May 2026
Waterford at Smith Lake
Board of Directors Meeting Minutes
Held on – June 2, 2026 – will schedule another June update at end of month
Meeting Called to Order:
The meeting was called to order at 6:00 P.M. by Don Monistere, President, and seconded by James Eidson.
Board Members Present
Don Monistere, President
James Eidson
Caleb Bright (Bright Management)
Travis Tidwell, Secretary
Judy Wise
Jim Turner
Brad Parnell
Board Members Absent
None
Old Business
Construction Progress and Delays
The Board discussed ongoing construction progress at the facility, including recent delays due to weather and the status of work completed to date.
- Rain-Related Delays
Caleb reported that recent storms resulted in approximately a week and a half of lost work time, as crews cannot safely work when water is running down the building. James Eidson confirmed that rain on Monday further impacted scheduled work. - Completed and Upcoming Work
Caleb advised that handrail installations have been completed and that most “easy access” items are finished. Scaffolding setup is beginning, with continued work on the parking lot-facing walls and stairwells on both buildings. - Contractor Coordination
Caleb has contacted Excel Contracting regarding grinding and filling holes in the tops of certain walls but has not yet received a response. He is also awaiting scheduling details for gutter installation from the contractor. - Access and Homeowner Communication
Brad asked about access to backside patios during construction. Caleb clarified that all work is being performed from the exterior and will not require entry through units. Don agreed to send an email to homeowners instructing them to remove any items mounted on exterior walls to facilitate ongoing work.
Water Damage and Structural Repairs
The Board discussed existing water damage on the parking lot side, the long-term effects of prior salt use on structural steel, and options for replacement and remediation.
- Salt-Induced Rust Damage
Don noted that historical use of salt for ice control accelerated rust and deterioration of steel components. The structural engineer has recommended replacement with wood in affected areas, and Caleb confirmed that salt is no longer used at the property. - Replacement Options and Pricing
Don requested that pricing be obtained for both wood and steel replacement options. Caleb reported that the wood option has been designed and that the structural engineer is redesigning the steel solution. Once designs are complete, pricing will be requested from multiple vendors. - Moisture Prevention Measures
Brad inquired about methods to prevent future moisture intrusion. Caleb described plans to use urethane caulk (to be coordinated with Travis) for sealing, with particular attention to proper application to avoid water pooling. - Annual Maintenance Planning
Caleb and James emphasized that, due to a lack of flashing in the original construction, yearly caulking and painting of breezeways will be required as a critical ongoing maintenance item. - Assessment and Structural Engineer Input
Caleb stated that final decisions on structural repairs will be based on the structural engineer’s written assessment, which will be incorporated into the overall project plan.
Reserve Study Review and Communication
The Board reviewed the status of the newly received reserve study, its major findings, and plans for distribution.
- Reserve Study Distribution
Caleb confirmed that the updated reserve study has been provided to Don. Don will distribute the study to the full Board for review before it is published on the association’s website and will summarize key points in a follow-up email to owners. - Roof Lifespan and Cosmetic Options
Jim and Don discussed roof lifespan projections. Caleb confirmed that the metal roof is expected to last until approximately 2042 and the flat roofs until approximately 2048. Cosmetic options such as painting were discussed but generally considered temporary in nature.
New Business
Homeowner Guidelines and Wall Mounting Policy
The Board discussed guidelines regarding mounting items on exterior walls in light of the bylaws and upcoming construction work.
- Notification to Homeowners
Don agreed to send an email instructing homeowners to remove any items mounted on exterior walls (e.g., TVs, signage, or other fixtures) prior to the start of construction work on patios and breezeways. - Mounting Methods and Restrictions
Caleb clarified that there is no practical way to mount items on the AFIS without puncturing the surface, which is inconsistent with governing documents. Brad noted that even adhesive products (such as command strips) can damage the finish. The Board reaffirmed that exterior wall penetrations are not permitted.
Financials and Assessment Fee Collection
The Board reviewed the status of special assessment fee collections and monthly financial reporting.
Cleanup During Construction
The Board discussed cleanliness of common areas during construction and whether additional cleanup services are necessary.
- Cleanup Request and Cost Consideration
Judy requested weekly cleanings of stairwells and walkways during the construction period. Don noted that regular additional cleanings would result in extra costs to the association and suggested that cleanups be priced on an as-needed basis rather than scheduled weekly. - Current Site Cleanliness
Brad and Caleb stated that, for an active construction site, the property is relatively clean. They noted that some workers and residents are already cleaning breezeways and sidewalks informally. - Action on Cleanup Pricing
Caleb agreed to obtain pricing for occasional, as-needed cleanups. Don will present any proposals to the Board for consideration and approval if warranted.
Proposal for July Owner Meeting
The Board considered options for owner communication in July related to construction progress and assessments.
- Owner Gathering Proposal
Judy proposed a Fourth of July owner gathering (such as a cookout or morning meeting) to give owners a chance to ask questions and voice concerns, recognizing that building work will not be complete by that date.
Follow-Up Tasks
- Meeting Invitation:
Don will send a calendar invite for the July 2, 2026 Board meeting to all Board members, including Judy as requested. - Project Timeline Update:
Caleb will request an updated project timeline from the gutter contractor and report back to the Board. - Homeowner Notification:
Don will send an email to all homeowners instructing them to remove any items mounted on exterior walls prior to construction work on patios and breezeways. - Water Damage Assessment:
Caleb will obtain and share an updated report from the structural engineer regarding water damage on the parking lot side where the I‑beams are located. - Material Pricing:
Don will obtain and share pricing for both wood and steel replacement options for affected structural areas once design work is complete. - Caulking Solution:
Caleb and Travis will coordinate to ensure appropriate urethane caulk is selected and properly applied to seal sidewalk tops and prevent moisture intrusion. - Reserve Study Distribution:
Don will distribute the reserve study to the entire Board for review prior to publication and allow time for Board feedback. - Reserve Study Website Posting:
Following Board review, Don will ensure the reserve study PDF is posted on the association website and will summarize key highlights in an email to all owners. - Financials Update:
Caleb will complete and distribute the May financials to the Board upon closing the books, with a target completion date of the 10th of the month.
Adjournment
The meeting was adjourned at 7:05 P.M.
Motion: Don Monistere
Second: James Eidson
Result: Approved by the Board