Meeting Minutes

These minutes have been approved in a majority vote of the Board. If you have any questions about these minutes, please contact Erika.

Board Meeting Minutes

Meeting date: December 18, 2007

Present: Cindy, Erika, Joan

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

Approve Minutes of last meeting; no minutes to approve. (We will review and approve both November and December minutes at the next meeting.)

Current Business:

Treasurer’s Report

“How many years have we gone over the annual budget?”;

The Association has not had a unified system for archival and storage…should we create one?
Trisha will research services that would scan and archive existing records.
11/20/07 – tabled for time
12/18/07; tabled until Trish can join us. The current Board feels that this is a worthy item for follow up and hopes that the next board will continue to work on it.

Snow removal contract.

The Board will seek out new snow plowing (and landscaping) companies as possible replacement for Fiske, or at least as a backup.

06/18/07; Craig will work on this, beginning with a job description. Joan will look to see what he’s charged up until now, to further help Craig plan.
08/20/07: Craig is not here
09/17/07: short brainstorming; KA Bagley, we need to look in the phone book and/or the Thursday addition of the paper where they list services. Erika will do a little research, Joan will do some checking also.
10/15/07: we’re not having any luck finding anyone who wants this job or can do it for an affordable rate. Fiske may be it.
11/20/07 – we’re stuck with Fiske. Joan will talk to Fiske about his schedule for plowing so that we can put something in the newsletter.
12/18/07 – so far they’re doing great, let’s leave well-enough alone

Harambasic’s unit

Backside needs paint, and around the windows.

08/20/07; Cindy has two estimates and is waiting on a third.
09/17/07; a third estimate doesn’t come so we either go with one of the two estimates or this project gets pushed out until next year. The bids are for +$9,900 and +$2,3000. The suggestion is made that perhaps we should just vinyl side the end (by the shed) of the building. Erika will talk to Gary about the cost to side (and will also ask how much he’d charge to install a shed).
10/15/07; Gary has been asked to submit estimates, but he’s working on a large job at the moment. He’ll get the estimate to us as soon as he can.
11/20/07 – still waiting on Gary
This is a summer job and is not about the Harambasics. This will get it’s own agenda item. The Harambasic’s stuff is done.

Lise’s back step (the top one) was not done properly (it’s a shorter riser than the others) and it causes people to trip.

Cindy has an estimate from Gary Scott to correct the problem for $171.50.

Erika motions that we accept this bid. Joan seconds the motion. Motion carried. Cindy will follow up to schedule it with Gary.
09/17/07; Gary has been notified that he got the bid. Erika will talk to Gary about his time frame.
10/15/07; it’s on Gary’s schedule
11/20/07; not done yet, but they’re still on the schedule
12/18/07; this won’t happen until spring

Snow on the roof. Fred learned that the trusses on his building – and probably on other buildings – are weak and starting to sag, that the studs are 24” on center rather than 16” on center, AND there is no sheathing around the building. Based on this information, he feels that it would behoove us to make a contract with Gary Scott, and therefore get on his schedule, to have snow removed from the roofs for the next season, as a preemptive strike against possible roof collapse.

10/15/07; would Gary do something like this and can we arrange to work on-call with Gary? Erika will talk to him.
11/20/07 – schedule with Gary at $20 per man hour
12/18/07 – Gary is on call if we need him

Yvon’s sidewalk repair (portion missing from the ramp removal).

09/17/07; Cindy will arrange for an estimate when someone comes to estimate Fred’s walk. Erika asked Gary for a bid; he’ll work on it.
10/15/07; Gary has been asked to submit estimates, but he’s working on a large job at the moment. He’ll get the estimate to us as soon as he can.
11/20/07; done

Glenn Wry’s front door needs to be replaced (he has a breezeway). Glenn has been instructed to get an estimate.

The association will replace a basic aluminum door with no windows. The Board seems to remember creating a policy regarding doors, but no one has a copy on hand. Erika will check this out and report on the policy.

After the meeting Erika researched the policy. The Board came up with a policy, but never completed the process or voted on it.
11/20/07; Glenn hasn’t got his bid yet, but Gary’s estimate is $365.38 for the door. The ball is in Glenn’s court.
12/18/07; still in his court.

Ledgewood Court light is flicking again and now the mailbox light is doing the same.

11/20/07; Terry is not available. We need to find an electrician to work on this. The part from John Delucco has not yet arrived. Everyone on the Board needs to shake the trees for a new electrician.
12/18/07; Terry is doing some work on Joan’s place. While he’s there she’ll talk to him.

Ongoing Business:

Tabled until April 2008 - Gutters: Cindy’s building has worse gutters so we’ll start with that one. Patching will have to hold over the other holes (in the back of Unit 4 and 14) for now.

08/20/07; gutter guy is scheduled to come 08/25/07 to do Cindy’s building, patch areas on Joan’s building, and he’ll look at the rest for future repairs/replacement.
10/15/07; tabled until spring

Shed roof collapsed under the weight of snow this winter.

06/19/07; Craig and Mirzet dispose of the debris
Edin and Craig will volunteer to install the shed. Erika motions that we purchase the $300 aluminum shed. Joan seconds. Motion carried.

Craig has a truck and is willing to get it. He will coordinate with Edin to put it up.

