QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
August 5, 2009, 5:00PM VBW GARAGE
Quailruncondo.org
Meeting called to order at 5:00pm.
Present at the meeting were J. Alpert, R. Clarke, J. Deasy, A. Downing, and J. Fitzsimmons, Trustees, R. DeFilippo representing APT, Inc. W. Howe and H. Tillman, Communications Committee also attended along with T. Kent, Landscaping Chair.
July Minutes: Approved as presented.
Procedural Note: In these minutes, action items are bold and italicized.
Financial Matters:
We appear to be on budget through 6 months. Reported surplus is reasonably consistent with anticipated future charges and the analysis presented at last year’s annual meeting.
Comparative profit and loss spread sheets are now available which, along with comparative balance sheet data, will facilitate comparative analysis.
The Trustees approved e-mail transmission of monthly financials and posting of the front sections, ending with the reserve analysis, on our website.
Maintenance Report:
The Trustees have reviewed maintenance reports for the prior period received today by e-mail.
The Trustees approved an annual fire sprinkler inspection program for VBW with a current year cost of $525. This is a mandatory code requirement.
Based on suggestions by R. DeFilippo, the Trustees have modified our annual power washing program so that each unit front entry area throughout the complex will be done each year. Rather than using an outside contractor for extensive power washing of one complex per year, the Maintenance Supervisor will perform this work which will necessitate water tie ins with the common area sprinkler systems and purchase of a new gas operated power washer. It was determined that the more extensive power washing was of limited value and that entry areas required annual removal of dust, cobwebs and mold. R. DeFilippo will procure prices for the new equipment and water outlets but we expect a considerable saving over the $5,000 annual outside contract.
The Trustees approved an expenditure of $2,500 to tie in three downspouts at 11 JG using an outside contractor, regrading/reseeding the surface area to be done by R. DeFilippo.
Final repainting of deck railings at 2 and 4 KM has not been completed. APT will send a new letter imposing a daily fine of $10 until the final repainting is done.
J. Fitzsimmons will provide additional specifications for an optional “bump bar” and a storm chain to be added to existing storm/screen door requirements.
J. Deasy has donated 4 new chairs for the tennis court.
Management Report
Quail Run Condominium Trust
August 4, 2009 - Amended
Delinquency Report: This report covers through July 31, 2009 collection of Condo fees. There are no significant delinquent accounts over 60 days.. Please note that during the preparation of this report Nancy Cahill found three accounts that owe odd amounts. After researching the matter, it was found that the unit owners never received prior written notice of the amounts owed. The total amount outstanding is $37.17. Letters will be sent to the 3 owners outlining the amount owed and the late fee policy.
Pre paid condo fees: As of July 31, 2009, the Trust has $19,986.02 in prepaid condo fees.
Reserve Checks and Money Market Reserve Balance:
Rich will be bringing three checks for signature.
CitiBank Money Market Account Activity:
June 30, 2009 Balance $47,805.65
Admiral Pool (pool heater and balance of coping) ($ 7,300.00)
R.H. Curry (installation of pool heater) ($ 3,260.00)
Rumley Electric (12 garage outlets) ($ 1,800.00)
July Contribution $ 7,739.00
Available Funds in CitiBank Money Market July 31st $43,184.65
Garage Doors: All garage doors & electrical work has been complete at #1, #2, #3, #4 & #8 KM and #3, #6, #7 & #8 SMB. The total cost of the job was $8,231 with Overhead Door Co. of Boston with each of the unit owner to be billed $978.00. The total amount collected will be higher than the 2009 expense, since we will be sending bills for 9 doors but the bill from Overhead Door is for only 8 doors. The Association had a door in storage that was paid for in a prior fiscal year that was used during this replacement project.
The bill to Overhead Door has not been paid since there was an issue with the use of the existing motors with the new doors. During a home inspection of 11 Douglas Green, it was noted that the garage door did not reverse when the door struck an object. Overhead Door came to the site and adjusted the door and the new unit owner is satisfied. The problem sparked a debate as to when the garage motors should be changed and if Overhead Door properly installed the doors. Nancy has been assured by Overhead Door that during the installation of the garage doors, the door was tested for its ability to reverse when it struck an object. It is possible that due to the age of the motor the adjustment did not hold. At 11 Douglas Green, Rich observed how the technician made the adjustment and is willing to work with the unit owners to test their garage doors. It should be noted that once an adjustment is made that it may not hold and the unit owners should periodically test their door. The attached U.S. Consumer Product Safety Alert makes suggestions for testing.
