The meeting was opened by Andy Habe at 9:00 A.M.Members of the board present: Andy Habe, Roger Lange, Romeo Berthiaume, Marianne Williams, Jim Hayden
Prior to the official opening of the meeting, Romeo proposed we elect a chairman of the Trustees as this is the first meeting of the board following the election. Romeo nominated Andy Habe to be Chair. The nomination carried 4-0. Marianne nominated Roger to be Vice- chair and the nomination carried 4-0. Congratulations to Andy and Roger.
1. The bill pay report was discussed at length because our expenses for the month greatly exceeded our income: Expenses were $24,404 while our income from condo fees was $18,880. Marianne reported that she did not have to draw from the reserves to pay the bills as there was a substantial balance from the June income to cover the expenses in July. The expenses were high because we had two roofs repaired and we paid the final amount held back from the snowplowing bill until repairs were completed. Owners are reminded that there is a $20 late fee if your payment is past the 5th day of the month. The fine is imposed on the second and any following late payments. One way to prevent a late payment is to sign up for our e-payment program. Applications are available in the bulletin board by the mail boxes. Romeo reported that irrigation station #10 (by the trees) needed a new cellenoid. Station #24 (bldg. 12) was also in need of new cellenoid. Broque Bros repaired the cellenoid and the system is now working correctly.
In cleaning out the files, Marianne found some paper work from 2003 illustrating the cost of having a management company vs self-management. It was interesting to read the cost of work done by a vender’s ($340) vs. the same work done by Dave at a much lower cost ($26)..
2. a The roof leak at 49 NVD will be repaired.
b. The quote to remove the dead trees and to trim those hanging over roofs is $2100.
c. A discussion was held regarding the canopy erected on the deck of a condo. The trustees are asked to check the by-laws and rules regarding the placement of a canopy and will continue the discussion at the next meeting.
3. New items- a resident has requested his door be repainted and another asked that a bad board be replaced in his deck. Both will be done at the time of re-staining the deck. Romeo reported that the gutter formed by rain water behind 34 OCW will be filled with hydro-mousse which is a form of hydro-seeding that will not be washed away.
4. Open items- a. The deck staining is on schedule.
b. The board will review and finalize the performance/operations review and recommendations and will discuss at the next meeting.
c. Waste Management- Jim reported that he has met with Lee Zawarski regarding the contract which expires March, 2015. Some items the board recommended Jim clarify with WM are the pick-up of exceptional items as well as the fuel and recovery charge limits.
d. Andy and Jim will meet with J.R. Dowding and finalize the snow plow contract. This contract will be a two year contract and will included salting of walks and drives.
e. In June, the board took a vote to increase the condo fee for 2015 by $15. This was the first vote and will be revisited in November for another vote on either the $15 or on a possible $20 increase depending on the expenses anticipated in 2015.
Remarks: Romeo called Village Green to cancel the mowing as the grass was too dry and had not grown enough for cutting. He suggested the new contract have language restricting the mowing in July and August to every other week because of the heat and severe lack of rain. He is also going to change the sprinkling schedule to odd/even days: NVD will be irrigated on the even days and OCW on the odd days. The sprinkling will take place between the hours of 1 A.M. and 8 A.M. for 27 minutes each station.
Residents are asked to put their blue books containing the master deed, rules and regulations, and by-laws in a safe place as this book is to be handed to the new owner at the time of resale. Also, if a resident has a key to the clubhouse, it is to be turned over to the new owners as well.
Meeting adjourned at 11:30 A.M.
Respectfully submitted by Marianne Williams