Date:        4/5/04

Time:       7:00 p

Place:      Clubhouse

 

Trustees

AndyHabe

Tom Fermi

WilliamPatten

MerleRay

TomRogers

 

Chairman

VC of Operations

Operations

Treasurer

Administrative

 

Call to Order:  7:08p

Open Session Adjourn:            8:31p

Closed Session Adjourn:        9:20p

 

Unit Owner Open Meeting Agenda

v                First hour is for open discussion / questions from unit owners.

v                 Andy / Tom Fermi will open meeting with general comments:

a.       Traffic & Safety Study - Status - MR / AH

b.       Financial Status - March Ending - MR

c.       Marinella Work Completion Status - TF / AH

d.       Rodman Insurance Status - TR / MR

e.       OCV Lighting, the use of standard light bulb and related cost - TF / AH

Unit Owner Open Meeting Minutes

I.         Opening of Meeting

            1.          Tom Fermi opened the April meeting with comments.

            2.          Andy Habe not present at April meeting because he is recuperating from back/neck surgery. He is recovering rapidly. On behalf of the community a basket of fruit was sent to the Habe household.

            3.          There is a new couch and armchair in the clubhouse. Thanks to the clubhouse committee.

            4.          Tom Fermi is looking to obtain a throw for on the wall over the couch with Uxbridge historical sites on it.

            5.          The potluck supper was announced for April 24. The attendees were asked to sign up for a dish or desert to bring to the affair.

            6.          At the May meeting, the auditor accountant will be present and will cover the status of the booksreview of Olde Canal Village financials. The OCV accountant will also be present at that meeting. This presentation is required by law.

            7.          Bill Patten will be returning from vacation this week. He and Andy will be present at the next meeting.

II.       Traffic Patterns around the circle.

Discussions between Tom Fermi, Merle Ray, the Uxbridge Assistant Superintendent of the DPW,  and the Engineer that designed the layout of Olde Canal Village disclosed that the traffic circle at the end of Warsaw St. belongs to the Town. Town activity in the fall of this year will determine what will happen regarding snow removal, parking, etc. The topic of traffic signing at the circle and throughout the community is an ongoing subject. Outcomes will be communicated either through the Newsletter or a future monthly meeting.

III.     March ending Financial Status

Merle Ray, the Financial OfficerTreasurer, presented the March budget status. See attached for details.

Merle reiterated that the Olde Canal Village accountant’s report will be presented and Leslie St-Jean , our bookkeeper, will be here at the May meeting.

IV.     Homeowner Maintenance Committee

There will be a meeting Wednesday morning with the Committee to create a household task menu that a unit owner can refer to for interior painting and, , handyman services with associated providers of those services.

V.       Lighting Petition

Everyone was again requested to keep their outside garage lights on. The cost per year is minimal. The Trustees are looking to find a standardized bulb to use but that is a difficult task. Clear light bulbs will be the only acceptable light. Bug lights (yellow) will probably be prohibited.

VI.     Sidewalk, driveway, & roadway cracks.

There is money put aside for repair of  cracks. This task will be part of the maintenance program. The primary problem with the cracks between the driveways and the roadway is that the joint wasn’t properly sealed. The proper solution that should have been used is an “abitchamal” sealant. This information came from Bill McGee. The first planned step will be to determine how much it will cost to have the repairs done and how often we need to do that.

VII.   Bulkheads and other maintenance

The rest of the decks on Nature View Drive will be done this year as well as painting the bulkheads both inside and out.

VIII.Landscaping

We presently have four quotes and are waiting for one more. There is probably not enough money in the budget for everything we want to do. Put in arborvitae to block view of electrical boxes and gas meters. The cost is running around ten thousand and the budget has set aside about seventy-five hundred dollars. Yard Sale

Mrs. Wendy Quinlan gave an update on the progress of the yard sale.  She reported that there were nine participants at this time and has collected $135.

IX.    Open session closed

The open segment of the monthly meeting was then concluded.

Trustee Meeting Agenda

 

·          Approval of Trustees Required for publication of Proxy, Use of Clubhouse, Clubhouse Agreement, Clubhouse Rules, Clubhouse Alcohol Policies - Trustees

·          Approval of Trustees Required for publication of Declaration of Trust / Bylaw, Draft Rev 1 - Trustees

·          Air-conditioning of Clubhouse status - W. Oncay

·          Prepare for moving the Annual Election Meeting to June of 05 vs Feb of 05 - Trustees

·          Bush and Tree Landscaping quotations provided by Bill McGee:

·          Finalize quotations with vendors and identify year round bushes that will cover and hide metal boxes, piping, etc located around the units and Clubhouse. Remove the trees at circle! Replant if it makes sense and identify the type / location of additional blooming buses and trees to be planted through out the condo units for beautification - W Patten, T Fermi, A Habe.

·          Trustee comments

A.      b Clubhouse Air conditioning project

The status of the clubhouse air conditioning was questioned. The last contractor was here over a week ago and we hadn’t received the bid yet. Bill Oncay was asked to find out the status of the last proposal.

