Posts under ‘Board Meeting Minutes’

Present: Eli Cohn, Mary Donovan, Sabin Meyer, Lauralynn O’Halloran, Rob Parke

Visitors:

Absent:                  Ray Fattorini, Cheryl LeBan

Previous Minutes:

• The Board approved the minutes of the last meeting.

Maintenance:

• Mary said that she had contacted Bay Management to replace a number of bulbs around the property.
• Mary said that the dumpster gates had been damaged in the recent storms.  She was talking with Bay about repairs.
• Lauralynn said she would ask Bay to have the downspouts of all units cleaned.  She would also ask Bay Management to provide the Board with an annual schedule listing all maintenance items that were likely required on the property.

Landscaping:

• Lauralynn said that Regina’s had been notified that the Board did not intend to renew her contract and had engaged Carlo Fraoli for landscaping.  Carlo had already been on the property.
• Carlo intended to plant in the beds in front of each unit in early May.  Any homeowners who wanted to do their own plantings should contact Lauralynn or Mary so that they could tell Carlo.
• Lauralynn said that there had been some recent tree damage on the property but that this had been cleaned up.  Carlo will replace the tree in the traffic circle once the old tree was removed.  The tree that was damaged in the common area near unit 14 will be removed in the spring.

Swimming Pool:

• Lauralynn reported that Tobias Guggenheimer had been on the property to begin drawing up plans for renovations.  He had been delayed because of family emergencies but she hoped to be able to present something at the next Board meeting.
• Lauralynn will ask Bay Management to contact H20 about opening the pool in Mid April.
• Lauralynn said that a window in the pool roof broken by a branch had been replaced.
• Mary said that Ray had a quote to repair the pool doors.  The Board asked that Ray get the quote in writing for the next meeting.

Financial Accounts:

• Eli handed out copies of the financial statements.  He said that the expected the reserve fund had increased to about $55,000 this month.

Miscellaneous:

• Lauralynn said that she had sent Ann Tannenbaum contact details of a lawyer recommended by Bernice Gottlieb who was experienced in condominium bylaws.  Ann had agreed to work with the lawyer to make recommendations to the Board and homeowners to update the Condominium bylaws.
• Mary said that there had been damage to the gutters and sills at her unit and also water damage around the windows at unit 12.  The Board agreed that gutters were the responsibility of the homeowners but sills were the condominium responsibility.  Mary said she would submit costs  to Eli for repairs to her sills.
• The Board discussed a request by Bernice Gottlieb for payment to remove ice around the skylight in her unit and agreed that under the bylaws this was the responsibility of the homeowners.  The Board asked Rob to send Bernice a letter explaining this.
• The Board discussed the fact a number of cars were exiting the property through the entrance.  This was extremely dangerous and homeowners are asked to remind visitors who were not familiar with the property not to do this.  Lauralynn said she would ask Bay to have another “No Exit” sign erected at the entrance and possibly in front of units 10, 11 or 12.  Sabe said he would investigate speed bumps that could remain on the property in winter.

Next Meeting:  The next meeting was scheduled for Tuesday April 15, 2008.

Respectfully Submitted,

Rob Parke, Secretary

Present: Eli Cohn, Mary Donovan, Ray Fattorini, Cheryl LeBan, Sabin Meyer, Lauralynn O’Halloran, Rob Parke

Visitors:                 Steve Fanelli – Bay Management

Mick Cartwright, Lynn Cartwright

Absent:

Previous Minutes:

• The Board approved the minutes of the last meeting.

Laurlynn welcomed Mick and Lynn Cartwright, new homeowners, in unit 6 and invited them to stay for the meeting.

Landscaping:

• As discussed at the last meeting the Board has decided to replace Regina and engage Carlo Fraoli for landscaping:
  • The Board asked Mary and Lauralynn to agree a 1 year contract with Carlo that would address the limited landscaping needs of the property during the winter months.  Eli asked that they obtain copies of Carlo’s workers compensation coverage, employer id number etc.  The Board agreed to engage Carlo from March 1 even though this would overlap with the old contract by a month because it was important that Carlo do early plantings and spring preparation on the property before April 1.
  • The Board asked Steve to notify Regina that her contract was not being extended after the contract with Carlo was finalized.

Swimming Pool:

• Lauralynn reported that she and Mary had met with Tobias Guggenheimer early December to engage him to develop a plan to undertake and oversee the renovations to the pool.  This plan was discussed at the last Board meeting and reflected the a consensus of homeowners:
  • Not too undertake a major renovation that would result in an all weather facility
  • Repair the roof, doors, windows etc.
  • Consider green energy, including a pool cover
  • Consider enhancements to the outside areas by the pool entrance and around the waterfall.
• Lauralynn said she had called Tobias a few times for a status update but had not had a return phone call.  She will follow-up.

