Motion to approve Minutes:

Maggie

Second:

Debra

Motion carried.

Minutes approved.

03 Woodbridge

Front step repair

1. 02/15/11; we need to schedule a visit and then the repair
2. 03/15/11; Fred will talk to the contractor who can make this repair.
3. 04/19/11; The concrete guy looked at.  We still don’t have any information.  The concrete guys will provide an estimate.
4. 05/17/11; not covered for time
5. 06/21/11; tabled for time
6. 07/19/11; Glenn will talk to Fred to see if this is already part of the discussion with Bodette.
7. 08/09/11; Tom Bodette is on it and it will be worked on when he does the sidewalks.
8. 09/19/11; this hasn’t happened yet, but Bodette will be coming back to do this (soon)

05 Woodbridge

Exterior maintenance – front door

1. 05/17/11; minor repair and painting needed.  Fred will work with Will Yetter to schedule these repairs.
2. 06/21/11; tabled for time
3. 07/19/11; see above (this is part of a bigger face-lift required for the building)
4. 08/09/11; (this is part of a bigger face-lift required for the building) and is in the works.
5. 09/19/11; the carpentry work hasn’t started yet, but it is coming.

09 Woodbridge

Siding repair

1. 08/01/11; when Debra talked to Mirzet about privacy screens, he pointed out rotting siding and would like to see that taken care of first.
2. 08/09/11; Glen’s looking into this
3. 09/19/11; no update

11 Ledgewood

Exterior maintenance – siding repair (owner responsibility)

1. 05/17/11; Vinyl siding on the back of 11 Ledgewood, around the rear window needs to be replaced.  When the windows were replaced the siding, that was put in to replace broken pieces, doesn’t match.  Erika will look into it.
2. 06/21/11; Jörg and Erika will plan to paint the siding since it is nearly impossible to color match 30 year old siding.
3. 07/19/11; Erika et al plan to paint the siding patch to more closely match the 30-year-old siding.  This will probably happen in late August or early September once it cools off a little.
4. 09/19/11; taken care of.  Done.

11 Woodbridge

Exterior maintenance – door trim

1. 04/19/11; Fred thinks that Will would be a good guy to take care of this.
2. 05/17/11; minor repair and painting needed.  Fred will work with Will Yetter to schedule these repairs
3. 06/21/11; tabled for time
4. 07/19/11; Glenn looked at the units and thinks that the whole building needs some sprucing up.  This will require some planning (list-making) at a future meeting.
5. 08/09/11; Glenn has looked around and there are several areas that need to be cleaned, repaired, and painted…including #11.  He has made some notes about other units that need to be worked on.  There are a few names of people who can help us with this stuff, but we first have to have a good list of the work.
6. 09/19/11; no update

27 Woodbridge

Exterior maintenance – sliding door, framing

1. 07/19/11; Glenn will look at it
2. 08/09/11; Glenn will get on it this week.
3. 09/19/11; no update

