QUAIL RUN CONDOMINIUM TRUST Meeting called to order at 5:00pm. Present at the meeting were R. Clarke, J. Deasy and W. Howe, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. H. Tillman, Communications Committee also attended. April Minutes: Approved. Procedural Note: In these minutes, action items are bold and italicized. Interim Approvals: The Trustees voted by e-mail to spend $600 for additional downspouts and authorized a $720 increase to our $6,000 railing painting project. Financial Matters: The Trustees reviewed and accepted the March 2010 Financial Report. It is still too soon to do meaningful actual vs. budget analysis but unanticipated termite control expenses may consume most of our $10,000 annual unallocated operating reserve. H. Tillman is working with APT to align their expense categories with those used in the annual audit. This will facilitate future spreadsheet analysis. Maintenance Report: The Trustees have reviewed the April weekly maintenance reports on-line. The Maintenance supervisor has completed numerous projects including reseeding the JG drainage area, pool house repairs, power washing the mail box area and readying the tennis court for play. The Maintenance Supervisor has also inspected the problematic work done by Prime Touch at 9 KM during the Envelope Project. He will be meeting with Prime touch representatives this week to seek redress as well as to assess whether other units have similar deficiencies. The Trustees decided not to seal off the inoprerative pool lights as water leakage was minimal last season. Management ReportQuail Run Condominium Trust May 5, 2010 Delinquency Report: This report covers through April 30, 2010 collection of Condo fees. One owner is overdue on late fees only. Pre-paid condo fees: As of April 30, 2010, the Trust has $20, 254.14 in prepaid condominium and parking fees.Money Market Reserve Balance: CitiBank Money Market Account Activity: March 31, 2010 Balance $48,151.87 Craftsmen Restoration deposit 9 KM ($ 2,700.00) Stratton Fence ($ 686.43) April Contribution $ 7,739.00 Available Funds in CitiBank Money Market April 22, 2010 $52,504.44 A CD for $63,000 was invested with Century Bank for a 20 month special of 2.03% with APY of 2.05%. Termites: Since 2003 there have been various levels of termite activity at Quail Run. Attached you will find a map of the buildings that are currently treated (the blackened units are treated buildings). The $3,000 Pest line item in the budget for 2010 was put together based on the pre-existing termite renewal costs plus a small amount for other pest treatment such as carpenter ants or squirrels. Below you will find a cost analysis of the anticipated pest expenses. Total Pest Budget $3,000 Squirrel ($ 125) Ant treatment 5-9 KM ($ 225) Total amount of termite renewals ($1,255) 6-12 SMB new termite bait stations $2,965) 13-16 DG new termite bait stations ($2,740)* Halo System ($4,500)* Balance ($8,810) *If approved by the Board of Trustees The Halo System is a monitoring system that places stations of untreated wood around the untreated buildings. GES will check the stations 3x a year and if active termites are found then the Trust will need to install the Sentricon baiting system. If termites are found GES would then discount the Sentricon baiting system. Those unfamiliar with the Sentricon baiting system can learn more by checking: www.sentricon.com Water Heater Notices: There are still 8 units that have not provided an up to date Water Heater form. The list is below:
Does the Board of Trustees wish to fine at this time? Irrigation The $6,900 irrigation line item in the 2010 budget was based on turning on the system, turning off the system, repairs and installation of new areas. Below you will find an analysis of the anticipated irrigation expenses. Total Irrigation Budget $6,900 Estimated Repairs & System Turn on ($3,000) Estimated System Turn off ($1,000) Estimated available for additional work $2,900 The estimated repair amount is based on a progress billing and further anticipated expenses. The big unknown at this point in time is the status of the well at Vine Brook Way; it was recently tested by Ogden Well & Pump to see why the water was running out after 25 minutes of run time. Ogden is putting together a proposal as to the cost for continuing to use this well for irrigation. The least expensive area to add irrigation to the property is on both sides of the pool house parking lot. Rich has tried growing grass here for years but the area needs to be watered, so the grass dies. Drainage and Roadway Repairs On April 30, 2010, Nancy spoke with Bob Bushnell who was supposed to be working on specifications for Quail Run. Bob has been inundated with Federal work since February and has not been able to get to this project. Bob is a contractor and the specs would have been based on his job experience. It is his recommendation that Quail Run hire an engineer to write the requisite specifications. Nancy will have average pricing for an engineer for the meeting. Douglass Green Planter Box Removal This project is anticipated to be complete by May 10th. Management Report Meeting Updates: The Trustees voted to install new termite baiting stations at 13-16 DG and to amend the Maintenance Supervisors job description to include pest inspection. This is in place of the Halo System and was adopted at the suggestion of the Maintenance Supervisor. APT will send out additional water heater notices next week to those residents who have either failed to provide requisite information forms or have not replaced outdated heaters. As previously noticed, separate fines will be imposed for non compliance beginning June 1. The Trustees decided to hold off on any plans to expand our irrigation system as excess budgeted irrigation funds will be needed to rectify problems at the VBW well. We now have the names of 3 well regarded local civil engineers who will be asked for proposals to design specs for the 2010 remediation of two existing drainage problems and to confirm long term repaving estimated costs. Landscaping/ Special Landscaping: The DG planter box was removed on May 3 with the carpet juniper plantings being relocated to JG. APT has provided R. Clarke with a list of bush replacement and other landscaping requests who will respond by e-mail via APT no later than May 14. The Trustees approved the purchase of a 25 gal. portable watering tank to support our perennial planting program, cost not to exceed $100. The Trustees approved amending our handbook to include Rudbeckia as an approved perennial and Pachysandra as a ground cover. We will not schedule the next Binding tree work visit until late June unless there are pressing prior needs. Old Business: The Trustees confirmed their prior decision not to reimburse 3 DG for replacing the master power cutoff switch based on explicit language excluding unit specific electric components. The pool will open on Friday, May 28 consistent with prior practice. APT will notify residents by e-mail and posting that R. Clarke will conduct a poolside meeting of residents interested in our tree removal plans. This gathering will be held on Saturday, May 28 at 2:00pm. New Business: H. Tillman reported on a series of meetings with college students conducting a study of possible uses for the former Archstone property and adjacent parcels. This is titled "The Greenway Project" and a final report is due this week. The Trustees approved a request by the seller of 14 SMB to permit the proposed new buyer to park his unmarked commercial vehicle provided that it is garaged at night. The Maintenance supervisor will investigate the unapproved parking of a similar vehicle by a new owner elsewhere on our property. The Trustees asked J. Deasy to place an item in the next Quail Runner encouraging residents to keep entryway lights on after dark not only for aesthetics but also to discourage vandalism and other improper activities. He will also remind all in the article that suspicious activity should be reported directly to the Woburn police immediately. R. Clarke will make inquiry of Woburn authorities regarding mosquito spraying as we are experiencing a more significant problem this year. . Next Trustees' Meeting; June 2, 2010, 5:00pm at the garage office. Adjournment: The meeting was adjourned at 6:15 pm. |
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