QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
OCTOBER 7, 2009, 5:00PM VBW
GARAGE
Quailruncondo.org
Meeting called to order at 5:00pm.
Present at the meeting were J. Alpert, R. Clarke, J. Deasy, J. Fitzsimmons and W. Howe, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. H. Tillman, Communications Committee also attended.
September Minutes: Approved as presented.
Procedural Note: In these minutes, action items are bold and italicized.
Interim E-mail Approvals:
The Trustees, by e-mail vote, approved the selection of Walter Howe to replace the unexpired term of Arthur Downing who has resigned. A $200 expenditure for fall plantings was also approved along with revised forms for personal work performed by the Maintenance Maintenance Supervisor and the relocation of our upcoming annual meeting to 800 Cummings Park, Woburn (due to a significant increase in school facility fees).
Financial Matters:
It appears that we will have a significant 2009 surplus, which will permit additional 2009 tree work and relieve pressure on our 2010 budget, which was tentatively approved subject to review of the September and October financials.
Maintenance Report:
The September reports were reviewed previously by the Trustees on-line.
The bulk of the Maintenance Supervisors time was spent rebuilding the SMB trash structure and plans were approved to also rebuild the JG structure, seasonal conditions permitting.
Power washing with our new machine has commenced with the goal of cleaning all entrances and other necessary surfaces by next spring. The requisite plumbing has been installed and there will be no incremental water expense except for VBW. APT will send an appropriate notice to residents.
Management Report
Quail Run Condominium Trust
Management Report
October 7, 2009
Delinquency Report: This report covers through September 30, 2009 collection of Condo fees. There are no delinquent accounts over 60 days owning $50 or more.
Pre paid condo fees: As of September 30, 2009, the Trust has $22,399.022 in prepaid condo fees.
Perkins Rebate:
Checked received for $1,182.50 from Perkins and Anctil on September 28, 2009. New invoice received for the $1,182.50 on October 7, 2009, which will not be paid unless directed by Trustees.
2010 Painting Bids: Rich DeFilippo has received copies of the formal bids. The bids range from $200 to $235 per deck. In order to all of SMBW, KM, MG, and DG the cost will be $6,000 for a total of 30 decks as per the specifications.
Request to remove suggestion/maintenance repair box at Mail Kiosk
There was a work order request to update the APT sign on the suggestion/maintenance repair box. The sign currently reads to call APT 24 hours per day to 781-932-3841. The number listed is the 24 hour emergency number and the on-call number will contact APT if there is an emergency even during business hours. Since it appears that the box is no longer used for maintenance requests, it was suggested that the box be removed and a new sign with the APT business hours telephone number and emergency number be listed.
Money Market Reserve Balance:
CitiBank Money Market Account Activity:
September 30, 2009 Balance $54,902.18
Management Report Meeting Updates:
The unpaid garage door reimbursement has been repaid and all but one of the previously reported small overdues have been corrected. This is a resident who historically refuses to pay penalty fees until more significant penalty fees are incurred.
The Trustees voted to make partial payment on the disputed legal invoice provided that the original requested work is partially completed.
APT will replace the suggestion box sign at the mail area with an updated phone number.
The Trustees voted to buy an additional $40,000 CD with excess reserve funds provided that we keep a reserve money market balance of at least $20,000.
APT will also assess their procedures regarding water heater notices and the receipt process for broadcast e-mails.
Landscaping/ Special Landscaping:
A Downing has also resigned his position as Landscaping Chair and will be temporarily replaced by R. Clarke until an appropriate permanent Chair is selected.
D. Binding, our current arborist, joined the meeting to present his qualifications, to discuss his views on pending tree work and the wisdom of root collaring. Mr. Binding will also provide us with his bid for required 2010 tree spraying for insects and seasonal disease.
The Trustees have heard from a number of “disinterested” experts that root collaring is necessitated by improper mulching and not cost effective in most instances. The current Board will not engage in this practice except in unusual future circumstances.
The Trustees did approve “light” mulching next year with good quality red hemlock mulch provided it will be applied judiciously, especially around trees and foundations.
APT will arrange for execution of the Vanaria 2009-2010 winter snow contract next week and will also notify Vanaria that we intend to have him perform the 2010 warmer weather landscaping work.
The DG planter box will be removed next spring as soon as the Landscaping Committee has relocated plantings to barren JG bankings.
APT will remind Vanaria that our shrubs need further light trimming.
Old Business:
H. Tillman will insert garage wall and screen door specifications into the on line Handbook and APT will revise hard copy Handbooks for new residents.
Annual Meeting Planning:
APT will send out traditional hard copy meeting materials except that residents will be asked in the cover letter to view the approved 2010 budget on line as well as the pending power point presentation. APT will have an adequate number of hard copies (4 slides per page) of these items available at the meeting for presenters only
APT will prepare an additional power point slide explaining the unusual and punitive 2010 interest income Mass tax changes.
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Next Trustees’ Meeting: November 4, 2009, 5:00pm at the garage office.
Adjournment: The meeting was adjourned at 6:50 pm.