B.       Joe Driscoll

C.       Joe Driscoll called Tom Rogers and has accepted the OCV offer of $1,200. This was a reduction from the original bill of $3150 submitted by Driscoll. The board challenged the bill for incorrect snow depth. Also Driscoll failed to lime the lawns in the fall and damaged a unit with his bobcat. A motion was made by Tom Rogers to cut a check for Joe Driscoll in the amount of $1,200 which was seconded by Merle Ray. A statement needed to be prepared that the check constituted the completion of our financial obligation to JDL for services rendered. Delivery of the check would be contingent on his signing the release.

 

D.      Document Ratification

Review and discuss clubhouse rules, alcohol policy, Declaration of Trust. Decision made to hold off until Andy and Bill Patten are in attendance. There was then a discussion about Andy Habe’s proposal to move the annual election date from February to June, the purpose being to hold the election at a time of the year when those that travel to warmer climates for the winter have returned. In addition, the terms of the trustees that expire that year will have to be extended from February to June.

E.       b PProposed Date Change

 Merle Ray proposed that the monthly meetings be changed from the first Monday of the month to the second Monday. The purpose for the proposal is to facilitate the gathering of financial data and preparing a presentation.   The Board wants to keep this item for further discussion.

F.       b Mail

Merle Ray asked why the mail wasn’t delivered to the door and why we had centralized mailboxes. Tom Rogers said that in order for them to deliver door-to-door, they had to have funding and that they’ll tell you is they don’t have it. It was brought up that separating Olde Canal Way and Nature View Drive mailboxes would reduce the traffic at the current mailbox location. The postmaster will have to be contacted to find out 1. What’s involved in getting the mail delivered door-to-door and 2. Separating OCW and NVD mailboxes.

G.      Merle Ray asked if other condo associations in the area had ever been approached to create a coalition to share best practices, experiences and findings. There are several new condo association here in Uxbridge.

H.      Outdoor lighting was discussed. Lampposts were discussed and the cost associated making it cost prohibited. Options discussed included putting lampposts on every other unit or in strategic locations. People complaining that light posts would shine in windows and disturb the resident.

I.        bDeck railing

Safety was discussed. Several deck railings were held in place by a single bolt. Merle Ray wanted to know if this was a big or little problem. Roberto can be asked to go around and inventory the decks where the rail has only a single bolt. Those decks that don’t have the bolts will have an additional bolt put in.  This is a safety issue and will be addressed.

 


Action Items

Committee Reports

ü  DraftAdCommitteemembersforTagSale............................................... Wendy Quinlan                                  3/1/04

ü        Draft Refreshment Committee members for Tag Sale............................... Wendy Quinlan                                  3/1/04

                Check with Rodman Insurance RE affects of signing on liability......................... Rogers                                   3/1/04

                 Find someone in the field that might offer some signing suggestions............. Rogers                                   3/1/04

                Contact Floyd Foreman (Planning Board).................................................................. Rogers                                   3/1/04

                Contact DPW Commissioner Larry Bombara for suggestions on signing.......... Rogers                                   3/1/04

wip         Amend Bylaws to identify car towing authority(ies)............................................... Oncay                                   3/1/04

                Driveway/Roadway Cracks

              Identify where the cracks are                                                                                  Oncay.................................. 3/1/04

              Determine the scope of the problem........................................................................................................................ TBD

              Devise a solution.............................................................................................................................................................. TBD

ü  Proxy Ballot Fix-ups                                                                                                             Oncay.................................. 3/1/04

wip         Forms and Rules Documents

ü           Insurance

ü                   Mail the letter to Jeff Grossman                                                                                Rogers.................................. 3/1/04

ü                   Notify the Board of responses to the letter                                                             Rogers.................................. 3/1/04

                Document Revision

              Distribution of red-line documents                                                                        Oncay

wip                     Declaration of Trust                                                                                                 Oncay.................................. 3/1/04

wip                     Bylaws                                                                                                                          Oncay.................................. 3/1/04

ü                       Rules and Regulations Rev 1                                                                                 Oncay.................................. 3/1/04

              Ratification                                                                                                                     Board.................................. 4/5/04

                            Declaration of Trust                                                                                                  Board.................................. 4/5/04

                            Bylaws                                                                                                                           Board.................................. 4/5/04

                            Rules and Regulations                                                                                              Board.................................. 4/5/04

                Document Revision

              Distribution of redline documents

                            Clubhouse Rules                                                                                                       Oncay.................................. 4/5/04

                            Clubhouse Agreement                                                                                           Oncay.................................. 4/5/04

                            Use of Clubhouse                                                                                                     Oncay.................................. 4/5/04

                            Alcohol Policy                                                                                                           Oncay.................................. 4/5/04

              Ratification

                            Clubhouse Rules                                                                                                         Board.................................. 4/5/04

                            Clubhouse Agreement                                                                                            Board.................................. 4/5/04

                            Use of Clubhouse                                                                                                       Board.................................. 4/5/04

                            Alcohol Policy                                                                                                            Board.................................. 4/5/04

ü           Clubhouse Air Conditioning Contractor Proposals                                                     Oncay.................................. 4/5/04

                Monthly Meeting Date Change

                        Board discussion for approval                                                                                       Ray.................................. 4/5/04

                Landscaping

                        Walkaround with landscaper (tree and shrub placement)                             Fermi.................................. 4/5/04

                Mail

                        Contact postmaster RE: door to door & mailbox split                                     Oncay.................................. 4/5/04

                Deck Railing

                        Roberto Evaluation and Inventory                                                                           Fermi.................................. 4/5/04