General

Decks – build

1. 03/23/10; Suggestion from Fred: do not build any more decks on top of top soil
2. 04/20/10; Erika will send the deck bid that Gary sent and request an updated one that includes cement footings (3-4 feet deep, concrete footing).  We should also run the standard bidding process for other contractors.  Fred will do some research to find out who’s good and taking jobs and will get names and phone numbers to the Board for the next meeting.
3. 05/25/10; Gary confirmed that all the decks that he has replaced so far (about 15) were on cement tile footing rather than subterranean cement tubes and has no requests to come back and level a deck and no complaints about deck problems (FYI).  Fred provided some names to Craig who contacted one of them (who hasn’t called back yet).  The other one Craig can’t find a phone number for.  Craig will check on some other contractors so that we can still get the decks built this summer. Craig asked which decks are being done…Erika will confirm with Gary which four needed to be done this summer.
4. 06/15/10; #9 and #11 Ledgewood, #22 and #24 Pinewood should be the next replacements.  The names of contractors that we received (and were provided to the Board) have resulted in absolutely NO bids for our decking needs.  Pending a letter to Gary and the outcome of the letter, decks may not be on the schedule for this summer.  If the Board agrees, perhaps the money budgeted for this project can be set aside for next summer, added to whatever is budgeted for 2011 and combined to complete the next decks and privacy screens that need to be done.
5. 09/21/10; decks for this summer are being suspended for two reasons; first and foremost we don’t have a contractor to do the work.  Coincidentally, we (the Association) also got hit by a compliance issue with the town for storm water runoff and the funds are being used to offset those expenses.  When we’re ready to proceed with deck building, we will likely begin where we left off.  This project is tabled until after the new fiscal year.  Deb offers a recommendation of TB Construction in Orwell as a possible contractor to contact.
6. 02/15/11; four decks are scheduled in the budget - 11 and 9 Ledgewood, 1 and 20 Pinewood, and 26 Pinewood also needs immediate attention.  We may need to reassess how many decks we can build for the money set forth in the budget.
7. 03/15/11; Fred has a contractor who will inspect the decks (starting with the two on Ledgewood and Brie Perrault’s) to see what ones are in most urgent need, and will provide bids for the work.  This won’t happen until the snow melts.
8. 04/19/11; Fred has talked to a contactor and inspected the decks.  He will continue to work with the contractor to establish the price for the various sizes of decks and which decks should be done next.  Then we can contact the recipients of new decks to find out what size they plan to build.
9. 05/17/11; Fred would like to discuss order of replacement and the prices, but we couldn’t get to it because of time.
10. 06/21/11; Fred has prices from Tim Burtram.  Fred identified five decks; 32 Pinewood (Delucco), 6 Woodbridge (Wry), 9 and 11 Ledgewood (Mellmann), and 22 Pinewood (Billings).  26 Pinewood (Perreault) is not part of this list despite their report at the Annual Meeting that their deck was pulling away from the building.  The 8x8 size for all of these decks will be $923 (plus tax).  This is the amount that the Association pays, and includes privacy screens.  Fred has the price for the larger deck sizes and has communicated that to those who are scheduled to receive new decks.
11. Motion to accept Burtram bid; Fred, Second; Erika.  Motion carried.  (For those home owners who wish to go with enlarged deck sizes, the Association will pay for the 8x8 size and homeowners will pay the contractor directly for the enlargement.)
12. 07/19/11; Glenn will talk to the Perreaults about their deck and the Board is looking for a way to add that deck to the job list (trying to find a place on the budget to absorb the cost).  Glenn will also talk to Fred to find out where this project (deck building) is in the process.
13. 08/09/11; Bertrand will be starting anytime, but will talk to Glenn about a firm date.  The Perreaults did the repairs on their deck that satisfied their need for safety.
14. 09/19/11; decks are done.  The Perreaults’ deck has not been done, but the offer is still open.

