Board Meeting Minutes
Meeting date: April 16, 2007

Present: Lise, Cindy, Joan, Erika

Guest Issues to be addressed at next meeting; first 30 minutes (maximum):
None

Approve Minutes of last meeting; March 19, 2007
Addition: discussion about cats, Cindy Carswell should receive a letter (final warning) that the Association will start assessing the $250 fine every time her cat is seen outside.  Erika will write this letter.
Motion to approve with modifications: Lise
Second: Joan
Motion carried.  Minutes approved, with modifications.

Current Business:

  1. Treasurer’s Report
    1. 1099s for the Pouliots:  1099s were never filed because they never provided the requisite social security numbers.  Laura/Misasi will file with the IRS and any resulting fines, penalities, or fees will be charged back to the Pouliots.
    2. Tim Clark’s dues are now arriving at the right place.
    3. Nationwide insurance: Jessica went back in the records and found that something crossed in the mail, but we are at least paid and current.
  2. Kansky’s question: if one of the meters or pipes (which feed several units in the building and run into their basement) break and there is water damage - who is responsible?
    1. According to Judy Brown, who is familiar with our insurance policy and has expertise in this area, if there is damage the Association is responsible and our insurance will cover it.
  3. Street light on Ledgewood goes on and off.
    1. Still flickering.  The bulb and sensor have both been replaced, but the flickering continues.  How much money do we want to throw at this?  Cindy will talk to Terry to get an estimate to fix the lamp and to replace the lights in general.
  4. Snow removal contract.
    1. The Board will seek out new snow plowing (and landscaping) companies as possible replacement for Fiske, or at least as a backup.
      1. Tabbed until next month.
  5. 03/29/07 Joan would like to use the same (sealant) product in her basement (like Fred) and would like Board approval to purchase it.  Board approved.
    1. 04/16/07 Joan will hire Will Yetter to do the painting
    2. There are other basements that might benefit from this solution.  Should we do the same for the other two basements with moisture problems?  The board says yes, unless they have cracks in the exterior foundation, which can’t be addressed until spring.
  6. Fred has water coming in around his sliding glass doors resulting in water issues inside (mold and lifting parquet floor).
    1. 03/19/07 Gary’s bid was accepted.
    2. Waiting for good weather and Gary’s availability to begin the work.
  7. Vent pipe next to Joan (as reported by Fred 02/19/07) appears to have steam coming out at the base (where the pipe meets the roof) rather than at the top where it should be coming out.  This could indicate rust, leaks, or any number of problems that need to be addressed.
    1. Cindy will ask Gary Scott to look it over when he comes to address some other issues.
      1. 04/16/07 - Gary hasn’t been able to look at it yet.
  8. Karen Merrill needs a new front door or, at least, some door repairs.
    1. Cindy and Gary Scott made a visit to Karen’s and determined that she does not need a new door.  It’s only missing the “vacuum release”, and this is all we’ll fix/pay to fix.  Karen plans to replace the door at her own expense.  She will also install a bathroom vent, approved by the Board, which will be done by a license contractor.  She also requests permission to replace entry flooring with tile – at her own expense – also approved.  Cindy will let her know of these decisions.
  9. Siding between Karen’s and Char’s unit blew off during a storm. 
    1. 04/17/07 – Gary agreed to tack it up when he comes to do some of the other projects on his list.
  10. Clarks had some work done on the back wall where sills were rotting.  They had a contractor come to do the work and claim that Fred promised, two years ago – or three years ago, to have this taken care of.  Cindy told them to submit the bill and a letter of explanation to the Board for consideration.
    1. They would like to be reimbursed for the repair of the rotting sill.  They were given an estimate of $300-350, but were charged $410.
      1. Motion to reimburse them $350; Cindy
      2. Second; Lise
      3. Motion carried.  Joan will see that they get paid.
    2. They feel that the Board should get paid for the work that they do by having their dues cut.
      1. The Board greatly appreciates the sentiment, but feels that there are some serious drawbacks to reimbursing the Board for their services.  1) it seems better to have Board members who are committed the health and well-being of the community rather than trying to get their dues reduced, and 2) reducing the dues of the five members of the Board would result in an additional (as much as) $3,600 burden to the remaining homeowners.
      2. The Board suggest that once a year they could go out to dinner, on the Association, as a thank you dinner, but as this is a budgetary concern it should be considered for next year with the new budget.
    3. They also found that there is a lack of flashing around the back door and they think there is a moisture problem as a result.
      1. Cindy will have Gary take a look.

