September 1, 2010, 5:00PM VBW GARAGE
Quailruncondo.org
Meeting called to order at 5:00pm.
Present at the meeting were R. Clarke, J. Fitzsimmons, J. Deasy, D. Serieka and W. Howe, Trustees, N. Cahill and R. DeFilippo representing APT, Inc. H. Tillman, Communications Committee also attended.
August Minutes: Approved.
Procedural Note: In these minutes, action items are bold and italicized.
Interim Approvals Since the July meeting:
The Trustees confirmed prior e-mail approvals to fund up to $300 for camera work at drains behind MG and in the mailbox area.
Financial Matters:
The Trustees reviewed and accepted the July 2010 Financial Report. It appears that we will have a significant surplus again this year which can be used to fund additional unforeseen expenses prior to year-end. This will hold down 2011 operating expenses making a significant 2011 assessment unlikely. We may, however, propose a modest increase to fund additional reserves pending further analysis. The Maintenance Supervisor will ask Greenwood and Sons for their informal opinion as to anticipated 2012 repaving costs as part of this review.
Maintenance Report:
We were informed by the Maintenance supervisor that the pool heater has been shut down pending repairs which probably will not be completed this season. R. Clarke will post appropriate notices.
The Maintenance Supervisor will get a cost estimate from Vanaria for dethatching and hydroseeding of VBW areas damaged by the drought and well drilling delays.
The Trustees approved an expenditure of $785 to repair a roof leak at 17 SMB and committed up to $10,000 of this years surplus for painting front entryways at VBW and as many other units as can be done within this amount. The Maintenance Supervisor will seek proposals and related estimates from at least two contractors for completion this fall. We should have sufficient funds in the 2011 budget to complete this work throughout all other clusters. The preparation for painting will also reduce the number of units requiring power washing by our Maintenance Supervisor this year.
The Trustees also approved the expenditure of $550 to complete the cleanout of 3 catch basins requiring special equipment. Thirty-two of the thirty-five originally scheduled have already been cleaned.
R. Clarke will attempt to schedule the long awaited review of potential water damage resulting from poor work during the envelope project. We hope to involve our project engineer, a Prime Touch representative along with the Maintenance Supervisor. The mission is to estimate the potential for additional near term expenses as we incurred at 9 KM and 9 DG. This, coupled with the above repaving estimate will help us to determine whether an increase to our 2011monthly reserve allocation will be required.
During a review of old files, it was discovered that the 2002 Trustees and APT were informed of the water damage at 9 DG. The internal damage was covered up and only recently remediated this year at a cost of approximately $5,700.
Management Report
Quail Run Condominium Trust
September 1, 2010
Money Market Reserve Balance:
CitiBank Money Market Account Activity:
July 30, 2010 Balance $53,024.06
August Contribution $ 7,739.00
Craftsmen Restoration ($ 2,850.00)
Craftsmen Restoration ($ 2,850.00)
Odgen Well ($ 2,000.00)
Available Funds in CitiBank Money Market June 30, 2010 $53,113.06
There are no CDs due until 5/20/2011
Final check for the work for at 9 Douglass Green & hydro fracturing needs to be signed.
Irrigation
Ogden Well & Pump completed the hydro fracturing and installation of the pump. Rumley Electrical has completed the electrical..
Landscape and Snow Contract
The current landscape and snow contract with Anthony Vanaria & Sons was for one year and will expire in November 2010. Last month the Board approved the renewals. 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
Contracts are ready for signature
Insurance claim
A guest of a resident was accidentally cut while the ladies room at the pool house. The incident was reported to the insurance carrier. Rich DeFilippo met with the insurance adjuster to review the area. Most likely only the medical bills will be reimbursed by your insurance carrier.
Management Report Meeting Updates:
Landscaping/ Special Landscaping:
As our pending tree list still has open items, we will schedule at least one additional workday this year. The Trustees approved expenditure not to exceed $300 for seasonal fall plantings at the front entrance and JG banking..
Old Business:
Susan Zoeller-Kent joined the meeting by phone to stress the need for maintaining balance and consistency in our exterior color schemes. This topic was precipitated by the need to replace a number of damaged VBW railings with weather resistant materials.
Susan and J. Fitzsimmons have agreed to give one last call to vinyl railing vendors to see if more appropriate colors are now available and failing that, to investigate the feasibility of installing white vinyl and then painting with the existing railing color. It was also pointed out that repainting discolored existing vinyl siding should also be considered.
We have asked Greenwood to prepare a plan and bid for following up on drainage recommendations from our civil engineer. The Maintenance Supervisor will also get cost estimates from Jay Duran for any additional engineering and presentation time with the Conservation Commission.
New Business:
The Trustees approved the concept of e-mailing annual meeting materials with follow up Trustee distribution of proxies. Details will be worked out at our next meeting.
The Trustees considered a suggestion by J. Alpert that we install visitor parking signs not only for visitor information but also to remind owners that these spaces are for visitors. Admittedly, we focused on the latter reason and decided not to implement this at least at present.
Next Trustees' Meeting: October 6, 2010, 5:00pm at the garage office. The Trustees also confirmed November 18 as the date for our 2010 annual meeting. R. Clarke will take responsibility for selecting an appropriate meeting site.
Adjournment: The meeting was adjourned at 6:45 pm.