General

Decks - stained

1. 02/15/11; we need to schedule the staining of the four newest decks and the other decks that are due, plus the 22 front decks that are due.  Estimate: 76 gallons @ $30 ea, labor $25 front deck, $40 back deck.
2. 03/15/11; this was discussed, but we got off topic and didn’t come back to it.  We still need to arrange for the staining of decks and front steps.
3. 04/19/11; Debra will make up a flyer for the bulletin board.  Decks that have mold on them need to be bleached and scrubbed before staining.  Everyone is encouraged to take care of their own mold issues.  If people don’t take care of their own (with bleach and a scrubber) we will have to hire this done.  On large scale we could rent a power washer.  Debra also has someone who would be interested in the work.  Fred suggests that we use Will if we need to hire it done.  After the meeting Craig also expressed interest in the work.
4. 05/17/11; not covered for time, but before the decks can be stained they need to be cleaned
5. Yvon just did his and it took him most of the day.  Will Yetter charges $25/hour.  Some basic math would suggest that at $25/h x (approx) 6 hours = $150 per deck just to be power washed.  That doesn’t include the cost of the machine rental.  A neighborhood friend, Corky, is selling his power washer and suggests that we could check it out.  It’s a professional grade machine that could save us some money in the long run.  Homeowners could be trained to use it on their own decks and we could hire someone for those jobs that require an insured and bonded contractor (like the siding, where climbing a ladder is involved).  Yvon will talk to Corky about setting up a visit and a test drive of the washer.
6. 06/21/11; tabled for time
7. 07/19/11; Debra will talk to Judy about insurance for Will Yetter.  Glenn will talk to Fred to see if he has any clear stain.  Debra and Maggie will schedule a walk-around to look at the decks to establish which ones need staining.
8. 08/09/11; there has been a challenge finding people to use the power washer who are insured, and who are trained or are will to go through training.  Glenn has a company in mind that will come and do the work for a reasonable price.  He’ll be in touch with them, and will get estimates from some other sources as well.
9. 09/19/11; staining has not begun yet because Glenn is still trying to find a contractor to do the power washing.

General

Gutters

1. 02/15/11; we need to have the gutters cleaned out (all of them), a repair on the back of Ledgewood, and check out the problem in front of Fred's unit.
2. 03/15/11; Fred will talk to whoever will be doing the roofing to see if he can include the repair and cleaning of the gutters.
3. 04/19/11; Fred talked to the gutter guys.  Gutters along the ends of two buildings, replace a section in front of Fred’s unit, plus downspouts and parts would be about $1,500.  The repair on the back of Ledgewood will be about $200.  Maggie and Fred will make sure that we have a budget for this and then Fred can get us on the gutter guy’s schedule.
4. Judy says that her gutter doesn’t seem to be draining properly.
5. Also, we need to have the gutters cleaned.
6. 05/17/11; not covered for time, but Debra Davison at 5 Woodbridge also has a leak, probably caused by ice dams.  Fred will look into it.
7. 06/21/11; The gutter guys will fix the leak by Debra’s place.  They will also do random repairs and cleaning throughout the community for an undetermined amount of money.  Fred thinks it will cost less than the amount budgeted for gutters.  Motion to do gutters; Fred.  Second; Maggie.  Motion carried.
8. 07/19/11; Glenn will follow up with Fred.
9. 08/09/11; Tom Bodette will take a look
10. 09/19/11; no news

General

Portico pillars

1. Pillars of some of the porticos (where pillar meets concrete) needs to be repaired.
2. 07/19/11; Glenn will look into it
3. 08/09/11; (this is part of a bigger face-lift required for the building) and is in the works.
4. 09/19/11; no news other than the carpentry projects haven’t started yet.

General

Power wash siding

1. 02/15/11; if we still need this, we should schedule it for late spring.  Time to start brainstorming on contractor names.
2. 03/15/11; Fred will talk to a couple of guys to get bids on power washing decks that need to be stained and siding that has mold.  The roofing guys would be a good place to start because they’ll need a lift anyway and they could just power wash the siding when they have the life for the roofing.
3. 04/19/11; Debra has a contractor in mind who can power wash the siding.  Judy suggests that whoever does this should test the power washing to make sure that that the siding can handle it.
4. 05/17/11; not covered for time, but you can refer to the first bullet point under “Debra” in the “Guest Issues” section for a little information.
5. 06/21/11; Corky has a power washer for sale that would handle all our power washing needs.  He would sell it to us for $600.  The machine would fit in the shed and could be used by Will Yetter, assuming we buy insurance for him, since he isn’t insured.  There is also discussion about training home owners to use the washer on decks.  Motion to buy the washer at $600; Maggie.  Second; Fred.  Motion carried.
6. Going forward the Board will need to come up with some rules about who can use it for what and set up a system for training people who want to use it.  Fred will talk to Judy about insurance for Will Yetter.  Motion to hire Will Yetter to power wash the decks that need it…(this discussion was never completed)
7. 07/19/11; Glenn will talk to Fred.
8. 08/09/11; there has been a challenge finding people to use the power washer who are insured, and who are trained or are will to go through training.  Glenn has a company in mind that will come and do the work for a reasonable price.  He’ll be in touch with them, and will get estimates from some other sources as well.
9. 09/19/11; tabled until spring

