THE HAMPTONS At Maplewood
Hamptons
At Maplewood Homeowners Association, Inc.
Board
of Directors Meeting Minutes
Wednesday,
April 2, 2003 – 7:00 P.M.
Location:
Bristol Management Office
It was determined a quorum was present. Board members present were: Troy Holloway, Colleen Scalzo, Peter Rene, and Lisa Coffee. Beth Goin was present representing Bristol Management and Consultant Bob Cusumano, from Coating Consultants Inc. attended.
President Troy Holloway called the meeting to order at 7: 05 p.m.
New Business:
Paint Bids
Peter Rene opened the discussion by seeking clarification on items found in the Specifications for the Preparation and Repainting of the exterior surface document. The following was discussed:
 | The contractor will supply copies of the required licenses and permits as well as the required certificates at the same time the contract is signed. |
| The contractor will furnish all insurance certificates once the contract is awarded and before the contract is signed. |
| The contractor will be paid by draws. No money will be released to contractor with out the Association receiving a release of lien for services that have been provided. The release of lien will be exchanged for payment. |
| The contractor will paint a home in each color choice for the Boards review before moving forward on the color. |
| To ensure that the contractor is using “new Product” and the product that has been specified for the work site a system will need to be established to inspect deliveries of the products to the job site. |
| Peter reminded the Board that Bob does not have a contract to do any inspections. Troy agreed that the board would need to review the agreements in place to ensure that the checks and balances are established before work commencing. |
| Lisa wanted to know if the Association was going to accept any more Bids. There was a specific bid process identified and the Association will not accept any other bids. |
The loan is scheduled to close on the 28th of the month.
The Bank will need a copy of the signed contract before closing.
A pledge was needed to secure the loan from the bank. The pledge given is that each homeowner is responsible for their share of the expenses occurred. Any homeowner that does not remit payment of the assessment will be subject to the collection procedure to ensure compliance and payment of the amount owed.
Homeowners will be given an option to pay the amount in full or they can chose to finance the amount over a three year period which will include interest.
There will be a base price that is the same for each home, which will include the home and the common area painting.
An additional charge will be assessed to each home for the homeowner’s wall. The amount of this charge will be the linear foot price for stucco wall multiplied by the dimensions.
The Performance and Payment Bond guarantees that the contractor will finish the job and will ensure that all subcontractors and vendors are being paid.
Homeowners will be given written notice that any repairs that they need to make must be completed by a specific date.
Homeowners will be responsible for removing any vegetation and trimming any plant material that is not part of the common area maintenance that would impede the painting process.
Each Homeowner will be asked to sign off on the painting after the job is completed to their satisfaction.
Any questions the homeowners have about the billing will be directed to the Property Manager.
The homeowner will have a choice of paint color, which must be consistent with the master development plan for the community.
Association Action Items
Schedule tree trimming.
Schedule Foliage trimming.
Notify residents that repairs need to be completed by specific date.
Give copy of contract that was prepared by Gary Fields to contractor for review.
Have Gary Fields complete contract for signatures based on information supplied in painting quote once vendor is determined.
Create a color code chart to give to contractor.
Establish a timetable for all elements that need to be accomplished to successfully and smoothly complete painting project.
Make sure new owners are being notified about a pending special assessment on the estoppel forms.
Determine who will be responsible for final inspections.
Determine placement of construction trailer and portolets.
Steve Inglis to furnish Association prices for additional services needed by Association.
The Board of Directors will need to choose paint choices from the Duron Paint Sample Book.
After colors are determined, Bob will perform a test on the paint to ensure that it meets the exterior paint requirements to ensure the useful life of the paint.
Bid-recap
Bob Cusumano prepared a bid recap for the Board of Directors review. He explained the spreadsheet and what each category represents. He also explained the breakdown in cost. The Base Bid cost includes all walls within the community. Since some of these walls are the individual owners responsibility the Associations portion of the base bid will be decreased. The Board agreed that the Performance and Payment Bond was well worth the percent it cost. Bob was asked if he had a recommendation. Bob told the Board that the Property Manager had furnished him the name of the five contactors to contact to have submitted proposals. He further stated that he used to be the owner of Sun Art Painting and had sold the business.
The Board discussed the proposals. Peter Rene made a motion to award the Painting contract to Sun Art Painting provided that the reference checks came back with favorable feedback. Lisa Coffee seconded the motion, and the motion carried.
Troy Holloway and Lisa Coffee will do the reference checks and have them completed by Monday April 7, 2003.
With no further business before the Board of Directors, a motion was made by Peter and seconded by Colleen to adjourn at 8:37 p.m. The motion carried.
Respectfully Submitted,
Beth Goin, LCAM
For and on Behalf of the Board of Directors
CC: Board of Directors