Minutes
2024
February
March
April
May
June
July
August
September
October
November
December
-January
The Manor Condominiums at Oxford Hill, Inc.
Board Meeting January 31, 2024
The meeting came to order at 6:00 P.M.
Property manager Adam Felmlee of A. Jenning Properties was present along with Board members Gloria Morgenstern, Paysha Williamson, Jerry Burton, Mary Jones and Sandy Sobelman. Several owners were also in attendance.
Adam shared with the board that he suffered serious injuries to his leg in an accident. He has undergone one surgery and suspects there will be more to come. He is not able to walk and is confined to a wheelchair. He is working to catch up on things that were put on hold in the last couple of weeks. The board and attending owners expressed their concern and wished him a speedy recovery. Adam requested that owners communicate with him via email and should not send text messages.
Owners in attendance brought up various concerns. A suggestion was made by a new resident in the 58 building to put a ramp up to the step from the garage into the elevator area. A reminder was given about putting the winter mats out in the building. There was a discussion about a stack backup in the 74 building into the window well with drain, in the back left corner of the building. Adam reported being aware of this issue and looking at the area with a plumber recently, however he was not aware that the sump pumps were not working, as reported by an owner. It was suggested that the top and bottom pools of the fountain should be roto-rootered.
Adam reported DNI sent the invoices that backed up the approximately $11,000, so there is no “missing” money. Adam reported everything had moved over to the new bank account. The reserve total is $135,612.
Adam reported there is no reason to get plumbing bids for the issue that has been discussed previously. The work that an owner’s plumber said the association was responsible for, to complete a repair for the owner, did not need to be done after all.
The cleaning contract with Sue still needs to be accomplished.
Adam has talked to the landscape company about the two trees that are owed to the community. They will be planted at the appropriate time at no cost.
The open portion of the meeting was adjourned. Owners were asked to log out of the session.
Closed session
Lester Stuckmeyer, attorney, attended the closed session and was introduced by Adam. He is currently handling some collection issues for us and could potentially be handing other issues in the future.
Mr. Stuckmeyer reviewed an ongoing lawsuit the Association is engaged in, and countersuit filed by the defendant. He stated the suit is at a critical point and recommended we ride it out with the current attorney, as it appears the judge may be making a decision soon.
Mr. Stuckmeyer shared with the board his collection procedures and that he has handled all sorts of litigation in his career of 25 plus years. When working with a homeowner association, all communication with him goes through the property manager. He operates on a flat fee basis and does not bill for questions.
The meeting was adjourned at approximately 8:45 P.M.
-February
The Manor Condominiums at Oxford Hill, Inc.
Board Meeting February 27, 2024
The meeting was called to order at 6:07 P.M. by Board president Tammi Brasfield.
Property manager Adam Felmlee of A. Jenning Properties was present along with Board members Gloria Morgenstern, Paysha Williamson, Jerry Burton, Mary Jones and Sandy Sobelman. Several owners were also in attendance.
Financial Reports: The balance sheet and budget vs. actual was reviewed. Action Items:
Adam announced that American Family will not be renewing our insurance coverage at it’s June expiration date. This is a serious issue and we can expect a large increase in our insurance premiums. High cost items may need to be tabled for a time. Last year, American Family nonrenewed communities with more than ten buildings. Now they are nonrenewing communities with property value of more than $25 million, which includes us. While the nonrenewal is not a result of our buildings having aluminum wiring, this fact will affect our ability to find other insurance coverage and remediation will be required. There will be a special meeting next week with our insurance agent, Jeff Young, present to explain and field questions from owners.
Rules and regulations document review will remain on the monthly agenda until corrections are made to contradictions within the ruling documents.
We are still owed a couple of trees and will let the landscape company tell us when is a good time to plant them.
An owner reported the portal is not updating to show that a maintenance issue has been received. Adam will investigate this.
Adam reported Randy Faulkner has been his eyes and ears around the community. Randy fixed the sump pump problem in the 74 Bldg. Bores Plumbing will be coming to fix the window well issue in 74.
The general session was adjourned at 7:11 P.M.
Executive session
The delinquency report was reviewed. Adam reminded us that at the 90-day mark, delinquent accounts go to collection. By that time, the owner has received three delinquency letters. Delinquencies are looked at when applying for a loan.