General

Privacy screens

1. 05/20/10; Debra would like to know if she can install lattice for privacy on her deck.  This goes back to the discussion about privacy walls, which were originally included in construction but never replaced when the decks were built.  This will require some research and discussion.
2. 06/15/10; since privacy screens were part of the original construction of the building, Debbie’s privacy screen (and any others not replaced at the time of deck construction) should be built by an Association contractor.
3. 09/21/10; this project is connected with the completion of decks.  See decks for the status of this discussion.
4. 03/15/11; Fred will add this to the list of things for the contractors to bid on.
5. 04/19/11; this will be included in the discussions with the contractor.
6. 05/17/11; not covered for time
7. 06/21/11; Privacy screens for the ones getting decks are included with the decks.  For the three screens that need to be added, Burtram estimates $200 per screen.  It appears that the deck budget allows $5,500 of which we would need about $5,000 for the decks.  That would leave about $500 for the three privacy screens.  To put in the three privacy screens we would go over budget by (roughly) less than $200.  Motion to approve the installation of three privacy screens at about $200 each; Fred, Second; Maggie.  Motion carried.
8. 07/19/11; there is discussion about not doing these three privacy screens.  A new survey needs to happen to find out if everyone is okay with that.  Privacy screens could be added at any time in the future should the owner decide it is desirable.  Three screens: Debra, Amira, and Mary.  Mary doesn’t want one.  Debra is willing to wait.  And Amira/Mirzet would rather see some other repairs on his unit taken care of first
9. 09/19/11; no news other than the carpentry projects haven’t started yet.

General

Sump pumps

1. 11/16/10; the Board has been discussing how to address basement dampness.  Over the past ten 7-10 years we have tried paint-on sealants, exterior perimeter drains, etc.  While perimeter drains were successful for Ledgwood Court, this doesn’t appear to be the solution for Amira’s building.  While painted on sealants have enjoyed some success, the moisture keeps coming back to a few basements.  Tricia is having quite reasonable success with her sump pump and another owner has recently added one.  The Board is considering this as a cost-effective way to address basement water.  Joan will talk to a licensed plumber about an estimate for installing a sump pumps. Erika suggests that the Association pays for the installation of one sump pump for every basement with a documented water issue.  Those basements include (as of 11/16/10) Harambasic/9 Woodbridge, Singh/14 Woodbridge, and Stephens/16 Woodbridge.  Furthermore, it would be prudent to make minor repairs on Chatary/13 Woodbridge.  Retroactive reimbursement of sump pumps installed by owners has not yet been discussed.
2. 02/15/11; the budget was approved, including the money set aside for sump pumps for Harambasics, Joan, repairs to Tricia’s (or the upgrade), and a reimbursement (at the same rate as Harambasics and Joan’s) to the Duraceks who had a sump pump installed last summer.  Tricia will pursue an estimate for what she needs.  We will need to start working with Joan and the Harambasics to figure out cost and to get things moving so that in spring the work can begin.
3. 03/15/11; Tricia expresses her gratitude for the new pump.  It’s working great and her basement is finally drying out.  Joan is working with a contractor (Hamda) to get an estimate for installing the sump pump in her basement as well as the others that the Board designated for the Budget.
4. Fred would like to re-inspect the homes with water in the basement.  He is opposed to using sump pumps.  Joan, though skeptical, agrees to let him take a look at her basement, which had a significant amount of water last summer.  He also believes that Gary did the Harambasic’s basement incorrectly resulting in water/moisture returning to their basement, although Gary used the same materials that had been used in other basements.  Fred would like to explore non-sump pump solutions to the wet basements.  We will still need to address the fact that we budgeted for reimbursement to Adem and Sunita for the installation of their sump pump (which is also working well at last report).
5. 04/19/11; Joan will talk to Sunita to find out how much they spent on their pump installation.
6. 05/17/11; #14’s basement status?  Fred was going to look into it, but we didn’t get to discuss this due to time.
7. 06/21/11; tabled for time
8. 07/19/11; #14 had a leaky water tank which has been replaced and they now appear to be dry.  Joan had her basement sealed and, so far, Joan has been dry.  Sunita is being reimbursed for theirs, but Fred lost the bill.  Joan will try to get a new copy and send it to Maggie for payment.
9. 08/09/11; Sunita has been paid.  This topic will be closed, but can be reopened later if wet basements return.
10. 09/19/11; this item has been reopened in light of the flooding that occurred post Hurricane Irene.  The sump pumps will be installed when the gutter work gets done.

