CDS Board Meeting Minutes – July 30, 2024

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CONDO DEL SOL BOARD OF DIRECTORS
MEETING MINUTES
July 30, 2024, at 2:00 p.m.

Call to Order: 2:00pm
Meeting Agenda: All approved with change to add ‘New Business’

1. Role Call: Keith Bryant (President), Ted Hanbury (VP), Colleen Dalebout (Treasurer), Don Bell, Peggy Peterson, Christy Nauta. Absent: Sydney McNeal (Secretary).
2. Minutes of Previous Meeting (July 06, 2024): Approved.
3. Financial Report: Included in Appendix.
   1. Discussion was had regarding separating our Savings Account from a true Reserve Account. The Savings Account would cover us during the quarterly dues collection period for normal operating expenses, and the Reserve Account would not be touched except for specific items (planned projects, emergency repairs, etc.).
      1. Treasurer to look into transferring a portion of our current Savings Account into a higher
4. interest account.
   1. Request to add a “Forecast” column at future meetings, which would show us where we will be at year-end if we keep up the same rate of spend for each line items. Peggy and Colleen to work on this for the next meeting.
   2. Substantial discussion surrounding current financial and budget A number of items need to be cleaned up. Board working with accountant to accomplish this and complete a thorough review prior to next Board meeting.
   3. New legislation coming into effect that requires owners to be notified prior to January 1st if HOA dues are going to increase.
   4. Under General – there is an $11,000 line item that looks like it has not been spent (i.e. no costs against it). This money was voted on and approved to move from the Savings Account to cover immediate repairs for four Need to show these costs have gone through.
   5. We have some delinquent dues We need to come up with a formal process of billing, delinquency notice, and lien enforcement.
      1. Motion Made: Invoices go out 30 days in advance indicating the payment due date. After 30 days, an arrears notice will be sent to the owner for the overdue amount (1.5% per month). At 60 days, a lien will be placed on the property. Motion Approved.
         1. Accountant will add this information to invoice Board will also communicate this information to owners via email.
         2. Peggy will follow up with current delinquent payments

   IV.        Manager’s Report:

   1. Complaint regarding a long-term rental unit in violation of multiple rules is being dealt
   2. Sandpoint Fire Dpt. Contacted to assist with Knox Box installation (box that allows emergency vehicles to enter locked back gate) and inspect water suppressant system at docks that needs to be repaired. Repair in progress.
   3. Currently gathering bids for snow removal
   4. Continuing to update boat slip contact
   5. Updated outdated rental form and sending to rental
   6. Had pest (mice) issue in a unit; work is in-
   7. Inspected Building I where we had the water issue – completely Believe the water issues were due to multiple leaks as opposed to groundwater. Confirmed by plumber. Have put any plans to install a pump on hold; will continue to monitor through springtime.
   8. Summer renters have been great so
   9. Pools are doing great and being used by many! Pool furniture is wearing
   10. Will need a Certified Pool Operator for next season unless we elect to use a Property

   Manager company who has someone certified to over Condo del Sol.

   1. Lawn mowing has been reduced to 1x per week for 2 Will then resume 2x per

   week.

   1. Had big tree branches out in front of the deep pool removed by Apex Working on a 2-year maintenance plan for trees. Request to get a quote on removing stump beside Building E.
   2. Upper deck railings determined to be emergency (x12) have been Peggy to provide final financials for records.
   3. Deck surface complete and trim installed on all 4 emergency decks – project
   4. Discussed AC replacement for unit #106. Paperwork is signed and ready to Pend Oreille Mechanical being used. No deposit required since it is a replacement.

   V.         Electronic Voting Initiative:

   66. Still some debate regarding whether we need the 6% vote to implement this (contradicting legal opinions).
   67. Currently sitting at more than 50% approval, so will continue counting votes as received and will aim for the 66.6%.
   1. Property Management Company: Details in
      1. Met with two separate companies to discuss quotes and services these quotes would
      2. Request to share 2023 actuals and 2024 ytd P&L’s with Alliance (NDA is signed).

   Motion Approved.

   • Deck Rehabilitation: Details in
     1. Motion: Approval to access the $11,000 in the general R&M budget to proceed with an estimate to do all 14 high priority caulking repairs and the 12 medium priority caulking repairs in the highest exposed buildings A, E, and Motion Approved. Ted will manage.
   1. Further discussion/investigation needs to be had regarding who covers the costs for maintenance/updates vs. deck covering material, etc.
   2. May have a line on a less expensive installation – looking into this

   VIII.     Entrance Gate:

   1. Cost to complete the full project still higher than Reality is that the gate will be expensive and slow given the weight of it and the number of times it needs to open per day.
   2. Committed to working through the logic of how the access would work before we spend any $$. Waiting until after reserve study to determine the available funds.
   3. Management company may be able to advise on

   IX.        Reserve Study:

   1. Developing a list of major components that need to be
   2. Motion: Allow up to $6,000 to commence the Reserve Study, provided that the Board

   receives a list of items to be included. Motion Approved.

   1. Roofs: Opinion from roofer  we can likely get away with waiting for 2-3 years on this

   (but no guarantees). Going to get a second opinion from the reserve study consultant.

   1. Dug into Roof Maxx application from a couple of years ago, and the warranty is apparently still good. May have an avenue to recoup some of this. Roof Maxx rep being cooperative so far. Scheduling an onsite visit.

   X.         New Business:

   1. Car wash noise: Trying to get them to put up some sort of noise Don found some mufflers they and bolt on which knocks the decibels down, as well as some sound boards. They’re not motivated to do anything because it costs money. We offered to split the cost. Working through this but hitting dead ends.
   2. Lots of birds/geese on the lawn making a We’ve put chicken wire up at the seawall

   stairs in the past. Possibly try this again.

   1. Need to determine what we’re going to do with costs of already repaired
   1. Next Quarterly Board Meeting: TBD.

   Role Call: Keith Bryant (President), Ted Hanbury (VP), Colleen Dalebout (Treasurer), Don Bell, Peggy Peterson, Christy Nauta. Absent: Sydney McNeal (Secretary).Financial Report: Included in

   1. Discussion was had regarding separating our Savings Account from a true Reserve Account. The Savings Account would cover us during the quarterly dues collection period for normal operating expenses, and the Reserve Account would not be touched except for specific items (planned projects, emergency repairs, etc.).
   2. Treasurer to look into transferring a portion of our current Savings Account into a higher
   • Meeting Adjourned: 5:14pm