QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
July 1, 2009, 5:00PM VBW GARAGE 
Quailruncondo.org

            Meeting called to order at 5:00pm.

Present at the meeting were R. Clarke, J. Deasy, A. Downing, J. Fitzsimmons and J. Alpert, Trustees, R. DeFilippo representing APT, Inc. W. Howe and H. Tillman, Communications Committee also attended along with T. Kent, Landscaping Chair and S. Zeller-Kent representing the Ad-Hoc Decking Committee.

June Minutes:  Approved as presented.

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

 Financial Matters:

            We appear to be on budget through 5 months. Reported surplus is reasonably consistent with anticipated future charges.

 Comparative profit and loss spread sheets are now available which, along with comparative balance sheet data, will facilitate comparative analysis. [See June Financials.]

We have a firm price quote for summer and fall gutter cleaning well within 2009 budget requirements.

The Trustees approved closing of our Eastern Bank savings account in favor of enhancing checking account balances for earnings credit against ongoing bank service charges. The Trustees also approved the payment of $2,980 in unanticipated electrical expenses related to the pool heater project.

Based on discussions with prospective accounting firms, The Trustees voted to fund future decking rebates from our operating account.  

Maintenance Report:

            The Trustees reviewed maintenance reports for the prior period.  

            The VBW well issue was inspected by an appropriate contractor who reported that the well equipment was functioning properly and that water pressure could be enhanced, if necessary, by lowering the internal pump. R. DeFilippo will monitor the situation, given recent heavy rainfall, to see if pressure is improved by dint of rising groundwater. Leaks in two of the sixteen VBW zones are also suspected with further surface observation required which will hopefully detect the leak areas.

            The Trustees approved the expenditure of $2,200 to deal with drainage problems at 11 JG.

            R. DeFilippo will replace the permanent roof at the SMB trash area beginning in early August.         

Management Report

Quail Run Condominium Trust  

July 1, 2009  

Delinquency Report:  This report covers the May 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 March 31, 2009, the Trust has $16,379.89 in prepaid condo fees.   

Pool Heater:  The pool heater installation should be completed by Wednesday.  Total costs are, Heater $3,000, Filter $1,200 and the pump was $750.  The Vac-Alert and drain cover was $1,500 and was budgeted for.  

Pool Leak:   The pool leak is a watch and see at this point.  Rich is keeping an eye on if we are still having to add water on a daily basis.  

Garage Doors:  All garage doors & electrical work has been complete at #1, #3, #4 & #8 KM and #3, #6, #7 & #8 SMB.  As soon as there is a final invoice we will bill the owners for the door cost of $972/ door to reimburse The Trust.  The total bill for electrical work was $1,800.00 which will be borne by The Trust and includes electric service for all car ports.  

Pool Coping:  The pool coping final payment is $7,300.  We made a down payment of $3,500 in May for a total cost of $10,800.  

Management Report Meeting Updates:

            The pool heater project is now completed with the temperature set at 75 degrees. We will keep an eye on gas consumption to confirm that we are within prior budget estimates. R. DeFilippo will permanently seal the obsolete light ports, the suspected source of previously reported pool leakage, next fall when the pool is drained.

            APT will send an e-mail or letter to each of the KM and SMB garage door recipients to confirm that keys provided unlock the door in the event of power failure.

Landscaping/ Special Landscaping:

            A meeting of the Committee was held on 6/15 focusing on long term planning, root collaring, upgrades to our front entrance and other timely concerns.

            The Trustees approved the concept and location of our tree and perennial farm next to the shed housing our new pool heater.

 T. Kent will discuss our concerns regarding tree pruning deficiencies and excess road salting with J. Vanaria and report back at our next meeting. A. Downing will also discuss the need for moth spraying with Bartlett.

The Trustees approved a second one day work order at a cost not to exceed $1,450 for D. Binding to remove additional dead trees, branches and necessary pruning of problematic overhanging limbs. R. Clarke will supervise this work and collect recommendations from T. Kent and various Trustees for priority items to be done in July.  

Ad Hoc Decking Committee:

            S. Zeller-Kent reported progress in selecting appropriate decking materials with a final summary in approximately two weeks. The sense of the meeting was to give owners of raised decks in Phases 1-4 several viable options while preserving reasonable uniformity.  To date, the focus has not been on weather resistant railing systems as there is no current resident demand and few available products consistent with Phase 1-4 railing systems.

Handbook Editor:

            H. Tillman has agreed to take on the added responsibility of ensuring that changes approved by the Trustees are inserted in our on-line Handbook version as well as publicized in quarterly Quail Runner editions. Specifications for Phase1-4 storm doors, consistent with VBW existing doors, will be added following tonight’s meeting.  

Change of Accountants:

            Final approval was given to retain Patricia Cobb as our 2009 accountant to provide review level oversight of our 2009 financial results and 2009 tax returns. While our prior accounting firm had no issue with the reliability of APT’s monthly reported results, the contact partner was difficult to deal with. P. Cobb has excellent credentials and offers this service at a cost of $2,400, a modest saving from prior charges.           

Owner Concerns:

APT will inform the owner of 17 SMB in writing that weather resistant decking rebates are not available for decks done in 2006 or prior.

The Trustees also approved the request from the owner of 8 KM to install a wall in their garage provided that 2”x 4” studs, 16’ spacing, are used with 1/2 “ plywood wall sheathing. Consent of the abutting garage owner is also required. APT will inform the owner in writing of these terms and the Handbook Editor will insert this specification in our Handbook.           

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

Adjournment: The meeting was adjourned at 6:49 pm.