General

Dumpster clean up

1. 08/09/11; some of the stuff is gone and Glen’s working to get rid of the rest.  Joan asked about trimming in that area to neaten it up.  Glenn is interacting with Fiske.  Glenn will clean up the high grass that is there and then Fiske will take over.
2. 09/19/11; Erika and Covered Bridge Apartments arranged and paid for the hauling of all the debris that had been stacked up along the dumpsters.  Residents and Owners, please stop throwing your garbage on the ground around the dumpsters.  The dumpsters are for household waste and recycling only.  Anything that you have that is not “household waste” should be taken – by YOU – to the transfer station.

General

Parking lot – lights

1. 02/16/10; The yard light in front 7 & 9 Ledgewood comes on and off all night.  Craig will ask the same person (who fixes the light at the corner of Pinewood and Ledgewood) to fix this one
2. 03/23/10; Craig will talk to Cindy D. about Terry Blair and see if he can check it out
3. 04/20/10; still flickering, Joan talked to Craig who hasn’t been able to do this yet.  Joan will follow up with Craig and may take over for him while he recuperates.
4. 05/25/10; Craig has contacted Terry Blair who hasn’t gotten back to him.  Joan suggests that if Terry doesn’t respond then we could try Peck Electric (Craig will make that contact)
5. 06/15/10; Peck knows what the problem is and will order the part
6. 09/21/10; Peck fixed it, but it is going off and on again.  Joan will talk to Craig and ask him to be in touch with Peck.
7. 02/15/11; according to Joan it’s still on most of the time.  Is it on a timer or sensor?  Fred suggests that perhaps we’d like to replace some of the lights.  Fred will do some research to see what’s out there and what the costs are.  Erika will call Middlebury Peck and see if they can get out there and fix it or find out what the replacement cost is.
8. 03/15/11; Peck came, but didn’t have a lift truck.  They will go back with a lift truck and try to figure out what the problem is.  He recommended tracking, specifically, when the light is coming on, how long it’s staying on, when it goes off and how long it stays off, and we should pay attention to the natural light (is it coming on in the dark, daylight hours, etc.?)  He suspects that the ballast is overheating, shutting down until it cools and then coming back on.  This is a sign that it’s failing and will need to be replaced.  He estimated $2-300.  Erika will enlist the help of Craig in tracking the on/off behaviors of the lamp.
9. 04/19/11; Erika contacted Craig and asked for help…didn’t hear back.  Erika talked to Peck – they went back with a lift truck and ran some tests (covered the eye and it came on, uncovered the eye and it went off, etc.).  Without more diagnostic data (when the light is coming on, going off, how long it’s staying off/on, times of day and ambient light status, they can’t really do anything other than replace it.
10. According to Debra, Craig claims that the light is fixed, but Joan says it’s still on when she leaves for work around late morning (long after the sun is up).  We need more information about this light or it will be removed from the agenda after our next meeting.
11. More discussion about replacing the exterior/parking lots, but this is a financial decision that must be considered at Budget planning.
12. 05/17/11; not covered for time, but Fred raises a concern about the leaning post in front of his unit.  He is concerned that it will fall.
13. 06/21/11; not a priority on Fred’s agenda
14. 07/19/11; Glenn will talk to John Delucco to see if he would be willing to come and help with this.
15. 08/09/11; Glenn will do a little more research on the light before he calls John.
16. 09/19/11; Glenn has been in touch with John Delucco who is aware of some federal grant options for upgrading to energy efficient lights.  Hopefully we’ll have more information for the next meeting.  Glenn will remain in regular contact with John.

