy pools be deflated and stored inside the unit or in a storage area; (4) hard plastic kiddy pools be stored inside the unit or in a storage area; (5) kiddy pools may not be stored on a patio or balcony except for a few hours to dry after use; (6) kiddy pools may be no larger than 6 feet in diameter. Robert Brown seconded the motion.
ACTION: Passed

I. Dumpster by Buildings 16 & 17
The dumpster will be located on the inside of the perimeter road. A wood fence will be built to shield the dumpster from the parking lot.

J. Recycling
Michele Kleinhans reported that she was told by David Younger of the City of Decatur Public Works Department that recycling may become mandatory within the city. The cost could be up to $75 per year per household.

VII. New Business
A. 2008 Budget
A draft of the 2008 budget was reviewed.

VIII. Adjournment

Announcement regarding date change for next meeting

2007-10-09T19:18:00.000-07:00

The next board meeting for the Emory Chase condo association, which would normally take place on November 1, has been rescheduled to Thursday, October 25, 2007 at 7:00 p.m.

The meeting will take place in the Pathfinders Room at First Christian Church, 601 West Ponce de Leon Avenue (across from the Decatur Post Office). Owners are welcome to attend.

Minutes of September Meeting

2007-10-08T15:01:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
September 6, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays (absent), Phil Smith, Robert Brown
Others Present: Scott Carter, Tom Langehaug

I. Call to Order
Matt Rosenberger called the meeting to order at 6:45 p.m.

II. Approval of the Minutes
MOTION: Phil Smith moved that the August 1, 2007 minutes be approved as recorded. Norma MacDowell seconded the motion.
ACTION: Passed

III. Landscaping Report
Jean Woodall walked the property with the arborist. Some additional trim trimming will be done soon. The grounds between buildings 17 & 18 need to be inspected to determine if any additional ground repair is needed.

V. Financial Report
Checking 14,630
Reserve 55,953
Reserve – CD 41,534
Total Assets $ 112,117

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Creek Restoration
The creek restoration has been completed with the exception of the planting for erosion control.
B. Concrete Drive Repairs
Priority #1 Priority #2
Homecraft Technologies $ 9,075 $ 5,850
Preventive Maintenance $ 14,378 $ 8,998
* 3,000 psi concrete pour 6 inches deep
C. Floor Noise
Based on the survey there are 7 units with wood floors on the 2nd story. Phil Smith will make a proposal at the next meeting.
D. Sewer Line Repairs
The sewer repairs are still pending. Scott Carter will check with Dekalb County for more details.
E. Balcony Support 16-A
To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected. This work will be done when the repairs are made to the concrete drive.
F. 14-C Balcony Enclosure
A second request has been submitted for the approval of a balcony enclosure for unit 14-C.

MOTION: Robert Brown moved to not allow upstairs balcony enclosures with the Board members to be allowed to discuss the motion and vote via email between now and the next Board meeting. Phil Smith seconded the motion.
ACTION: Passed

G. Pool Parking
A survey of the residents will be conducted to see if they want to continue allowing Venetian Pools to use the parking lot twice a year in exchange for 2 pool passes. This will be deferred to the Annual Meeting.

H. Creek Fence
2006 Price 2007 Price
Pennington Fence $ 8,460 Pending
Martin-Robbins Fence $ 8,719 Pending
Chamblee Fence $ 9,422 Pending

I. Stair Railing in Building 14
An additional, railing was ordered for the railing in Building 14. Scott Carter will follow up on the installation date.

VII. New Business
A. Patios & Balconies
The Board will discuss additional language on how to phrase the rule for what is to be allowed on balconies and patios.

B. Kiddy Pools
The consensus of the Board is to allow residents to use kiddy pools while adults are present. In addition, the kiddy pool must be stored when not in use. The Board will discuss this via email. One of the concerns is if the kiddy pool can be stored on a patio or balcony.

