Board Meeting - January 9, 2002
6:59 Meeting call to order: Andy, Brian, Roger, Michelle & Kirk Appell
Roger's Report - Treasurer
Spending was suppose to be frozen ... but Towne paid themselves.
Underlying issue that Towne's left hand doesn't talk to right. Witnessed also with handling of the lights. Resident calls in, Towne comes out to band-aid an issue that we have budgeted to remedy. Similar discussion concerning the painting of the fence and payment of the invoice.
New Business
Brian motioned, Andy seconded - Brian/Andy/Roger voted: Kirk is new Member At Large
Overuns with B&B - overages were 8 additional cuts ($3,400), bush hogging ($144), watering ($176), removal of 3 trees ($122), to include additional areas ($1,500)
Issues concerning the additional areas - the Butler-Warren side is at issue.
B&B's agreement is monthly billing - but for services rendered.
Michelle was suppose to enact checklist
Want B&B to drop a 'card' in Kirk's mailbox when cut.
Table looking at B&B's contract until Roger further researches this year
Kirk says County will come in and clean area in the easement area. Will investigate this issue. Kirk will call County to research.
Old Business
Alpha Proposal - Questions for them (as detailed in separate letter to them):
We cannot accept the provision IV Turnover of Records - Section 4. We do not want to extend our insurance to directly cover your liability. If this section cannot be removed or severely limited, we do not feel comfortable continuing with these discussions and thank you very much for your understanding.
If that item is workable, please continue.
Our Association does not have any compensated employees. Given that you will not have to perform this function but it is stated as a provided service, what effect does that have on the quoted rate?
Can you further define what is a 'Service Request'? Does that mean a physical maintenance visit to the property and also a phone call, i.e. to CG&E?
Your provided service states: "Maintain all records ..."; the cost of which would be included in your monthly fee. But in the Schedule of Additional Services there is a $120 a year for "Storage of Corporate records". Are we assuming correctly that the quoted fee covers maintaining the records but there is an additional $10 a month to store them. Can you please comment?
Also on the Schedule of Additional Services, what specific jobs would cause Section 1 charges to be enacted?
Your quoted services included the production of Newsletters; we will not be producing Newsletters; what effect does that have on the quoted rate?
We would want to change the section concerning Non-budget expenditures to read 'need written consent before payment is made'. If it were in the budget, we would want you to pay it - but if it was not in the budget - we don't want you to automatically pay it, regardless of the dollar threshold. In addition, if an expense exceeds the budgeted amount - we want to give written consent beforehand.
We would prefer Monthly statements earlier than the 15th; we propose the 5th.
In the unlikely event that this deal would need to be terminated, we feel the Termination Provisions are too long. We propose that the process is reduced to 30 days written notice and once terminated - records are turned over on termination date.
In your list of services, you include Preparation of Minutes. But we do not find that listed in the actual contract.
It is our practice to have the budget meeting in November as opposed to January; can you please change accordingly.
We have some additional questions about your company that we hope you could address:
How many associations do you currently manage?
How many associations have left your representation within the past 12 months?
How many employees do you have? (You quote having a low Manager to Association ratio - we are trying to understand what is driving the number)
Can you provide any references?
You quote the combined number of experience years of your managers; How many of those are with Alpha; how long as this company been in existence?
Are there any assurances you can provide that your company will be around to provide us these services for years to come?
8:47 adjourned. Motioned by Brian/Michelle seconded.
