August 18 Board Meeting

 

  DRAFT:  THESE MINUTES HAVE NOT YET BEEN FORMALLY APPROVED AT A BOARD MEETING

 

August 18, 2013

Board meeting

 

The meeting was opened at 2:05

 

Members Present:  Richard, Sandy, Diane, Doc, Judy, Ed, LaToya, Durel, Bartlyn

Members Absent: none

 

1.      Siding and Awnings

The siding on building 16 is finished except for doorbells.  We expect that they will start building 17 this week.  The new contracts contain all of the corrections from building 16 and we were able to reduce the total cost by almost $10,000.  If we want a performance bond, we will have to pay for it; however, since they will be doing only one building at a time, it is really not necessary.  Doc moved that we eliminate the performance bond, Richard seconded.  Richard, Sandy, Doc, Judy, Ed, LaToya, Bartlyn and Durel agreed;  Diane opposed.

 

The awning that has been put up is different from the sample LAS showed us.  There was general agreement that we could probably come up with a better awning at less cost.  Richard is looking into this.  Doc suggested we put the matter on hold while we look into other possibilities.  Diane stated  that the original proposal indicated that there would be no problem with water retention.  She suggested if LAS can't do this that we look into getting something similar.  Doc moved and Bartlyn seconded that we table all discussion of the matter until we have more information.  The motion passed unanimously.

 

2.      Roofing

We have used all of the money from the Isaac insurance so roofing work will have to stop until we get more money.  Diane suggested that we get the roofers to continue where there are patches as soon as money becomes available.  Bartlyn asked how patched roofs would affect our insurance.  The leaks are now caused by fireplaces.   The roofers can work with the crickets and caps and LAS will take care of the sides of the fireplaces.  Roofing estimates on 3, 4, and 6 and some in the 40's will run about 70,000.00. 

 

3.     Release of Funds for Siding

The paperwork requesting this was returned because of an address problem.  We will request all of the money will be sent to us.  These funds will go into the Insurance account.  Assessment money will be kept in a separate account from operating money. 

 

4.     Attorneys

Doc indicated that there was a misunderstanding over the services of the attorney.  The motion from the meeting of August 5, 2013 stated  "A motion was made by Richard and seconded by Diane to accept the proposition of Butler Murdock to review the existing files.  They will give two hour free per file.  This motion passed unanimously.  Diane and Durel were directed by the board to contact Montgomery Barnette authorizing them to transfer all the files related to CVCA to Butler Murdock."

He felt that the motion did not indicate that we would no longer be using the services of Montgomery Barnette.  Butler Murdock indicated that would let us know ahead of time what they would be charging and their per-hour cost is significantly lower than that of Montgomery

Barnette.  Bartlyn moved and Richard seconded that we terminate Montgomery Barnette as the legal representative for Chardonnay and that Butler Murdock provide legal services for Chardonnay Village in the future. The motion passed unanimously.

 

5.      Finance

About $39,000 has been deposited into the assessment account.  We used some of that to pay off the remainder of the bill for building 16.  Some of the residents have already paid their assessments for the entire year. Diane asked if we have certificate of completion and lien wavers.  Richard indicated that Doug Mayo will give those to us tomorrow.  She also asked if Mr. Mayo had signed off on the completion of building 16 after the problems were redone.  Durel replied that he had; that he walked with Mr. Mayo last week and he had no problems with Building. 16.

 

6.     Rules and Regulations

Durel contacted Office Depot about the cost of printing these.  If we send our own personnel there to run them off it will cost us about $200 rather than the $800 if we have Office Depot do them.  We will have some ready for tomorrow for those who come to get them. We will have to mail some to those who do not live here in Chardonnay but the attorneys indicated that we do not have to send it by registered mail.  Because we have no right to interfere between the owner and the tenant, we will give them out only to homeowners.

 

7.      Trust money

The paperwork will be sent out tomorrow to take out the rest of the money that is still held in the trust fund.  Doc will see that the local account number into which this money has to be transferred is available.

 

8.      Lights

There was a whole section of lights that were out.  It should be corrected now.

 

9.      Signs

They are in process and should be ready in about two to three weeks.

 

10.                         Other

New address for ASU: 3939 N. Causeway Suite 301, 70002.  They will notify all of the residents of the change of address.  We will check to see if they have finished the report of the past three years. 

 

At 3:35 Doc moved that we adjourn.

Stray cat

There is a black cat that has been getting into the garbage at the back of the complex, near building 44.  If this is your cat, please see that it does not get loose because we will be calling the SPCA to come trap it in the near future.

Extended office hours

 

 

For those of you who were unable to pick up your copy of the new Rules and Regulations, the office will be open from 1:00 pm to 8:00 pm on Wednesday, August 28.  If you cannot make it on that date, the office is open every Monday through Friday from 9:00 am to 4:00 pm.  You can also ask for an appointment on Saturday by contacting cvcapropertyman@att.net or calling the office. 

August 5 Board meeting

 

 

CVCA Board

Special Meeting on Finances

Minutes

August 05, 2013

President Durel Burke called the meeting to order at 6:10 p.m.

Members present: Dr. Learned, Latoya, Diane Allen, Richard Sanders, Bartlyn David, Sandy Somerville, and Judy Miranti.

All the board members welcomed "Doc" back.  His recovery from his fall is progressing.

I         Report on BTR account money.  Diane reported on the Trust Agreement.  She moved and Richard seconded the motion

to submit the paperwork to Regions Bank and move the escrow insurance funds to the Regions insurance account.

          Motion passed unanimously

2.      Siding.  Doug Mayo, the architect has approved building 16.  The check for the completed work has been prepared for LAS.  Doug Mayo has completed the AIA agreement for building 17 to begin renovation.  The contract contains the revised scope of work to be completed.  The deposit has been paid.  This work should begin within the week.

