QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
November 5, 2008, 5:00PM VBW GARAGE
Quailruncondo.org
Meeting called to order at 5:00pm.
Present at the meeting were J. Alpert, R. Clarke (attending by telephone), J. Deasy, J. Fitzsimmons and J. Seidman, Trustees, A. Downing, Landscaping Committee, D. Mussen and R. DeFilippo representing APT, Inc.
October Minutes: Approved as amended.
Procedural Note: In these minutes, action items are bold and italicized.
Financial Issues: Pat Hughes joined the meeting as a member of the Finance Committee.
D.Mussen confirmed that we remain on budget for 2008 in spite of $2200 in unanticipated lighting/electrical expenses at SMB.
The Trustees approved the 2009 budget requiring a 4.5% increase in condominium fees. A copy of the budget spread sheets will be sent out on 11/10 by APT along with other pre- annual meeting items.
Maintenance Report:
The Trustees reviewed the monthly maintenance report supplemented with an oral report of work performed in September. The SMB electrical work related to street lighting rewiring by an outside contractor while R. DeFilippo replaced ground lighting at Units 11 And !2 with a new light pole.
Power washing has begun at JG with one resident interfering with the contractor. APT will send a letter to the resident to point out that building siding is part of our common area and not to disrupt work authorized by the Trustees.
R. DeFilippo will complete sealing open cracks next week at 12MG to control water seepage.
Snow stakes are scheduled to be installed on or about 11/15/08.
Management Report
Quail Run Condominium Trust
[Dave-pls insert as I did not get your Oct report electronically]
Management Report Meeting Updates:
D. Mussen will provide final 2009 budget detail on projected telephone expense to include the cost of all landlines, cell phone, internet connection and pool phone.
Landscaping:
The Trustees endorsed plans to omit mulching in 2009 prior to an extensive root collaring effort in 2010. A. Downing will report back at our December meeting the amount of the resultant mulching savings at $70/yard (includes labor) and to recommend how these funds will be redirected in 2009.
The key components of the 2009 Special Landscaping budget will be tree pruning and removal $23,550, spraying and other planting care $8,505 and the cost of our own arborist $3,850. A copy of the list of trees to be removed this winter will be sent to all residents in the APT 11/10 mailing and posted on the mail box bulletin board.
The Trustees approved the hiring of Sunrise Landscaping to replace Vanaria for both snow and landscaping work, effective 12/1/08 at the same approximate cost as last year with Vanaria. As the Sunrise bid included mulching in 2009, the savings will be spent on other landscaping priorities. D. Mussen will also check to see if the bid included Sunrise purchasing snow stakes in which case he will seek a further adjustment as the Trust will provide the stakes.
D. Mussen will also confirm, in writing, his discussion with Sunrise that the only additional cost of snow removal will be limited to instances of heavy snow fall causing the Trust to ask that snow be hauled off of the property to facilitate further plowing.
Legal:
The Trustees approved a number of revisions to our condominium documents to be presented at the annual Meeting for approval. APT will procure signatures at the Annual Meeting of those approving with 67% of all residents ultimately needed. The Trustees will seek additional signatures after the meeting from those not in attendance.
R. Clarke will arrange for recording of the two amending documents, once approved, plus changes to the roster of Trustees, at the lowest cost. Several weeks prior to the meeting, the Trustees, by e-mail vote, approved the expenditure of $1,000 plus recording costs for this exercise.
Old Business:
Incentives for owners installing weather resistant railings and decking were discussed again. J. Fitzsimmons will prepare a view graph containing a proposal for sense of the meeting consideration at the Annual Meeting. J. Fitzsimmons provided final specifications for materials. .J.Seidman will prepare updating pages to be inserted in our handbook along with awning specifications approved previously..
The Trustees approved the purchase of pool heating equipment at a cost not to exceed $5,000 installed. This approval is further conditioned on procuring a gas line to the pool house at no cost and adherence to a timetable from Keyspan. R. Clarke will seek preliminary confirmation that we have adequate space for this equipment and that there are no major problems with connections.
APT will then contact the gas company and procure bids for the installation work.
We anticipate that the cost of heating will not exceed $200/month for the four months of annual operation provided we let nature bring the initial pool temperature up to 70 degrees and then use our equipment to maintain a minimum temperature of 75 degrees.
New Business:
Next Trustees’ Meeting: December 3, 2008, 5:00pm at the garage office.
Annual Meeting Date: November 20, 2008 at the Joyce School. J. Alpert will coordinate the visual presentation and assign Trustees to present various sections.
Adjournment: The meeting was adjourned at 7:20pm.