C. Dumpster Between Buildings 16 & 17
Over the next month the Board will determine a new location for the dumpster. The current location is too close to the creek. Several locations were discussed: (1) to move the dumpster to the other side of the road between the buildings. The dumpster would not be visible from the rear patios and balconies and a barrier fence could be constructed to shield the dumpster from the parking area; (2) to move the dumpster on the creek side of the road nearer to building 19; (3) to put the dumpster near existing pad by building 14. Other locations may also be considered.

B. Future Board Meetings
Future Board meetings will begin at 7:00 p.m.

VIII. Adjournment
The meeting adjourned at 8:17 p.m.

September 2007 Newsletter

2007-09-21T13:18:00.000-07:00

Board Vacancy Filled
Robert Brown (Unit 16C) has been chosen to fill the vacancy on the Board. It was a difficult decision as there were several very well-qualified candidates who came forward. We were gratified by the interest in the position and encourage all owners to consider running for the Board at the next annual meeting (to take place in February 2008, date TBD). It has been several years since there was a contested election for the Board, and a diverse slate of candidates helps to make the Association stronger. As a reminder, owners must be current on their dues and compliant with Association rules and regulations in order to run for the Board.

Phase One of Erosion Control Project Completed
Aquascape has finished the major part of the work on the erosion control/stream bank restoration project. They will be returning in November during a more optimal planting season in order to plant the willow cuttings and other landscaping which will complete the project.

Suggestions from Owners
Based on owner suggestions, the Board will be conducting a survey at the annual meeting to determine owners’ interest in continuing to allow Venetian Pools to use our parking lot twice a year for swim meets, in exchange for receiving two free pool passes per unit.

Some owners have asked that the Board start an email distribution list. If you’d like to be on such a list, please email Virginia Mischen-Hays at vamischen@yahoo.com with your name, unit number, and email address. She will then send out email announcements when meeting minutes and other items are posted to the blog.

Change in Board Meeting Time
To make it easier for people to get to the monthly board meetings after work, we have moved the meeting time back to 7:00 p.m. Meetings will continue to take place on the first Thursday of every month in the Pathfinders Room at First Christian Church, 601 West Ponce de Leon Avenue (across from the Decatur Post Office). Owners are welcome to attend at any time.

Other Updates
The Board is in the process of receiving updated bids to replace the fence and anticipates that work taking place later this fall. The Board is also in the process of obtaining additional bids to replace sections of the circular drive which are highest priority for repair.

The Board is currently evaluating where to move the dumpster currently between buildings 17 and 18. Due to the erosion control project, the fence can’t currently be replaced behind the dumpster, leaving it vulnerable to being displaced during times of creek flooding. Several alternative sites are being discussed.

Your 2007 Board of Directors
Matt Rosenberger (Unit 6D)
President Representative for buildings 7, 8, 9 & 10
404-373-2883 / matthew.rosenberger@att.net

Phil Smith (Unit 16A)
Treasurer Representative for buildings 3, 4, 5 & 6
404-687-9781 / phylsmyth@yahoo.com

Virginia Mischen-Hays (Unit 17D)
Secretary Representative for buildings 15, 16, 17 & 18
404-370-9816 / vamischen@yahoo.com

Norma MacDowell (Unit 6B)
Representative for buildings 11, 12, 13 & 14
404-373-1830 / nam1@bellsouth.net

Robert Brown (Unit 16C)
Representative for buildings 1, 2, 19 & 20
404-377-6247 / rbb@mindspring.com

***************
Property Manager: Scott Carter, Carter Communities
770-517-7743 / scott@cartercommunities.com

Visit us on the web at www.emorychasecondos.blogspot.com

Minutes of August Meeting

2007-09-09T11:03:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
August 1, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith
Others Present: Scott Carter, Adam Cummins, Shantal Cummins, Tom Langehaug

I. Call to Order
The meeting was called to order at 6:35 p.m.

II. Approval of the Minutes
MOTION: Phil Smith moved to approve the minutes of July 5, 2007. Norma MacDowell seconded the motion.
ACTION: Passed

III. Landscaping Report
A. Russell Burnett from 136 Merrill Avenue received the letter requesting that the dead tree in his yard be removed. He called and stated that he would have the tree taken down.
B. Tree trimming items that were missed: (1) three trees above the retaining wall by building 3; (2) the canopy of the trees along the retaining wall needs to be raised. Jean Woodall will be asked to talk to the arborist about the additional trimming that is needed.

