In an effort to provide more timely communication to all unit owners about the goings on of our Association, we are posting these UNAPPROVED minutes of the Board Meeting. As minutes that are NOT approved by the Board, the Board will NOT be held accountable for the contents and proposed commitments herein until such time as the minutes are approved by the Board. We post thise minutes simply as a courtesy to unit owners. If you have any questions about these minutes or the policy to post them unapproved to the web, please contact Erika.

Annual Meeting Minutes

January 20, 2008, 2:00 – 4:00 PM, Recreation Center

  1. Cindy Dodds calls the meeting to order.
  2. Erika Mellmann reads Roll Call.
  3. We go around the room to introduce ourselves.
  4. Approve Minutes of 2007 Annual Meeting
    1. Motion to approve: Cindy Dodds
    2. Second: Judy Brown
    3. Vote.  Motion carried.  Minutes approved.
  5. President’s Report
    1. Cindy distributes a listing of projects completed during the year.
    2. There is a brief discussion about other projects, questions about whether some specific jobs had been completed (Judy’s leak in the bathroom – fixed by repairing flashing on chimney, roof on multicolored building – question if it has ever been replaced).
  6. Treasurer’s Report
    1. Joan presents the budget.
    2. Joan recommends that future Boards remain vigilant in the effort to pursue delinquent accounts through small claims court, something Joan has worked hard on this past year.  She also mentions that vigilance is required when working with the insurance company as they tend to raise our rates if we don’t keep on them.  We have not had many/any claims on insurance for quite some time, so there are few reasons for our rates to go up.
    3. She praises and appreciates the work that Jessica Hoagland, bookkeeper, has been doing this year to file what needs to be filed and keep us on track with budgets, expenses, and deposits.
    4. There are some general clarifying questions about the budget and financial reports, which Joan responds to.
    5. Motion to accept the budget: Cindy Dodds, Second: Joan Stephens
    6. Discussion
      1. Financing roof replacements.  Cindy reiterates that there are two ways to fund the roofs: 1) we can raise the monthly dues amount to begin funding, or 2) set a special assessment.
      2. Motion to add $10.20 per month earmarked specifically for roofs (in addition to the $6 from last year, making the new roofing earmark amount $16.20); Joan Stephens, Second: Cindy Dodds
        1. Vote. Motion carried.  $16.20 will now be earmarked for roofing.
    1. Vote.  Motion carried.  Budget, with addition of $10.20 for roofing, approved.
  1. Establishment of 2008 Monthly Condominium Fee at $134
    1. Motion: Fred Barnes,  Second: Cindy Carswell,  Vote. Motion carried.
  2. Nomination and Election of Board Members
    1. Trisha Chatary volunteers for a three-year term
      1. Motion to elect Trisha to the Board: Cindy Dodds, Second: Joan Stephens
      2. Vote: Motion carried.
    1. Craig Kansky volunteers for a one-year term
      1. Motion to elect Craig to the Board: Cindy Dodds, Second: Erika Mellmann
      2. Vote: Motion carried.
    1. Amira Harambasic volunteers for a two-year term
      1. Motion to elect Amira to the Board: Joan Stephens, Second: Cindy Dodds
      2. Vote: Motion carried.
    1. Cindy Carswell volunteers for a two-year term
      1. Motion to elect Cindy to the Board: Joan Stephens, Second: Cindy Dodds
      2. Vote: Motion carried.
    1. Erika Mellmann volunteers to return for a three-year term
      1. Motion to elect Erika to the Board: Cindy Dodds, Second: Craig Kansky
      2. Vote: Motion carried.

Welcome to the Board Trisha, Craig, Amira, Cindy, and Erika, and thank you for your service.

  1. Other Business
    1. Parking fines; families with more than two cars are parking in Guest Parking spots or using open spots belonging to neighbors.
      1. Trisha recommends a map in the bulletin board showing a map of where the spots are.
      2. Joan mentions that the town has adopted an idling policy (limited period of time for letting cars idle) of three or five minutes.  We should encourage residents to not idle their cars for long periods of time.  Perhaps something can go in the newsletter.
      3. Parking seems to not be an issue to this group of homeowners so this case is closed.
    1. Cat/Pet policy; should we consider adding dogs to the $250 fine when they are caught without a leash or owners don’t pick up after them, like  we do for cats?
      1. Cindy Carswell has an issue with the cat fine, and feels very strongly that $250 is an outrageous amount. 
        1. Cindy Carswell motions that we reduce the cat fee to $50.  Second: Fred Barnes.  Vote; motion carried.
        2. Fred Barnes motions to make this $50 fine retroactive to February 1, 2007.  Second: Cindy Carswell.  Vote: five (5) for and seventeen (17) against.  Motion is not carried.
      2. Cindy Dodds presents the argument for adding dogs to the Association’s Cat Policy.
        1. Cindy Dodds motions that we fine dog owners the same fine as cats (now $50).  Second; Craig Kansky.  Vote: motion carried.
    1. Fred: He is returning the remaining petty cash to the Board (money advanced to him as he worked on behalf of the Association regarding the poor state of the track adjacent to Woodbridge).  He is frustrated and disappointed that there hasn’t been more support for this effort to press the appropriate officials to move on the necessary track repairs.  He feels that he has done as much as he can on his part, but with no one else coming forward he is ending his pursuit.
    2. Fred: Fred feels that there is some risk that too many Woodbridge units will become tenant occupied (rental properties).  He wants to make a motion that the Association amends the Bylaws to limit the number of rental properties.  He suggests that the Association contact a lawyer and that the limit is one unit per building that can be used as a rental property for a total of five units in the community.
      1. Cindy Dodds points out that the Bylaws would need to be adjusted in order to impose such a limit.  She suggests that another “Bylaw Amendment Committee” is formed to address this issue and then they can take their ideas to Mr. Putnam (Association attorney).
      2. Fred motions to form a committee of at least three people to explore amending the Bylaws to limit the number of rental units within Woodbridge.  Second: Judy Brown.  Vote. Motion carried.  Fred volunteers to be on the committee.  No one else volunteers.
    1. Should we consider transitioning the multi-colored building from composite to vinyl siding to help lower long-term maintenance cost?  They can continue to be multi-colored and we can side them one unit at a time.
      1. Generally, people seem to like this idea of moving to vinyl, but the details of how to get it done are a question.  The plan is to move forward with the plan as it stands (paint the back, side the end), and the Board is asked to work out the details of how to finance and complete the conversion to vinyl.
    1. Should we burry the propane tank by the tracks?  Joan Stephens suggests that the Board work on this in the coming year.  It’s very close to the train tracks that are decaying adjacent to Woodbridge.
  1. Adjournment
    1. Motion to adjourn: Joan Stephens, Second: Cindy Dodds
    2. Vote.  Motion carried.  Meeting adjourned.