QUAIL RUN CONDOMINIUM TRUST
BOARD OF TRUSTEES MEETING
SEPTEMBER 2, 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, and J. Fitzsimmons, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. W. Howe and H. Tillman, Communications Committee also attended along with residents T. Kent  and V. Murphy.

August  Minutes:  Approved as presented.

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

Financial Matters:

            We appear to be on budget through 7 months. Reported surplus is reasonably consistent with anticipated future charges and the analysis presented at last year’s annual meeting.

            July results are now available on the web site and will be subjected to spread sheet analysis next week.

            R. Clarke will meet with N. Cahill, R. DeFilippo and P. Hughes to prepare an initial 2010 budget draft on Sept. 16. This will be circulated in advance of our October meeting and finalized well in advance of the annual meeting. The budget will be posted on the web site as soon as approved.

Maintenance Report:

            The Trustees have reviewed maintenance reports for the prior period received today by e-mail.

            The Trustees approved an expenditure not to exceed $1,300 to replace and repair our 17 streetlights. H Tillman will insert a brief explanation in the December Quail Runner as to why we need to replace all lights periodically rather than on a one off basis

`.          The Trustees approved an expenditure of $2,650 to tie in three downspouts at 11 JG using an outside contractor with regrading/reseeding the surface area to be done by R. DeFilippo.

            Final repainting of deck railings at 2 and 4 KM has not been completed. APT will impose a daily fine of $10 beginning Sept. 5 until the final repainting is done.

            Loam will be available to residents next week behind the pool house in reasonable quantities for fall seeding and planting. APT will notify residents by e-mail and posting.

            Repairs to the SMB trash structure are in progress with completion expected by Sept 11.

            APT will ask Vanaria to weed the east flower bed adjacent to the tennis court and to do a final raking of our front entrance completing the clean up of the fallen pine tree debris

The Trustees also approved an expenditure not to exceed $800 to purchase a gas powered power washer and $1200 to install requisite plumbing infrastructure.

Management Report

Quail Run Condominium Trust

September 2, 2009

Delinquency Report:  This report covers through August 31, 2009 collection of Condo fees.  There are no delinquent accounts over 60 days owning $50 or more. . There are four unit owners with balances less than $21.00 each; the unit owners have been notified of their balances.

The APT accounts payable system did not automatically generate the letters for outstanding amounts under $50. We have instituted a new policy at APT to review the accounts outstanding and make sure all payments are made in a timely fashion. All unit owners listed above were reminded of the policy: An additional monthly charge of $50 will be assessed to any Unit Owner remaining overdue for two months, with each month constituting a separate and independent offense.

Pre paid condo fees:  As of August 31, 2009, the Trust has $18,043.02 in prepaid condo fees. 

Reserve Checks and Money Market Reserve Balance:

There will be one check for signature.

CitiBank Money Market Account Activity:

July 31, 2009 Balance                                                             $40,734.75

Overhead Door Co. of Boston                                                           ($ 8,231.00)

August Contribution                                                                           $ 7,739.00

Available Funds in CitiBank Money Market August 31st      $40,242.75

Deck Rebate Status: The request to reimburse the unit owners of 8 and 10 Vinebrook have been processed for payment. In addition, APT has received request from 12 Saw Mill Brook Way for reimbursement. The unit owner submitted bills for the Trex stock in the amount of $729.87. Based on the formula in the list in the handbook the unit owner will not be reimbursed the full $300. Rich is measuring the size of the deck in order to make an accurate payment.

Annual Meeting Date: The annual meeting is typically held the last two weeks of November, in order to avoid Thanksgiving week, it is suggested that the meeting be held on November 19th. APT has contacted the Joyce Middle School to reserve the date however, the person in charge of reserving the room is on vacation and will not return until September 8th.

Management Report Meeting Updates:

            N. Cahill will provide R. Clarke with prior notices sent to overdue residents prior to imposing overdue fees as required by our condominium documents.

            The Trustees approved a rebate of $150 to the owners of 12 SMB who recently installed weather proof decking in accordance with our specifications.

            APT will notice 17 VBW regarding improper use of guest parking.

Landscaping/ Special Landscaping:

A Downing has resumed the Chairmanship of the Landscaping Committee but was unable to attend tonight’s meeting.

Based on prior deliberations, the Trustees approved the 2009-2010 snow contract to be signed with Vanaria in the amount of $36,000, a $1,000 increase over last year. We will continue to use the fiberglass snow stakes purchased last year with additional wooden stakes provided by Vanaria as needed. The tops of the wooden stakes will be painted with iridescent paint to a width of at least 8”.

All snow stakes will be installed in early November before the ground freezes and will be placed in consultation with R. DeFilippo and the plow operator so as not to interfere with snow banking requirements.

R. Clarke will invite interested residents to join him at 4:00pm this Friday to meet at the front entrance to begin planning for upgrading plantings next spring. We will also consider plantings for the right side of the KM/MG roadway and banking behind 1-3 JG.

H Tillman and J. Alpert will order initial plantings from a non-profit known as Arbor day.com. This is a low cost way to procure small trees and bushes which can develop in our new tree farm area and eventually be relocated throughout the property.

A discussion of root collaring for next year was deferred until the October meeting as A. Downing has done significant study of this issue.

Ad Hoc Decking Committee:

            T. Kent presented the Committee’s final report for weatherproof decking at DG, KM, and MG. AZEC Kona was approved by the Trustees as recommended with the Committee to provide final Handbook specs in October for installation, etc.

Old Business:

            The Trustees voted to reopen consideration of the DG planter box issue. V. Murphy will provide a detailed plan for a smaller surface level island with cost estimates and abutter written approval at our October meeting. R. Clarke offered to help screen the presentation in advance for consistency with the reconsideration motion.

            The Trustees approved final specs for carport separation walls, storm door bump bars and optional patio materials to be placed in the Handbook by H. Tillman.

            R. Clarke will offer further modifications of the Release agreement for personal services by the Maintenance Supervisor at the October meeting.

Annual Meeting Planning:

            J. Alpert will coordinate the Power Point Presentation with each Trustee updating assigned sections. We will review this input at our October meeting.

            The three year terms of Trustees J. Alpert and J. Fitzsimmons expire this fall.

Executive Session: The Trustees remained to discuss property management issues.

Next Trustees’ Meeting:  October 7, 2009, 5:00pm at the garage office.

Adjournment: The meeting was adjourned at 6:48 pm.