QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING

September 3, 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. Mussen and R. DeFilippo representing APT, Inc.

August Minutes:  Approved.

Procedural Note: In these minutes, action items are bold and italicized.

Financial:

While we remain ahead of budget, remaining year end expenses will leave us with only a small operating deficit best case. Any unbudgeted expenses, the latest being additional gutter cleaning costing $3600, will move the deficiency higher.

The first meeting of our new Finance Committee will be held on 9/15 with an additional session to review the 2009 budget in advance of the November 20 Annual Meeting

Landscaping:

Eileen Lynch joined the meeting to report progress on independent arborist interviews which will be completed next Monday with a selection  to be made next week.

We also discussed the mulch program for next year. The Trustees have a strong preference for natural red hemlock mulch but have asked the Landscaping Committee for a more detailed recommendation with related costs not only for the mulch but also the necessity and possible cost of removing the old black mulch where needed.

We are awaiting bids for 2009 snow removal and landscaping. D. Mussen will add specifications for seasonal mower height and weed whacker operation.

Owner Requests/Concerns:

All three of the following owners joined the meeting for the discussion of their respective issues.

            The owner of 2 DG received approval for a motion light to be attached to the unit at the owner’s expense.

            The owner of 14 VBW received approval to replace outdoor deck floor boards with TREX, a composite product of similar color to existing VBW decking. While this will be at the owner’s expense, the owner received assurances that any future Trust subsidies for this type of upgrading would apply to prior work as well.

            The Trustees were unable to reimburse the owner of 5 VBW for window damage, most likely caused by late fall mowing activities. Window damage is an owner obligation unless the Trustees can identify the cause with timely certainty and require the responsible party to fund repairs.

Maintenance Report:

            The Trustees reviewed the August report of work performed. Discussion items of note not chronicled elsewhere in these minutes include the following:

            We now have a small loam supply behind the pool house which is available to any resident willing and able to transport the dirt in our wheelbarrow or small buckets for small projects such as planters, etc. R DeFilippo will also use this material to patch common grass areas.

            The pool will be closed 9/15. Due to low August temperatures and tree growth/shading, there has been little usage in the past month with typical pool temperatures averaging around 68 degrees. R. Clarke will investigate the cost of heating equipment and monthly expense to maintain a temperature of approximately 73 degrees  in season.

            R. DeFilippo reports that maple tree roots are beginning to affect our sprinkler systems possibly requiring a significant expenditure in early 2009. D. Mussen will include a line item estimate in our 2009 budget as well as $1,450 for a new pool drain to be installed early in 2009. While the pool is shut down, R. DeFilippo will also repair missing tiles.

            R. DeFilippo and R. Clarke will reseal tennis court cracks on 9/5 before any more leaf fall or rainfall interferes with this effort.

            Attendees at our October Trustees meeting will inspect pool lighting after the meeting, as we are not getting expected results from our new motion lights. R. DeFilippo will attempt to lower fixture wattages and increase motion light illumination in the pool area in the interim.

            APT will make a recommendation with cost estimates for a 2009 and subsequent unit power washing program and insert an additional 2009 budget line item.

            R DeFilippo will repair damaged siding at 7 DG and will make repairs at other units later in the year as needed.

            The Trustees also approved a Lifeline Alert System key lock box for 8 MG. R. DeFilippo will install this in an appropriate place and will also address remaining drainage problems at 4 MG.

            R. DeFilippo will also install remaining downspout cones where needed after the fall gutter cleaning.

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Management Report

Quail Run Condominium Trust

September 3, 2008

Delinquency Report:  This report covers the JULY collection of Condo fees.  There is one delinquent. 

Charges

Condo fees                           $     3.00

Fine                                        $     0.00

Late Fees                              $   39.82

Parking                                  $     0.00

NSF                                        $     6.53

TOTAL                                  $    49.35

Pre paid condo fees:  As of JULY 31, 2008, the Trust has $13,315 in prepaid condo fees. 

Handicap ramp at Mail box:  It was agreed that a railing would not be installed. Dave Mussen informed Peter D’Arrigo not to install the railing.

Signage:  The signs have been corrected and installed.

Vine Brook Way Deck Painting:  The railings have been completed.

Mulch Pull Back:  The mulch pull back has been completed.

Landscaping & Snow Removal Bids:  As of this date I have not received any bids but will call all contractors.  Dave Mussen receive a call from Garrick Landscaping that they will not be bidding due to not being able to properly cover the property from Stoneham. 

12 MG:  Received a proposal from Peter D’Arrigo for $5,500 to install 25 ln ft of drain pipe, pick up two down spouts and drain into existing catch basin.  Repair asphalt as needed.

14 VBW Fallen Tree:  Rich has cleaned up everything he could handle.

5 KM CATV Wires:  Comcast has secured the service box and should be fine.

Management Report Meeting Updates:

            D. Mussen  will report back with a specific recommendation as to how to fund materials purchases by the Maintenance supervisor.

            APT will maintain a log book of all owner calls and requests with periodic follow up to ensure closure.

            D. Mussen will provide a specific recommendation regarding the adequacy of existing penalties for chronic delinquent owner payments.

            D. Mussen will follow up with D’Arrigo regarding a simpler low cost solution of drainage issues at 12 MG. It appears, however, that this is not a major problem and can easily be rectified when we repave MG.

New Business:

            Plans for the November 20 Annual Meeting were discussed. D. Mussen will provide a draft 2009 budget to the Trustees and Finance committee no later than September 22 to permit scrutiny and final approval at the October 1 meeting. The Finance Committee will provide specific recommendations to D. Mussen as to reserve amounts and overall 2009 budget increase no later than Friday, Sept. 26.

            The Trustees learned that Noblin will be returning $375 in unused funds regarding their work on attic ventilation issues.

            D. Mussen will send a letter to a prospective unit buyer spelling out our existing pet regulations.

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Old Business:

            J. Fitzsimmons provided information on a long-term solution for VBW and other deck maintenance problems, which was also helpful in considering the 14 VBW request. TREX decking and related vinyl railing systems will eliminate maintenance requirements, improve appearance and be more comfortable underfoot. Unfortunately, the payback period alone is not sufficient reason for owners to convert but the Trust will consider a future subsidy tied to our ongoing maintenance expense. We will await the results of the first VBW installation, put specifications in the Handbook, and see how many other owners wish to convert.

            By way of further information, cost for a TREX decking conversion for a typical VBW deck is approximately $3,600 while a separate railing system will be in the range of $3,800. The railings can be done separately, utilize existing railing posts and both flooring and railings can also be used on other older Quail Run decks.

            We still need legal guidance regarding our ability to install garage doors in clusters where one or more residents remain unwilling to participate. D. Mussen will contact CAI to see if we can get authoritative advice. While we cannot require all owners to install doors, we are considering going forward in clusters without 100% participation due to the strong desire of most owners for this added amenity.

            D. Mussen will remind Vanaria of its obligation to replace a VBW tree damaged during snow removal and will send a formal letter to Verizon demanding that they cease permanently all solicitation on our property.

            D. Mussen will procure bids for the DG planter box remediation and add an appropriate amount to the 2009 budget. Although we discussed a November horizon for bids, we need a fairly hard number for the 2009 budget with work to be scheduled next spring as soon as weather permits.

Next Meeting:  October 1, 2008, 5:00pm at the garage office.

Adjournment: The meeting was adjourned at 7:50pm.

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