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QUAIL RUN CONDOMINIUM TRUST Quailruncondo.org Meeting called to order at 5:00pm. Present at the meeting were R. Clarke, J. Deasy, D. Serieka and W. Howe (attending by telephone), Trustees, N. Cahill and R. DeFllippo representing APT, Inc. H. Tillman, Communications Committee also attended by telephone. November Minutes: Approved as amended. Procedural Note: In these minutes, action items are bold and italicized. Trustee Certification: The Trustees signed the certificate confirming the election of Trustees Walter Howe and Daniel Sereika. This certificate along with the recent Trustee Resolution regarding deck maintenance will now be recorded at the Registry of Deeds. Financial Matters: Our projected 2009 surplus should be in excess of $20,000, barring any last minute surprises. The surplus has restored liquidity that was diminished by prior deficits. Based on recent legislation, Mass condominium associations have been exempted by pending tax increases relating to interest income and reserve funds. This will remove an anticipated and budgeted 2010 expense of approximately $2,500. Maintenance Report: The Trustees have reviewed weekly maintenance reports through 11/19 on-line. We understand that gutter cleaning is proceeding and is approximately 50% completed. The Trustees were also informed of an unanticipated VBW street lighting expense of approximately $300. Roof leaks at 4MG and 9SMB are being resolved. The rebuilding of the JG trash area is nearing completion along with regarding following drainage remediation at 11JG. Management ReportQuail Run Condominium Trust December 2, 2009 Delinquency Report: This report covers through November 30, 2009 collection of Condo fees. There are no delinquent accounts. Pre-paid condo fees: As of November 30, 2009, the Trust has $15,034.02 in prepaid condominium and parking fees.Money Market Reserve: Check to be signed: $50,000 check previously endorsed by Board was not valid as Citibank closed the checking account without notification. The $50,000 will be sent to Community Association Bank to open the previously approved CD. 2010 Budget: on November 19, 2009 the Massachusetts House and Senate passed legislation that includes provision that will exempt condominiums from the corporate excise tax. This will be a cost savings of approximately $2,500 in 2010. Tree and Shrub Treatments Nancy met with several landscaping companies that have arborists on staff. The Board was provided with copies of their proposals. Below is a break down: R & S Landscaping. The 7 inspections and treatments will cost $4,095 plus $700 for bronze birch borer and leaf miner for a total of $4,795. Leahy Landscaping: 6 or 8 visits at $1,200 each for a total of $7,200 or $9,600 respectively. Greener Solutions: 5 visits plus canker worm/winter moth and bronze birch borer and leaf miner for $8,880 Derek Binding proposes to treat for Winter Moth and Juniper needle blight for $3,500. Richard Clarke will provide the cost for additional treatments with Derek Binding at the meeting. Tree Pruning Derek Binding provided a day of tree trimming on December 1st. In addition to the previous list of tree pruning, the large pine limb behind 12-13 KM was removed. Water Heater Notices; Unit owners that had not updated their water heater information with APT were sent notices that their water heater was out of warranty. To date 31 units have submitted their current information. Follow up notices will be sent for those unit owners that do not comply by December 31, 2009. In 2004 the Water Heater Replacement request was completed without fining any units. The Board does have the ability to force the unit owner to install a new water heater pursuant to The Declaration of Trust Article V, Section 2 Maintenance and Repair of Units. Attached is a copy of the section for your review. Reserve Study Update: Submittals from Noblin and Becht Engineering have been received. Patty Cobb, the auditor, suggested that an update be completed in house with APT. New Federal Housing Administration guidelines are expected out December 9, 2009 and it is expected that there will be a stricter approval process for condominiums to eligible for FHA/ Fannie Mae financing. Part of the approval process will be the length of time between Reserve Studies. Nancy will be attending a seminar on January 14th and it is suggested the matter be tabled until it can be determined if the new guidelines will affect Quail Run. 8 SMB Trex reimbursement: Unit owner submitted invoices totaling $1,480 and requests rebate. Recommend $150. Snow Stakes: Vanaria installed snow stakes throughout the property. Reflective posts for fire hydrants have been ordered. Management Report Meeting Updates: The Trustees discussed their concerns with N. Cahill that a number of administrative and other deadlines were not met by APT. R. Clarke will follow up with Citibank regarding issues with check processing for our reserve account. N. Cahill will draft a notice to residents requiring compliance with both water heater reporting and emergency notification procedures. This notice will be presented for Trustee approval no later than our January 6 meeting and will include eventual fines for non-compliance. The first of two December tree work days by Derek Binding was completed on December 1 which included removal of nine impaired trees as well as the work cited above. The Trustees selected Derek Binding as our 2010 tree insect and disease control provider. As he will be on site during the year doing tree removal and pruning, we save significant on-site inspection costs required by other bidders. N. Cahill will confirm that Vanaria will perform at least one final cleanup day and will spray paint the tops of wooden snow stakes with reflective paint. Landscaping/ Special Landscaping: The Trustees reviewed a draft 2010 landscaping contract with Vanaria which needs revision to comply with our mulching requirements. N. Cahill will clarify mulching pricing and application requirements to tie cost to cubic yards utilized and will specify top quality hemlock mulch judiciously applied to flower and bush beds only. We have planted ten flowering tree saplings in our tree farm and expect another shipment of ten additional saplings momentarily. Old Business: R. Clarke will ask at least one qualified paving contractor to provide a preliminary cost estimate for our 2012 repaving project. Drainage remediation guidance will also be sought regarding the subsoil under the main roadway below MG and near the mailbox area. We will also ask the contractor for an initial quote to add granite curbing to critical street corners. New Business: The Trustees approved the expenditure of no more than $200 for seasonal gratuities for APT support personnel. . Next Trustees’ Meeting: January 6, 2010, 5:00pm at the garage office. Executive Session: The Trustees discussed the allocation of seasonal gratuities. Adjournment: The meeting was adjourned at 6:15 pm. |