Board Meeting Minutes
Meeting date: September 11, 2006

Present: Yvon, Erika, Cindy, Craig and Karen Kansky, Cathy Chase, Ben Vessa, Lise Davidson, Joan Stephens

Due to the unofficial manner in which the last meeting was ended, we begin this meeting with the formal adjournment of the August 14th meeting.
Motion to adjourn the August 14th meeting: Yvon
Second: Cindy
Motion carried. Meeting adjourned.

The “field trip” to view the entryway of Lise Davidson was conducted by Cindy and Yvon. They looked around the exterior of the entry and observed a gap where the breezeway joins the main building structure. This would be a clear entry point for water.
There are three items at issue:
1) Inside tiles of entry are pealing up
a) they were unable to make this observation during this visit as it was during a time when Lise was not home. Another visit may need to be scheduled when Lise is available.
2) Sub flooring was warped and had to be replaced, and the parquet flooring was also damaged and had to be replaced. Lise would like to be reimbursed for the cost of this repair.
a) Lise will provide the estimate for the work she had done in the entry, including 1) the sub-flooring sheet, 2) parquet flooring, and 3) cost for installation time. The Board accepts responsibility for these repairs as they are a direct result of the exterior leak, however, the Board needs to know what the costs were to replace exactly what was there at the time of damage as it will only reimburse for costs associated with returning the entry to its original condition. Any additional changes, improvements, or modifications are not the responsibility of the Association.
3) The entry doors don't close after the entry was jacked up. She would like this resolved so that her doors function properly.
a) Gary Scott should quote repairing the exterior gap so that no more water can get in, and for righting the interior doors so that they close properly. Yvon will make this contact.

Guest Issues; first 30 minutes (maximum):
· Mary Lou has an exposed nail on her deck that needs to be repaired.
· Karen asks if a decision was made about the playground equipment. At the last meeting we said that we either go over the budget or wait until next year. No decision had been made. Karen points out that it has been a loooong time since the kids had anything new up there.
o Joan will talk to Kirk Fiske to get an estimate for how much to purchase the equipment, prepare the ground for installation, and install the equipment.
o In the meantime, should we use the playground money to resurface the basketball court and get new hoops? Craig and Karen will talk to Mr. Fiske about such costs. Ben volunteers to see if Taylor can donate some prep work on the grounds.
· Cats; the letter is out to homeowners and those who are cat owners have now been asked to keep their cats inside. Erika is providing extra copies of the letter to Joan to distribute to owners (landlords) who don't live within the community.
o Cindy suggests a follow up letter to go out after we have a chance to hear back from owners with their ideas (which should happen in the next week or so as people pay their September dues).
o The cat cage needs to be moved. It is suggested that it be moved to the shed, however the shed is kept locked. Nothing is decided yet and we'll wait to hear what the owners suggest. In the meantime, the cage is still with Fred.

Approve Minutes of last meeting; August 14, 2006
Motion to approve: Cindy
Second: Yvon
Motion carried. Minutes approved.

