Posts under ‘Board Meeting Minutes’

Present: Eli Cohn, Dale Greenwald, Cheryl Leban, Sabin Meyer, Lauralynn O’Halloran, Ray Fattorini, Rob Parke

Absent:

Bay Management:  Lauralynn distributed a monthly checklist of tasks undertaken by Bay that she had been sent Steve Fanelli.  She will distribute this list by email to Board members who will provide her with comments.

Eli reported that he had received details of all Bay charges since the last meeting.  Lauralynn will ask Bay to provide a brief description of time charges in future.

Gardening:  Lauralynn reported that Bay management had provided her with information from Marenco Lawn Sprinkler Company on how much water was used by our sprinkler system.  For the next meeting, Eli will provide unit costs and also historic details of past water usage so that the Board could assess whether the recent increases in water costs was reasonable.

The Board decided to ask Bay to oversee dredging of the pond as this was currently undertaken by the gardeners but on a subcontracted basis as an accommodation to the condominium.

Swimming Pool:  The Board discussed the need for a major overhaul and repair to the pool and pool building.  Lauralynn said she would ask Bay to obtain quotes to upgrade the pool and pool building.  This would include quotes for improvements that would make the pool more energy efficient and also allow possible year round use of the pool.  Dale said he would present at the next Board meeting information he had collected on repairs and improvement to the swimming pool in the past.  Based on this information the Board expected to provide a recommendation to Homeowners at the next annual meeting.

The Board agreed that it was unlikely that any major repairs would be undertaken on the pool before the end of summer.  They expected the pool to reopen for use in April.

Pest Control: Garrie Pest Control had provided a quote to exterminate the crickets that had become a problem in some units.  Lauralynn will ask Bay to obtain more details of what Garrie was proposing in their quote and also to obtain quotes from other providers.

Capital Budget: Rob will email to Board member a spread sheet to assist in collecting Board members thinking about future capital projects.  Board members will review all inputs and provide comments to Rob before the next meeting.

Tree Care: Steve Fanelli reported that Royal Tree Service will be on the property January 16^th with Bay Management.  Homeowners are requested to contact Steve if they believe any trees around their unit are in need of attention.

Financial Accounts:  Eli reviewed all outstanding bills with the Board for approval and presented the financial accounts.  He said that he had been unable to locate some of the previous homeowners who were entitled to a portion of the tax refund received by the condominium.  These are:

Caroline

Barbara Muller

Louise Kreisberg

P.J. Fung

James & Theresa Dooner

Ameleto Masticelli

Sylvia Fishman

Homeowners with contact details for the above people are asked to contact Eli at esc8660@hotmail.com

Miscellaneous:  Lauralynn reported that Bay Management had arranged for an engineer recommended by Dale, Peter Johnatgen, to visit the property to inspect the cracked keystone in unit 21 and the mansard roofs on all the units.  If necessary the Board will make a recommendation to homeowners about any repairs needed to the mansard roofs after his report.

Lauralynn reported that Bay Management confirmed that all gutter covers had been replaced after the last cleaning.

Lauralynn reported that Steve Fanelli will be reviewing damage to the window in unit 14 to confirm that this was not a condominium responsibility.

The Board reminded homeowners to remove wood piles from areas of common ground and suggested they also do this from other areas as they provided an attractive habitat for termites which were difficult and costly to exterminate.

Rob said he would investigate establishing a website for the condominium.  All documents related to the condominium could be posted there for easy access by homeowners.

Next Meeting:  The next meeting was scheduled for Tuesday February 7^th, 2006.

Respectfully Submitted,

Rob Parke, Secretary

Present: Eli Cohn, Dale Greenwald, Cheryl Leban, Laura Lynn O’Halloran, Ray Fattorini, Rob Parke

: Steve Fanelli – Bay Management

Absent:  Sabin Meyer

Bay Management: The Board discussed the current management contract with Bay Management.

Steve Fanelli described Bay Managements role under the current contract.  This included:

• Oversight and management of maintenance contracts i.e. gardening, swimming pool, tennis court, cleaning of gutters, property maintenance, snow removal etc
• Dispatching work orders for maintenance requests by homeowners

If a maintenance worker was dispatched to the property this was charged to the condominium at an hourly rate.  In addition, if Steve was required to visit the property to oversee items outside of the normal maintenance this was charged to the condominium at an hourly rate.  Steve did not undertake these visits without discussion and agreement from a Board member.

