QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
October 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. Fitzsimmons, Trustees, D. Mussen and R. DeFilippo representing APT, Inc.
September Minutes: Approved as amended.
Procedural Note: In these minutes, action items are bold and italicized.
Maintenance Report:
The Trustees received an oral report of work performed in August. The required written report was not available at the meeting. D. Mussen will e-mail a copy to each Trustee for further review this week.
We understand that the Maintenance Supervisor is making extensive repairs to the pool border tiles. Problem grass areas next to our roadways have been reseeded.
A power outage to the SMB post lights was recently reported and will be checked out by a licensed electrician this week.
Siding discoloration at VBW, from mineral deposits in well water used in the irrigation system, will be remediated this month after the sprinklers are shut down for the season in about 2 weeks. Next spring, more attention will be paid as to sprinkler coverage patterns when the system is reactivated.
Management Report
Quail Run Condominium Trust
October 1, 2008
Delinquency Report: This report covers the August collection of Condo fees. There is one delinquent.
Condo fees $ 3.00
Fine $ 0.00
Late Fees $ 41.21
NSF $ 6.53
TOTAL $ 50.74
Pre paid condo fees: As of August 31, 2008, the Trust has $10,398 in prepaid condo fees.
Additional Specification: Additional specification will be added during interviews with the contractors for the mower height and weed whacker operation.
Power Washing: I am in the process of getting a bid and will have a price by the meeting on Wednesday night.
Funding Maintenance Items: After discussion with Rich we have increased the petty cash to $500 for out of pocket purchases. This should cover any purchases needed. Any larger purchase is usually from Home Depot or Lowes.
Delinquent Owner Payments: Quail Run currently has a system in place that provides late fees for Owners that are delinquent with condominium fees.
12 MG: I have had a discussion with Peter D’Arrigo in reference to the drainage problem at 12 MG and it is his opinion that there is not an easy fix and should be drained into the existing drains. To try some temporary fix would be a waste of money and would not solve the problem.
Draft Budget: Draft budget was done and e-mailed to R. Clarke to be reviewed and recommendations presented to the Board from the Budget Committee.
Noblin Refund: A refund check of $375.00 has been received from Noblin Associates.
Pet Letter: A letter was sent to a prospective buyer pointing out the current pet regulations at Quail Run in accordance with the Quail Run Unit Owner’s Hand Book.
Planter Box: I am still waiting for a proposal from Peter D’Arrigo for the replacement of the planter box with a granite curb about 8 inches high.
Garage Door Installation: I am assuming the documents were checked when you did the other doors and there was nothing in there pertaining to this matter. In looking into CAI they do not have a source that gives out legal advice for free. I discussed this with Dave Barrett who is a member of CAI and it is our opinion that if there is no stipulation in the documents that the Board could install the amount of doors that each owner agreed to. If legal advice is needed an attorney would want to read the documents and you would be charged a couple of hours work.
Management Report Meeting Updates:
R. Clarke will review our condo documents to confirm whether unanimous consent is required for garage door installation, types of APT correspondence that may be sent by e-mail, adequacy of penalty fees for chronic delinquents and allocation of the Trust’s expenses among various clusters.
A$3,000 bid has been received for thorough power washing of exterior unit surfaces at each of our six clusters. The maintenance supervisor will select at least one cluster per year for this process beginning this fall. If the vendor performs well and we do not find another qualified bidder at lower prices, we will continue with the initial vendor.
The same vendor also bid $4,500 for two gutter cleanings per year at all units experiencing gutter debris. APT will go back for a new price excluding those units where the maintenance supervisor can reach gutters with an 8’ stepladder.
The Maintenance supervisor will order an initial supply of 300 downspout cones at an approximate cost of $4 each for installation after fall gutter cleaning is completed.
There is no easy and permanent fix for drainage problems at 12MG which have been deemed to be minor in nature. APT wil inform the owner that water flow will be redirected when we repave, possibly in 2012, but that the Maintenance Supervisor will attempt to do some interim calking as added interim mitigation.
Financial:
P. Hughes and J. Maher, members of our new Finance Committee, joined the meeting.
Landscaping:
In A. Downing’s absence, J. Deasy reported that only two bids were realistically priced. A decision will be made within the next two weeks and be submitted to the Trustees for approval by e-mail. Initial checkings on a new low bidder were favorable in terms of good standing and equipment adequacy.
D. Mussen will add specifications for annual detention pond brush trimming as well as weed whacker and mower height guidelines during the interview process with final bidders
The Trustees are awaiting a final recommendation and cost estimates for possible removal of old mulch buildup before spreading new red hemlock mulch next spring. J. Deasy will consult with A. Downey and report back next week.
New Business:
The Trustees approved specifications for rear window awnings, consistent with existing specifications for deck awnings. J. Fitzsimmons will be providing specifications for replacement decking and railings prior to our November meeting. APT will hand out revised Handbook pages at the Annual Meeting.
As part of our budget deliberations, we can achieve $1500 in annual savings if 50% of our residents agree to receive APT correspondence and notices by e-mail. This will be discussed at the Annual Meeting with sign up forms provided. The Trustees will follow up in December with other residents not at the meeting.
Old Business:
R. Clarke will procure initial estimates for pool heating for both budget purposes as well as offering the results in the form of a sense of the meeting question at the Annual Meeting.
The Maintenance Supervisor has deferred siding repairs at DG to the winter months.
Next Trustees’ Meeting: November 5, 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 7:22pm.
Post adjournment Matters:
The Trustees inspected the pool lighting and found several issues requiring correction. Standard night illumination must be lowered with increased motion light illumination required in the pool area.
D Mussen also noted that pool liner deterioration has been noted during recent tile repair work. R. DeFilippo believes that the damage is limited to the cap stones on top of the liner, a relatively inexpensive repair in the range of $5,000.
The Trustees have been asked to develop an incentive arrangement for any residents planning to install maintenance free decking and/or railings.