General

Playground

1. 02/15/11; the budget includes some funds for ground cover and/or basketball court maintenance.  We should start thinking about this so we can act on it early this spring.  A new piece of play equipment will be installed in the spring.
2. Tabled until next month.
3. 04/19/11; new playground structure is up.  Is there anything else we need to do?
4. 05/17/11; not covered for time
5. 06/21/11; not a priority on Fred’s agenda
6. 07/19/11; they came and fixed the playground.  Joan is working to get the swings fixed.
7. 08/09/11; the swings aren’t fixed yet, but Joan is thinking of getting some new swings (chains and seats)
8. 09/19/11; no news.  Joan is not here.

General

Sidewalks – replace

1. 03/23/10; Dean Messner feels that the decision to wait and see how well the sidewalk weathered was done without him.  He is asking, again, that the sidewalk be replaced.  Although Dean’s opinion was heard (he wanted it replaced), the Board (several people went out to look at it and found nothing) didn’t see anything wrong with the sidewalk and decided to wait.  When Dean contacted the Board this month we had an “agent” of the Board go out and look at it and take some pictures.  The pictures are helpful.  Further, her evaluation of the sidewalks is that “Dean’s is the worst, Fred’s is great, Glenn’s is so-so, and #12 Woodbridge isn't the greatest on the first block as you step from parking to sidewalk”.  Craig will contact Gary.  The hope is that Gary can meet with Craig and another Board Member if possible to look at the sidewalks and determine what, if anything, Gary can do to remedy the situation.  First he has to acknowledge the situation.
2. 04/20/10; Craig hasn’t met with Gary yet.
3. 05/25/10; we aren’t getting anywhere with Gary.  Erika will draft a letter to Gary and proof it through the Board.
4. 06/15/10; Joan and Tricia will work on the letter to Gary.  Erika will send Joan the e-mail from Cindy D documenting which walks are damaged, and the photos that go with it.
5. 09/21/10; the letter went to Gary and Gary responded.  He will not take responsibility for the concrete condition.  There are a few options:  1) Do nothing – not an option.  2) Sue Gary – this discussion needs be taken off-line and discussion will include Craig, but some legal remedy is likely.  3) We still need to fix the problem, regardless of the final outcome with Gary.  In order to proceed we need three names and numbers of contractors who can assess our situation and make a recommendation.  Fred will find them and provide information to the Board.
6. 12/14/10; this issue has two parts; 1) litigation with Gary…this will probably have to be taken up by the next Board as the current one is running out of time as the holidays approach and the current fiscal year ends.  2) we still need to allow for the repair/replacement of the current sidewalks.  A budgetary consideration has been made and proposed.  Now it will have to wait until the budget discussion at the Annual Meeting.
7. 02/15/11; the budget passed, including some money to begin replacing the sidewalks.  The Board will wait until the snow melts back so that we can get a good look at the sidewalks.  Fred will work with a contractor to document current level of damage/decay (for small claims court with Gary) and estimate cost for when we’re ready to begin the replacements.
8. 03/15/11; Fred took a look at the exposed sidewalks to see what’s up.  All of them are disintegrating on the top.  It is defective work and defective cement.  He also looked at Mary Lous’s step, which needs to be fixed; it’s awkward and it, too, is disintegrating.  Fred already has contractors looking at the project and working up bids.  It is recommended that Maggie (new Treasurer) takes on a claim against Gary in court. She will have to work with Jessica to determine if it’s small claims (less than $5,000) or general court (over $5,000).
9. 04/19/11; Fred met with a contractor.  Fred explains the process that this contractor would use to replace the sidewalks.  We don’t have any prices yet.  Fred also talked to Tom Bodette who will be giving us a bid.  Fred will stay on this.
10. 05/17/11; Fred has some news, but we couldn’t get to it because of time.
11. 06/21/11; Fred has some prices; one is outrageous.  Tom Bodette came back with a price that was “about $3,900”, but he doesn’t have exact figures.  This estimated price would cover seven sidewalks.  We budgeted $5,000 for the replacement of these sidewalks.
12. Motion to accept the Bodette bid of “about $3,900”; Erika.  Second; Fred.  Motion carried.
13. Additionally, Fred will work with Tom Bodette to get written support about the condition of these sidewalks for a future claim against Gary.
14. 07/19/11; Glenn will follow up with Fred for details and will talk to Tom Bodette.
15. 08/09/11; Bodette will start in early September
16. 09/19/11; done