If the Board undertook any special capital projects such as the paving of the driveway, Bay collected bids form contactors for the Board to review.  When a contractor was chosen the degree of oversight by Bay and reimbursement for this oversight was discussed and agreed on a contract specific basis.

Based on the discussions it was agreed that a more rigorous process to review and approve payments to contractors was appropriate.  In future, Eli would only pay the bills for maintenance contacts that were fixed and monthly without prior discussion with the Board.  All other bills would be saved and presented by Eli at each meeting for approval by the Board.  In addition, Bay Management will review and approve for payment all bills they receive from contactors before forwarding them to Eli for payment.  In the past, Bay was instructing contractors to send the bills directly to Eli and if they were sent to Bay in error was forwarding them to Eli for review and payment.

Gardening:  Laurlynn reported that all gardening was complete for the season.

Swimming Pool: Laualynn reported that the swimming pool had been closed for the

Tennis Court:  Lauralynn reported that the tennis court had been closed for the season.

Pest Control: Steve Fanelli reported that he had received the Dow reports from Garrie Pest Control.  They indicated that there was no termite activity on the property.  The Board requested that Bay Management review the current contract with Garrie Pest Control and when the current contract is complete to obtain bids for a new contract.

Lauralynn reported that a homeowner had reported a problem with crickets in a unit.  If any other homeowners have had problems with crickets please report this to Lauralynn at halloranl@optonline.com so that the Board could determine whether any collective action was necessary.

Outside Lights:  Steve Fanelli said that the condominium had ongoing problems with the outside lights and Bay is continuously changing light bulbs and dispatching electricians to look at fixtures.

Capital Budget: Rob will provide the Board with a worksheet to assist in constructing a Capital Budget for Washington HQ.  Board members will review all inputs and provide comments to Rob.

Tree Care: Steve Fanelli reported that Royal Tree Service had proved a bid to remove 7 dead and damaged trees from the property for $1,200.  Eli reported that a number of trees near his unit were encroaching on the house. The Board Bay to proceed with removing these trees and in the spring to include cutting back of the trees around Eli’s and any other homeowners unit that needed it in the regular spring tree care services to have Bay.

Snow Removal:  Lauralyn reported that the condominium was in the second year of a 2 year contract for snow removal.  The contractor had already been on the property after the first snow fall this weekend.

Financial Accounts:  Eli reviewed the financial accounts and made the following observations:

• Water costs for the swimming pool and sprinkler system were running at about $1,000 a month
• Insurance costs and fuel costs were increasing at rates well above inflation

Miscellaneous:  Lauralynn presented Paul Davis’s response to the engineers report on the condition of the brick privacy wall between units 9 and 10.  The report recommended that the wall be removed.  Lauralynn will contact the engineers and ask if the sinkhole is impacting the integrity of any other structures, including patios, trees and units 9 and 10, and what needs to be done to prevent further deterioration to the surrounding area.  The Board agreed to instruct Bay to have the damaged section of the wall removed in the spring so as not to disrupt the plantings.  The undamaged portion of the wall will remain in place and engineers will be consulted to ensure that any remedial action necessary is undertaken to ensure prevent and rectify any structural deterioration in the area surrounding the wall.

Stve Fanelli reported that he has yet to have a return call from the engineer Dale had recommended to repair the keystone in unit 21.  he will follow up with the engineer.

Lauralynn reported that all the gutters had been cleaned.  The Board asked Bay Management to ensure that al gutters had covers and were in good repair the next time the gutters were cleaned.

Lauralynn reported that the sprinkler system had been winterized.  The Board asked Bay Management to ask Marenco Lawn Sprinkler Company how much water they would expect the condominiums system to use each month so we could determine whether the system was leaking as water costs were high this year.

Lauralynn reported that she expected homeowner would receive the tax refunds in early December.  If any homeowners have contact details for previous owners they are requested to contact Eli with them at esc8660@hotmail.com

The Board asked Bay Management to ask the gardening service to erect some holday wreaths at the entrance and exit as they had in the past.