V. Financial Report
Checking 15,217
Reserve 55,742
Reserve – CD 41,534
Total Assets $ 112,493

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Erosion along the Creek
Repairs to the creek will be scheduled in late August. The fence can be installed once the creek construction is complete. The willow cuttings and other landscaping will be planted in November.

MOTION: Phil Smith moved to authorize Matt Rosenberger to sign the proposal from Aquascape Norma MacDowell seconded the motion.
ACTION: Passed

B. Concrete Drive Repairs
The bid from Preventive Maintenance has been received. Another bid from Homecraft Technologies has been requested.
C. Floor Noise
The Board spoke to the association’s attorney, Lanier Coulter over the telephone. The purpose of the call was to discuss what if the association could develop guidelines to minimize the noise created by hardwood floors. Lanier said other associations have developed similar guidelines. He said he would email the information he had. Phil Smith will conduct a survey to determine how many units have wood floors.
D. Sewer Line Repairs
Dekalb County should be repairing the sewer lines soon. However, final governmental approval is still pending.
E. Balcony Support 16-A
To prevent further erosion it will be necessary to dig around the existing footing about 12 inches deep and pour additional concrete. The air conditioning condensate line will also need to be redirected.
F. 14-C Balcony Enclosure
The unit owner was informed that the balcony enclosure was not approved.

VII. New Business
A. Board Opening
The following individuals met with the Board and expressed their interest to fill the open Board position: Tom Langehaug (14-D), Adam Cummins (8-C); Robert Brown (16-D). The Board choose who to appoint via email.
B. Pool Parking
A survey of the residents will be conducted to see if they want to continue allowing the pool to use the parking lot twice a year in exchange for 2 pool passes.
C. Violation Report
The violations were reviewed.
D. Creek Fence
Bids were originally obtained for the fence replacement in early 2006. Management will check to see if the pricing has changed.

VIII. Adjournment.

Minutes of July Meeting

2007-08-02T17:45:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
July 5, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Phil Smith
Others Present: Scott Carter

I. Call to Order
Matt Rosenberger called the meeting to order at 6:35 p.m.

II. Approval of the Minutes
MOTION: Virginia Mischen-Hays moved to approve the minutes of June 7, 2007. Norma MacDowell seconded the motion.

III. Landscaping Report
A. Phil Smith will email Scott Carter the address of the house on Merrill with the dead tree in the yard.
B. Tree trimming items that were missed: (1) three trees above the retaining wall by building 3; (2) the canopy of the trees along the retaining wall needs to be raised.

V. Financial Report
Checking 12,408
Reserve 55,533
Reserve – CD 41,534
Total Assets $ 109,475

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Erosion along the Creek
The Department of the Army and the City of Decatur has approved the project. The next phase is to have the City of Decatur issue a construction permit.
B. Concrete Drive Repairs
Bids have been requested from Preventive Maintenance and Homecraft Technologies.
C. Floor Noise
Phil Smith has emailed the Board a packet of information for their review regarding noise created by hardwood floors.

VII. New Business
A. Board Opening
Charles Scott resigned from the Board because of health issues. The open board position will be mentioned in the newsletter.
B. Violation Report
The violation report was reviewed.
C. Pets
The Board approved via email the removal of pet weight restrictions from the Rules & Regulations. Pet enforcement provisions will be based on animal behavior and not size.
D. Basketball Goals
The basketball goal behind buildings 9 & 10 has been broken.
E. Sewer Line Repairs
Dekalb County will be making repairs to the sewer lines at Emory Chase in the next few weeks.
F. Balcony Support
The balcony support for unit 16A will be examined to see if there are any erosion problems.
G. Motorcycles
Motorcycle owners must place a block or piece of metal under their kick stands to prevent damage to the parking lot.

