June 11 2018 Board Meeting

MHA

Board of Directors

 Meeting Minutes v1

 Board meeting

June 11, 2018, 6:30 P.M.

Unity Church, Boulder, Colorado

 

Session times

  • Open session: 6:33 – 7:02 P.M.
  • Executive session: 7:02 – end of the meeting.; Confidential resident information, Board discipline, legal information, attorney counsel.

 

Attendance

  • Present in person: Isabel Sanchez, President; Scott Goddard, Vice President; Sunny Shaughnessy, Management Committee Chair; Melissa Swedlund, Treasurer; Kathy Lange, CPM; Race Cowgill, Zenith Management Consulting and MHA Board Administrator; Marguerite Ryback Thistle Communities
  • Present by phone: none
  • Absent: Mark Reeder, Secretary (he was elected on 6/10; Curtine Metcalf resigned on 6/10)
  • Vacant positions: none
  • Also present: MHA residents: none

 

Electronic votes before the meeting

Redacted

  • 4/24/18 The Board approved Kathy send notice to residents that there will be no meeting in May
  • 4/24/18 The Board voted to meet on 6/11 rather than 6/23
  • 4/25/18 The Board concluded to have any discussions without Kathy Lange present for all BOD topics that don’t involve CPM, in all future meetings.
  • 4/27/18 The Board approved minutes from 4/23
  • 5/1/18 The Board approved an email to residents letting them know there will be no meetings in May.
  • 5/4/18 The Board approved talking to Jessica first about the possible squatters in [lot numbers], before Kathy takes other action
  • 5/4/18 The Board approved a letter to Jessica giving permission for her to discuss resident issues w/ Kathy.
  • 5/7/18 The Board approved the newsletter
  • 5/12/18 The Board approved CPM sending a query to [resident] regarding [lot numbers] “squatting,” asking for clarification regarding roommate/renter and how long, along with sending the restrictions as given in Rules and Regs; and CMetcalf sending the [resident’s relative] a response explaining the legal situation (based on response from JeMiller).
  • 5/12/18 The Board approved setting up signs by the picnic area that say “Private property, no loitering.”
  • 5/15/18 The Board approved providing two new skirting pieces to [lot number] to repair the damage they claimed was from the lawn mower, and approved a white picket fence to delineate their yard (after gettting a price via KL).
  • 5/18/18 The Board approved email to [resident] stating that newsletter will not contain his position paper, due to space limitations and fairness to all other candidates.
  • 5/20/18 The Board concluded that regarding [lot numbers, squatting]: nothing has been proven so unless/until the [resident] makes a documented statement of violation, that nothing can be done.
  • 5/20/18 The Board approved a reply to [resident] that due to fairness concerns and the late date, his position paper will not be published.
  • 5/23/18 The Board approved a letter to [resident] regarding their dog biting others, saying that, in keeping with COB rules, the dog must be leashed at all times, and that it must comply with companion animal R&Rs.
  • 5/24/18 The Board approved the monthly violations letters, to be sent by CPM
  • 5/24/18 The Board approved the following for the resident meeting on 6/10: the agenda and notice, and the absentee ballot. The bylaws went out too.
  • 5/25/18 The Board approved sending the elections packet as email and US mail to all residents
  • 5/25/18 The Board approved paying [resident] $100 for music at the BBQ
  • 6/4/18 The Board requested an altered absentee ballot so that MReeder would be shown to be running for secy, not VP, following a meeting between the Board and MReeder.
  • 6/4/18 The Board approved the June newsletter

 

Resident forum

  • No non-Board residents were present.

 

Financial report, Melissa

                                                      April            May

Assets, total                        $828,581     $861,629

Ordinary income and expenses               

Income, ordinary (mostly rents)           $54,345           $54,728

Income transferred to reserves            $26,666           $13,333

Expenses, ordinary (including               $49,280           $31,673

transfer to reserves)

Net, ordinary                                        $5,065             $23,055

Capital income and expenses                

Income, capital (transfer from              $26,666           $13,333

ordinary income)

Expenses, capital                                  $0                    $0

Mortgage interest payment                   $19,147           $19,147

Net, capital                                           $7,250             -$5,814

Net, Total (net ord. + net cap.)    $12,858       $17,241

 

Total remaining mortgage principle (owed by Thistle, not the MHA):      $3,071,251

 

Board yearly forms (confidentiality, pledge of fidelity, conflict of interest, and BOD code of conduct

  • Mark Reeder has been elected (as of 6/10), but was absent for the signing, and cannot participate in Board discussions/business until he has either signed the documents and filed them with CPM, or has indicated in an email that he has read the documents and affirms them.

 

Translation of BOD documents, newsletters, etc.

  • The Board will continue translating documents via Google Translate, despite some resident complaints about its inaccuracy.

 

The Board’s work with Zenith

  • After many months of discussion, the Board concluded it wants to try to do all its own administrative tasks, without the assistance of Zenith or another Board administrator, and without Zenith’s further participation in the MHA.
  • The Board and Jessica will review the list of monthly tasks Zenith has been doing, and the Board will decide which tasks continue to be necessary, with any questions about them answered by Race. The Board will then advise Jessica of these tasks. Jessica will then work with Race and the Board to create a transition plan of taking on these tasks in chunkcs, rather than all at once. Jessica and Race will periodically review how the Board is doing in these tasks, and all parties decide what needs to be done if/when they are not being done to the standards necessary.
  • The Board offered to extend Zenith’s current contract from 7/31/18 to 10/31/18, but Race declined, noting that his time is more limited and that his hourly rate has now increased for the MHA to $250 per hour.
  • The Board and Zenith will work as-needed, after 7/31 when the contract expires, at the new hourly rate of $250.

 

Property issues

  • The BOD reviewed the amount it is currently paying Juan — about $38,000 per year — and concluded that this is a reasonable amount.

 

Executive session

  • Confidential resident information, Board discipline

 

Meeting ended at 9:13 PM

 

Note: In months when the MHA newsletter is published, all BOD minutes (BOD and resident meetings) are sent out with the BOD newsletter, to all residents. Otherwise, the minutes are either sent on their own, without a newsletter, or sent with the subsequent newsletter and minutes. Newsletters and minutes are published in both English and Spanish.