December 2015

December Meeting 

At the December Board Meeting the President noted:

• Gutters on all buildings have been cleaned
• Issues with trees on properties adjacent to the Association are being reviewed with the property owners
• The storm water retention basin is checked monthly and has been as necessary
• Buildings G, H and I will be power washed in 2016
• The Gazebo will be repainted and receive repairs in the spring
• Outstanding landscape renovation items have been reviewed with the contractor with expectations for completion in the spring
• Unit owners were thanked for their concern and attendance at the September Board meeting
• Concrete will be reviewed in the spring to establish future replacement planning timelines and reserve fund allocations 

Pet Etiquette

Dogs must be hand leashed and under your control at all times that they are outside of your home.  Owners must remove pet waste immediately after it has been deposited on the ground. 

Appliance and Fire Safety

Periodic maintenance is necessary to provide safe operation and minimize the possibility of the effects of carbon monoxide buildup in gas appliances.  The following items should receive your attention:

• New furnace and water heater installations require a building permit  issued by the City of Berea.  The building permit should be posted before any work is started at your home.
• Smoke and carbon monoxide detectors installed according to manufacturer's instructions are essential.  Proper location of detectors is important to prevent false readings and to insure that they can be heard in sleeping areas. 
• Combination Photoelectric and Ionization smoke detectors provide the highest level of safety and respond to most types of fires. Visit http://photoelectricsaves.com for important safety information.
• Do not warm up cars in the garage or park vehicles by backing them into the garage.    
• Never operate unvented fuel-burning appliances in any room where people are sleeping.
• Do not store propane gas tanks in the home or garage.  Return them to the dealer.
• Firewood must be stored away from exterior building surfaces to prevent siding damage and  insect or vermin infestation and purchased in small quantities as firewood cannot be stored on the common elements

July 2015

June Meeting News

The following items were reviewed at the June 10, 2015 Board Meeting:

• Landscape Improvement which will include a uniform design for beds adjacent to buildings, replacement of bayberry shrubs with boxwood varieties, the movement of selected shrubs such as burring bush and the addition of 6 trees in the tree lawn area.  Work will start in late June and continue through July.  This plan will include the planting of flower bulbs in the fall to add color at various times of the year.  Mulch will be installed only after the completion of planting and bed work.
• Unit owners are responsible for the watering of the new landscape areas during the critical initial stages and throughout the hot summer periods and will be assessed the costs of outside labour required to water plants should this becomes necessary due to the lack of unit owner care. 

Landscape and Property Review

Notices have been sent to owners where attention to maintenance and architectural items is necessary.  Your cooperation in the prompt correction of issues noted to enhance our curb appeal will be appreciated. 

The paint colour for patio fences, doors and wood trim is Sherwin-Williams Navajo White SW-6126. Check newspaper or mail advertising inserts for frequent discount pricing at Sherwin-Williams stores.

Now is also a good time to dress up your home with window coverings where the outward appearance indicates  maintenance is needed.   Please also be sure to bring in newspapers and circulars that are left at your home on a regular basis.  

Pet Provisions

Our four legged companions require some attention whenever they are outside of the  home. 

• All animals, including dogs and cats, must be hand leashed when being exercised.
• Pet waste must be cleaned up immediately after its deposit on the grounds.  There is no provision for once per day/week/every so often clean up - just immediately. 
• Pets may not be tied up of staked onto any part of the building or grounds.

April 2015

March Meeting News

The following items were reviewed at the March 4, 2015 Board Meeting:

• A Landscape Improvement Plan is being prepared by our landscaper for review and possible future approval.  This plan will include the removal of dead shrubs, replacement of 6 trees and the planting of flowers to add color.
• Water from outside faucets, as permitted in the governing documents, will be used for the irrigation of landscape areas and the power washing of buildings. 
• A Legal Education Seminar will be held on Saturday, April 18 by Foth and Foth Co., LPA, the firm that provides legal services to the Association.  This event will  provide Community Association practitioners with education about issues affecting property operations and management.

New Hot Water Heater Standards

The Department of Energy is changing standards for water heaters, with significant conservation requirements for heaters with capacities over 55 gallons, starting on April 16, 2015.  Lower capacity replacement water heaters may have either larger physical sizes (increasing about 1” to 2” in height and diameter) due to better insulation or smaller capacities to meet the standards.  Most models will likely have electronic ignition rather than pilot lights, requiring an electrical connection for the new heater.  Certain models may incorporate newer flue venting methods or PVC vent materials as they may be unable to use existing flues.

Precise measurement is recommended prior to the purchase of the new heater. Although the water heater will be more efficient and save on operating costs, the upgraded appliance will most likely cost more with additional dollars necessary for a possible more complex installation. All water heater replacements require a permit from the City of Berea Building Department. Contact (440) 826-5812 for contractor licensing and permit requirements

Insurance Provisions

The Association maintains an insurance policy for the Common Elements as defined in  the Declaration and generally excludes the Limited Common Elements, the Units and all personal property.  As the policy renews in March, you may receive a lender request for  evidence of insurance.  Please mail or fax a copy of the request to us as we need all of the information contained in the notice.

The purchase of a condominium owners policy (Form H0-6) for personal property, all portions of the unit and limited common elements, (furniture, carpet, interior improvements, patios, storm doors, etc.) public liability protection, loss assessment, building property and additional living expenses in the event of a loss is essential.  Resolution of losses to unit and certain limited common elements often is the responsibility of the unit owner, even where the source of the loss comes from outside the unit, such as leaks, sewer backups and fires. 

Additional policy enhancements that you should strongly consider include: Sewer backup,  additional liability for certain breeds of dogs and other coverage that you may desire to limit out of pocket expenses in the event of a loss as no insurance policy covers all losses.  When reviewing your coverage with your agent, the exclusions in your policy should be weighed and additional riders considered.

Proxy Solicitation

The Association’s Bylaws provide direction for the governance of a Community Association.  One requirement is that an Annual Meeting of the Owners be held each year and that a majority of the owners must attend the meeting to elect officers and receive reports.  That’s correct, unlike federal, state, and city government where voting is voluntary - a majority of the owners in a Condominium must attend or there is no election.  While it is easy to attract a large crowd at a new Associations or those in crisis -  the reality for mature projects is that the in person attendance of half of the owners is not a reality.  Without a quorum, the meeting must be adjourned and scheduled for another time, resulting in the additional costs and inconvenience of multiple meetings. 

Fortunately the bylaws provide for owner attendance either in person or by proxy.  A proxy is a document that permits another person in attendance at the meeting to vote in place of the person that does not attend the meeting.  Without special instructions, the proxy holder may vote as they see fit and the proxy is valid for 11 months.  In other instances, such as in amending the governing documents, a directed proxy may be used to guarantee a vote in a specific way. 

For the past few years, we have used proxies valid for 5 Annual Meetings or any adjournment of the meeting.  This multi-year proxy has inherent protection as it may only be used to establish a quorum and elect members to the Board of Directors.  Any other action not specified on the proxy such as an amendment of the governing documents or other action is not permitted.  As Community Associations must state the purpose of a Special Meeting, any action that might be considered would require a specific directed proxy in order for the action at the Meeting to be valid.   When your proxy arrives in advance of the next Annual Meeting, be sure to sign and return it promptly.