The meeting was opened by Chairman Andy Habe at 7:12 PM with all trustees present as well as a large contingent of residents.
Chairman Habe welcomed everyone and thanked the residents for their attendance. He gave the state of the trust which is good primarily due to the efforts of the trustees and a number of residents who have volunteered to do various things such as paint their decks and front doors. All of these efforts have helped the Trust financially and allowed us to hold condo fees to the same level since 2004 even though the cost of living has increased 12.2 % over the same period. However, the FY 2008 budget requirement dictates an increase of 5% in condo fees. Rates will be going up on January 1, 2008 by 7, 8 or 9 dollars each month depending on the current rates. The Board of Trustees has made every effort possible to negotiate long term contracts for snow plowing/removal, landscaping and trash pickup and removal (our largest expense items) to try to hold condo fees at the same rate for the next three to four years. We also have a part time casual worker to do such things as wash units, paint decks, perform small landscaping duties and do other odd jobs instead of hiring an outside contractor.
Chairman Habe advised the audience that a home owner at Olde Canal Village was forced to give up a unit due to financial difficulties. The Board has retained legal counsel to insure that the trust recoups missed payments and late fees already accrued and future accruals.
Chairman Habe also advised that Barbara Van Heest had donated a hand made afghan to be raffled off on Thursday evening. He also applauded the residents for their use of the trustee communication forms to bring attention to the Board any problems or suggestions within the community.
Tom Fermi presented a report on savings accrued by the Trust through self-management, maintenance done by residents to their units, re-negotiated and new contracts for trash pickup/removal, landscaping, snow plowing/removal and lawn fertilization. He also mentioned that management by the Trustees vice a management company saves at least 20 to 25 thousand dollars each year.
Merle Ray presented the financial status of the trust and provided additional information on the fee increase for 2008. Individual letters will be sent to each residence advising the owners of the new fee amount payable beginning on January 1, 2008 .
Marianne Williams advised that the original copy of the revised condo documents has not been found to date. It contains an original stamp similar to a postage stamp (later in the closed meeting, it was decided that not finding the original copy would not have any effect on the association because a copy can be obtained (if required) from the Registry of Deeds for $34.00. Marianne also advised that she needs signatures from three residents attesting to their receipt of the new documents.
The meeting was opened to questions/comments from the audience.
What will we do if the current part-time worker leaves. Answer: The board will make every effort to get a replacement.
Use of salt/sand on the roads during the Winter. If there is a problem such as overuse, advise the Board of Trustees.
Failure of window and door seals. Windows and doors have a lifetime guarantee. Go to the Olde Canal web site for the point of contact.
The meeting was adjourned at 8:05 PM.
The meeting was opened by Chairman Andy Habe at 8:15 PM with all trustees present.
A notice will be included in the next newsletter by Marianne Williams about the missing original copy of the condo documents. If it turns up, fine and if not, another validated copy can be obtained from the Registry of Deeds.
There was a discussion on the developing a cyclical plan for such items as painting decks, washing unit fronts and backs, and painting bulkheads. A cost rate must be developed for each of these tasks so that the Trust can get the best results per dollar spent in these areas. Roger Lange will develop a plan for the trustees to consider at a later meeting.
Merle Ray advised that with the end of the year approaching, we need to consider hiring of a CPA to perform a review of our financial area. The Board agreed to continue with Dawn Kay who did the prior year review but attempt to get a lower rate. Merle will negotiate with her company to reach an equitable price.
Marianne Williams questioned the status of Carlino Landscaping workers as to whether Olde Canal Village has any responsibility in the area of their citizenship status. Tom Fermi advised that we did not. Later information received from Tony Carlino indicated that his workers are hired as needed from a employment agency and that company is responsible for their status.
The approval for an unqualified temporary resident is about the expire. The unit owner needs to be advised and the Board needs to know the status whether the individual will be leaving or an extension of time will be requested. Andy Habe will write the unit owner and determine the status.
A letter has been received from owner of 28 Olde Canal Way concerning the leaking of water into the basement. The Board will wait for results of Basement Solutions report on what needs to be done.
Tom Fermi has developed a new irrigation schedule for 2008 reducing watering times. This should reduce the cost of water for the year. He also advised that a new gutter was required for a unit on Olde Canal Way damaged during leaf removal. The Board approved the purchase and installation.
The meeting was adjourned at 9:50 PM.
The meeting was opened at 6:00 PM with trustees Andy Habe, Tom Fermi, Roger Lange and Marianne Williams present along with Tony Carlino, Landscaping and Snow Plowing Contractor. Merle Ray joined the meeting at 6:15 PM.
Purpose of the meeting was to discuss the snow plowing problems with Tony Carlino. The job done by Mr. Carlino and his people was not what the Board of Trustees expected. There were several problems some of which follow:
It took an extraordinary time to finish the job because of lack of equipment and personnel. He had no snow blowers available and had to use shovellers to manually clear driveways and walkways. However, most walkways were not cleared.
Driveways were not completely cleared and consequently froze over the following evening. Mr. Carlino explained that he was unable to purchase a sufficient supply of salt and calcium to do the job properly.
The contractor started late with several inches of snow on the ground making it difficult to clear.
Some of the assistance Mr. Carlino expected to receive from other companies did not materialize.
Mr. Carlino stated that what he would like to have in the future is a bobcat, two plow trucks (one with a sander) and four snow blowers. He has the capability for everything except the sander and snow blowers. These items would have to be purchased and he does not currently have the cash flow to obtain them. The approximate cost of these items is $5400. After much discussion, the Board agreed to advance Mr. Carlino that amount to purchase these much needed items. The repayment will be accomplished over a six month period by reducing his contractual payments by $900 per month starting with January. Mr. Carlino also agreed to adjust his billing period by one week each month from January to April so that contractual payments by OCV would be made at the end of the month vice the first of the month.
Subsequent to the meeting, Merle Ray prepared the check and an agreement which he and Tony Carlino signed. This agreement identifies the amount provided and the method and start date of repayment (January bill) (copy attached).