Board Meeting Minutes

Board Meeting Minutes
Meeting date: October 16, 2006

Present: Cindy, Fred, Erika, Joan, Lise, Reg

Guest Issues; first 30 minutes (maximum):

Reg:
1) He hasn’t received paint codes for the trim yet.
a) paint was purchased at Phinny's. Reg can stop there to see what they have on file since all the units have the same trim color. If they don't have something on file he can get back to the Board to track it down.
2) He suggests STOP signs be installed by the mailboxes at Woodbridge and Pinewood to create a 3-way stop there. Two signs would be needed.
a) A sign on Pinewood would probably be our responsibility, but we should review it with the Town. Erika will write to the Town Manager (Bill Finger at 94 Main Street) or the Select Board to find out what the process is.
3) He also inquires about the rebuilding of chimneys on Building #1.

Lise:
4) Lise suggests that we should try to have a street light added at the entrance of Woodbridge, as long as we’re writing to the Town. Erika can include this in the letter.

Fred:
5) The sidewalk in front of his unit is very uneven (probably due to frost heaves over the years). He requests that this is repaired as he easily stumbles on the surface, and suggests that perhaps we could replace the walk with shredded tire padding, similar to what is found on playgrounds.
a) This will probably have to wait until next spring. This has to hit the budget for next year and we need to research the costs for a variety of options including just replacing what’s there. Fred will research costs for such a project. He'll talk to Fiske.
i) http://www.rephouse.com/?gclid=CLSOsMbyiIgCFT4LFQodRws4PQ
ii) http://www.therubberman.com/
6) Cats.
a) long discussion about what to do
b) Erika will draft something to be added to the Rules and Regs and will e-mail it to the Board for review and discussion so that a decision can be ready before the next meeting.
i) The phrasing should include things like; pick up after them, they must be registered, they must follow the same rules as dogs (i.e., if outside on leashes, can't be staked, etc.). This wording will be used in conjunction with #16 in the Rules & Regs.

Approve Minutes of last meeting; September 11, 2006
Motion to approve: Cindy
Second: Erika
Motion carried. Minutes approved.

Outstanding Issues:
1) Board vacancies
a) Erika wrote the letter to all homeowners, which went in the mail on 09/20/06.
b) Joan has volunteered
i) Cindy motions that the Board appoint Joan to the Board for the remainder of a three-year term, which began on February 1, 2005.
(1) Erika seconds the motion.
(2) Motion carried. Joan is appointed to the Board for the remainder of a three-year term. This appointment will have to be ratified by a vote of the Homeowners at the Annual Meeting.
ii) Cindy motions to appoint Joan as Treasurer.
(1) Erika seconds the motion
(a) Joan reluctantly agrees to fill the position of Treasurer for the remainder of the fiscal year. She will assess her position again at that time. (The reason for her reluctance is that she feels she is not qualified for the position, but the Board assures her that she will get all the supports that she needs.)
iii) Motion carried. Joan is appointed to the position of Treasurer for the remainder of the fiscal year.
2) Parking
a) signage for no-parking areas
i) Ben can get signs for $28.00 each, no price information on the posts and bolts. He would charge $15/hour to install the signs, plus cost of cement materials.
ii) Erika can find signs for $15-22 online (depending on reflective or not, and the quantity of signs), 4’ posts are $12.00 each (assuming a certain quantity of thirteen signs). Nut/bolts are $.40 each.
iii) Discussion about signs. We are over budget for this kind of project so, while the signs are probably a good place to start, we have to plan for them and figure out where the money is coming from. Or wait until spring and find a place on the new budget.
b) Land for parking expansion.
i) We discussed (for the final time) the possibility of putting a parking lot at the entrance of Woodbridge, but there are many hurdles to this option, and they are significant and costly due to Act 260. Until someone wants to take on this behemoth of a project and there is money available, this discussion is over.
c) Should we consider parking permit stickers?
i) This is a discussion for the annual meeting.
3) Streetlight repair/bulb replacement
a) Yvon removed the light bulb and put in a new one, but that did not work
b) Reg has volunteered to change the sensor, and Cindy and Yvon will work with him (hold the ladder)
c) Fred repeats his request to have a shield installed on this light so that it doesn't shine into his house
4) Mold on buildings
a) We have considered renting equipment to do it ourselves, but there is concern that if it is not done correctly the damage to the siding and water-tightness of the exterior could be worse than the mold.
b) Cindy will call Gary Scott (who has already said he could do it) to provide an estimate for the mold removal. This will have to go on next year’s budget and work schedule as winter weather is here.
5) Amira’s Window sills
a) Gary hasn't come back yet. Cindy will touch base with him while she's talking to him about some other things.
6) Town-owned repairs
a) Amira’s sidewalk
i) Erika sent a letter to the Town of Middlebury, but nothing has been done yet. Erika will follow up with Mr. Glenn.
b) Tree replacement: Done
c) Grass seeding at the entrance. Done
7) Lise Davidson’s entry
a) Inside tiles of entry are pealing up.
i) Cindy will talk to Gary Scott about this job.
b) Sub-flooring and parquet replacement will be reimbursed by the Association as it is a direct result of the gap and leaks of the entry structure. Lise needed to provide the estimate/invoice for the work she had done in the entry, which she did. The Association will only reimburse for costs associated with returning the entry to its original condition.
i) Cindy motions to reimburse Lise $202.26
ii) Erika seconds the motion
iii) Motion carried. Lise should be reimbursed the amount of the invoice ($202.26). This should be submitted to Melanie for payment.
c) The entry doors don't close properly since the entry was jacked up during repair.
i) Gary Scott should quote repairing the exterior gap and for righting the interior doors.
ii) Cindy will talk to Gary about it. We don't know if Yvon did this.
8) Mary Lou has an exposed nail on her deck that needs to be repaired.
a) Reg volunteers to go hammer it in.
9) Karen Kansky asked about playground equipment.
a) Fiske has been working on expanding the basketball court and may finish it this fall including righting the hoop pole. He will also estimate the cost for a new play space to be added at a later time.