VIII. Adjournment.

July 2007 Newsletter

2007-07-14T09:51:00.000-07:00

New Board Member Needed
We regretfully announce that Charlie Scott has had to resign from the Board for personal reasons. In the event of a resignation between annual meetings, the Board is charged with appointing a successor, and we are seeking candidates to serve for the remainder of Charlie’s term. Please contact Scott Carter or any of the other board members if you’re interested. If you’ve ever wanted to learn more about how the Association works, or to lend your time and talents to improving the Emory Chase community, please consider this opportunity.

Update on Erosion Control/Stream Restoration
It has been a long process, but we have secured all of the permits necessary to move forward on the project and are currently scheduling the start date with Aquascape. At this point we anticipate that the project will take place later in July or August. It will take about a week to complete.

Other Updates
The amended and restated Declaration of Condominium, Bylaws, and First Amendment to the Declaration were notarized and filed with DeKalb County in April and are in effect. These documents were delivered to owners during the voting process; they can also be downloaded from www.cartercommunities.com.

The Board is currently in the process of obtaining bids to replace sections of the circular drive that are in the most pressing need of repair. Sections will be prioritized for replacement based on condition and budget.

DeKalb County has been doing some work on the pipes below our property as part of a larger sewer project. Once the project is completed, our parking lot will be repaired at the County’s expense.

Replacement of the fence along the creek has been on hold due to the erosion control/stream restoration project. Once that project is complete, the fence can be replaced.

Fire Safety
At all times, and particularly in the current drought conditions, owners and residents are urged to be vigilant about following fire codes. Non-electric grills and other flammable devices (fire pits, tiki torches, etc.) must be at least 10 feet away from buildings when in use. Propane tanks may not be stored anywhere on condominium property, including in individual units. Violations are subject to substantial fines from the Fire Marshal.

Changes to the Rules and Regulations
On the advice of our attorney, we have removed the 35-pound weight restriction on pets at Emory Chase. This provision is not easily enforced and could be questioned by a court. The other provisions in the rules regarding pets have a more significant impact on quality of life and remain in effect. These include the restriction on the number of pets (2 per unit), as well as the provisions regarding pet disturbances, waste removal, leash requirements, etc.

We are also now requiring that motorcycles, scooters, and similar vehicles have blocks of wood or metal under their kickstands when parked in the parking lot. Without such blocks, the kickstands create indentations in the asphalt, particularly on hot days. As a reminder, these vehicles must be parked in the parking lot and not on the sidewalk or under/on patios or balconies.

Monthly Board Meetings
Board meetings take place on the first Thursday of every month at 6:30 p.m. in the Pathfinders Room at First Christian Church, 601 West Ponce de Leon Avenue (across from the Decatur Post Office). Owners are welcome to attend at any time.

Your 2007 Board of Directors
Matt Rosenberger (Unit 6D) President Representative for buildings 7, 8, 9 & 10
404-373-2883 / matthew.rosenberger@att.net

Phil Smith (Unit 16A) Treasurer Representative for buildings 3, 4, 5 & 6
404-687-9781 / phylsmyth@yahoo.com

Virginia Mischen-Hays (Unit 17D) Secretary Representative for buildings 15, 16, 17 & 18
404-370-9816 / vamischen@yahoo.com

Norma MacDowell (Unit 6B) Representative for buildings 11, 12, 13 & 14 404-373-1830 / nam1@bellsouth.net

Vacant
Representative for buildings 1, 2, 19 & 20

***************
Property Manager: Scott Carter, Carter Communities
770-517-7743 / scott@cartercommunities.com

Visit us on the web at www.emorychasecondos.blogspot.com (please note new blog address).