Ongoing Business:

  1. Adem and Sanita’s leak around the vent hose from their furnace
    1. Tom Bodette and the gutter guys should be able to fix this.
      1. Cindy will set up an appointment.
  2. Mirzet & Amira’s basement
    1. 12/30/06 Cindy made a visit to Amira’s and completed a Home Visit Checklist.  They identified the issues to be addressed.
        1. Leaks in the foundation: we now have estimates for the foundation cracks:  Mr. Levarn would charge us $1,550 to fix cracks in the exterior of their chimney with a cement solution.  Another possible contact is Mr. Vanocour, but he doesn’t want the job.  The horizontal crack fix has been estimated to cost $1,550 (Levarn) or $1,275 (Dwyer).  Cindy’s going to ask Gary Scott if he would touch concrete to make such a repair.
        2. There is water coming down the chimney; perhaps due to the lack of a cap on the top…Cindy asked Mr. Levarn (Mason) to provide separate estimates for the chimney and for repairs to the sidewalk (damaged more than a year ago when the town water line broke).  The estimates for the cap are: Levarn’s estimate is $830, Gary’s estimate is $277.  However, the chimney already has a cap.  Cindy asked what would cause it to leak.  Answer: If there’s an excessive amount of rain it could leak.  It hasn’t leaked since the last big rain so we won’t do anything until it leaks again.
  3.  (Table until MAY) Mold removal on side of building on Pinewood
    1. work order signed, this is a spring/summer project
  4. (Table until MAY) Lise’s entry leveled and flooring repaired
    1. work order signed, this is a spring/summer project
  5. (Table until MAY) Steps for eight units on Pinewood
    1. work order signed, this is a spring/summer project
  6. (Table until MAY) Five decks to be replaced on Pinewood
    1. prices agreed to with G. Scott, this is a spring/summer project
  7. Pet registration
  8. New vendor directory with phone numbers
    1. Erika will ask Jessica if she is using the Quicken vendor list.
  9. Erika will work on a Board-only directory.
    1. Judy Brown is frustrated by the dog poop, garbage, and debris that she finds around the neighborhood.  She feels that owners should be fined, at least the amount of the cat fines, for this.
      1. The Board agrees, but is unsure how to police this problem.  Erika suggests a clean up day where the Association sponsors a dump truck to come and take away any refuse that doesn’t fit in the dumpster.  This is a budget discussion for next year, if homeowners are interested.  Tabled for the annual meeting.
    2. Also, the Board would like to recognize that Judy is regularly seen roaming the community picking up trash from the ground.  Judy, your efforts are greatly appreciated.
    3. Judy has a leak inside her bathroom closet, from the roof area.  Gary and Cindy went to check it out.  It seems that there is a lack of flashing around the chimney.  Cindy will ask Gary to fix it.
  10. Kirk Fiske’s prices for lawn mowing is $180 per trip for mowing
  11. Bank account authorization; we need to complete this process again, with the correct designation of “corporation”
  12. Joan is requesting approval to add a four-season room to the back of her unit.  Lise wonders if Joan should have a conversation with her neighbors first – in case such a build would interfere with their views.  Joan is willing to take responsibility for the maintenance (future owners would have to be made aware of this responsibility) and any leaks that may come as a result of its installation.  Erika will draft an agreement that the Board and Joan will agree to and sign, said agreement will be filed with the Secretary and the Bookkeeper.  The addition must be installed by a qualified, insured professional – she’s using Otter Creek Awnings out of Williston.
    1. Motion to accept Joan’s request for permission to build the addition with a written agreement of responsibility: Erika
    2. Second, Lise
    3. Motion carried.  Joan can have her addition.
  13. Lise reports that cats continue to roam the neighborhood. Maggie Buell continues to let her cats run around outside despite being fully aware of the policy.  Letters need to go to Maggie and Cindy Carswell that they are being fined $250.  Jessica needs to charge their accounts.  Erika will send the letters…from the Board.

 

Other/New Business:

  1. Items for the newsletter:
    1. speeders in Woodbridge – reminder to please slow down especially now that kids will be out there more.
    2. Reminder that Green Up Vermont Day – May 5.  Joan will be coordinating the annual activities within Woodbridge.

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

NEXT BOARD MEETING: May 21, 2007