b) Joan also talked to Fiske about snowplowing (yes that time of year is again upon us). The price will be the same as last year and he'll write up a quote. Joan is asked to have Fiske include his plowing schedule in a written proposal. Lise is again concerned that plowing on time will be an issue and requests an action plan.
10) Cats
a) See above.
11) Judy had her steps replaced in back before obtaining Board approval. Does the Board agree to pay this bill?
a) The Board agrees to pay the bill, however, the procedure is to get approval before such work is done. Erika will draft a letter to Judy.
12) Finance issues
a) Melanie was invited to describe the tasks and responsibilities that she feels she signed on for when she took on the job of bookkeeper.
i) she provided this document
ii) Due to the lateness of the hour, the Board is instructed to review the document before the next meeting
b) Masasi & Masasi recommends that we switch, at the end of this fiscal year, to Quicken. Joan will talk to Masasi about Quicken and which version they think we should choose.
i) Erika contacted Intuit/Quicken to ask the same question (10/20/06).
c) Do we need to consider a change to the Bylaws that says that the Bookkeeper cannot be a resident and/or owner in Woodbridge? This is a discussion item for the Annual Meeting.
d) Complaints are coming in from homeowners that their dues are being paid on time, but their checks don’t get deposited in a timely manner – sometimes for weeks or months. Why is this?
e) Should we consider outsource the bookkeeping?
f) Treasurer/Bookkeeper job descriptions
i) Judy and Erika had begun work to clearly define the roles of Treasurer and Bookkeeper. This project never got going as it was of lesser importance, at the time, than many other agenda items. Erika has been asked to turn over whatever she has from this project to the Board.

Other Business:
1) Review Budget and finance material
a) Are we assessing the penalties on balance holders?
i) NO, Melanie has not begun doing this yet. The Board is concerned that this will make us appear ineffective. We made it clear what was going to happen and when for those who carry balances, but the directive is not being carried out. This sets the stage for people to just do whatever they want since it appears that we don’t act on our directives anyway. This is a serious problem that needs to be addressed quickly.
2) Review newsletter
3) Review Door and Dish policies
a) tabled

Ongoing Business:
1) 04/10/06 – Roofing and firewalls (Yvon)
a) 10/16/06 – It appears, based on the information available at this meeting, that nothing has been done on this project for quite some time. There is concern that we will, again, find ourselves in front of the Homeowners at the Annual Meeting with nothing to present regarding the roofing project. A report needs to be completed so that we have something to present at the Annual Meeting.
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.
a) 10/16/06 – Cindy will talk to Fred, and then call the gutter guy
3) 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.
a) 10/16/06 – no survey has been done yet. Joan volunteers to do the survey.
4) 09/11/06 – Adam and Sanita are ready to have their basement fixed, and they have a leak around the vent hose from their furnace that needs repair. Yvon thinks that there are probably several pipes like this that need to be repaired and will coordinate this with Mr. Scott.
a) 10/16/06 – basement, done
5) 09/11/06 – Narinder is ready to have his basement leaks fixed
a) should have been completed today (10/16/06)
6) 08/25/06 – 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.
a) 10/16/06 – Cindy has not heard from Amira

New Business:
1) We need to begin thinking about the Annual Meeting
2) Erika will e-mail the list of agenda items to the Board and finance items
3) Erika will send a letter to all homeowners requesting that they register all pets
a) list all pets and encourage them to have collar or some identification on at all times in case they get out
4) Insurance has been renewed. We had a credit with them, which covered the increase in liability coverage.

Close meeting:
Motion to close: Cindy
Second: Joan
Motion carried. Meeting adjourned.

NEXT BOARD MEETING: November 13, 2006