2007-07-07T11:19:00.000-07:00

Minutes of June Meeting

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
June 7, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell (absent), Virginia Mischen-Hays, Charles Scott (absent), Phil Smith
Others Present: Scott Carter, Iris Pollock, Michelle Kleinhans

I. Call to Order
Matt Rosenberger called the meeting to order at 6:45 p.m.

II. Approval of the Minutes
MOTION: Matt Rosenberger moved to approve the minutes of May 3, 2007. Phil Smith seconded the motion.
ACTION: Passed
Google has purchased Blogger which will require the web address to be changed before the minutes can be posted.

III. Landscaping Report
A. Pinestraw has been scheduled for Friday, June 8th.
B. Tree hanging over creek has been removed.
C. Downey Tree Removal Proposal
MOTION: Phil Smith moved to approve the tree removal and trimming project and to obtain an additional bid. Matt Rosenberger seconded the motion.
ACTION: Passed
D. Three additional trees near the perimeter road need to be removed to preserve the retaining wall in that area.

V. Financial Report
Checking 15,133
Reserve 56,668
Reserve – CD 41,534
Total Assets $ 111,998
The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Erosion along the Creek
The association is waiting for the Army Core of Engineers to issue a permit. The City of Decatur should then allow the association to proceed with the Creek Restoration Project.
B. Satellite Dish
The satellite in front of building #10-A has been removed.
C. Concrete Drive
A diagram has been made showing the worst areas of the concrete drive that need to be replaced. Bids will now be obtained to determine the cost.
D. Floor Noise
The Board discussed the noise generated when wood floors are installed on the 2nd floor.

VII. New Business
A. 14-C Request for Balcony Enclosure
The board discussed the request for a balcony enclosure for a 2nd floor unit, 14-C. The enclosure was not approved at this time, but the Board will continue to consider the request.
B. Chairs Stored on Front Patio
Residents may be use chairs on the front porches. However, the chairs must removed when not in use.
C. Carpet on Foyers
The carpet on the foyers is scheduled to be replaced in 2009 based on the Reserve Study.
D. Violation Report
The violation report was reviewed. Management was asked to notify the Board when violation letters have been sent to owners and residents.
E. Pets
The amended Declaration does not specify a pet size while the existing Rules & Regulations limit pet size not exceed thirty five (35) pounds. The Board will review this policy via email during the next month.
F. Basketball Goals
Basketball goals are limited to the one approved basketball goal behind buildings 9 and 10. The owner of the basketball goal by building 3 will be asked to remove the goal from the property.
G. Building 18 – Water Leak
Two air conditioning condensation lines were dripping near the foundation of building 18. The solution will be to extend the condensation lines or to place a splash block under the pipes so that the water will drain away from the foundation. Management will have this repaired.
H. Tiki Torches
Residents of unit 1-A placed tiki torches in the common area next to their patio. They also lit the tiki torches and the flames were quite high. The Fire Marshall came and talked to the residents of 1-A and explained that the tiki torches were dangerous and posed a threat to the building. On May 30th management delivered a notice to the tenants to remove the tiki torches from the common areas.

VIII. Adjournment.
The meeting adjourned at 8:50 p.m.

2007-07-07T11:06:00.000-07:00

Minutes of May Meeting

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.
BOARD MEETING MINUTES
May 3, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays (absent), Charles Scott, Phil Smith
Others Present: Scott Carter, Michelle Kleinhans

I. Call to Order
Matt Rosenberger called the meeting to order at 6:46 p.m.

II. Approval of the Minutes
MOTION: Charles Scott moved to approve the April 5, 2007 minutes as recorded. Phil Smith seconded the motion.
ACTION: Passed.

III. Landscaping Report
A. The Board renewed the Falling Leaves Contract.
B. Pinestraw will be ordered.
C. Tree Removal – Jean Woodall is obtaining a bid from Downey Trees for tree trimming and removal.