Both Nancy and Rich have reviewed the U.S. Consumer Product Safety Commission guidelines, the Woburn Regulations and the Massachusetts Building Code. Only the U. S. Consumer Product Safety Commission has regulations in place regarding garage door operators (motors). In 1993 the Commission required any new garage door operator installation to have an external entrapment protection system such as an electric eye. The 1993 regulation affects new installation of garage door operators not new doors. It is recommended that if the garage door operators do not meet reversing standard that they be replaced. The approximate cost of a new garage door operator is $350 each.
VERIZON: Nancy had been approached by Verizon as to whether or not Quail Run would be interested in signing a marketing agreement. A copy of the agreement was sent to the Board for their review. There were several issues that were raised by the trustees. Verizon had been told in the past not to come onto the property however they continued to do so without permission. Nancy’s contact at Verizon has stated that Quail Run has now been placed on their list of properties to “do not door knock”. Quail Run should not see door to door sales at the property moving forward unless the agreement is signed. The other question was whether or not Quail Run had FIOS installed. Nancy double checked with Verizon and Quail was ready for FIOS service on 12/11/2006. Thirdly, several members of the Board did not feel taking the lump sum payment was worth taking since the term of the contract was for 10 years and if the Board decided to give dissolve the contract the Association would be liable to payback the funds
Please let Nancy know if there are any further questions regarding the proposed agreement or if there is a decision made on the proposed contract.
Snow Removal: Attached you will find a pricing proposal from Vanaria and Sons for Snow Removal. Your existing contract with Vanaria for snow removal expired as of March 2009. Nancy has been lead to believe that you were satisfied with the services provided by Vanaria during the 2008-2009 snow season and that you had limited success in finding bidders for Quail Run last year. Nancy has been working with a new vendor; Domenic’s Landscaping and has asked for them to submit a bid. Nancy anticipates receiving the bid prior to the meeting and will forward the information as soon as it is received.
Management Report Meeting Updates:
The Trustees have no interest in the Verizon offer and have asked APT to notify Verizon in writing that on site solicitation occurred again this week. We will also make residents aware of Verizon’s continued disregard for our solicitation prohibitions.
APT will arrange a meeting with J. Vanaria as soon as possible to discuss tree and shrub trimming, mower damage and 2010 snow/ landscaping contracts. This will also provide an opportunity to introduce N. Cahill to Vanaria as our new property manager and primary contact.
R. DeFilippo and N. Cahill will provide two additional bids from other contractors so that a final decision on 2010 contracts can be made at our September Trustees meeting.
R. Clarke will work with N. Cahill to draft an appropriate notice to residents regarding the garage door issues.
Landscaping/ Special Landscaping:
The Landscaping Chairman and Trustees are concerned with the lack of progress regarding the appearance of the front roadway entrance, numerous empty flower beds and other aesthetic needs. R. Clarke will meet with T. Kent and A. Downing as soon as possible to develop a new action plan to deal with these issues.
R. Clarke will also circulate a revised priority list for tree work to be done on 8/7.
R. DeFilippo will make detailed notes of crabgrass infestations to facilitate proper treatment next spring.
J. Alpert will coordinate the purchase of tree seedlings from the National Arbor Day Foundation at nominal cost and will collaborate with A. Downing regarding possible tree farm expansion areas.
Ad Hoc Decking Committee:
S. Zeller-Kent provided an extensive e-mail summary, which indicates that AZEC may be our best option for decking materials. A final recommendation is expected prior to our September Trustees meeting.
Old Business:
H. Tillman will add the requirement that interior car port walls extend from floor level up to the first horizontal ceiling joists.
R. DeFilippo will begin using and maintaining a file of completed forms developed by APT to clarify insurance and other issues/responsibilities relating to any off duty work performed for residents.
New Business:
R. Clarke will initiate a search to attempt to upgrade our external legal resources.
The Trustees approved a request from 6 SMB for a patio and also approved a Handbook change to permit small brick colored “pavers” to be used in place of traditional bricks. H. Tillman will make the necessary Handbook changes.
T. Kent will prepare an article for the next Quail Runner explaining the need for periodic dryer vent cleaning in various units.
We have a need to dispose of an accumulation of old electronic items improperly left in our trash areas. Anyone becoming aware of periodic recycling opportunities should contact R. DeFilippo.
Next Trustees’ Meeting: September 2, 2009, 5:00pm at the garage office.
Adjournment: The meeting was adjourned at 6:44 pm.
