February Board of Directors Meeting Minutes

Minutes of Headwaters Landlord Association Board of Directors Meeting

Date: February 21, 2013

Call to order: A Board of Directors meeting of the Headwaters Landlord Association was held in The Cabin Coffeehouse and Café, Bemidji, Minnesota on January 17, 2013. The meeting convened at 3:05 pm, President Duane Sea, presiding, and Jessica Sarauer, note taker.
Members in attendance: Andrew Erholtz, Kathy Guess, Duane Sea, Lorrie Richardson, Harry Aylesworth, Jeff Janiksela
Members not in attendance: Terry Duy (excused), Jeff Grabowski (excused)
Welcome: Duane welcomed all members to the meeting and handed out an agenda.
Approval of Minutes: Motion: Moved by Andrew to approve the minutes.  Seconded by Kathy. Motion carried.
Treasurer report: A copy of the Treasurer’s report was handed out.  Three new membership payments had been made since the last meeting.  This brought up the topic of the PayPal account.  There is $100 in a PayPal account that needs to be requested to be put into the HLA bank account.  The PayPal account as set up by Mona Carter and the HLA does not have any official information from PayPal about accessing money.  Andrew will contact Mona Carter on retrieving the PayPal information.  Kathy suggested putting the names of the new members on the Treasurer report.  Harry requested a process for new membership so that everyone has an updated list of membership.  Andrew will become the Membership Chair.  Andrew will receive membership payment information from Harry and Andrew will update a membership list.  Duane questioned if people received receipts, Kathy gave people receipts and now Harry sent out invoices.  Harry also suggested having a membership card for each member’s information so if information is missing, there would be an easy way to find out how to contact the member.  Motion: Moved by Kathy to approve the treasurer report.  Seconded by Andrew.   Motion carried.  

New business:
Software Available for Management of Rentals

  • Duane said that some landlords are wondering what type of software programs do other landlords use. He then asked everyone what they used.  Kathy uses Quicken Premier Business Version and keeps a spreadsheet.  Jeff J. made his own system using his Canon scanner that has a program for rentals that is linked to each person’s file.  He also uses Excel.  Harry uses QuickBooks and mentioned that it does everything.  He has it setup to categorize each property by class and it integrates into the checkbook.  He also mentioned it was very simple and easy to use.  Andrew uses Tenant File.  Duane questioned if this was a good topic for discussion at the general meeting.  Andrew said it might be a good topic and Jeff J. suggested that a 10 minute tutorial might be helpful.

Implications of partial Payment of Rent/Evictions

  • Duane knows someone who has a tenant who wants to pay partial payment and Duane couldn’t remember the details.  Kathy explained that if you accept partial payment, you might not be allowed to evict the tenant.  She went on to say that accepting a partial payment is problematic and you might be obligated to accept a partial payment again.  This issue is something to have as a clause in the rental agreement and you should get a signature.  She suggested that this topic was something that could be discussed further.

Number of non-related occupants (ASAP)

  • This topic was brought up at the last meeting by John Peterson.  Right now the number of non-related occupants allowed in one unit is 4. Some people feel that if there is adequate parking and extra bedrooms, more than 4 non-related people should be allowed to live in one residence.  Kathy talked to Jerry Linke (city inspector) and he agrees that the ordinance is not good and if there is adequate space, fill it.  He wanted just 1 parking space per bedroom and he mentioned that the city is trying to compromise.  It was also cleared up that significant others count as family.  Harry suggested asking the membership what that wanted to do as in taking a stance.  The Joint Planning Board is going to make a decision and Harry suggested that someone could join the task force focused on rental property (including this issue).

Agenda for April Meeting

  • Duane asked what would be discussed at the April General Meeting.  Kathy suggested inviting people from the Joint Planning Board and the City to give an update on the non-related occupants capacity issue.  A representative from both would be important to have because the Joint Planning Board determines the parking decision and the City of Bemidji determines the occupant number decisions.  Kathy suggested inviting Mayana from the Joint Planning Board and either Mike from the City or the City Manager (Harry suggested getting someone who has the authority and who was at the meeting).  Lorrie asked if the HLA should take action before the general meeting to see what was happening.  Duane brought up the point that there are two sides to this story – some have extra space, but others see it as an overcrowding, noise and parking issue.  He said we need the input of members and Kathy agreed.  Duane said that maybe the HLA doesn’t need to take a stand on either side of the issue, but keep the membership informed on the issue.  

  • Kathy suggested going back to the original plan for the meeting’s agenda, which was marketing and selecting good tenants.  The HLA could still invite Mayana and the city representative as well for an update.

  • Duane informed the group that the Beltrami Electric meeting room was already taken for the 3rd Thursday of April.  The Board decided to do the meeting a week later (April 25th) and Duane called to reserve the room.  The next general meeting will be April 25, 2013 at Beltrami Electric, 7 pm.

  • Kathy reminded everyone of the email she sent out earlier about the Fair Housing Seminar at Beltrami Electric on April 19, 2013.  The cost is $59.  

  • The agenda will be finalized at the next Board meeting.

Old business:
County Surveys

  • Duane hasn’t heard anything back about the surveys, but it sounds like the county is not going to pursue it.

Fire in the Home

  • Duane hasn’t heard anything from KARE and they do not return his phone calls.  The Bemidji Fire Chief hasn’t heard anything either.  Duane does have the program recorded on this DVR, so he is going to try and get it recorded onto a video tape via his VCR.

Tax Filing

  • Harry asked if we are required to file anything for taxes. Kathy said she has talked to Mark Elliot and hasn’t heard back from him about last year’s taxes, so it hasn’t been done. Taxes have to be reported or we lose non-profit status. Mark has all the information for 2011 taxes, so Kathy suggested having him file 2011 and 2012.  Duane will talk to Mark Elliot tomorrow.

Trifold Vendor Brochures

  • Lorrie updated the Board on the brochures.  She asked for an approval to have $100 to spend to pay for the brochures.  Motion: Moved by Kathy to authorize printing of vendor brochures at a cost not to exceed $100 executed by Lorrie. Seconded by Andrew.  Motion carried.  

Membership Certificates/Cards

  • Andrew passed around membership card samples.  Most members liked the card with the darkest watermark.  He also showed a certificate example.  Members suggested adding an expiration date and to have the words “President” and “Vice President” under the lines to be signed.  The certificates should also be on cardstock.

Announcements:
Next BOD meeting: March 21, 2013, Cabin Coffeehouse and Café, 3:00 pm
Next general meeting: April 25, 2013, Beltrami Electric, 7:00 pm
Adjournment: The meeting was adjourned at 4:23 pm.  

Minutes submitted by Jessica Sarauer.