V. Financial Report
Checking 24,175
Reserve 55,122
Reserve – CD 41,534
Total Assets $ 120,831

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business
A. Erosion along the Creek
The State has signed off on the new Federal Guidelines for Permits. The permit should be reviewed later in June.
B. Satellite Dish
A satellite dish was installed in the front of building 10 by unit 10-A. The owner has been instructed to have the dish removed.
C. Drip edge 6-B
A drip edge has been installed above the patio of unit 6-B.
D. Concrete Drive
Scott Carter and Matt Rosenberger will examine the concrete drive to determine how much concrete needs replaced.

VII. New Business
A. Unit 18-A
It was reported that the tenants in unit 18-A had more than 2 pets. The owner said the tenants were moving at the end of May and that there should be only 2 pets at this time.
B. Unit 16-B
The owner reported that there was bee nest in the rear of the unit near the stairs. He also requested that the plants around his a/c unit be removed.
C. Building #3
Unit 3-B will be asked to remove an office chair from their patio. Furniture on the patio should be limited to typical patio style furniture.
D. Building 19
A green car has been left by some tenants that have vacated. Scott Carter will investigate.
E. Patios & Balconies
Scott Carter will walk the property and examine the items on the patios and balconies.

VIII. Adjournment.

Minutes of April Meeting

2007-06-16T09:14:00.001-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

April 5, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Virginia Mischen-Hays, Charles Scott, Phil Smith

Others Present: Scott Carter

I. Call to Order

Matt Rosenberger called the meeting to order at 7:05 p.m.

(NOTE: There was no March meeting)

II. Election of Officers

The Board elected the following officers: Matt Rosenberger – President; Virginia Mischen-Hays – Secretary; Phil Smith – Treasurer

III. Approval of the Minutes

MOTION: Virginia Mischen-Hays moved to approve the minutes from the Board Meeting of February 1, 2007 and the Annual Meeting minutes of February 22, 2007. Norma MacDowell seconded the motion.

ACTION: Passed

IV. Landscaping Report

There was no landscaping report.

V. Financial Report

Checking 38,519

Reserve 34,944

Reserve – CD 41,534

Total Assets $ 114,998

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

VI. Old Business

A. Erosion along the Creek

The restoration project will probably be done this summer. The Army Corp of Engineers has the creek restoration plan. However, permitting delays will not allow the plans to be approved before May.

B. Association Documents

The Amended and Restated Declaration, the Amended and Restate Bylaws and the First Amendment to the Amended and Restated Declaration were approved by the homeowners with the required two-thirds of the votes of the Association.

VII. New Business

A. Satellite Dish

A satellite dish was installed in the front of building 10 by unit 10-A. The owner has been instructed to have the dish removed.

B. Yard Sale

The Board approved allowing Mary Glenn Costley to organize at community yard sale.

C. Storage Rooms

Residents will be asked to identify their storage room spaces by May 31, 2007. Items in unidentified storage spaces will be disposed of along with items stored in the electrical rooms.

D. Speed Bumps

Additional speed bumps were discussed. No action was taken.

E. Drip edge 6-B, 6-D

A drip edge will be installed above the screened in porch on unit 6-B to prevent rain water from coming into the patio area.

F. Concrete Drive

The concrete perimeter drive will be examined for areas needing repair.

G. Unit 18-A

It was reported that the residents have more than 2 pets and have inappropriate window treatments. Management will investigate.

H. Board Members – Building Representatives

Buildings 1, 2 Charlie Scott

Buildings 3, 4, 5, 6 Phil Smith

Buildings 7, 8, 9, 10 Matt Rosenberger

Buildings 11, 12, 13, 14 Norma MacDowell

Buildings 15, 16, 17, 18 Virginia Mischen-Hays

Buildings 19, 20 Charlie Scott

VIII. Adjournment.

Minutes of February Meeting

2007-06-16T09:09:00.000-07:00

EMORY CHASE CONDOMINIUM ASSOCIATION, INC.

BOARD MEETING MINUTES

February 1, 2007

Board Members Present: Matt Rosenberger, Norma MacDowell, Shari Shanklin, Virginia Mischen-Hays, Michelle Kleinhans

Others Present: Scott Carter

I. Call to Order

Matt Rosenberger called the meeting to order at 6:40 p.m.

