August 13, 2009 Association Meeting Highlights

The meeting was attended by approximately 10 unit owners, which is 3% of the unit owners. It ran from 7:00pm until approximately 9:30pm. The meeting was orderly and there were no disruptions. Financial numbers for bid awards, etc. are omitted from this post.

Each unit owner attending was provided the opportunity to pick up a copy of the agenda for tonight's meeting, the minutes of the meeting of July 9, and Balance Sheet as of 7/31/09 with Assets and Liabilities, and an Income/Expense Statement for the period July 1 to 31, 2009.

Highlights include excerpts from the Treasurer’s Report, Management Report, Architecture and Maintenance Reports, Landscaping, Newsletter and Communications Report, Homeowners’ Forum, etc.

TREASURER’S REPORT

1. The Treasurer gave a statement of CDs and Money Market Funds, including a CD maturing this month. Due to the low interest rates, this may be renewed for 6 months or transferred to a Money Market Fund.
2. A large payment is due for the painting contracts, and the amount and certain issues with the quality were discussed as part of the Architectural report.

MANAGEMENT REPORT

1. Work order histories were discussed and approved. This included a discussion of possibilities to reduce certain costs.
2. The sound of water surging in the ponds was mentioned. This was discussed.
3. Unit sales were stated. One unit has been sold.
4. A question about locking garage doors from inside was raised. Management stated that there are no fire code issues.
5. There was a discussion of a satellite dish request. The Communications Director requested the name of an installer to add to the newsletter. The business formerly called Ron’s TV is no longer in town and operating under that name.
6. The Architectural Director presented a summary of the status of the roofing project. Work on drainage improvements and shed roof have begun. The Harrow “B” unit owners have made their window selection.
7. The reserve study was not discussed during open session, although it was on the agenda.
8. Landscaping Director made a brief statement and elaborated during committee reports.
9. Architectural Director reported on the painting contract. The work has been completed, but not all buildings have yet been walked with the contractor. There remains the problem reported earlier of doors painted closed and doorknobs painted, as well as unit owner complaint about trash which was left at the end of the day and cleaned up by the unit owner. The professional manager suggested calling a meeting to discuss these issues. The Architectural Director also had concerns that the spray painting technique was reducing quality as the paint was thinned for spraying. Specifications may be altered to allow brushing only. Open to further discussion. A time and date for a painting meeting was set.
10. The published date for the annual meeting was discussed. This will be corrected in future correspondence. The correct and actual date for the meeting will be Thursday, September 24.
11. Candidate deadline for those running for the Board of Managers is August 28.
12. Action items included a request for a screen door approval, but the Architectural Director had a problem with the look of the replacement, which did not adhere to current standards. A door matching current look was approved. Insurance renewal was discussed and the modest increase in premium was stated by management to be within the budget. Proposals to remove a Willow tree were discussed.

RULES AND REGULATIONS

1. No issues were discussed.

ARCHITECTURAL AND MAINTENANCE

1. The Architectural Director described the roofing project, which was discussed. The shed roof construction will begin this week or next. Windows for the project on Thames have arrived and the roof work may commence in two weeks, pending the completion of the shed roof. The roofing is estimated to require five days to complete.
2. The roofing project on Harrow is expected to commence in September. The delay is the arrival of the windows, as expected. These require six weeks.
3. Concrete on walks along side of driveways was discussed. There was a difference of opinion of what had been approved during an earlier meeting. It was stated that sidewalk along “A” units drives on the driver side had been approved, but it was recalled that walks for “A” units, whether on the driver or passenger side had been approved. The professional manager will discuss this with the maintenance company.
4. A structural problem was observed on the Harrow building selected for the roofing replacement. This problem, which involves the condition of the wall, was described as having occurred at another building and a solution had been installed. The identical solution will be installed on the Harrow building next spring.
5. A discussion of the history of street repair ensued. The Architectural Director will meet with a former President of the Board of Managers to clarify dates. The original road was paved about 25 years ago, and repaved about 7 years ago. There was concern about the condition of the road, which might be due to weather, material or installation problems or defects, or all of the above.
6. There was a discussion of the driveway projects. The Architectural Director and Landscaping Director had visited another association which had installed improvements to control drainage, etc. The merits were discussed. The differences between our association and the other included basins and location and quantity of drains available; our association has fewer.
7. The Architectural Director (AD) presented a request to the board regarding the driveway repaving. It was observed that there are more automobiles and other vehicles present than at the time the roadways and drives were built. Some owners park on their driveways, and allow their vehicles to stand on the driveways. The request was made for the board to decide the level of paving to be done. Should the base or asphalt thickness be increased to accomodate standing vehicles, for example? Should a concrete apron be added immediately adjacent to the garage to extend about 18 inches? The AD estimated the cost. The AD stated that a minimum slope of 2.5 inches per 10 feet must be maintained to properly carry water away from the buildings. The pros and cons and installation issues were discussed. The observation was made that the project can be handled quickly to simply get the job done, which might be a “band aid” approach, or it can be approached more slowly and a “little” more spent. The President summarized this as “Do was want 40 shiny driveways now or do it slowly and correct drainage issues?” However, the dilemma at present is that the window of opportunity for 2009 is closing. A vote must be made in September to assure completion of scheduled driveways prior to closure of the asphalt plants in November. The professional manager stated that the line item in the reserve study should be checked to help make this decision. He also stated the association has been reserving for this project and drainage. The AD discussed the methods and issues of installing the concrete apron. There is no uniform construction approach to the garages. For some, the floors end at the edge of the doors. For others, the floors extend 3 or 4 inches, or more. Any concrete apron must be anchored into the building. The AD stated he would get bids if the board agrees.

