QUAIL RUN CONDOMINIUM TRUST Meeting called to order at 5:00pm. Present at the meeting were R. Clarke, J. Fitzsimmons, J. Deasy and W. Howe, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. H. Tillman, Communications Committee also attended. July Minutes: Approved. Procedural Note: In these minutes, action items are bold and italicized. Interim Approvals Since the July meeting: The Dartmouth contract was signed on 7/19/10 following final Trustees approval. The transition date is now 10/1/10 while retaining our 10 day cancellation option with APT should their performance deteriorate further. The Trustees approved the expenditure of $2,000 for hydrofracturing the new VBW well to increase water flow. This whole project has been a very unhappy saga due to scheduling delays by APT and performance delays by the contractor. While there are no guarantees that this will create the required water flow, it made sense to try to salvage our initial $10,000 drilling investment. If we do attain flow of approximately 13 gals. Per minute, an electrical expenditure 0f $1,850 was also approved to make the well fully operational. The Trustees approved the expenditure of $5,700 for repairs to 8-9 DG due to exterior water damage and also consented to the use of the pool area for an owner's family event from 12-4pm on August 8 provided that other residents are not inconvenienced. Financial Matters: The Trustees reviewed and accepted the June 2010 Financial Report. So far, we are tracking to the overall budget with offsetting overages and underages. R. Clarke will meet with APT on August 16 to begin preparation of the 2011 budget. H. Tillman has now received requisite information from APT to align their expense categories with those used in prior years and as shown in the annual audit. This will facilitate future spreadsheet analysis and should be available for the September meeting. Maintenance Report: The Trustees approved plans as presented to install external air conditioning ducting at owner expense at 1 JG and ant remediation at 6-11 SMB at a cost of $300. Vanaria will begin bush trimming next week and will be asked to weed the tennis court area and to deliver two yards of loam for resident use for fall planting. SMB dumpsters will be replaced next week after a series of miscues by the City. Power washing of front entrances has been completed at SMB and will be done at other clusters before winter. Management Report Quail Run Condominium Trust August 4, 2010 Delinquency Report: This report covers through July 30, 2010 collection of fees due over 30 days. One owner is now overdue with late fees and penalties. There are also two overdue water heater penalty fees but not reported due to APT billing errors. Pre-paid condo fees: As of July 30, 2010, the Trust has $18,578.14 in prepaid condominium and parking fees.Money Market Reserve Balance: CitiBank Money Market Account Activity: June 30, 2010 Balance $55,844.39 July Contribution $ 7,739.00 Available Funds in CitiBank Money Market June 30, 2010 $63,583.39 There are no CDs due until 5/20/2011 Deposit check for the work for at 9 Douglass Green needs to be signed. Water Heater Notices: All water heater forms have been received. All water heaters over 10 years old have been replaced. Irrigation Ogden Well & Pump was selected to install the new Vine Brook Way irrigation well. The well was dug to 700'; on July 21st we were advised by Glen Fitzpatrick that to drill any further would not be productive. The well is producing 9 gallons per minute and in order to increase production it is suggested that hydro fracturing be completed for $2,000. If hydro fracturing was not completed then the size of the pump and wire to the pump would have to change. The trench and the piping have not been completed to date by Rumley Electric as the size of the wire and the pump type may have to change if we can not increase the amount of water in the well. Nancy has made numerous telephone calls to Ogden Well and to Glen Fitzpatrick regarding the scheduling of the hydro fracturing to date; the company has not scheduled the work. The good news is that Quail Run has not paid the company for the well digging, so the company will work with us if they wish payment for the work completed. The owner of Ogden Well is away until August 3rd. Landscape and Snow Contract The current landscape and snow contract with Anthony Vanaria & Sons was for one year and will expire in November 2010. There was an option to extend the contracts. The renewal pricing for the 2011 season is as follows: Snow: $37,000 Landscape: $ 74,825.00 Mulch: an extra in 2010 it was $7,007.86 Does the Board of Trustees wish to pursue additional Request for Proposals for either the snow or the landscaping for the 2010-2011 season? CAU – Insurance claim Mr. Hughes sent a check in the amount of $215 payable to Quail Run, the check was received at American Properties Team and it was to be directed to Nancy Cahill's attention, the check however was transmitted to our accounting department without Nancy's knowledge. Accounting placed the $215 on Mr. Hughes account. Mr. Hughes account will be debited the $215 and check request is in process to return the funds to CAU. PRIMETOUCH Bill North of Prime Touch supplied documentation of the roofs and siding that was completed during the building envelope project. Nancy and Rich are looking through the archived boxes in the pool house to see if the Prime Touch information matches with Quail Run's files. Management Report Meeting Updates: Landscaping/ Special Landscaping: The north side front entrance perennials will need to be replaced in the fall with a more sun tolerant assortment of perennials. Other perennial planting and tree replacement will be done in the early fall. We plan to initiate a program next year where individual owners are asked to "adopt" a barren flower bed adjacent to their unit for upgrading in cooperation with the Landscaping Committee. Our tree work program continues with the next visit scheduled for mid fall unless we have storm damage or other near term needs. We are planning to seek Conservation Commission approval for the removal of several large trees behind SMB and DG which could pose a future safety hazard if not removed, tentatively scheduled for early 2011. R. Clarke will seek conservation Commission approval this fall with Walt Howe providing digital pictures. Old Business: R. Clarke has found a new vendor, Home Depot, for replacement storm doors similar in appearance to the doors specified in our Handbook. The Trustees approved an initial installation of 4 doors at owner expense which, if acceptable, will be memorialized by a Handbook modification. The Kents will be asked to lead a decking materials committee, a job that they have already been filling on an informal basis. There was strong Trustee sentiment that VBW residents be permitted to use white vinyl railings now rather than waiting for expanded color availability. There are major problems with existing VBW railings with multiple owners facing expensive repairs if they do not convert now to vinyl materials. Hope Tillman has volunteered to scan our condo documents so that they are available electronically. N. Cahill will provide a full set to H. Tillman next week and R. Clarke will first verify completeness. Trustees were reminded that quarterly Quail Runner submissions are due by 8/15. H. Tillman will coordinate our annual meeting power point presentation with an initial draft to be provided by R. Clarke due 9/1. New Business: J. Duran joined the meeting to present his plan for drainage remediation. The Trustees approved an expenditure of $975 to clean existing catch basins. We will ask the same vendor to bid on additional hand digging to assess drainage infrastructure in the mailbox area. Plans to remediate the drainage issue on the main roadway behind MG will be finalized as a second step. R. Clarke will prepare a notice to KM owners regarding improper flag mountings. Executive Session: The Trustees discussed 10/1 transition planning to Dartmouth. Next Trustees' Meeting: September 1, 2010, 5:00pm at the garage office. The Trustees also confirmed November 18 as the date for our 2010 annual meeting. Adjournment: The meeting was adjourned at 6:45 pm followed by the executive session concluding at 7:05pm. |