Dale said he would present at the next Baord meeting information he had collected on repairs and improvement to the swimming pool.

Ray said he would work with Bay Management to collect information so the Board could present a proposal to homeowners about replacement of shingles on homeowners units.  This was currently the responsibility of individual homeowners but the Board felt it was important that a consistent look was maintained.

Next Meeting:  The next meeting is scheduled for Tuesday January 10^th December 5, 2005.

Respectfully Submitted,

Present: Eli Cohn, Dale Greenwald, Laura Lynn O’Halloran, Ray Fattorini, Sabin Meyer, Rob Parke

Absent:  Cheryl Leban

Officers: The Board elected the following officers for the year:

President:  Lauralynn O’Halloran

Vice President:  Ray Fattorini

Secretary:  Rob Parke

Treasurer:  Eli Cohn

Lauralynn asked that if homeowners need to contact her to do it via email.  Her email address is ohalloranl@optonline.com

Bay Management: The Board discussed the Bay Management contract.  The Board agreed that Bay Management would be invited to the next Board meeting to discuss the operation of the current contract and revisit the tasks currently provided by Bay.  Lauralynn will distribute copies of the current Bay Management contract to Board members in advance of the meeting.

The Board agreed that in future Bay Management should talk with Ray before proceeding with any work on the property, including all requests by homeowners.  Ray will have the authority to approve all work that does not exceed $500 without obtaining approval from the Board.

Roadway:  Toni Schoen reported that a large amount of pooling was occurring in front of unit 5.  A number of other homeowners had reported similar problems.  Homeowners are requested to report these problems to Dale Greenwald (dgreenwald@cannondesign.com) who will bring them to the attention of the contractor.

Lauralynn reported that the road way sealing was complete.  However, the cobblestones required clean up in some areas.  Ray will call the contractor to request that the clean up is undertaken as soon as possible.  The Board agreed to withhold $500 from the final payment until the clean up had been completed to Ray’s satisfaction.

Lauralynn reported that repairs to the fire hydrant were complete.

Swimming Pool: The Board voted to close the pool on November 15, 2005.

A number of Board member felt that there had been problems this season with the maintenance of the pool.  This would be discussed with Bay Management at the next Board meeting.  In addition, the Board felt that there had been a general deterioration in the condition of the pool building and pool and that as part of this years Capital Budgeting process that it should review options for improving the condition the pool and its’ operating efficiency.  At the next Board meeting Dale will provide Board members with copies of information and quotes he had collected some years ago with respect to upgrading the pool and pool building.

Tennis Court:  Oval Tennis will close the tennis court on November 7, 2005.

Pest Control: The Board requested that Steve Fanelli contact Garrie Pest Control and instruct them to notify Ray when they are on the property and leave a report with Ray outlining what they have done on each visit.

Outside Lights:  The Board continues to receive complaints about the reliability of the outside lights.  Ray will review this with Bay Management.  Homeowners are requested to have the outside lights on their units turned on when it is dark.  This will contribute greatly to an overall improvement in visibility on the property after dark.

Capital Budget: The Board agreed that it needed to assess expected capital expenditures over the next few years.  To begin this process, Rob will provide the Board with a worksheet to assist in constructing a Capital Budget for Washington HQ.

Miscellaneous:  Lauralynn presented the engineers report on the condition of the brick privacy wall between units 9 and 10.  The report recommended that the wall be removed.  Lauralynn will contact the engineers and ask if the sinkhole is impacting the integrity of any other structures, including patios, trees and units 9 and 10, and what needs to be done to prevent further deterioration to the surrounding area.

The Board agreed to ask Bay Management to obtain quotes to clean out the gutters of all of the units.  A vote will be conducted by email on the bids received.

The Board approved payment to Marenco Lawn Sprinkler Company to winterize the system.

Lauralynn reported that, after discussion with Toni Schoen, she expected homeowner should receive the tax refunds in the first half of November.

Next Meeting:  The Board set December 5, 2005 as the next meeting date.  The Board will try and schedule future meeting every second Tuesday of each month.  This will be subject to change depending upon Board members schedules.

Respectfully Submitted,

Rob Parke, Secretary

Board_Minutes_2005-10-25