2020 Annual Meeting of the WTC Condominium Association

[westtownecondos]

Hello. The annual meeting of the West Towne Condominium Association (WTCA) has been set for Sunday afternoon, November 8 (November Eighth), 2020 at 5:00 PM.

Because of the coronavirus pandemic we will be holding the 2020 meeting as a conference call. We will email call-in information a few days before the meeting.

All owners are being notified of this meeting. Non-owner residents for whom we have an email address are also being notified.

All board members will attend. Also, John Reinemann of Innhouse LLC, our management company, will be in attendance at the meeting.

An agenda will be emailed soon, as will a proposed budget for 2020.

If you have items to suggest for the agenda, please send them to us at this email address.

BOARD MEMBER ELECTION

Item of possible action at the meeting: Board member election.

If a quorum of members is attained at the meeting, one member of the board will be elected at the meeting.

The WTCA Board has three members. Association documents (Article 3 of the bylaws) state that our board members' terms are staggered, with one board member's term expiring each year.

In 2020 the board member whose term is expiring is Josh Gardner.

(There are three board members: Josh Gardner, Diane Hause, and Ellen Evans. Josh Gardner received a new term in 2017; Ellen Evans received a new term at the annual meeting in 2018; and Diana Hause in 2019.)

If you are a unit owner who would like to run for the WTCA Board, please come prepared to nominate yourself for the role. The term is three years.

A board election will occur only if there is a quorum at the meeting.

If no quorum is attained at the meeting, Josh Gardner will continue to serve on the board as indicated by the association bylaws.

ATTAINING QUORUM AT THE MEETING

Under our bylaws (Article 2.2), a quorum (the number of association members (owner) needed to do business, is a majority of the members. We have 80 units; a quorum would be 41 units.

Owners who own more than one unit, are counted towards quorum once for each unit that they own.

Proxies prepared by unit owners can allow persons other than owners to county towards quorum and vote on business; the bylaws address how proxies must be prepared and how they work. (Bylaws, Article 2.2)

Other matters pertaining to quorum and the operation of the association are found in our condo documents.

If you cannot attend the meeting and wish to have someone representing you in the quorum count and in matters of voting, you may fill out a proxy form. Proxy forms may be requested from the board by email at wtca50...@gmail.com

Our condo documents are available on our website. Go to http://www.westtownecondominiums.com/AU.html and click on the link for "BASIC INFORMATION ABOUT WEST TOWNE CONDOMINIUMS." Once in that section you see a link to "Condo documents (Declaration, bylaws, and rules in one document)" which includes the condo declaration, the bylaws, and the rules of the condo association.

Questions may be directed to this email address, which is wtca50...@gmail.com

 

We hope to see you on Sunday, November 8 (November Eighth), 2020 at 5.00 PM.

WTCA Board

[westtownecondos]

Hello again.

As we said in our email and Google Groups postings of October 7 and October 26, our association's annual meeting is to be this coming Sunday, November 8 at 5.00 PM.

Due to concerns about the coronavirus pandemic, the meeting will be conducted as a conference call. We will do an audio-only call to make connection simple for people who may not have Zoom or a similar application, or who may not have computer access at the time of the meeting. 

The association meeting will be an audio-only telephone call. We will do our very best to make sure that everyone who wants to ask questions, is able to do so. Given the limitations of the format, however, we ask everyone to be patient, and to try to be brief in any questions or remarks.

There is no password or meeting ID needed for the call. The call-in number will be 559-671-2225. (559 is a US area code in California where the call service is located.) We will start the call with a roll call of participants, and we will get an indication when participants join or leave the call.

Attached is a draft budget for the association that I have prepared. The budget will be reviewed by the board after our meeting and may be amended as needed based on feedback.

