CONDO DEL SOL BOARD OF DIRECTORS
MEETING MINUTES
March 24, 2025 – 4:00 pm
Call to Order: 4:00pm
Meeting Agenda: Approved.
Roll Call:
- Board: Keith Bryant (President), Ted Hanbury (VP), Colleen Dalebout (Treasurer), Sydney McNeal (Secretary), Don Bell, Peggy Peterson, Christy Nauta
- Owners: Lisa Peters, Shawn + Mike Keough, Audra Botkin, Susan Rothschild, Ty Pearsall, Amy Spoelstra, Paul Zvonar, Jana Jensen, John Sherrick, Terry Naccarato, Dave (LN?), Daniel Raphael, Chris Bradley, Randy Peters, Constantia Red, Terry Lederhouse
Minutes of Previous Meeting: Dec 16, 2024 – Motion to accept minutes moved by Peggy Peterson, seconded by Don Bell. Approved (all in favor).
Financial Report:
- Combined Account Balance (as of 3/18/25): $288,158 (compared to $293,468 on 01/31/25)
- Q1 dues collection was a little slow, but currently only 2 owners outstanding. No penalties have been levied to date, but this may change in the future.
- Majority of expenses YTD have incurred within normal budget range (utilities, insurance, snow removal, management)
- Motion to accept financial report moved by Colleen Dalebout, seconded by Peggy Peterson. Approved (all in favor).
Property Updates:
- Windows, gutters and building cleaner coming week of April 14th. We will send out a communication to remind owners.
- Exterior hose bibs have been turned back on, but hoses have not been distributed yet.
- All hot water tanks have been inspected and 12 were identified to need repair (due to leaking). These 12 owners have been notified and repairs are underway. Recommendation to do this on an annual basis.
- We have hired a part-time pool person who will start mid-May (responsible for opening, cleaning, testing and closing).
- Pool professional (different than part-time hire) will come fix broken pipe and get the pool going for the year.
- Determined the frame on the back walkthrough gate is flimsy and will be replaced before the gate is hung. Gate should be hung and operational within 2-3 weeks. It will have a keypad and a code will be sent out to owners.
- Landscaper: Just barely started spring cleanup and things are looking really good. Tree maintenance is also being planned.
- Peggy will be off-property for 2 weeks starting April 1.
2025 Budget:
- Summary: Very detailed. Peggy dug extremely deep into old receipts, expenses, etc. to ensure our actuals from 2024 were accurate and determine what will be consistent vs. what will likely change moving forward. The accuracy of this budget is underscored by Peggy’s substantial experience working with regular Condo Del Sol (CDS) subcontractors. Note that CDS will no longer have employees in 2025 – all independent subs working through ABC.
Deck Rehab/Reserve Study: Full presentation made – see expanded details here.
- Deck Update: Looking to accelerate high-priority deck replacements. We have a good quote to do 21 of the highest priority all at once and will reach out to these owners. Cost will be primarily owner responsibility as it has been determined owners own the decks, but the HOA will provide a one-time contribution to assist with the repairs and maintenance. Probably limited to 24 decks, which will take care of 90% of the high-risk decks. Possibly repeat this program next year to take care of the moderate priority decks. See presentation for more details.
- Reserve Study: Currently validating high-level analysis with more precise cost estimates. Two components, Major capital and minor:
- Major: Roofs are the primary concern, and asphalt is another major item. We currently have a really good handle on the roofs and trying to determine if we’ll do it in one year or multiple. Initial estimate was $418,000 but we think we can get a better estimate. Asphalt is up next but we have some time.
- Minor (less than $20,000 in aggregate): Highest priority minor items are safety related, which will be started immediately (failing stair treads and sidewalk repair). Next will be minor exterior repairs and painting, dock maintenance, seawall repair, repair concrete wall by front gate, pool deck repair and cover replacement, fence painting, and signage upgrades. We plan to have someone walk the property give us a priority list for these minor items and get some real quotes and timelines to start checking these items off.
