QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING

June 3, 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, D. Mussen and R. DeFilippo representing APT, Inc.  W. Howe, Communications Committee also attended.

May Minutes:  Approved as presented.

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

Prior Approval by e-mail:

            The Trustees voted by e-mail to restrict any resident postings on Quail Run bulletin boards to 3” by 5” items.

Financial Matters:

            We appear to be reasonably on budget through 5 months. We hope to have comparative profit and loss spread sheets next month which will be available monthly, along with comparative balance sheet data, for ease of analysis.

Maintenance Report:

            The Trustees reviewed maintenance reports for the prior period.

 R. DeFilippo will provide bulletin board keys to Trustees.

Management Report;

Quail Run Condominium Trust

June 3, 2009

Delinquency Report:  This report covers the April 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 $20,854.88 in prepaid condo fees. 

Pool Coping & Tile Work:  The work on the pool has been much slower than anticipated due to the contractor promising to work certain days and not showing up.  We have stayed on them and will continue to until the work is done.  At present Rich is filling the pool and we are hoping to have the pool open by June 5^th.   The BOH still has to inspect it.

Pool Heater Gas Line:  The pool heater has been contracted out to Admiral Pool the same contractor that is repairing the pool.  We will have the pool heater installed as soon as the tile work is done.

Garage Doors:  At present we are waiting for the garage doors to come in and then we will schedule to have them installed at #1, #3, #4 & #8 KM and #3, #6, #7 & #8 SMB.

Deck Painting Bids:  Craftsmen Restoration Inc. has finished the decks at VBW.  There has been one complaint from #5 and the contractor will be called back to correct any problems. All decks will be checked before any payments are made.

TREX Decking:  Rich and I met with Walter Carmichael and Scott Forbes to review the installation of the Trex decking.  We went over the specs. and looked at the deck Walter installed at #14 VBW as a sample to go by.  We discussed the extension of the decks and due to code the decks can be extended but you would have to completely tear the deck down and rebuild it.  Where you now have 2X8’s you would have to install 2X12’s and the support beams would have to be increased. Both contractors agreed that it would cost more to extend the deck than to redo the deck as planned.

Management Report Meeting Updates:

            The pool should be open by the coming weekend with an improved filtering system as well.

            Garage doors ordered by residents at KM and SMB are in and will be installed within the next three weeks.

            D. Mussen will confirm that the residents at 11 SMB have been sent a written notice to repair their screen door previously and will send a second notice with a firm deadline along with information on the new door specifications to be issued shortly.

            The Trustees have selected a third preferred contractor for decking replacement. J. Alpert and A.Downing are investigating additional materials and expansion options for DG, KM, SMB and MG. An e-mail will be sent by APT and postings made to alert residents to these possible additional choices as soon as we confirm availability details with the third contractor.

Landscaping/ Special Landscaping:

            Concern was raised that there were numerous dead limbs overhanging the pool house and adjacent area. The Trustees approved an expenditure of no more than $1,400 to hire a crew no later than next week for one day to remove as many dead limbs and other dead trees as possible. R. Clarke will work with R. DeFilippo to procure the contractor and identify priorities.

            The majority of the Trustees also approved an expenditure of no more

than $500 to replace three trees at SMB and MG with 6-8 foot red maples. R.

DeFilippo will hire a contractor to remove existing stumps and J. Alpert and

R. Clarke will assist with the planting. A. Downing dissented as he was in

favor of larger trees. Abutters have agreed to water the trees daily through the

summer.

Owner Concerns:

            The Trustees approved the installation of white storm doors subject to J. Fitzsimmons checking to see if the present Handbook specifications for VBW should be used for other clusters. As this will be at owner’s option and expense, we will have some diversity in appearance for a while but expect most owners to convert over the next two years as existing wooden storm doors will need to be replaced.

The Trustees approved drainage remediation at 11 JG at a cost not to exceed $2,200 and also approved rebating a portion of the $298 in expenses paid by the owner of 4 VBW for garage door repairs.

Next Trustees’ Meeting:  July 1, 2009, 5:00pm at the garage office.

Adjournment: The meeting was adjourned at 7:03 pm.