A few things to note about the budget:

1. No dues increase is being proposed for 2021. Dues are expected to remain at $200 per unit, per month.

2. At this moment the association has $150,000 in the bank. 

3. Regarding the 2020 special assessment of $3,000 per unit,

a. We have collected the first half of the 2020 special assessment ($1,500) from 65 of the 80 units.

b. We have 15 units that have not yet paid that first half of the special assessment. We will be contacting these units to request payment.

c. We have 15 units that have paid ALL of the 2020 special assessment as of this day, even though the second half has not yet been billed to everyone's account.

d. I will be billing the second half of the 2020 special assessment to every account after the meeting, during November.

4. After we spent $90,000 in 2019 repairing leaks on buildings, I made it a priority this past year to retain as much cash as we could. We did not delay any work that needed to happen in 2020, but in order to conserve our cash I did not do some work that could have taken place. Notably, since we had no new complaints of chimney leaks in 2020, I did not have any more chimney chases removed. We did do (and are still doing) repairs to trim and flashing around doors and windows as needed, when leaks are repaired to us and (in a few cases) when it's obvious that trim has fallen away and needs replacement.

5. We have been experiencing some problems with the wi-fi network over the last two months. I've had a professional technician come and he was able to restore service to some of the network but not to all of it. We know that many of you do not rely on the wi-fi but some of you do. In 2021 the board will have to look at whether to repair our outdated wi-fi system, replace it entirely, or perhaps make changes to the system. This is a "to-do" for 2021.

Finally, please refer to our email messages of October 7 and October 26 for reminders about quorum at the meeting and the possibility of a board member election at the meeting. The October 26 email message is posted in our Google Groups forum at https://groups.google.com/forum/?pli=1#!forum/west-towne-condos under the subject heading "Annual meetings and annual budgets." Look for the post regarding the 2020 annual meeting.

If you have questions about the meeting, please feel free to email. Thank you.

John Reinemann

Manager, West Towne Condominiums

dba Innhouse LLC

608-535-1195

[westtownecondos]

Hello. Here is the summary of the 2020 annual meeting.

The meeting was held as an audio conference call due to the coronavirus situation. Present in the gatehouse (505 D'Onofrio Drive) were Josh Gardner and Ellen Evans of the board; also present were John Reinemann of Innhouse LLC and Cheri and Kim Carryl of the Carryl Company. Diane Hause of the board participated by phone.

We took roll of participants and concluded that we had participating 13 unit owners representing 16 units. No quorum was achieved at the meeting.

Due to a lack of quorum, no election was held for the board position and no other action was taken by the membership at the meeting.

Please note that under the budget presented for 2021, there will be no increase in dues and no special assessment planned for 2021. Dues will remain at $200 per unit per month. The 2020 Special assessment remains in force, and the new managers at Carryl Company will work with the board to continue to collect this money on behalf of the association. To all those who have already paid the assessment or are making progress on it, the association thanks you for your help.

Discussion topics included the upcoming transition of the condominium management away from Innhouse LLC and John Reinemann. At the request of Innhouse (John) the board in autumn 2020 solicited proposals for a new management company and had selected the Carryl Company for the role prior to the annual meeting. Discussion at the meeting included logistics of the transfer including arrangements for owners to pay their dues and remaining 2020 Special assessment amounts. It was stated that 

1. The Carryl Company would continue to operate (on behalf of the association) the association's email address at wtca505board@gmail and its telephone number of six oh eight 535 eleven 95

2. The current online payment portal operated by Innhouse LLC would remain in place until at least the end of 2020

3. All records, contact lists, ledgers, and other items would be transferred to the Carryl Company for their use,

4. Innhouse LLC and John would continue to assist Carryl and be available to it in case of questions or concerns, and 

3. When the Carryl Company has determined what it will offer for online payment options and other matters, it would be in touch with owners.

Other topics included questions and observations on landscaping, refuse removal, large-item disposal, pet policies and pet cleanup, the outcome of the 2020 Special assessment, and other matters.

It was noted that the association had over $150,000 on hand.

The meeting concluded after about an hour with the pledge by Innhouse LLC and by the Carryl Company that they remain available and accessible to owners and residents with questions and concerns.

John Reinemann

Manager, West Towne Condominiums

dba Innhouse LLC

608-535-1195