The deck project was discussed. It is important to get the rules and regulations cleaned up as it applies to decks. A deck project will require a special assessment. Adam stated the first step would be for Greg (the contractor who looked at and provided estimates for some of our decks previously) walk the property and get bids for work that needs to be done.
Amendments – There was discussion on the proposed amendment to lower the number of board members from nine to five, with the goal of having three-year terms for all members after the first three-year period. We should work to get this approved by the next election. Adam will work on the language, send to Lester for his input and then to the Board.
Adam reported Randy Faulkner discovered a broken window on the 4th floor of the 58 Bldg. and will send the board the photo.
A motion was made and seconded to accept the cleaning contract with scope of work currently being done. It passed with a unanimous vote. It will be sent to Tammi for signature. If needed, the contract can be amended to include more/other services.
The meeting was adjourned at 9:06 P.M. Next meeting – March 26, 2024
-March
Meeting Canceled
-April
The Manor Condominiums at Oxford Hill, Inc.
Board Meeting 4/9/2024
Previously scheduled for 3/26/2024
The meeting was called to order by Board president Tammi Brasfield.
Property manager Adam Felmlee of A. Jenning Properties was present along with Board members Paysha Williamson, Jerry Burton, Sandy Sobelman, and Gloria Morgenstern.
Financial Reports
Balance sheet: Operating account $61,318.44 Reserve account $140, 399.62
The balance sheet looks cleaner, everything is in the correct accounts now.
Budget vs. actuals: The elevator line item is high due to recent repairs and will be getting higher as more repairs are needed. Also, bills were received from Zumwalt for repairs to garage doors, which should have been paid by DNI.
Discussion was held regarding the problem with elevator doors being held open and causing a part to wear out. We are waiting for a part for the elevator in Bldg. 81 to resolve the clicking noise. This is not dangerous but does slow the elevator down. Adam reported someone called the Creve Coeur fire department regarding the elevators that were not working and threatened to call ADA and report us for a violation. Adam explained that our buildings are privately owned and ADA guidelines do not apply. At the beginning of this meeting Adam reported all elevators were working, however Tammi received a call during the meeting that the 74 elevator was not working again.
Adam reported on a clogged drain outside the stairwell of the 67 building. Randy Faulkner unclogged the drain. The door must be replaced.
The fire alarms will be tested around April 17. Adam will let everyone know when this will occur.
Adam reported that Mark Palmer, a master electrician with Reinhold Electric, is building a workbook for all of our owners to monitor the progress of remediation of all units, which will be a long process.
We have received bids for carpet cleaning and cleaning of the garages. These are for our information only at this time.
Adam reported Sue Salvatti will be spring cleaning the Gazebo the week of Mother’s Day.
A review of our rules and regulations remains on our agenda and will until we get them updated.
The annual meeting was discussed. We have been advised with everything happening right now and with little information at this point to provide to owners, this is not a good time to hold the meeting and will be discussed again at future meetings.
Pending Items
A discussion was held regarding the trees that are owed us by the landscape company.
Obtaining quotes for an annual cleanout of plumbing stacks and laterals will remain pending until insurance issues are figured out.
High cost projects will be tabled, including decks and any other association improvements, until insurance issues are rectified.
Executive Session
The delinquency report was reviewed, noting some people have begun to pay their balances.
Adam brought to our attention that owners have been calling vendors directly requesting service. This may put the Association at risk for expenses not approved by the board. A discussion was held exchanging ideas on how to handle these situations and impose consequences for the owner.
The meeting was adjourned at 8:13 P.M.
Note: Mary Jones was not in attendance to take notes on 4/9. A video of the Zoom session was reviewed to compile this report.
May
Meeting canceled. Two open forum meetings were held instead.
-June
The Manor Condominiums at Oxford Hill, Inc. Board Meeting
June 25, 2024
The meeting was called to order at 6:05 P.M. by Board president Tammi Brasfield.
Property manager Adam Felmlee of A. Jenning Properties was present along with Board members Paysha Williamson, Jerry Burton, Mary Jones, Sandy Sobelman, and Gloria Morgenstern. Several owners were also in attendance.
