QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
December 1, 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 representing APT, Inc.
November Minutes: Approved.
Procedural Note: In these minutes, action items are bold and italicized.
Financial Issues:
D.Mussen confirmed that we remain on budget for 2008. The Trustees will decide at the February meeting whether to transfer any surplus from 2008 to our capital account.
The Trustees approved the 2009 budget requiring a 3.75% increase in condominium fees. A final copy of the budget spread sheets will be sent out this week by the Finance committee to APT and the trustees. APT will send the customary notice to residents with final 2009 monthly charges.
The Finance Committee will also contact APT to download Trust financial data for future spread sheet analysis.
The Trustees approved specifics for reimbursements to residents installing approved weatherproof railings and/or decking. Amounts will be capped at $600 for decking, $400 for railings and prorated downward for small decks based on square footage. All payments will be in two equal installments in year one and year four following installation. The first such payment will be made in January to the owner of 14 VBW.
Maintenance Report:
The Trustees reviewed the monthly maintenance report.
The upper left pool motion light must be repaired or replaced.
Tennis court windscreens will remain in place over the winter as we lack storage space.
The Trustees approved the traditional purchase of holiday wreathes at a cost not to exceed $200.
Management Report
Quail Run Condominium Trust
Management Report
Quail Run Condominium Trust
December 1, 2008
Delinquency Report: This report covers the October collection of Condo fees. There is one delinquent.
Condo fees $ 0.00
Fine $ 0.00
Late Fees $ 27.74
Parking $ 0.00
NSF $ 0.00
TOTAL $ 27.74
Pre paid condo fees: As of October 30, 2008, the Trust has $13,352.37 in prepaid condo fees.
Power Washing: The power washing has been completed at Johnson’s Grant at a cost of $3,000.
12 MG: A letter was sent to Mr. Bernanrdo in reference to the drainage in his driveway and Rich has completed the caulking to prevent any possible future leaks.
Gutter Cleaning: We are next on the schedule and should be done by our meeting on Monday.
Phone Breakdown: The phone bills and breakdown are included in the meeting package.
Limestone Application: The fall limestone application has been completed.
Pool Heater: The application has been signed and faxed back to Mark Waren. The gas company will notify us when they are scheduling the installation of the line to the filter shed. Installation will be determined by the weather. Rich and I are getting bids for the pool heater.
Management Report Updates:
R. DeFilippo will complete sealing open cracks this week at 12MG to control water seepage.
APT will get at least two bids for the pool heater but will attempt to procure three bids.
APT will send a letter to any residents now overdue more than 60 days informing of the $50 additional penalty voted at the Annual Meeting.
Landscaping:
The Trustees previously endorsed plans to omit mulching in 2009 prior to an extensive root collaring effort in 2010. This will result in a saving of at least $6,800 based on bid components received to date for 2009. We understand some “metal raking” or other reworking of our existing mulch beds will be required in 2009 but expect other savings triggered by poor economic conditions will offset the cost.
The Trustees voted to rebid our 2009 landscaping and subsequent snow contracts and R. Clarke will attempt to identify qualified additional bidders for consideration at our January meeting. Vanaria has not compensated us for plow damage to our DG planter box which will remain on the table during our pending contract renegotiations. It was noted that Vanaria’s fall cleanup and brush removal was particularly well done.
The Trustees approved the 2009 Special landscaping program subject to a $435 adjustment for a reduction in the number of pines to be removed. The original components of the 2009 Special Landscaping budget included tree pruning and removal $23,550, spraying and other planting care $8,505 and the cost of our own arborist $3,850. R. Clarke discussed his continuing dissatisfaction with perceived Bartlett pricing for the tree removal phase and will seek closer scrutiny next winter when we request proposals for 2010.
The Trustees also confirmed our desire to replace trees previously removed with the advice of our arborist and with minimal budget impact.
Legal:
The Trustees executed the requisite documents to amend our condominium documents having received the written consent of 67 residents, more than the required 2/3 vote. APT will forward these documents to our attorney for recording along with a request for a recorded copy of the last amendment done two years ago.
Old Business:
As announced at the last monthly meeting, J. Alpert will not seek reappointment as Chairperson, much to the regret of his fellow Trustees. Joel will remain as a Trustee but will be attending winter meetings by phone from a much warmer place. R. Clarke was elected as Chairman.
The Trustees reconsidered the prior vote to mail hard copy minutes to all those not signing up for e-mail delivery. Given the cost of mailing and the high percentage of e-mail sign ups to date, we will rely on e-mail transmission and web site posting. Any resident without e-mail access can request hard copy mailing by written request to APT as will be advertised in the next Quail Runner edition. Any such request must be renewed annually. J. Seidman discussed his belief that we should not restrict distribution so tightly.
New Business:
Our accountants have confirmed that the Trust is in compliance with applicable accounting rules affecting our non-profit status.
APT will arrange for two call ins at our January Trustees meeting.
R. Clarke has delivered written notices to residents abutting our conservation area near Sylvanus Woods Trail regarding illegal dumping which occurred recently. We are requesting their help in identifying the miscreants. We are also seeking a meeting with the Woburn DPW to erect a gate or other suitable obstacle on the north end of the Trail.
Next Trustees’ Meeting: January 7, 2009, 5:00pm at the garage office. J. Alpert and R. Clarke to attend by phone.
Adjournment: The meeting was adjourned at 6:50pm.