Roofs:
- We’ve gotten our money out of the previous (25 year) shingles. They have ended their useful life, and – while it’s not an emergency – they need to be replaced. We have several estimates and working on finalizing a contractor and on timing.
New Business:
- Voting Software: Still working on logistics and obtaining some quotes.
- File storage system/database for future boards: Will likely use Google Drive and hope to begin building/populating this over the next few months.
Owner Input/Question Period:
- Q: Is the pool hire a full-time employee?
A: No, 3 hours per day. - Q: Why is the management company not taking care of the pools?
A: This was not part of their scope from the beginning. Peggy and Christy took this on and got it done. - Q: ABC has been our management company for quite a while now, but we don’t see them onsite and there are some projects they were supposed to be tarted that haven’t been. Can you explain what we’re paying for with ABC?
A: ABC does a lot of work in the background. Accounting, late payments, violations, recommending and scheduling 3rd party vendors, etc. This setup saves us approx. $30,000/year over a full-time onsite manager. There are also projects that will move over to ABC’s responsibility after their initial transition period (air conditioning, reserve study, etc.). - Q: Isn’t part of ABC’s contract to be onsite a couple of times per week?
A: Yes, but the board has struggled with what to have them do onsite if there are no specific projects. One possibility might be to have them work onsite a couple of times a week in the office. This is a work in-progress. Ted and Keith meet with ABC weekly to discuss project progress and other issues. Need to transition Peggy’s duties over to ABC at some point. Working on firming this up. Things ABC does well – invoicing, payables, receivables, assisting in working program and managing this (including gate code assigning). Please note that the owners of ABC had a family emergency right when they took over – opportunity for improvement now that they have more bandwidth. - Q: Will the asphalt item in the reserve study address the slope toward/away from the building?
A: Currently only top coat, but the water collection/pooling will be addressed as well. This issue runs deeper than asphalt (gutters, high water levels, etc.). Currently some plans to tie into stormwater system to assist with under-building water. - Q: How many units have installed air conditioning? What were the average costs?
A: Lower = 7 and Upper = 6 (plus ~2 pending). Average cost for an upper was $19k but may decrease with a new vendor. Lowers are quite a bit less. - Q: Weren’t the upper decks more of a concern than the lowers?
A: Yes, but there are still concerns of integrity issues and water infiltrating the structures. - Q: Why are the high-risk upper decks still allowed to be repaired on a voluntary basis?
A: The goal is to work with our owners on a collaboration and communication basis, but there may be some liability repercussions for high-risk owners who don’t repair and have subsequent leaks. - Q: Is the color for the shingles intended to match the current color of the building or are we planning something different?
A: Same as current – good at reflecting light and heat. - Q: How will the roofs be paid for?
A: Likely a special assessment, but timing is still to be determined. - Q: Do we need a supermajority to pass a special assessment?
A: We always like to get the approval of the owners, but the board has the ability to do it if needed. This is why it’s important we commit to building our reserves. Maintenance has been deferred for several years and we need to get on top of it. - Q: Are we going to do seaweed control this year?
A: Yes. - Q: Is it possible to install a boat lift? An owner provided the specs.
A: The board will discuss Wednesday (Special Meeting). - Q: Issues in other states with insurance – buildings older than 1990’s are becoming uninsurable. One possibility to explore – different kind of insurance that falls partially on owners (HOA still carries liability, etc.). May be worth looking into if CDS’s rates continue to go up.
A: ABC is handling insurance premiums and this may be something they are knowledgeable on. Our master policy renews in June and ABC has a good relationship with our agent in CDA. - Q: Update on new storage sheds?
A: It’s on the list. There was no permit application submitted to the city as was previously thought. Working on new quotes. - Q: Are there any plans to replace the planters behind the tennis courts? They’re falling apart.
A: Peggy going to work on a plan for metal troughs. - Q: Can we increase the temperature of the shallow pool?
A: Peggy will look into it!
Next Quarterly Board Meeting: Monday, June 16th at 4:30pm (PDT)
Meeting Adjourned: 5:40pm