QUAIL RUN CONDOMINIUM TRUST Meeting called to order at 5:00pm. Present at the meeting were R. Clarke, J. Fitzsimmons, D. Serieka and W. Howe, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. H. Tillman, Communications Committee also attended. Trustee J. Deasy attended by telephone. June Minutes: Approved. Procedural Note: In these minutes, action items are bold and italicized. Interim Approvals Since the June meeting: By e-mail vote, the Trustees approved a refund of $650 to the owner of 14VBW for unused parking facilities, the retention of J. Duran, Civil Engineer, at a cost not to exceed $7,000 to prepare specifications and procure approvals for drainage remediation, the purchase of a portable water sprayer at a cost of $215, a decking rebate of $150 for 9 MG and additional stump grinding at a cost not to exceed $800. Financial Matters: The Trustees reviewed and accepted the May 2010 Financial Report. So far, we are tracking to the overall budget with offsetting overages and underages. H. Tillman is still seeking 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. Maintenance Report: The Trustees have reviewed the June weekly maintenance reports on-line. Repairs at 17 SMB have been completed. The Maintenance Supervisor will complete his review of Envelope Project roofing and siding deficiencies prior to the August meeting. When completed, we will notify Prime Touch, our Envelope contractor of our potential claim. At this point, it appears that damage is not wide spread and is confined to A and B units. We continue to attempt to locate our contractor, Bob McGillicuddy who also bears some responsibility here. The Maintenance Supervisor has repaired and adjusted sprinkler heads and will increase irrigation system output to cope with the current drought conditions. . Management Report Quail Run Condominium Trust July 7, 2010 Delinquency Report: This report covers through June 30, 2010 collection of Condo fees. One unit was delinquent for late fees and penalties, total amount due less than $100 Pre-paid condo fees: As of June 30, 2010, the Trust has $21,588.14 in prepaid condominium and parking fees.Money Market Reserve Balance: CitiBank Money Market Account Activity: May 31, 2010 Balance $57,728.29 June Contribution $ 7,739.00 Available Funds in CitiBank Money Market June 30, 2010 $65,467.29 There are no CDs due until 5/20/2011 Anticipate that there will be a Reserve check to be signed for the balance of the work completed at 17 SMB Water Heater Notices: There are still 2 units that have tanks over 10 years old. Irrigation At the June meeting, Ogden Well & Pump was selected to installed the new Vine Brook Way irrigation well. The digging will begin on July 7th. We had hoped that the new well could use the existing wiring to the pumps and there would be only a minimal electrical expense however it was determined that the new well should move away from the existing well. We are in the process of getting updated electrical bids. Siding at 17 SMB Craftsmen Restoration completed the siding at 17SMB CAU – Insurance claim After several telephone calls and e-mails it was determined that CAU paid the $215 claim to the Hughes'. From CAU "The decision to pay the $215 liability claim presented was due to the claim representative's understanding that the exterior of the electric boxes was the Association's responsibility. Section 3 of the documents outlines that the Association is responsible for exterior maintenance. I note that the board's position per Section 2 of the Association's documents all electric fixtures are the unit owner's responsibility and they object that this claim was paid. PRIMETOUCH Bill North of Primetouch was contacted regarding the missing ice and water shield from the side walls at 9 KM. The missing ice and water shield on the side wall had a direct correlation to the rot issue that was found and repaired this spring. It is Bill's contention that the specification to install ice and water shield on the side wall where a roof and wall met was not required if roof had already been replaced by another contractor. The roof at 9 KM was replaced by SPS prior to the start of the building envelope project. Management Report Meeting Updates: It now appears that substantially all residents have provided adequate proof as to water heater age with two remaining units, 2 KM and 2 DG, having water heaters in excess of 10 years. Fines of $15 per day have been accruing since 7/1 and will continue until compliance is achieved. While the Trust had the right to impose these fines sooner, administrative inconsistencies at APT warranted a more relaxed approach regarding timely reporting. Our VBW well contractor failed to start work on 7/7 as promised citing permit issues. This has become a very critical situation due to the current drought requiring daily attention by APT until work commences. The Trustees voted unanimously to require the owner of 3 DG to return $215 of insurance proceeds which were paid improperly by our common area insurance carrier. R. Clarke will notify the owner forthwith by e-mail regarding our intentions. 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. 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 New Business: Various Dig Safe contractors have been overly aggressive in spray painting walkways and placing excessive marking flags, all to the detriment of our grounds and other common areas. Residents are asked to report such instances as soon as possible to APT or the Trustee Chairman while the offenders are still on the premises. R. Clarke will post a notice in the pool area regarding storage of pool accessories and not touching circulating water jets. The Trustees approved renting one parking space at the pool area to the owner of 9 SMB for overnight truck parking through August 11. Executive Session: Nick Oliveri, President, and Ken Lazarus, Portfolio Manager joined the meeting representing the Dartmouth Group to seek appointment as our property management company as a replacement for APT. We have attempted to work with APT over the past two years but multiple and cumulative incidents have forced us to seek other resources. Dartmouth also manages the Ledges in Winchester, a comparable property to Quail Run and is highly regarded. The Trustees voted unanimously to switch over to Dartmouth subject to R. Clarke completing negotiations regarding the indemnity section of the contract. Target date for the transfer of responsibilities is 9/1/10. Next Trustees' Meeting; August 4, 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 6:00 pm followed by the executive session concluding at 7:15pm. |