QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
August
6, 2008, 5:00PM VBW GARAGE
Quailruncondo.org
Meeting called to order at 5:00pm.
Present at the meeting were J. Alpert, R. Clarke, J. Deasy and J. Seidman, Trustees, D. Mussen and R. DeFilippo representing APT, Inc.
July Minutes: Approved.
Procedural Note: In these minutes, action items are bold and italicized.
Financial:
D. Mussen reported that our 2008 budget understates contractual amounts
due for landscaping and snow removal and has no provision for irrigation
repairs. This creates an added 2008 burden of approximately $10,000 which we
hope to fund via our available 2008 contingency reserve of $5,000 plus another
$5,000 of unused funding for special landscaping planned for 2008.
J. Maher and P. Hughes have agreed to work with R. Clarke as an informal finance committee to review monthly and annual financials. APT will provide them with the latest audit, 2008 budget and latest monthly statements so that this process can begin in September.
Landscaping:
A. Downing joined the meeting to present the final draft snow removal
contract specifications for 2009-2011 which was approved. APT will now send both snow and landscaping requirements to approximately six bidders with the expectation that one vendor will provide both services with a start date of Nov. 1, 2008. Continuing efforts will be made to help residents understand the need for coordinating the movement of vehicles parked in driveways with snow removal activities.
Other landscaping items were also discussed. APT will now procure specific bids for the replacement of the DG planter box including a granite border. APT will order approximately 5 yards of loam to be stored at the rear of the pool house. R. DeFilippo will use this material in September to repair remaining problem grass areas and residents will be able to take small amounts as needed for planters, patching, etc. Work continues on hiring an independent arborist to supervise our 2009 tree program.
Owner Concerns:
The owner of 12 MG has requested remediation of a driveway drainage problem and provided detailed drawings with suggestions. APT will have D’Arrigo help us to choose the most cost effective solution and provide proposals and prices.
The owner of 14 VBW has requested removal of a fallen tree to the rear of this unit. R. DeFilippo will remove visible deadwood prior to the Landscaping Committee developing a 2009 program for dealing with other fallen trees throughout Quail Run common and conservation areas.
Several other VBW residents have asked about bush pruning practices. The Landscaping Committee remains willing to fund one pruning per year at the optimal time for overall appearance. Owners wishing to perform additional pruning must procure prior approval from the Landscaping Committee.
Abutters also remain concerned about the overall appearance of the VBW detention pond. No action was taken as any significant change would require extensive governmental approvals and expense which would have to be borne by VBW residents. The Trustees remain willing to consider any specific proposals bearing the consent of VBW owners.
The owner of 5 KM has asked that unprotected CATV wires and related service box issues be remediated. Unless we can get a better solution from our CATV providers, R. DeFilippo will install a suitable rubber collar and gasket.
The owner of 5 VBW has asked that we have Vanaria reimburse the cost of a rear broken sliding door. It was determined that the damage occurred when Vanaria was not active in the area and that the owner must bear the cost of any broken windows where the source of the damage cannot be identified. APT will notify the owner as to this finding.
Maintenance Report:
The Trustees reviewed the July report of work performed. Discussion items of note include:
R. DeFilippo has chosen appropriate self-locking door handles for the pool rest rooms and downspout “cones” for leaf intensive areas, all to be installed this month. The Trustees approved the purchase of door handles and door closing mechanisms at a cost not to exceed $300;
Weather permitting, additional tennis court crack resealing will be done before significant leaf fall occurs.
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Management Report
Quail Run Condominium Trust
August 6, 2008
Delinquency Report: This report covers the JUNE collection of Condo fees. There is one delinquent.
Condo fees $ 342.10
Fine $ 0.00
Late Fees $ 59.89
Parking $ 0.00
NSF $ 6.53
TOTAL $ 408.52
Pre paid condo fees: As of JUNE 30, 2008, the Trust has $12,428 in prepaid condo fees.
Handicap ramp at Mail box: Dave Mussen received another bid for the railings at a cost of $1,467.00. Informed Peter D’Arrigo to install the railing at a cost of $1,200.00.
Signage: Faxed Mark Todisco of Gamit Signs a letter ( see attached ). Mark called two minutes later very upset saying in didn’t call four times. I told him to talk to his receptionist and she would verify my calls. After discussion we agreed that he would go over that week and remove the signs and correct the errors. At present signs are down waiting to be replaced.
Vine Brook Way Deck Painting: Dave Mussen has received a quote of $300 per deck from Robert O’Leary of Craftsman Restoration for the Vine Brook Way decks. Roberts quote was to do the railings as recommended by the Benjamin Moore Representative. Dave Mussen received a quote for $400 per deck and Richard received a quote for $10,000. Have informed Robert O’leary to schedule the deck painting as soon as possible.
Mulch Pull Back: Dave Mussen has talked with Joe Vanaria to schedule the mulch pull back. Joe has scheduled the work for Saturday August 2nd. Joe Wanted to do the work earlier but do to the hot and humid weather held off.
Landscaping & Snow Removal Bids: Specifications will be completed by the August meeting and will be sent out to five venders.
Management Report Meeting Updates:
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Old Business:
J. Fitzsimmons will work with D. Mussen, prior to our September meeting, to provide written recommendations regarding a more permanent solution for VBW deck maintenance issues. They will consider vinyl railing caps and complete new vinyl railing systems among other options. Interestingly, the owner of 14 VBW has requested permission to install TREX decking in place of the high maintenance mahogany decking. APT will ask the owner to provide further specifics so that this request can be considered in conjunction with the broader project deliberations.
Drainage issues have been studied at 4MG and 11JG. The Trustees approved the expenditure of $3,200 to resolve the MG issue. A downspout was redirected at JG which may resolve the existing problem. APT will have D’Arrigo complete the MG work this month and monitor results at JG.
The Trustees have received additional owner requests for garage doors. The problem is based on the fact that a few owners in each affected cluster refuse to agree to door installation and APT has advised us previously that unanimity is required within each cluster. D. Mussen will revisit the condominium documents and contact J. Boyle as we are concerned that the wishes of the significant majority of owners desiring enclosed garages are being impaired.
New Business:
Unless warranted by unusual circumstances, vendors and transportation vehicles should use guest parking. After an initial oral request, APT will send written notices to any owners who fail to have their contractors comply with our existing rules.
We understand that we will need to pay $100/hr for future use of Joyce School meeting facilities.
Next Meeting: September 3, 2008, 5:00pm at the garage office.
Adjournment: The meeting was adjourned at 7:10pm.
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