08/20/07; nothing has happened. Cindy suggests that we just buy the shed and ask Gary to assemble it. Fred suggests that Costco sometimes sells them and will check to see what they have.
09/17/07; Fred is gone by the time we discuss this item so we don’t know if he found anything at Costco. Joan brought information collected from the internet. First we need to confirm the size; we think it’s 8x8. Joan or Craig will measure. Erika will talk to Gary about how much he’d charge to build one, and if he can get one cheaper.
10/15/07; bought shed for less than $300 and it’s on-site. Kirk Fiske has a guy (Howard) who can probably install it.
11/20/07; the shed is being built…
12/18/07; done, but the plywood around the base should be painted to protect it from weather.

Satellite policy

Since the Association has allowed owners to put holes in the roof to install bathroom vents, it just seems natural that those who would like a satellite should be able to put them on the roof as well. The Board agrees that this policy needs to be reworked.

08/20/07; the plan is to reword the policy. Due to the time, this item is tabled until the next meeting.
09/17/07; tabled for time
10/15/07; tabled for time
11/20/07; remove “receivers may NOT”…receivers may be installed only on the roof, with prior permission from the Board. Remove “existing roof…” entire paragraph. Erika will update the policy and we’ll vote on it at the next meeting.
12/18/07; Erika will bring this to the next meeting

Tabled until April 2008 - Basements to be sealed (like Fred’s and Joan’s).

The decision is to not do this yet as the gutter guy feels that the underground perimeter drainage tubes are blocked causing the back up of water, which results in leaks and drips. Roto Rooter was scheduled to come with their snake-cam, but they never showed up and, since our last meeting in June, have given Cindy the run-around. She called Dundon who is willing to come out and see what he can do. Fred would be willing to take a look at the leaking units the next time there is a significant rain to see where the leaks are coming in.
09/17/07; Dundon is willing to come out and snake the pipe. Cindy will schedule this.
10/15/07; Keith of Dundon came out and blew out any blockages (dirt, rocks, etc.) so it’s not blocked anymore. So, if it was plugged, it isn’t any more. In the spring we need to monitor units 14 and 16 for leaks. If they do have leakage then we suggest that we do the paint sealant like Joan and Fred’s.

Tabled until January 2008 - Fred Barnes brings his complaint about the sidewalk in front of his unit, again. He’d be willing to do a bulk of the work if the Association would provide the materials.

09/17/07; Fred cannot do the work as he is not an insured contractor. Estimates are being pursued for consideration on the next budget (unless it’s so cheap that we can sneak it in this year).
10/15/07; Cindy inspected sidewalks and saw that there are a few sidewalks with similar issues. This is a budget discussion for the annual meeting. Tabled for annual meeting.

Siding on the front of Judy’s unit, under the window, is warping. (Judy has clapboard.) She wants it fixed.

11/20/07; Cindy will talk to Gary to see if a hammer and nail can solve the problem, temporarily.
12/18/07; Joan will ask Gary to take a look at it, while he’s there working on her place

Siding on the front of MaryLou's unit, under the window, may be warping. Someone should check on this.

11/20/07; Cindy will ask Gary to check it out.
12/18/07; Joan will ask Gary to take a look at it, while he’s there working on her place

Other/New Business:

Mirsad & Sevda Ovcina submitted a bill for $356.18 that they would like the Association to pay for the replacement of their front door. They have a breezeway, however, they did not follow protocol for requesting a repair and reimbursement like this. There is a clear policy about how to get these doors replaced. It is the responsibility of the homeowner to be versed on this policy before replacing the door. If the procedure is not followed, the Association is NOT obligated to reimburse the homeowner or cover any future repairs.

Cindy motions to reimburse the Ovcinas $210 for the door only. Craig seconds the motion. Motion carried, grudgingly.
12/18/07; $263 was actually paid to include the cost of landfill (dumping the old door) and the door casing, which is part of the door.

Cindy Carswell has contacted an attorney to address her rights regarding the cat fines. She would like to have her roof checked where the pipe enters the roof. Water seems to be following the pipe into the basement. This roof was just replaced so Cindy will ask Gary to check it out.

12/18/07; Cindy asked Gary to check it out, but we haven’t heard back. Joan will check to see what he found.

Door policy. Motion to accept the door policy – Cindy. Second – Joan. Motion carried.
Annual Meeting date: set for Sunday January 20th from 2:00-4:00

Newsletter; five open board positions

Tracks; Fred has been given $100 cash for expenses of which $56 remains. He has been working with local media distributing pictures and talking to as many people as he can regarding the tracks adjacent to Woodbridge. It will be on TV after tomorrow’s interview with MCTV. The next step will be to submit the petition, push for an audit of the tracks, and move to get on the Select Board agenda. Fred wants to know what the procedure is to alert the legislature about this problem. He has a couple of names, but perhaps there is some online research that can move things forward. Perhaps Erika could research some of this if she has time. Federal standards for railways safety. Regulations. Committees on railways and railway safety.
Annual Meeting; prepare documents, review accomplishments, and plan the mailing. Erika will work on the mailing this week, the drop-dead deadline for getting this in the mail is January 2, 2008.
Erika will e-mail the budget for final review by the Board.
Cindy suggests that we not meet for our regularly scheduled monthly meeting since the Annual Meeting falls around the same time. There are no pressing issues. All in agreement.

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

NEXT BOARD MEETING: February 19, 2008