QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
June 4, 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, J. Fitzsimmons and J. Seidman, Trustees, D. Jones, D. Mussen and R. DeFilippo representing APT, Inc.
May Minutes: Approved.
Procedural Note: In these minutes, action items are bold and italicized.
Owner Concerns:
M. Goldsmith joined the meeting to request an exemption from restrictions on usage of guest parking spaces at DG. This was not approved with Trustees citing a similar request from a VBW resident which was also rejected previously. In both cases, the minor inconvenience of not having this access was deemed to be less than the potential problems created if residents were given access to these spaces.
M. Goldsmith cited other rules which she perceived were not being enforced on a consistent basis. She was asked to report any observed future pool usage rules violations to APT on a timely basis. R. DeFilippo was asked to report any violations of our gas grill regulations to the Property Manager.
There have been ongoing complaints relating to peeling paint on the VBW deck railings. The railings require constant upkeep with some residents doing more than others. Remediation was approved subject to pricing with final approval by e-mail within the next few days.
J. Fitzsimmons will work with D. Mussen , prior to our August meeting, to provide written recommendations regarding a more permanent solution for this nagging problem. They will consider vinyl railing caps and complete new vinyl railing systems among other options.
Financial Matters:
D. Jones, the APT President, listened to various issues of concern to the Trustees. These include incompatible annual audit and monthly APT report formats as well as lack of monthly comparative balance sheet totals. She explained why these were not easy fixes but will keep our concerns in mind as new systems are implemented. APT will upgrade the analysis section of the monthly report and get back to us on a small adjustment arising from the annual audit.
Maintenance Report:
The Trustees reviewed the May report of work performed.
The pool lighting project will be completed next week . We will defer action on a simple alarm system for rest room doors as the improved security lighting and fencing improvements should deter future vandalism.
We have been informed that new pool regulations require improved drain covers beginning next year. Cost is expected to be approximately $1,000 with this fall the best time to perform the work. APT will make the requisite arrangements for approval at our August meeting
R. DeFilippo revisited the moisture complaint at 11 JG and reports that there is no surface water above the garage floor. APT will notify the owner that no remediation is required.
The Trustees approved a termite control expenditure of $2,375 for units 5-8 MG with work to commence as soon as possible. This program is already in place in several other clusters, provides a two year guarantee with a subsequent annual renewal fee of $325 per cluster.
Management Report
Quail Run Condominium Trust
June 4, 2008
Delinquency Report: This report covers the May collection of Condo fees. There are two delinquents. One has not paid for May and another owes $28.28 due to a non-sufficient funds charge and late fees
Condo fees $ 403.00
Fine $ 0.00
Late Fees $ 42.78
Parking $ 0.00
NSF $ 6.53
TOTAL $452.31
Pre paid condo fees: As of May 31, 2008, the Trust has $3,780.69 in prepaid condo fees.
Handicap ramp at Mail box: Dave Mussen met with Peter D’Arrigo and evaluated the handicap ramp proposal at the mail kiosk. The measurement for a ramp to enter the end of the kiosk is 34 inches. This is wide enough to meet code and a handicap ramp could be installed through the left side of the Kiosk. Peter D’Arrigo is putting together a proposal. We will need to remove a portion of berm and lawn area where the ramp will be constructed.
Signage: There were two signs that were spelled wrong and Gamit Sign has informed Dave that he will redo both signs. Dave has been in touch with Mark Todisco of Gamit Signs and he promised to do the signs in a timely manner. Gamit Signs has not been paid for any of the work to date and will not be paid until the signs are repaired.
Donation to Friends: The donation of $400.00 has been sent in to Friends of Mary Cummings Park.
CD Investment: Kathy Dubose informed Dave that the CD is set up and we are waiting for the bank to send APT a copy. The CD is for 11 months at 3.93% interest rate
Vine Brook Way Deck Painting: Robert O’Leary of Craftsmen Restoration has requested to come to the meeting to go over the painting recommendation he received from the Benjamin Moore Representative after the viewing of the Vine Brook Way decks. I have put him in for around 5:15 p.m.
Management Report Meeting Updates:
.
Old Business:
APT has been asked to provide complete maintenance reports each month, consider providing some indication as to time spent on task categories and to prepare a comprehensive list of tasks appropriate for the next winter season.
APT will remind Vanaria of their promise to reseed any spots where the prior seeding did not germinate. Vanaria will also be asked to remove excess mulch around foundations and tree trunks. As this problem goes back to prior landscapers and requires extensive effort due to root growth in the old mulch, we expect to provide an additional payment for this work.
APT will work with the Landscaping Committee to identify at least four bidders by e-mail, prior to the August meeting, for our snow and landscaping needs next year. J. Deasy will review current contract specifications for snow removal and J. Alpert will ask A. Downing to review landscaping specs.
APT has been asked to attach prior meeting minutes and appropriate interim correspondence to upcoming meeting agendas.
J. Seidman has completed the Handbook editing process and will be publishing as soon as a few minor points are clarified, which should be done before the next meeting of the Board.
The proposal for pool access modification has been tabled pending observation of pool issues this summer.
R. Clarke reported on the timetable and approach for road and sidewalk repaving. Bill Cummings, former CEO of Cummings Properties, kindly volunteered his time to provide an independent overview. He believes that our paved areas have held up extremely well and should be repaved in approximately 5 years with a 1 and1/2” layer of new asphalt smooth coating. He believes the few problem areas, notably the mailbox area and the north side of the main road just beyond DG are due to subsurface loam or other porous materials. Based on his input, we plan to do some test digging as part of any interim paving repairs in order to get a better handle on whether to remove porous materials to a depth of 2’ with a more extensive program. Any such remediated areas would require refilling with solid material, binder and smooth coat.
New Business:
The state legislature is considering a bill, House 2990, which will absolve cities and towns from paying condo fees subsequent to foreclosure for unpaid taxes. Aside from immediate cash flow implications, it is not clear whether such unpaid taxes can be recovered from subsequent buyers. Both APT and R. Clarke will attempt to get clarification. APT will also notify Quail Run residents by e-mail as to the benefits and manner of contacting appropriate officials to oppose passage.
The Trustees confirmed Landscaping Committee plans to use Bartlett for our tree work next year subject to review of pricing. The Committee also intends to hire a qualified independent arborist to oversee work performed and to ensure that other contractors are used in instances where they can perform to standards at lower cost (such as tree and brush removal). Bartlett will provide a final plan with costs, acceptable to the Landscaping Committee, no later than our August meeting.
Procedures for editing Trustee meeting minutes have been circulated for e-mail approval.
Action Items from Prior Meetings:
These will now be reported in the old business section.
Next Meeting: July 2, 2008, 5:00pm at the garage office.
Adjournment: The meeting was adjourned at 7:15pm.