During the open session, owners had questions regarding the required wiring remediation and use of Reinhold Electric for the common areas. Adam stated our insurance agent, Jeff Young, would be putting together guidelines for other electricians who wish to bid on the project. This is to ensure an understanding of what the insurance company requires in order to consider a property remediated.
Adam reported the landscaping company verified that the irrigation system is working properly.
It was reported that food and drinks are being taken into the pool area and a reminder was given that babies should be wearing swim diapers.
A discussion was had on the trees that are owed MCOH by the landscape company and where they should be placed. This item was tabled.
The open session was adjourned at 6:59 P.M.
Financial reports
The balance sheet was reviewed. There is $57,504.65 in the reserve account, after the down payment was made on the insurance policy.
The budget vs actuals report was reviewed and reflects $152, 055.01 in insurance expense to date, which is 230% over budget due to the large increase in our insurance premium and down payment that was made to bind coverage.
Action Items
The possibility of having more open forums for owners was discussed and may be done once the increase in monthly association fees are shared with the owners.
A special assessment will be necessary to pay for the mitigation of the common areas. We will be in a better position to discuss options for payment once we know what the cost will be. The Association is unable to get involved with unit owners, with regard to loan options/financial arrangements for the mitigation of their individual units.
A meeting of the board will be held for rules and regulations review and to edit the handbook.
A unanimous vote was taken to put signs up at the pool that signify pool hours as from sunrise to sunset. Adam will order the signs.
Adam requested board members send him a bullet point list of maintenance items that have been left undone and need to be completed.
Adam would like to set a time to meet with the board to navigate and become more familiar with the portal.
An email will be sent to the board regarding the proposal for an attorney retainer to begin in July.
Adam will be doing a line-by-line review of the delinquency list. No late fees should be charged unless the delinquent amount is $50.00 or more.
Possible dates and a location for the annual meeting was discussed.
Adam reported he will be out of the office October 17 through October 22.
The meeting was adjourned at 8:36 P.M.
The Manor Condominiums at Oxford Hill, Inc. Board Meeting
August 27, 2024
The meeting was called to order at 6:09 P.M. by Community Manager Adam Felmlee.
Board members present were Jerry Burton, Mary Jones, Sandy Sobleman and Gloria Morgenstern. Paysha Williamson joined for the Executive session. A few owners were also in attendance, along with Lester Stuckmeyer, attorney.
The balance sheet and budget vs. actual reports were reviewed. Adam stated he can post the budget vs. actual report on the portal for interested owners.
Action items
Adam reported he has not received numbers from Reinhold Electric yet for the wiring remediation of the common areas. Any of the following will be accepted as evidence from owners that the remediation has been completed in their unit:
- A paid, itemized receipt from the electrical contractor showing permit information and that AlumiConn or Copalum devices were used;
- A letter from the inspector stating same;
- A letter from the contractor on their letterhead, stating same.
Corrected handbook – this is being worked on.
Building garage issues – Portions of drywall fell in the 67 and 74 garages. Randy discovered the drywall was being held in place by a screw, through the drywall and into another sheet of drywall. Water damage repair to the 58 building has been done, and we are waiting for the area to dry out before new dry wall goes up.
The 81 garage is in need of hydrostatic repairs, which are very expensive. First, the outside of the building will be looked at to determine if repairs there will help with the water issue, before any expensive repairs.
There are multiple violations in every garage. These must be addressed. There will be electricians and county officials coming through as we progress through the common area remediation and violations and fines will be coming our way. This is a result of years of not enforcing our rules.
GFCI outlets and sump pumps – Randy F. has been testing and replacing outlets and sump pumps as needed. These are not big expenses.
Plumbing issues in bldgs. 58 and 67 – These issues are being taken care of. One repair will start in the 67 building on Friday, per Jerry Burton.
Hoppy’s Laundry Service – We have received a proposal for all new equipment from Hoppy’s, a local laundry service. Gloria requested a price for one commercial sized machine. Lester will take care of terminating the service with the current company.
Annual election/meeting – This meeting will be held on November 7, 2024 from 5:30 P.M. to 7:30 P.M. at the Parkview Library branch off Midland Avenue. We must leave the building, after cleanup, no later than 8:00 P.M. The meeting will conclude at 7:30 P.M. A letter and nomination form will be sent to all owners with a deadline for return.