Outstanding Issues:
1) Board vacancies
a) Erika will draft a letter about the vacancies, terms, and the deadline for letting the Board know of any interest to serve. Letter of intent from those interested in serving on the Board should be sent to the PO Box or left in the dues drop box. These letters should be RECEIVED no later than October 5th.
2) Cats
a) See discussion above.
3) Parking
a) should we consider signage for no-parking areas?
i) Erika will work with Ben to get pricing from Taylor
ii) Lise points out that without alternative parking for overflow, people will continue to park in these No Parking locations.
iii) Again the issue of what land we own is discussed. Does the Association own the land down by the entrance? Would this be a potential site for a parking lot? There are many hurdles to this option. It would have to be zoned, permitted, and financed, but as time allows we will look into it.
iv) In the meantime, Joan suggests that we need to start something – anything – to get people to park in appropriate locations. Signs should be a reasonable start. Then if people keep parking in these places we can decide what to do.
4) Amerigas renewal (Cindy)
a) We have the contract (not completely signed yet) with a fixed rate of $1.90 per gallon through June 30th of 2007. We should negotiate the next contract in May 2007.
b) This information can go in the newsletter.
5) Basements; leaks and repairs
a) Three basements in Building #3.
i) Adam and Sanita are ready to have their basement fixed. In addition they have a leak around the vent hose from their furnace that needs repair. This is something that Gary Scott can do. Yvon notes that there are probably several pipes like this that need to be repaired. Yvon will coordinate this with Mr. Scott.
ii) Narinder is not yet ready but will let us know when he is.
iii) Joan's basement is done.
b) A letter was sent to Amira to let her know that three Board members need to come to assess what needs to be done in her basement. She is to call Cindy when she is ready to schedule this. The ball is in her court.
6) Streetlight repair/bulb replacement
a) Yvon removed the light bulb and it was black. He will purchase a new one and install it and see if that solves the problem.
7) Mold on buildings
a) Cindy called Taylor Rental: to rent a pressure washer is $71.10 per day.
b) Cindy is also aware of a handyman who works for $20/hour and would be willing to do it (ladders are no issue for him). The only issue is whether or not he is insured.
c) This project probably needs scaffold/staging rather than just a ladder.
d) We want to make sure that whoever does it knows what they're doing so we don't get moisture behind the siding and make the problem worse.
e) Yvon will talk to Gary Scott (since he's already talking to him on other things and Gary has some knowledge in painting) to see if he has any insights on how to solve this problem.
f) Yvon will also provide some names to Joan who is willing to make some phone calls.
8) Amira’s Window sills
a) Yvon talked to Gary Scott. Gary is not available at the moment, but he'll come back to estimate the job. It is understood that he can only estimate based on what is known. If there is rot inside the wall he won't know that until the work starts. Repairing rot inside the wall will, of course, raise the cost.
9) Amira’s sidewalk (damaged by the town) needs repairs
10) Joan wrote a letter to the town about getting it taken care of, but since this letter was drafted there was another water main break (elsewhere in the community), which now requires some additional repairs that the Town will have to handle. Erika will take Joan's letter, add the new issue and send it to the town of Middlebury.
11) Increasing meeting frequency from one per month to two per month to make sure we have plenty of time to cover issues.
a) This doesn't seem to be practical or necessary at this point. We will stick with one meeting per month.

Other Business:
1) Review Budget and finance material
a) Did we assess the first penalties on balance holders?
i) We understand that this is a manual process, but we don’t know if it has been done. Yvon will find out.
2) Review (September) newsletter and approve for distribution.
3) Review Door and Dish policies
a) Tabled for time.

Ongoing Business:
1) 04/10/06 – Roofing and firewalls (Yvon)
2) 06/12/06 – Gutters: The gutter guy will come back in the fall to fix Lise's place, and a couple other leaky spots in other buildings.
3) 08/14/06 – Painting/repairs on the ends of Building #1 DONE
4) 08/14/06 – Two remaining decks to be built (for 3 and 7 Woodbridge Lane) DONE
5) 08/14/06 – Privacy panels: Awaiting results of a survey to find out if everyone wants the panels back. Nothing is done pending the survey.
6) 08/14/06 – Ramp removal/step installation on Yvon’s unit. DONE

New Business:
1) Judy had her steps replaced in back before obtaining Board approval. Does the Board agree to pay this bill?
a) There are too many questions to decide at this moment. This item is carried over to next month. In the meantime, Judy should pay the bill while we gather information, and we can reimburse her later as necessary.
2) Taxes
a) Cindy received a call from the tax preparer that the taxes are ready (we owe a tax of about $130), and that our books are in “disarray”. We are unclear as to why we owe tax, but according to the preparer it would cost more to figure out why we owe money than it would to just pay the money. However, the greater issue is that of our books being in disarray. Why are they in disarray? Without calling into question the competence or honor of the Treasurer or Bookkeeper, we need to look at the system of bookkeeping, the software, and our procedures, and figure out the answer to 'why?'. Cindy suggests that this is a good time to develop a clear understanding of what the Treasurer does versus what the Bookkeeper does, and to develop a clear job description for both. We can flesh this out more at the next meeting. In the meantime, 1) we will see if other homeowner associations have something already developed that we can use, and 2) we invite our current bookkeeper, Melanie, to provide the Board with a job description reflecting the tasks and responsibilities that she signed on for when she took on the job of bookkeeper. This valuable information will help the Board to develop accurate and reasonable job descriptions for both the Bookkeeper and the Treasurer, and help us assess our current needs and what changes, if any, need to be made.

Close meeting:
Motion to close: Erika
Second: Yvon
Motion carried. Meeting adjourned.

NEXT BOARD MEETING: October 16, 2006 (this is a change from the regular second Monday meeting due to the Columbus Day holiday.)