 

3.      Lease rule and letter to homeowners.  So that there is no confusion regarding the leasing of units, the rules have been adjusted and an addendum will be brought to the court house to be recorded.  In order to call a moratorium on leasing and in order to bring the ratio of owned units and leased units into a percentage acceptable to lenders, 2/3's of the homeowners will need to vote favorably to call a moratorium on leasing.  Getting the 2/3's vote of the homeowners has been problematic in the past.  For this this to happen,

Diane moved and Bartlyn seconded that the board should move forward with purchasing the website so that voting can take place electronically.  The application fee is $200.00 and the annual maintenance fee is $450.00. 

          Motion passed unanimously

 

4.      Report on Bank Accounts.  Doc Learned distributed the projected monthly budget and expenditures.  The expenses are exceeding the Association's income and concerns were expressed regarding the ability to pay bills in a timely fashion. The amount of outstanding fees has been reduced from $40,000 to $20,000 as a result of the Butler Murdock collections agency being hired. 

The board looked at each item of monthly expenses and the following decisions were made:

1.    To not retain Darren and have maintenance on an as-needs basis.

2.    Pay the office manager every two weeks rather than every week.

3.    Review the attorney fees and make the necessary decisions regarding the value of the services.

A motion was made by Richard and seconded by Diane to accept the proposition of Butler Murdock to review the existing files.  They will give two hours free per file.

 

          Motion passed unanimously

 

Diane and Durel were directed by the board to contact Montgomery Barnette Authorizing them to transfer all the files related to CVCA to Butler Murdock.

 

5.Pool/tennis court/signage report.  Bartlyn reported

Total cost for signs is $4358.70. A check has been cut for $2179.35 for the 50% required deposit to begin the work. Bobby Scallan has been paid $550 for the work he has done and is continuing on the tennis courts. The work includes the cleaning of the center and end tennis court, the welding of the pole on the court closest to the office, the patching of the courts, and the repair of the pole on the center court and removal of the pole on the end court closest to the gate.

Two tennis nets have been purchased in the amount of $150. Bill Wells will install the directional signs. This will include two black poles per sign and setting the pole with the signs attached in the amount of The cost per installation will be $145 per sign. The total for installation will be $1015.

 

Total for the two projects will be 6073.70. The remaining 900.00 will be used to paint tennis courts.

 

Pool tiles......will be purchased at Home Depot with sand needed for project. Board members will assist in this project.

 

          Motion by Bartlyn and seconded by Sandy to replace the pool's broken tiles.

Motion passed with one abstention. 

It was suggested to put under the tiles.

 These projects have stayed under the $7,000 budget.

 

Board is committed to exercising its fiduciary responsibilities  making sure the resources are there to maintain a quality  of life for the homeowners and tenants of Chardonnay Village.

Submitted by:

Judith G. Miranti

Recording Secretary

ASU Change of Address

 

 

 

August 21, 2013

 

 

Chardonnay Village Condominium Association

1500 W. Esplanade Avenue

Kenner, LA  70065

 

 

RE: ASU - NEW LOCATION!!!!!!!!!

 

Hello Chardonnay Village Homeowners,

 

Accounting Services Unlimited, LLC is MOVING TO A NEW LOCATION! The new building is just down the road with more space to accommodate our expanding company! Please be patient with us as we try to make this transition as smooth as possible.

 

We will be sending this letter to all the email addresses we have on file and to the doors of all the units.

 

As of September 1, 2013, if you choose to mail in your payments, please send them the following address:

 

Accounting Services Unlimited, LLC

Attn: CVCA

3939 N. Causeway Blvd. Suite 301

Metairie, LA  70002

 

 

As a reminder: YOU CAN NOT DROP OFF YOUR PAYMENT AT OUR OFFICE. All payments MUST be mailed to our address.

 

Please make all checks payable to "Chardonnay Village Condo Association" or to "CVCA". Payments are due by the 10^th of every month and late if postmarked by the 11^th.

 

We appreciate your patience and thank you for your cooperation.

 

Sincerely,

 

 

Thomas Fontes

Accounting Services Unlimited, LLC

CC: Chardonnay Village Board of Directors

Rules and Regulations Pick-up

 

We are in the process of giving out the new and revised Rules and Regulations for Chardonnay Village.  We need all residents to come to the office to pick up their copy. The hours are 9:00 am - 3:30 pm Monday, August 19 through Friday, August 30, 2013.

 

We realize that a lot of people will not be able to come to the office during these times.  If you are unable to come to the office to pick up your copy, please e-mail us at cvcapropertyman@att.net or call the office at 504-468-1958 to make an appointment.

 

We are doing this to save Chardonnay money on postage.  It would cost us approximately $2000.00 to mail it out.

 

Thank you for your assisstance.

A/C overflow pan

 

We have had numerous calls from homeowners concerning water coming into their unit.  Upon investigation, we have found most of these complaints are from the Air Condition overflow pan.
 

Please have someone look at your overflow pan and make sure it is clean and draining properly.  Failure to do this will cause flooding and water damage in your unit.

 

NSF Checks

Several unit owners have used NSF checks in paying their dues/assessment.  When NSF checks are issued, the unit owner will be charged a $35.00 processing fee and will be required to pay their dues/assessment plus the processing fee through a cashier's check.

Water Turn Off 8/3/13

In the near future, the board will be turning off the water to any units whose owners are behind in their dues by more that $400.00.  In addition to paying the amount in arrears, unit owners will be charged an additional $75.00 to turn the water off and an another $75.00 to have it turned on again. To avoid these penalties, please bring your accounts up-to-date. 

 

Please respond to: cvcapropertyman@att.net or through our the comment button below