Adam posed the question of should the pool closing be delayed for a couple weeks. He will ask ProPool about additional cost to extend, but left it at we should plan on it closing on schedule due to tight funds.
The open session was adjourned at 7:35 P.M.
Executive session
Adam has been in each garage and noted that violations are out of control. Lester expressed concerns about gas cans being present and anything else flammable. Guidance from Lester was requested about how to handle this situation. Adam asked the board to take a look in their garages for issues and violations.
Lester is working on the board resolution of the intent of enforcing our ability to remediate units in the event owners do not. Each board member must sign the completed resolution.
Pending legal matters were discussed.
A unanimous vote was taken to accept the proposal to repair the elevator phone in the 81 Bldg.
The delinquencies were reviewed and discussed. A hardship request was discussed.
Minutes were approved for April, June and July. The closed session was adjourned at 8:43 P.M.
The Manor Condominiums at Oxford Hill, Inc. Board Meeting
September 24, 2024
The meeting was called to order at 6:09 P.M. by Board president, Tammi Braswell.
Community manager Adam Felmlee and attorney Lester Stuckmeyer, were present along with Board members Jerry Burton, Mary Jones, Gloria Morgenstern, Sandy Sobelman and Paysha Williamson. A few homeowners were also present.
The August board meeting minutes were approved with five yes votes, and one no vote.
The budget and budget vs. actual reports were reviewed.
Operating account: $69,399.29
Reserve account: $71,923.01
Total $141,322.30
Adam reported he is looking for a better price for our trash services.
Action Items
- Hoppy’s Laundry proposal – Our contract with CSC is up in 2025. Lester and Adam are working to end the contract early. We have a proposal from a local company, Hoppy’s Laundry, and Lester may have another company we could get a proposal from.
- Update on Reinhold progress – There are a couple more areas of the property Reinhold needs to get into in order to provide a proposal for the common areas wiring remediation work. When we get the proposal we will also get an idea of how long the project will take to complete.
- Elevator phone repair in bldg. 81 has been completed.
- Bldgs. 67 and 81 fire inspections were completed.
- NAC circuits in bldg 74 - Adam reported he will be getting bids for a fire alarm company to replace our current company, ABF due to recent inadequate service.
- Revisit roof issue in bldg. 58- A proposal for repair to the roof of the 58 building was discussed. The board voted unanimously to make the $950 repair.
- Additional sump pump replacements- Randy Faulkner has replaced four sump pumps so far, 2 in 81 bldg., 1 in 74 bldg., and one outside. Replacements will continue, as needed.
- Snow removal contractor- Our snow removal contractor, All Outdoors, is closing. Adam will be getting bids for a new contractor.
- Tree removal proposal, corner of 81 bldg. - We have a quote of $735 to remove the tree.
- The meeting was opened at 6:56 P.M. to allow for comments/questions from the owners in attendance.
- The open session was adjourned at 7:17 P.M.
Executive Session
- An owner’s plumbing issues were discussed.
- A unanimous vote was taken to approve an owner’s hardship request.
- Adam reported he would be discussing the Board resolution draft with Lester.
- The delinquency report was reviewed and the process for sending delinquencies to Lester was discussed.
- The meeting was adjourned at 8:18 P.M.
-October
Board met to plan for the annual meeting.
-November (Annual Meeting)
Manor Condominiums at Oxford Hill
Annual Meeting Minutes
The Annual Meeting of the Manor Condominiums at Oxford Hill was held on November 7, 2024, 5:30 P.M. to 7:30 P.M. A handout was provided and included the agenda, financial documents and a copy of our governing document pertaining to maintenance and repair of decks.
The meeting was called to order by President Tammi Brasfield. A quorum was established with 43 unit owners in attendance.
The current Board of Directors introduced themselves: President Tammi Brasfield, Secretary Mary Jones, Paysha Williamson, Sandy Sobelman, Jerry Burton and Gloria Morgenstern. Property manager, Adam Felmlee, with A. Jenning Properties and Attorney Lester Stuckmeyer were also in attendance. The following information was discussed:
Jerry Burton and Adam Felmlee: Financial reports
The balance sheet was discussed along with an explanation of our financial needs for the remainder of 2024 and expected needs for 2025. The need to rebuild our reserve funds was discussed.