II. Approval of the Minutes

MOTION: Shari Shanklin moved to approve the minutes of January 4, 2007. Virginia Mischen-Hays seconded the motion.

ACTION: Passed.

III. Landscaping Report

There was not a landscaping report.

IV. Financial Report

Checking 28,714

Reserve 34,720

Reserve – CD 40,431

Total Assets $ 103,865

The association will pursue judgments when balances reach $600.00 or if their balance is $300 or more for three months in a row.

V. Old Business

A. Erosion along the Creek

Last Monday, Paul from Aquascape examined the creek to gain additional information to draw up a formal plan for the creek restoration. The plan will need to be approved by the City of Decatur and EPA before the work can begin.

B. Association Documents – Amendment Timeline

1. Distribute the amendment by January 10^th

2. Annual Meeting Notice to be mailed out by January 25^th with copy of ballot

3. Ask homeowners to return ballot by January 31 in enclosed envelope

4. Board to try to get missing ballots between 2/1/07 and the Annual Meeting (2/22/07)

5. Have additional ballots at the annual meeting

6. Final Deadline for collecting the ballots is April 30, 2007

Scott Carter will email the Board an updated directory.

MOTION: Matt Rosenberger moved to create an Association Documents Committee. The main purpose of this committee will be to contact unit owners and encourage them to send in their ballots for the approval or rejection of the proposed Declaration and Bylaws amendments. The committee will consist of the existing Board of Directors. Michelle Kleinhans seconded the motion.

ACTION: Passed.

C. Dumpsters Signs at Building 3 & 8

The garbage sign will be placed on these dumpsters next week.

D. Dog Attack

Patricia Cooke from unit 14-A was bitten by a dog from unit 19-D. The dog was on a leash but pulled loose and bit Mrs. Cooke on the arm. She was taken to the hospital and treated. The dog was taken by the City and quarantined to see if it has rabies.

VI. New Business

A. Stone House Requests

The Board approved items 1, 2, 3. Item 4 is the responsibility of the property owner.

1. The installed window unit A/C is an allowable exception to the HOA rules – background for the board, the cottage does not have central heat and air conditioning, and this window has had an A/C unit since the condo conversion in the 1980s.

2. The garage is for the private use of the owner of the cottage – background for the board, I pay the property taxes on the garage, and the gas / electric lines feeding the garage are from the cottage.

3. The association will clean and re-secure the gutters where they have separate from the building, and provide a completion date.

4. The association will replace the electrical service line from the cottage to the garage, raising it to a safe height

B. Recent Sales

Virginia Mischen-Hays compiled the following comparable sales information:

2 – Bedrooms (sales ranges) 3 – Bedrooms (sales ranges)

2000 $101,000 - $118,000 $143,700

2001 $106,000 - $128,000 $130,000 - $148,000

2002 $113,000 - $128,900 $147,000

2003 $ 98,000 - $112,000 ----------------

2004 $ 95,000 - $106,700 $128,000 (2)

2005 $ 93,400 - $114,900 ----------------

2006 $ 90,000 - $ 98,000 $128,000

2006 - There was a foreclosed unit sold for $85,000 and another unit sold for $130,000

C. Unit 1-A

The entrance door still has not been painted by the owner.

D. Annual Meeting

1. A pie chart of the 2006 and 2007 expenses will be prepared for the meeting.

2. The association’s insurance agent will be invited to the Annual Meeting to make a 10 minute presentation.

E. Building 11

The crawl space of building 11 will be examined. It is retaining rain water.

F. Unit 1-D Dryer

The dryer vents into the attic. The vent needs to be extended through the soffit.

G. Crawl Space Vents

A contractor will be hired to replace any missing vents.

H. 5-B Hall Light

An electrician will be hired to repair the hall light.

I. 13-C Attic Insulation

The Board approved allowing the owner of 13-C to install attic insulation.

VII. Adjournment.