LANDSCAPING

1. The Landscaping Director (LD) advised the board that an updated proposal had been received, but had not been reviewed due to the proximity to the meeting.
2. There was a discussion of the proposal received in June, as compared to the one above.
3. The Architectural Director (AD) stated there was no money in his budget for landscaping re: the roofing and driveway projects. The professional manager stated that we will not know the extent of landscaping damage due to these projects, until they are completed. However, there is sufficient funds in the landscaping budget.
4. The AD stated that it was his opinion that many of the landscaping issues were due to extensive shade and trees. He recommended a 6 year plan to address this. A board member who was a former Landscaping Director stated that our landscaping is fully mature, and all projects should be coordinated with landscaping, but it was his opinion that the current landscaping proposal be approved. The LD quipped “it will be a perfect world!”

NEWSLETTER AND COMMUNICATIONS

1. Our Director of Communications summarized the current newsletter status, which has been distributed.

WELCOMING

1. Our President and Welcome Director announced a new unit owner.

OLD BUSINESS

1. There was a discussion of the boulders adjacent to some of the driveways. The President gave a historical perspective. These were installed to be decorative, but also discouraged driving on the grass. It was usual to move them further up the lawn in the fall, to facilitate snow plowing and removal. In the spring, the boulders were returned to a position closer to the street. This did not always occur as there is apparently no “to do” seasonal list containing this item.

NEW BUSINESS

1. The Landscaping Director requested the opportunity to read a statement, which was granted. In a brief statement he gave his perspective of a blog which exists, fabricated issues, etc. He suggested the un-named writer consider running for the board, and he stated he would be willing to turn his job over, if the blog writer wanted it.
2. The President stated that there will be five openings on the board, and with such a large turnover it will be difficult to achieve a smooth transition. She stated she wanted to develop a packet with the professional manager. She posed the question “What do Board members want to accomplish in 2010 if they are on the board next year?” She asked the members of the board to think about a “wish list” and alternate positions as well as thoughts on budgeting and expenses. This would be something to give the new board members, after the election.

