QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING

March 4, 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 and R. DeFilippo representing APT, Inc. T Kent also joined the meeting as well as Walter Howe

February Minutes:  Approved as amended.  12 SMB insurance matters were shown as 12 VBW.

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

Financial Matters:

            The Trustees reviewed the January financial report and noted that the Citibank rate on our Reserve Money Market account has dropped to ,

.75%. We will work with APT to find a better arrangement.

            Pat Hughes is communicating with APT to procure financial data for independent analysis by the Finance Committee.

Residents Concerns:

            A Trustee and APT representatives have responded to a complaint from the owner of 1 JG regarding repairing plowing damage. This will be resolved by Vanaria as soon as weather permits with replacement of loose sod and reseeding (and placement of sod back onto soil) to be done as soon as ground conditions are suitable.

Maintenance Report:

            The Trustees reviewed the February maintenance report.

            R. DeFilippo will replace the ground lights at JG due to a variety of negative issues. This was approved by the Trustees with an expenditure limit of $250.

J. Fitzsimmons will work with R. DeFilippo to clarify painting specs applicable to VBW so that we can receive firm 2009 painting bids and start work before deck furniture is moved outdoors. R. DeFilippo will also provide the Trustees with a report as to the need for 2009 deck painting in other clusters.

R. Clarke will assist R. DeFilippo to  purchase a new tennis court net cable and roller.

Management Report

Quail Run Condominium Trust

March 4, 2009

Delinquency Report:  This report covers the January 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 January 31, 2009, the Trust has $15,744.79 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:  APT drafted a garage door request form sent to R. Clarke for review.  The form was revised and will be in the March Quail Runner for owners to sign up.

Insurance Claim:  The adjuster has submitted his figures for the damages to 11 & 12 SMW.  12 SMW has agreed to his figures for reimbursement and we are still waiting for 11 SMW to give approval.

Deck Painting Bids:  The figures for the bids have a large range and one contractor was way to high.  I am requesting that one contractor resubmit his bid due to he quoted a figure before he was given the spec. sheet.  Will try and get it before the meeting.

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.  At present we have 54 e-mail addresses.

ANNUAL CALENDAR:  Working on an annual calendar and will have a draft for the meeting.

Management Report Meeting Updates:

The Trustees were pleased that there were no overdue condo fees with D. Mussen commenting that this is exceptional based on his experience with other area associations.

APT did not add specifications and forms as planned as inserts into the latest Quail Runner mailing. This will be corrected this week at no cost to the Trust. The Trustees confirmed that recent minutes would not be mailed as they are now posted on our website.

The owners at 11 and 12 SMB have both approved the insurance adjustments required due to a broken pipe at 12 SMB.

D.  Mussen will provide the Trustees this month with an initial draft calendar of annual events.

Landscaping:

            T. Kent has accepted the chairmanship of the Landscaping Committee replacing Trustee A. Downing.

             Prior to today’s Trustee meeting, the attendees met with Joe Vanaria and his associate Ned Antonellis who confirmed the prior quote of $81,500 less mulching ($6,830) and a $400 deduction for prior damage to the DG planter box. The Trustees confirmed our prior vote to accept Vanaria’s proposal for summer landscaping but asked Joe to reread our specifications to ensure there are no misunderstandings prior to signing the formal contract.

            Joe has offered to rework or skim mulch existing beds at no additional cost and A. Downing will attempt to clarify how this will be done at VBW and the other clusters as VBW does not have the excess mulch existing at older clusters. There was some discussion of releasing Joe from small tree pruning responsibilities( but, as a postscript, the Landscaping Committee decided to leave that responsibility with Vanaria).

            There was no discussion of Vanaria doing next winter’s snow work with the Trustees preferring to deal with that issue later in the year.

Special Landscaping:

Bartlett has completed most of the 2009 tree pruning and removal program with the remainder to be done as soon as remaining snow cover is gone. A Downing will schedule the inspection by our independent arborist in early April.

Bartlett will be doing the 2009 tree spraying work as previously contracted beginning in April with a spraying for winter moths.

Although prior plans and budgeting calls for root collaring to be done beginning in early 2010, A. Downing will investigate 2009 and subsequent root collaring options.

T Kent suggested that next year we solicit several detailed proposals from qualified landscapers with cash compensation for time spent by the unsuccessful bidders.

Old Business:

            The Trustees were not satisfied with options under discussion for the DG planter box. T. Kent will meet with DG residents and present a new proposal at the April Trustees meeting.

            J. Deasy confirmed that Woburn building codes simply require compliance with manufacturers’ specifications for ice dam membranes. Whenever roof work is being done so that underlying materials are visible, R. DeFilippo will inspect to confirm that our roofing contractor did comply.

            R. Clarke will initiate a new initiative for e-mail sign ups later this spring.

            The Trustees confirmed prior plans to replace existing DG garage doors this spring, originally scheduled for 2008.

New Business:

            The Trustees commended Walt Howe and Hope Tillman for the fine work of the Communications Committee, especially with regard to the latest Quail Runner and our first class web site.

            For the remainder of this winter and going forward, A. Downing will ask Vanaria to have shovelers accompany early morning plowing operations so that residents are not blocked in by snow berms.

            APT will forward information on HR 1106 to on-line residents. This is potentially damaging legislation which could impair our legal right and priority in collecting overdue fees on properties in foreclosure.

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

Adjournment: The meeting was adjourned at 6:46pm.