General

Trees

1. 08/09/11; Fred is unhappy with the overgrowth in the trees along the back of his building (and elsewhere), he would really like to see the overgrowth cleaned up.  Glenn reports that this is already in the works.
2. 09/19/11; Glenn has been talking to Yvon about this work.  They are working on a plan of what needs to be done and what the cost will be.

Discussion

Meetings

1. 08/09/11; Discussion about whether non-members should be able to sit in on Board meetings after the guest portion of the meeting.  Fred suggests that they could listen, but not talk.  Glenn is concerned about the efficiency of the meeting and the confidentiality of discussions.  This will require more discussion.  It is suggested that perhaps the Board will need to switch to written votes.  At the very least, if owners will be allowed to stick around during Board business (after the guest portion) we need to establish ground rules for the meetings.  The Board is not interested in creating an environment of secrecy; they are interested in being good stewards of their time as volunteers, respectful of homeowners and their need to be heard and have issues addressed, and at the same time remaining in compliance with state regulations regarding transparency and privacy.
2. Closed

Discussion

Insurance – contractors

1. 08/09/11; Discussion about whether or not we can hire anyone who does not have insurance, including Yvon for landscaping.  What about the Bookkeeper?  Where do we draw the line?  Maggie will talk to Paula and ask her to get some information from Nationwide that can help us.
2. 09/19/11; Erika will research a hold harmless waiver and then we’ll let common sense rule the day.

Discussion

Communication

1. 07/19/11; Discussion about how or if we should go back to paper distribution of the Newsletter.  Maggie will do a door-to-door survey to see what homeowner preferences are for receiving materials (i.e., mail, e-mail, etc.).
2. 08/09/11; Maggie will take the tour and see what she can find out.
3. 09/19/11; Debra will talk to Maggie, Erika will send roll call

General

Amerigas – lock rates

1. 08/09/11; Tricia reminded the Board that this is the time of year when we typically try to lock fuel rates for propane.  Erika has been working on this, but has not yet been successful.  She is now waiting to hear from a manager who “has the authority” to set rates for larger associations.
2. 09/19/11; Erika was finally successful in locking rates with Amerigas at $2.893 per gallon for 12,000 gallons.  If we use more than the 12,000 gallons then we pay market price.

