QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING

February 3, 2009, 5:00PM VBW GARAGE 
Quailruncondo.org

            Meeting called to order at 5:10pm.

Present at the meeting were R. Clarke, J.Alpert attending by telephone J. Deasy, and J. Fitzsimmons Trustees, D. Mussen  representing APT, Inc. J Seidman also joined the meeting as well as Walter Howe

January Minutes:  Approved as presented

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

Financial Matters:

            The Trustees reviewed the December financial report and found that we ended the year with a $5,651 deficit, manageable but not anticipated.

            Pat Hughes will be downloading APT financial data for independent analysis by the Finance Committee.

            APT purchased a $40,000 CD as directed by the Trustees in January. The amount was $10,000 less than initially approved due to a series of banking mishaps. R. Clarke explained the situation which was due to bank error at Citibank where our reserve account money market account now resides. Aside from missing out on a nominal amount of interest and severe inconvenience to APT, no actionable harm occurred.

Maintenance Report:

            The Trustees reviewed the January maintenance report.

The SMB trash area roof has been replaced by a tarpaulin for safety reasons and will be permanently replaced when weather permits.

Interior damage has been reported in several units due to ice dams. While this problem is unusually severe this year, J. Deasy will attempt to determine whether our exterior roofs meet building code requirements. Nevertheless, interior damage remains the responsibility of unit owners and APT will inform the owner of 12 KM of this finding.  R. Clarke will submit an article for the March Quail Runner detailing how unit owners can deal with this traditional New England problem.

Plowing damage has been reported but not surprising given the volume and frequency of snowstorms this winter. Overall APT and the Trustees are most satisfied with Vanaria’s performance under our fixed price snow contract.

 

 

Management Report

Quail Run Condominium Trust

February 3, 2009

Delinquency Report:  This report covers the December collection of Condo fees.  There are two delinquent. 

Condo fees                              $   24.00

Fine                                         $     0.00

Late Fees                                 $     0.00

Parking                                    $     0.00

NSF                                         $     0.00

TOTAL                                  $    24.00

Pre paid condo fees:  As of December 31, 2008, the Trust has $12,659.89 in prepaid condo fees. 

Pool Heater Gas Line:  Everything is set on our side just waiting for the gas company to schedule the installation.  We also have two bids, one verbal for $3,500 to $4,000 and a bid for $3,000.  Both would require some electrical work.

Garage Doors:  I have talked with the owners of 16 & 17 SM and they want to do their garage doors in the spring.  I felt it better to wait until late February to notify other owners to see how many want to install doors this spring.

Quail Runner:  Items to be sent out with the Quail Runner – Awning Specs. – Deck Specs. – Deck Reimbursement – Dec. Jan. & Feb. minutes.

Insurance Claim:  12 VBW had a pipe break that flooded their basement and also went into

11 VBW.  The owner of 12 VBW called her insurance carrier and a restoration company.  The owner of 11VBW stated he had no insurance and was informed by me that he would be responsible for the deductable of $5,000.  I called Quail Run’s insurance agency to report the claim and they assigned an adjuster.  Adjuster will have figures toward the end of next week.

Deck Painting Bids:  Still working on painting bids, should have a couple by the meeting.  If not written a verbal. 

E-Mail & Owners List:  Kathy Asmar has informed me that all the e-mail addresses she has received are posted and the owners list is up to date.

Management Report Meeting Updates:

            Two small overdue amounts were due to prepaid fees at the prior year rate.

 R. Clarke will ask Hope Tillman to insert reminders in the March Quail Runner regarding requirements for new garage doors, prevention of frozen pipes and conversion to electronic transmission of future communications.

APT will button up the painting bid process on or before our March meeting. The Trustees have been alerted to a likely budget overrun if it is necessary to repaint decks other than at VBW this year.

APT will e-mail updated owner lists and contact information to the Trustees this week.

Special Landscaping:

Bartlett has nearly completed this year’s tree work at a cost of $23,550. R. Clarke has submitted a proposal for a modified program next year which could result in significant savings.

Landscaping:

            The Trustees voted to accept Vanaria’s proposal for summer landscaping provided appropriate adjustments are made for eliminating mulching in 2009, lower fuel and labor costs as well as damage to the DG planter box. R. Clarke, D. Mussen and the Landscaping Chair will meet with Joe Vanaria later this month to finalize arrangements.

            The Trustees will insist on competitive bidding for 2009 tree spraying and anticipate a real gypsy moth challenge this year.

New Business:

The Trustees reviewed financial controls and APT contractual requirements.. APT will begin maintaining a formal calendar of recurring

events to ensure timely compliance by the Trustees.

Trustee Election, Executive Session:

            The Trustees have voted to have A. Downing fill the unexpired term of J. Seidman, effective 2/13/09. R. Clarke will notify, by phone, all of the three highly qualified candidates of the results. APT will have our counsel record the requisite documents at the Registry of Deeds.

Next Trustees’ Meeting:  March 4, 2009, 5:00pm at the garage office.

Adjournment: The meeting was adjourned at 6:10pm.