HOMEOWNERS' FORUM

1. A unit owner brought up questions regarding a garage water problem on Dover. The AD stated that all of Dover has a similar problem. The LD pointed out the benefits of having a trench without grass. The unit owner also stated a problem with a mailbox light. On discussion, it was decided this is over 8 feet in height, and was not replaced because the cleaning company, which had been assigned this work order, did not do so due to the height and the work was passed to the maintenance company. However, a new work order was never written.
2. The same unit owner asked about a notice of violation. This was for plants on blocks apparently outside the patio. The question was asked if this was inconsistent. A discussion then ensued about block and encroachment on common areas, and the question was then asked if this changed the area from a common one to a limited common area. The professional manager stated that it did not. This could be treated as “a limited common area with restrictions”. He suggested this be reviewed and added to the Rules and Regulations. The President advised the unit owner that the board will review this further and get back.
3. The same unit owner presented some evidence of peeling of paint.
4. A unit owner made a comment about benches. She stated her opposition to adding any; in her location, the unit owners are “constantly chasing” non-residents who enter the property and use the benches that are installed.
5. A unit owner complimented the Board for the work done on the gazebo. He stated he was concerned about the condition of a tree, and was advised the board was aware and the tree will be done.
6. A unit owner made a statement about a fir tree which was dying and “looks bad” and needed to be trimmed or removed. The Landscaping Director pointed out the looking in peoples windows could be a problem!
7. A unit owner, involved on the picnic in the park, asked if it would be possible to post notices about the event in the hallways. The President stated this area was historically for board information and reminded unit owners to remove pizza ads, etc. which are not authorized. The professional manager stated that the Board should decide is the bulletin board area should be extended to allow notices. He stated this is the first time this request had been put before the board. The President stated that this will be discussed in “executive session”.
8. A unit owner had two questions. 1) Could the board clarify the discussion about driveways? The Architectural Director stated that the plan was to add a 2 feet wide concrete walk along the driveway for the purpose of promoting drainage and to allow an area for snow plowing with out digging up the landscaping. 2) There was a concern about the architectural work and visual change to the appearance to the buildings. Were there other possible ramifications to driveway problems?
9. A unit owner complemented the Architectural Department. He asked if the Board should consider hiring a professional engineer for “hydraulics and drainage”? He requested the preparation of drawings and documentation for each of the buildings including drainage and driveways. The President acknowledged this as a good point. The unit owner went on to question why some of the projects completed 10 years ago, specifically roadways “were done wrong”. The Architectural Director pointed out the work; i.e. the planning and coordination, is done by the Board and this is free to the association. Another unit owner asked to be recognized and commented that we really don’t know why the certain roadways are distressed. It could be the weather, materials, etc. She asked if there was a way to get this inspected.
10. A unit owner asked for guidance in removing telephone books from the foyers. The Landscaping Director suggested placing them at the unit owner’s doors. If not picked up, the recycle. The unit owner asked if the salt our snow removal contractor was using is “environmentally friendly”. The answer was to the affirmative.
11. A unit owner and former board President made a statement about the tree removal company that was under consideration. The pointed out the earlier experience with a tree that was to be removed, but fell into the lake, where it was not removed by the tree removal company and it remained for a long time. She also stated the damage to the lawn and cost of repair and correction, to the association. The manager stated that the company in question was under new ownership. The Landscaping Director asked the former President if he could call her for input. She replied affirmatively.
12. A unit owner requested a clarification of why the board was getting CDs from India. The Treasurer stated that the CD was from a bank of that name, which is in the U.S. and the bank is FDIC insured.
13. A unit owner asked if the board has a contingency plan should the number of candidates elected be insufficient. The concern was the quantity of 5 openings. The professional manager stated that the board dissolves if there are less than 2 board members. The court then intervenes and assigns board members. A full board would be comprised of 7 members.
14. A unit owner asked about the coming picnic. The professional manager stated that this will not include a BLMH affiliation. The picnic is being held by a different entity (the Neighbors Club).

ACTION ITEMS

1. Previous meeting minutes were approved.
2. Treasurer’s report was approved.
3. Insurance renewal with less than a 2% premium increase, which is within the budget, was approved.
4. Tree removal. The potential for damage was discussed, and the Architectural Director pointed out that a stream repair, should it be damaged during the removal, would be very expensive, based on previous costs. The President suggested withholding funds until the work is 100% complete, per information provided on the outcome of the earlier project. The professional manager stated that a Certificate of Insurance was on file. The lower bid was approved.
5. A tree proposal was tabled, per the request of the Landscaping Director.
6. A motion to approve a lump sum to be spent by the Landscaping Director, per an earlier proposal was discussed. The AD stated he didn’t have sufficient information to vote. The LD stated that there are other landscaping areas to be done and this proposal is a partial one. The motion was approved.
7. The Architectural Director asked how to proceed on driveways. He further asked for guidance on how much to spend. The professional manager had concerns about the change to specification, which is a scope change. He stated the board needs more information to decide. The drainage and asphalt portions seem OK, but there was a question about increasing the driveway base from 3 inches to something greater. The Architectural Director stated the issue is parked cars, or some drives where all unit owners drive over the same area.
8. There was a discussion about a recent sidewalk repair. The Landscaping Director stated that the reinforcing mat was not centered in the sidewalk and was “intermittently” lifted during the pour. He stated that the maintenance company did not supervise the work. He stated that the drainage pipe was larger in diameter than that approved. The Architectural Director stated that the maintenance company had increased the pipe at their own cost, on review of the quantity of water that was to be carried. A discussion ensued about the proper installation of a reinforcing mat in a sidewalk.

EXECUTIVE SESSION

1. Unit owners were excused and the doors closed for executive session. On completion, the doors were opened and the unit owners informed that there were no additional action items and the meeting was adjourned.