Discussion

Contractor bid for work

1. 06/21/11; Discussion; the question is raised why Burtram’s bid includes “plus tax”.  Typically, when a contractor bids a job the tax is included.  Fred is charged with confirming that we are not going to pay tax twice (once built in to the bid and once added on at the end) for this work. 
2. 07/19/11; Glenn will handle this with Fred.
3. 08/09/11; not covered for time
4. 09/19/11; Burtram rebid the work with the changes that we had and updated the question of tax …not an issue.

General

Bylaws change – eliminate landlords

1. 04/19/11; Debra would like to re-introduce a discussion about how to preclude landlords from buying into Woodbridge.
2. 05/17/11; not covered for time
3. 06/21/11; not a priority on Fred’s agenda
4. 07/19/11; tabled for time, more research will need to be done
5. 08/09/11; Larry and Fred have been working on this.  Larry has been selling mortgages so he has some knowledge in the area, but he is out of town at the moment.  Debra also did some research and found that (according to one source) no more than 50% can me rentals in order to get FHA financing for a mortgage.  She also found a site that said no more than 35%.  The more rentals, the lower the interest is to provide mortgages to buyers.  Debra points out that we can put whatever we want in the Bylaws about what percentage can be rented.
6. 09/19/11; the committee working on this (Judy, Fred, Larry, and Debra) met and will report on their work at a future meeting.

General

Property manager

1. 05/17/11; Tricia would like to know where this discussion went.  The past Board spent a fair amount of time doing research and the general discussion at the Annual Meeting seemed favorable to some type of management or contracted ombudsman who could help the Board obtain multiple bids for larger capital projects.  This person would make the contacts and request the bids; the Board would still make final decisions.  Hopefully one of the benefits achieved through this relationship would be access to more contractors – we have so much trouble getting people to call us back.  Fred feels that the Board is capable of handling these things on its own.  As a retired person Fred has a flexibility that Board members don’t always have; those who work full time.  This is a unique position that the Board has right now, but when Fred is not on the Board then we go back to not necessarily having that benefit.  When considering this topic it is important to think beyond any particular Board Member and consider what would be in the best interest of the Association.  This won’t be solved today, but it is clear that a subcommittee should be formed to flesh out the ideas and see where it leads.  Joan, Erika, Tricia, and Debra will form that committee to formulate some ideas.
2. 06/21/11; not a priority on Fred’s agenda (see Guest Issues for 06/21/11 for the presentation made by Jörg Mellmann)
3. 07/19/11; tabled for time.  Erika will give Glenn an overview of the materials presented by Jörg Mellmann in May, but this will have to happen at the next meeting.
4. 08/09/11; we’re putting this on hold until the committee makes some progress.
5. 09/19/11; on hold

General

Management software

1. 06/21/11; Jörg Mellmann made a presentation and offered to sponsor one year of software services for the Association.  Fred wanted a month to think about it, but the rest of those present were open to the idea and thought it sounded like a good idea – especially since the trial period of one year would be free.
2. 07/19/11; tabled for time.  Erika will give Glenn an overview of the materials presented by Jörg Mellmann in May, but this will have to happen at the next meeting.
3. 08/09/11; tabled for time, but Fred did voice his objection to using anything that Erika and Jörg suggest due to his concern that they are “making Woodbridge part of their rental business”, despite any benefit that such resources could bring the Association.
4. 09/19/11; Erika has updated the Pilera software and has it ready to “go live”.  Maggie will do a survey of owners and residents to see what people’s preference for communication is so that this information can be entered into Pilera.  Erika will “go live” and communicate with everyone once Maggie is done with the survey.

General

Distribution of Admin Rules & Regs

1. 08/09/11; Debra says that it looks so much better now that they have done the weed-wacking and mowing.  There are still broken screens and some “shabby” things that need to be addressed, and all of them are covered by the terms of the Administrative Rules & Regulations.  Debra will work on a cover letter and get it to Erika for production.  Joan will print the cover letter.  There are already copies of the R&R.
2. 09/19/11; Erika sent the cover letter.  Debra and Joan will take it from there.