Minutes

These Minutes are APPROVED

Board Meeting Minutes

Meeting date: February 16, 2010

Present: Tricia, Craig, Erika, Joan
Debbie Davidson, new resident

Guest Issues to be addressed at next meeting; first 30 minutes (maximum):

  1. Debbie Davison
    1. she wants to paint her door the same color as the cream trim; she wants to know what color it is, but no one here knows.  She’ll have to match it with paint chips.
    2. she wants to add a stove/gas heater installed that would vent through the chimney; she is approved to install it as long as there are no new holes in the siding
    3. she would like to volunteer to help with the rehab of the Woodbridge sign

Approve Minutes of last meeting; December

Motion to approve:

Tricia

Second:

Craig

Motion carried.

Minutes approved

Current Business:

  1. Election of officers
    1. Since we currently only have a Board of three, the positions will be filled like this:
      1. Erika will do President and Secretary
      2. Tricia will remain as Treasurer
      3. Craig will fill the role of Vice President

 

Joan volunteers to be a fourth member.


Motion to approve Joan for the General Member position for the balance of the year:

Erika

Second:

Tricia

Motion carried.

Minutes approved
  1. Treasurers Report
    1. 02/16/10; Phelps Engineering sent us a letter indicating that it is time for the five-year storm water review and assessment (“restatement of compliance”).  The fee is estimated to be $600 and the work will be done in the spring.  This is an unexpected expense that we will have to find a line item for.

 

  1. State registration compliance
    1. 02/16/10; dissolve and re-register?  Consult with Mitch/attorney.  The next step will be for Tricia to interact with attorney/Mitch on this issue to resolve the compliance issue once and for all.
  1. 02/16/10; Reward to garbage good-guys (follow up to Annual Meeting discussion)
    1. Joan and Craig are willing to waive their gratuities.  They are uncomfortable with receiving a gift now that they are both Board members, and they don’t want to minimize the work done by other residents who don’t get paid.  They appreciate the sentiment and will continue to do their part.  Joan is working on a flyer about the dumpsters and recycling schedule.

 

  1. 02/16/10; Ledgewood needs a larger recycling dumpster (someone needs to contact Casella)
    1. Craig will be in touch with Casella to request larger recyclers and to see if they come in colors so that it is clear which dumpsters are for garbage and which are for recycling.
  1. Schedule:

Tuesday, February 16
Tuesday, March 23
Tuesday, April 20
Tuesday, May 25
Tuesday, June 15
Tuesday, July 20
Tuesday, August 17
Tuesday, September 21
Tuesday, October 19
Tuesday, November 16         
Tuesday, December 14         
Sunday, January 16 – ANNUAL

Ongoing Business:

  1. Create a schedule for the ongoing maintenance of decks
    1. 06/16/09; Erika will ask Cindy D. what she remembers about decks (building and sealing) and also about gutter repairs and replacements.
    2. 09/14/09; Erika’s working on this
    3. 10/20/09; Erika presented a rough draft document and will ask Board members to add their knowledge to the spreadsheet to help complete the data.
    4. 02/16/10; Erika is working on this in her free time.

 

  1. Follow up on Committees
    1. 02/16/10; it would be the goal of the Board to see people sign up to work on small projects (like mailbox safety, dumpster clean up, etc.).

Other/New Business:

  1. 01/17/10; Mailbox safety (follow up from discussion at Annual Meeting)
    1. 02/16/10; Carolyn Gillis has expressed an interest in this topic (Thank you Carolyn!).  Erika will e-mail Carolyn to see if she is still interested in heading this up.

 

  1. 01/17/10; The light on the corner of Pinewood and Ledgewood stays on all the time or during daylight hours. (Connie)
    1. 02/16/10; Craig is going to contact someone to work on this
  1. The yard light in front 7 & 9 Ledgewood comes on and off all night. (Craig)
    1. 02/16/10; Craig will ask the same person (who fixes the light at the corner of Pinewood and Ledgewood) to fix this one

 

  1. Unit 12 Woodbridge has had water in the basement three times over the past years and she would like to have it sealed (they have a sump pump) like we did for Amira and Fred, or do whatever it takes to resolve water in the basement. (Sunita)
    1. 02/16/10; Craig will go visit the unit.  After Craig sees the place then we can decide what the next steps are.
  1. Parking issues; Owners’ work vehicles in the parking lot; there are some owners and tenants who drive their company vehicles home and leave them in the parking lot.  These are often large vehicles and the drivers don’t always park in their own spots, usually parking in Visitor spots.  The worst offenders are at Jihad’s place (there is a tenant there) and Yvon with his Town truck.  It is less about the work vehicle and more about the use of Visitor parking spots.  Also, there is a lot of idling going on.  The village limit is 3 minutes for idling, although a call to the local police yielded that this is a RECOMMENDATION not an ordinance, and not a law.  They can’t issue tickets for idling.  Keeping the idle time down to three minutes is a matter of neighborly-behavior and environmental friendliness.
    1. 02/16/10; we should put out a reminder to people to NOT use Visitor Parking places for anything other than visitors.  Company vehicles have to be parked in your own spaces.  If you have too many vehicles you can talk to your neighbors about using their extra spot, if they have one.  Erika will put this on the web and perhaps post something on the bulletin board.

 

  1. Welcome packet for new owners/tenants?
    1. 02/16/10; this packet could be a small thing with a photo, modeled after the one Erika uses with tenants, directing people to the website for all documentation.  This would be a great project for a volunteer, and Joan and new neighbor Debbie Davidson have signed up to work on this.  Erika will send her “new tenant” pack to Joan.
  1. 02/16/10; Propane tanks. Erika is in contact with Gary to have fences (just like the ones used along the train tracks) built around the tanks.  As they mentioned at the Annual Meeting, this is a project that Covered Bridge Apartments has volunteered to take on as a contribution to the community.  Erika will also be in contact with Amerigas to have the tanks painted.

Tabled Items

  1. Mission Statement; Board
    1. 02/17/09; Tricia will send around the draft that we worked up and we’ll finalize it at the last meeting.
    2. 03/31/09; nothing has happened.  This is tabled for the month.
    3. 05/19/09; tabled for time
    4. 06/16/09; tabled
    5. 08/18/09; tabled until we have more time
    6. 09/14/09; tabled
    7. 10/20/09; tabled indefinitely

 

  1. 01/18/09; Woodbridge sign is looking aged; can we do something to spruce it up?
    1. 02/17/09; Tricia suggests that this would be a great project for a community.  Erika will post something in the newsletter.
    2. 03/31/09; Cindy looked at it with an artist friend. The frame of the sign is rotting and the poles are also.  This will require replacement and then we could just turn the sign around (the other side isn’t so aged looking).  Gary will take a look at it and come up with some ideas.  Cindy’s friend could paint it if it was down, but didn’t give a price estimate.
    3. 05/19/09; Gary is working on a proposal, Cindy will follow up with him.
    4. 06/16/09; Gary is going to turn the sign around and be done.
    5. 09/14/09; it’s on Gary’s list, but he hasn’t gotten to it yet.
    6. 10/20/09; no news, tabled until spring.

Next meeting: March 23, 2010 at the Police Station

 

 

Reminders

    Text of Reminders