QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING

April 1, 2009, 5:00PM VBW GARAGE 
Quailruncondo.org

            Meeting called to order at 5:07pm.

Present at the meeting were R. Clarke and J.Alpert attending by telephone, J. Deasy, and A. Downing Trustees, D. Mussen and R. DeFilippo representing APT, Inc. T Kent, Landscaping Chairman also joined the meeting.

March Minutes:  Approved as presented.

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

Financial Matters:

            The Trustees approved the purchase of two certificates of deposit (“C/D’s”) in the aggregate amount of $123,000 at the best available FDIC insured rate maturing no later than 1/1/2012.

            The Trustees also voted to limit individual C/D amounts to the maximum prevailing FDIC insured amounts for each maturity.

            The Trustees approved the repainting of VBW decks at a maximum cost of $11,500 which is in excess of the 2009 budget allocation of $5,000. A. Downing will head up a residents’ committee to study the best solution for maintaining decks elsewhere, many of which have deteriorated to the point where repainting is not cost effective. The final report is due 8/5/09 with monthly interim reporting. R. Clarke will ask R. Kenney to review the Condominium documents to determine Trust and owner financial responsibilities.

            Pat Hughes has finalized formats and is communicating with APT to procure financial data for independent analysis by the Finance Committee.

Maintenance Report:

            The Trustees reviewed the March maintenance report.

            R. DeFillippo has upgraded the lighting system at JG and the Trustees approved the expenditure of $800 to add gutters/downspouts to the pool house and garage.

            A new tennis court net cable is on order as well as a new water roller.

Management Report

Quail Run Condominium Trust

April 1, 2009

Delinquency Report:  This report covers the February collection of Condo fees.  There are no delinquent accounts. 

Unit#               Owner                                    Amount Owed           Explanation

Condo fees                              $     0.00

Fine                                         $     0.00

Late Fees                                 $     0.00

Parking                                    $     0.00

NSF                                         $     0.00

TOTAL                                  $     0.00

Pre paid condo fees:  As of February 28, 2009, the Trust has $18,818.89 in prepaid condo fees. 

Pool Heater Gas Line:  Everything is set on our side just waiting for the gas company to schedule the installation.  Dig Safe has marked the area.

Garage Doors:  Have received 1 request from Kendall’s Mill ( #8 ) and 6 request forms from Saw Mill Way ( #3, #6, #7, #8, #16 & #17.  The requirements have been met to install garage doors at #3, 6, 7, & 8 Saw Mill.  #16 & 17 Saw Mill did not reach the required amount being only two of the five in that carport.  Michael’s Green replacements set to go with signing of down payment check at the April 1^st meeting. 

Insurance Claim:  All figures have been agreed to and at present we are waiting for the insurance check.  When the insurance check is received it will be deposited in the Quail Run account and separate checks will be issued to the two owners.  Total claim is about $22,000 minus the deductible of $5,000 per unit.

Deck Painting Bids:  Trustee Fitzsimmons and Rich met with a painting contractor to draw up specification for the painting of the decks and should have bids by the meeting on April 1^st. 

ANNUAL CALENDAR:  Enclosed in the meeting package is an annual calendar I started and will add any items you would like to include. 

Management Report Meeting Updates:

            Owners of units # 3,6,7,8, a majority of owners in that garage building, have agreed to install garage doors at their expense. As soon as the required forms are signed, APT will order doors and schedule installation as soon as reasonably possible. D. Mussen will contact the owner of 8 SMB to answer remaining questions.

            Replacement garage doors for DG are now on order.

Owner Requests:

            The Trustees approved the installation of a patio awning at 4JG. J Deasy will inform the owner and also advise that window replacements will also require Trustee approval. R. Clarke will provide window specifications via J. Deasy on or about 8/10/09.

            R. Defilippo will attempt to resolve downspout complaints at 2 VBW by placing a cloth damper in the pipe to reduce the sound of flowing rain water.

Landscaping:

A.   Downing will procure bids for tree replacement at SMB. The sense

of the meeting was that any new replacement trees will be subject to cost restraints limiting size.

Vanaria has completed most of the spring clean up but will finish up in April including reseeding of plow damaged areas, mulching VBW with red hemlock, metal raking  mulch beds in other clusters to remove excess black mulch and finishing areas previously covered with snow residue. Bartlett will also return to remove and grind a number of tree stumps.

A. Downing will schedule an inspection by C. Cathcart, our independent arborist no later than 4/16/09.

T. Kent has met with several DG residents and continues to recommend complete removal of the DG planter box. The Trustees will vote on this matter at the May meeting.

T. Kent also suggested that specifications for future complex landscaping projects be developed by qualified professionals and then put out for bid with suitable compensation for the plan sponsor if they are not the winning bidder.

Executive Session:

            Personnel matters were discussed.

Next Trustees’ Meeting:  May 6, 2009, 5:00pm at the garage office.

Adjournment: The meeting was adjourned at 6:37pm.