Mary Jones: Projects and repairs completed in 2024
Known projects yet to be completed in 2024 include aluminum wiring, and repairs to the fire safety system. Known and needed future projects were discussed, including fountain repair, foundation leaks in all garages and continued plumbing issues in all buildings.
Sandy Sobelman: Aluminum Wiring project
December 31, 2024 is the deadline for unit owner completion of aluminum wiring remediation in their unit. Reinhold Electric is in the process of completing remediation of the common areas. Insurance cost increases were discussed, along with the possibility of condo fees decreasing after remediation is complete. It is not possible at this time to discuss this with any degree of certainty.
Governing documents: Lester Stuckmeyer and Adam Felmlee
The maintenance and repair responsibilities for decks, as laid out in our governing documents, are that unit owners have that responsibility. It would require an amendment of our documents to change that to Association responsibility and would have consequences to our monthly condo fees. A potential amendment reducing the number of Board members was discussed.
Election of Board members
Nominees for the Board election were each given a moment to share why they would like to serve on the association Board of Directors. Nominees were Tammi Brasfield – Building 74, Paysha Williamson -Building 81, Mary Jones – Building 81, Sandy Sobelman - Building 58, Wayne Rovig – Building 58, Judy Barbier – Building 67, Elizabeth Moody – Building 67, Debbie Miller – Building 67. Geri Glixman – Building 74.
Unit owners cast their ballots, along with ballots submitted by proxy with the following results:
2024-2025 Manor Condominiums at Oxford Hill Board of Directors
Tammi Brasfield Geri Glixman Bill Lamers Elizabeth Moody Debbie Miller Wayne Rovig Sandy Sobelman Paysha Williamson Mary Jones
Gloria Morganstern led a discussion on the Association’s portal usefulness to owner’s and functionality.
Q&A A time of questions and answers was held. Unit owner concerns Included an odor in the garage of Building 67 and the ceiling, a broken mirror, packages not being delivered to the main entrance of buildings, garage leaks and concern over our current low reserve balance.
The meeting was adjourned at 7:30 P.M.
-December
The Manor Condominiums at Oxford Hill, Inc.
Board Meeting
December 17, 2024
The meeting was called to order at 6:09 P.M. by board president, Tammi Braswell
Community manager Adam Felmlee, attorney Lester Stuckmeyer and the following board members were present: Beth Moody, Debbie Miller, Bill Lamers, Geri Glixman, Mary Jones and Paysha Williamson. Wayne Rovig and Sandy Sobelman were absent.
Note: The Executive Session was held at the beginning of the meeting, with the regular open session commencing at 7:11 P.M.
Delinquencies were discussed and the board was reminded to not discuss this with any owner who is in the legal process of collection.
It was reported that our insurance company is handling a liability claim for us resulting from an injury on the property.
Board members were asked to sign and return the Ethics policy to the board secretary, Mary Jones. The policy has been sent via email to members and will be sent out again.
Regular open session
A few owners were present via Zoom.
The balance sheet and budget vs. actual reports were reviewed.
We have not had a board treasurer for some time. Paysha is now board treasurer and Adam will be speaking with her regarding those responsibilities.
Action items
Hoppy’s Laundry proposal – The move from our current laundry company to Hoppy’s is in the works. This requires Lester’s involvement to end our contract with the current vendor.
Reinhold update- The wiring remediation of common areas is near completion.
NAC circuits update – This project in the 74 building is complete.
Maintenance items – The board was asked to make a list of maintenance items in their building that still need to be completed. This list will be placed on each monthly agenda under the pending items list.
81 building foundation issue – An estimate for repair to a garage leak affecting a parking space, was discussed and tabled due to the cost of the repair.
Exhaust fan in 81 bldg – Adam will request that Randy repair the fan.
Emergency light in 74 bldg – light near unit #8 needs a new battery. Randy will replace the battery. A discussion was had regarding keeping a stock of batteries and lights on the property.
Cleaning contract for 2025 – Randy Faulkner has requested that he be able to submit a bid for these services through his company, RF Cleaning.
CTA – The Corporate Transparency Act was discussed.
Meeting adjourned at 8:32 P.M.