· Agenda 10/29/18
o 7:00 Quorum Established
o 7:01 Call to Order and Introductions
o 7:02 Adoption of the 2017 Annual Meeting Minutes
o 7:05 Financial Review
§ 2019 Budget Overview/Formal Board Adoption
§ Grounds Contract 2019
o 7:20 President’s Report
§ Yearly Overview
§ Community Gatherings/Events
§ Misc
o 7:30 Election – one open position
o 7:45 Open Forum for Community Concerns
o 8:00 Meeting Adjourned
o Attending: 9811 (Dharmesh, Bindu), 9832 (Allie), 9836 (Tammy), 9854 (Fred), 9868 (Damon)
§ 2018 Officers: Dharmesh Patel (President); Fred Leong (Vice President, Secretary); Tammy Penning (Member at Large)
o Proxies: 9806, 9807, 9809, 9810, 9814, 9837, 9844, 9846, 9848, 9858, 9862, 9866
o Management: April Day, CAS Inc.
· Call to Order (Dharmesh Patel)
· Introductions
· 2017 Meeting Minutes Adopted
· Financial Review/Discussion of FY19 Budget
o Monument Sign: $11,000 not needed in 2019
o Audit and Tax Preparation reduced slightly ($200)
§ 2017 actuals were double because previously the auditor/preparers couldn’t keep up, and we had to sign extensions rather than file on time
§ Now able to keep up with new firm
o Discussion of Landscaping
§ Performance by contractor has been extremely poor since Brightview bought out Brickman in 2017 (bought many small landscaping companies at same time)
· Seem to have lost many of their top employees, not have enough crews
§ We have not received consistent service, and don’t know what has been done
· Blamed lack of mowing, edging, work on trees on rain
· Board does not find this acceptable
§ Recompeted contract: three companies
· Brightview: did not submit a new proposal
· Johnson’s: 1 year proposal
o Does all services including snow
o Did walkthrough, evaluated trees and shrubs
o Familiar with work for two other customers (45 SFHs, and also THs including private yards)
· Mainscape: bid was very high (roughly 60%), not able to resolve yet why this was the case
o Was not able to resolve questions about the property lines, even though they have the site plan
§ Review of Johnson proposal
· Scope of work similar to current Brightview contract
o Mow every 7-10 days, 26-28 cuts
o Mulch twice including private yards
§ Second one in Fall is not full service
§ Bid was lower so option for added Fall service
o Prune shrubs and ground cover 3X (common area)
o Pruning street trees
o Leaf collection 3X
o Fall aeration, overseeding
o Cleanup
· All yards will be done if accessible and no dog waste
· Q: Will Johnson grow so much they will exceed their capacity?
o They are committed to keeping their capacity at the level needed, even if they acquire other business in Emerson
o They are nearby and expect to be able to monitor
· Q: Reporting?
o Monthly: plan, then what was done, then where they are versus the contract requirements
o April has also asked them to be proactive: identify issues such as dead shrubs and trees, etc.
· We should monitor closely; typically contractors do a great job in the first year, then performance slips
§ Need to ensure we get service in the last month of the year
o Other issues:
§ Need to remind community:
· Make sure yard is accessible
· Crews will avoid areas that can be damaged, though they will do their best to avoid damage
o Last year weedwhacker broke something
o Need to keep area clear of items
§ Snow: sidewalk chemical is concrete friendly
o Dharmesh makes motion to accept Johnson proposal; Tammy seconds
§ Adopted 3-0
· Election
o No formal nominations received, Tammy is not running again
o Floor open: Bindu Patel nominates Allie Stegner
§ Allie Stegner is appointed to the Board
o In 2019, two positions will be open: Dharmesh Patel and Fred Leong
· Welcome Basket report (Allie)
o Not getting enough help, need to send two out
o Doesn’t seem to be effective, met 3-4 face-to-face when delivering
o Only acquires materials as they come in
o Recommends keeping program for now
· Open Forum
o People are stripping their front beds bare, some have weeds only. What can we do?
§ Should not be making permanent changes without approval
§ Violations: technically must hold a hearing
§ Provide addresses to April, can send letters out by Spring
o Design Review Guidelines: removal of landscape structures (p. 19)
§ Requires approval by Emerson Community Association for removal of major building and landscaping features
o Concern about dead shrubs and rose bushes?
§ We are moving to a new contractor
§ In Spring, can do a walkthrough of community c. late March/early April
o Discussion of vandalism of monument sign
§ Cost several hundred dollars to replace landscaping (plantings) that were torn up
§ Also happened a block down to flowerbed in The Landing
§ Unclear if related to vandalism of Emerson Clubhouse (swimming pool)
§ Several very small incidents
o Picnic next year?
§ Pizza party
§ Sunday is better due to event for kids
· Adjourned
No comments:
Post a Comment