ROTONDA WEST ASSOCIATION
Properties Committee Meeting
Minutes - January 22, 2007

ATTENDEES: George Krabbe, Chair; Nick Gizzi, Bud Nill, Fred Warner, Cleon Kern, Hank Artz, Nancy Healy, Bob Healy, Connie Volpe

OTHERS ATTENDING: John Eisele, Derek Gilbert, Donna Krabbe, Bruce Miller, John Carroll, Claudette & Joe Romano, Mitch Eisele, Ken Guillerm, Doris Walker, Sydney Dotson, Carl Couture, Barry Oglesby, Tom Madsen, Manager

Chair George Krabbe called the meeting to order at 9:00 AM.  The above Committee members were present and represented a quorum. 

The Minutes of the September 22, 2006 meeting were reviewed.   Nick Gizzi moved they be accepted.  Motion seconded by Bob Healy and approved unanimously.

Cleaning of the exterior of the Community Center - Bob Healy proposed that the Association clean the exterior walls of the Community Center (not including the overhang), fill the opened seams and repaint.  All this would use volunteers  Bob indicated that this could be accomplished for $1,664 in paint materials.  Several people raised concerns about:

1) The intrusion of water into the building through open cracks in the side walls when washing,

2) Whether the cracks in the side walls could effectively be covered and filled, citing the way the edges of the existing coating continued to crumble, and

3) Whether the Association's insurance would cover the volunteers in this activity

Community Involvement - Insurance issues. - The above discussion expanded to the larger question of insurance coverage for the myriad of other volunteer activities the Association may sponsor.  The Manager was asked to discuss this question with our insurance agent.

Building Security - The Committee discussed several security issues.
1) The possibility of having monitored security alarms for the Association office and fire alarms for the entire building.  The Manager was instructed to get several quotes for this service.

2)  There have been several reported instances of a door being left unlocked overnight, on weekends.  Because there are an indeterminate number of keys in circulation, it was decided to re-key the exterior doors of  the building, restricting the number of keys and individually identifying each key issued.  Bob Healy volunteered to purchase and install the locks.  Chairman George Krabbe offered to assist in the installation.  The Manager will stamp each key with a unique identification number.
 
3) Concern was raised about the security of the Association records in the event of a fire, windstorm or other catastrophe.  The Manager explained current computer back-up procedures, but indicated that many records would still be lost.  The Committee directed the Manager to explore the possibility of scanning all of our documents and the costs of doing so.

Real Property owned by the Association - The Manager was asked to provide full information on each parcel owned by the RWA.  The Committee also discussed the Transfer Density Units (TDU's) which are appurtenant to Tract B in Oakland Hills.

Definition of Properties Committee responsibilities - The Committee had a long discussion concerning the nature and scope of its responsibilities using the goals and objectives listed (discussed) in the April 5, 2006 Properties Committee Minutes. " The goals and objectives of the RWA Properties Committee will be to identify and maintain, up-grade and improve RWA facilities, including grounds, structures, administrative building(s) gazebo, gazebo bridge, marina docks, and tangible items to include office equipment, tables, chairs, etc."  Discussion centered around whether or not the Properties Committee should be responsible for the maintenance of the existing/installed landscaping at the Marinas and other areas and whether the Committee's charge should include office equipment and furniture.  It was decided that landscape maintenance was the responsibility of the Beautification Committee.   The Committee decided that, while they could not play a leading role in selecting office equipment and furniture, they should review requests prior to them going to the Board.

Motion by Bob Healy, seconded by Nancy Healy - To define the responsibilities of the Properties Committee as the following:  maintain, up-grade, and improve RWA owned facilities to include grounds, structures, administration building(s), gazebo, gazebo bridge, marina docks, and tangible items to include office equipment and furnishings.  Motion passed unanimously.

Hank Artz  presented Plan B  -  Plan B is another variant of  the plans to expand/improve the area the staff works in.  Plan B would make the current storage room into the Manager's office, remove the partition between deed restrictions and the Assistant Manager and use the library for Association records storage.   The library would be placed in a single row of shelves along the outside wall of the office, possibly concealed by doors.  Discussion was postponed on this until the next meeting.

Five Year Plan.  A Five Year Plan regarding repairs to the community center was discussed.  The committee members were asked to make a list of items that are in need of repair or replacement.  This information will be used in our reserve study and will be discussed further in follow-up meetings.  A reserve study will indicate whether there is a need to place money in reserves now and in the future for roof replacement, or to think about a new building.

Creating a Building Fund. The committee discussed the possibility of starting a Building Fund where residents could voluntarily donate funds or bequeath funds upon their death.  Chairman George Krabbe mentioned the $80,000 being held by the Property Owners Association (POA).  Fred Warner indicated this money was voted to be turned over to the Greater Rotonda Organization (GRO).  President Nick Gizzi was asked to check with the members of the POA whether this was a legal move, as this money was obtained from a lawsuit brought by Rotonda West residents and now the money or interest is being used by the GRO.

Chairman George Krabbe also indicated the Women's Club has already established a Building Fund of their own.  Committee members indicated that maybe a collaboration between the Women's Club and the RWA could be established to build a Community Center.

Motion was made by Bob Healey, seconded by Nancy Healey - To obtain RWA Board approval to Contact Mr. Geoffery Lorah, Accountant, and Mr. Richard DeBoest II, Lawyer, for their professional opinions and recommendations regarding the legal and financial ramifications and responsibilities of creating an RWA Building Fund.  Motion passed unanimously.

The meeting adjourned at 11:10.AM.   The next meeting is Monday February 26, 2007 at 9:00 AM