Financial Accounts:

• Eli handed out copies of the financial statements.  He said that he expected the reserve fund to increase to about $50,000 this month.  He noted that heating costs for the swimming pool had been very low over the last year (even after a large increase in fuel costs) because of maintaining the water at a lower temperature.  Rob said he would post copies of the condominium’s year end balance sheet on the website.
• Eli reported that he had sent holiday gifts to the Police, Fire Department and Sanitation.
• Eli said he will remind homeowners that an additional condominium fee was due in February (13 payments are payable by homeowners each year with the 13th due in February)

Miscellaneous:

• Steve reported that the condominium’s Insurance Carrier was investigating a leaking roof at unit 1 that was possibly damage caused by wind.
• The Board agreed to erect a plaque in front of the new tree in the traffic circle near the exit to commemorate Fred Gottlieb.  Mary will talk to Bernice once the tree is planted.
• Lauralynn asked Rob to send a letter to homeowners to remind them that before work is done on a unit, the homeowner was required to notify Bay Management and provide appropriate evidence of contractor insurance before proceeding.  There had been a number of incidents recently when dumpsters were placed on the property and work undertaken by homeowners without appropriate authorization and notification.
• Lauralynn asked Rob to remind Toni and Bernice to provide the recommendations for attorneys to review the condominium’s bylaws that they had volunteered at the annual meetings.  These should be sent to Eli and Lauralynn.  As discussed at the annual meeting it was important that the bylaws are updated and clarified.  Once we engaged an attorney the Board would appoint a subcommittee to work with the attorney.

Next Meeting:  The next meeting was scheduled for Thursday March 13, 2008 at Eli’s house.

Respectfully Submitted,

Rob Parke, Secretary

Present: Mary Donovan, Cheryl LeBan, Sabin Meyer, Lauralynn O’Halloran, Rob Parke

Absent:                  Eli Cohn, Ray Fattorini

Previous Minutes:

• The Board approved the minutes of the last meeting.

Annual Meeting:

• Lauralynn said, as agreed at the annual meeting, she would speak with Toni Schoen and Bernice Gottlieb to obtain recommendations for lawyers who could review the bylaws of the condominium for suggested clarifications and updates.  Once this was done a subcommittee of homeowners would be formed to review the recommendations.
• Lauralynn said she had contacted the condominium’s insurance broker to obtain more specifics on the extent of coverage under the condominium policy and the responsibility of individual homeowners.  This was obviously related to clarifications in the by-laws as to collective and individual responsibility but she wanted to get this started.

Maintenance:

• Lauralynn reported:
  • Numerous lights had been replaced on the property but the lights in the swimming pool were still out and needed to be replaced.
  • Sprinklers were still operating and would continue to operate for a few more weeks.
  • Gary pest control had been on the property a number of times to address the crickets in the pool house.  Traps had been placed and the building had been sprayed.
  • The Board authorized Lauralynn to renew the snow removal contract with the current contractor if there was no substantial increase in cost.

Landscaping:

• The Board agreed that Carlo Fraoli had done a good job with the landscaping on the traffic circles.  He had presented a proposal to undertake gardening on the property for March 2008 through November 2008 for $3,200 per month:
  • The Board agreed to engage Carlos next year at the expiration of Regina’s contract and to also get a quote from him to do fall plantings and plant trees around unit 13 that would need to be done in the next few weeks.
  • The Board agreed that the landscaping contract should be annual in future and not 3 years.
  • Lauralynn will talk to Bay Management about doing the minimal maintenance that is required on the property from November through March that is currently done by Regina
  • Mary will meet with Carlo to review the contract
• A number of dead trees had been removed on the property and all trees close to buildings had been trimmed

Swimming Pool:

• Lauralynn reported that the water temperature had been maintained, the windows had been installed and many homeowners were using the pool.  The pool would remain open until the weather became too cold.
• Lauralynn said based on the survey the consensus of homeowners appeared to be:
  • Not too undertake a major renovation that would result in an all weather facility
  • Repair the roof, doors, windows etc.
  • Consider green energy, including a pool cover
  • Consider enhancements to the outside areas by the pool entrance and around the waterfall.
• Lauralynn said she would contact Tobias Guggenheimer to get a quote for more specific recommendations, costs, project management etc. for undertaking the above.

Financial Accounts:

• Lauralynn handed out copies of the latest financial statement that Eli had given her.
• Mary noted that costs for heating the swimming pool were considerably less than last year because a lower water temperature had been maintained.

Miscellaneous:

• A homeowner had reported to Board members that it appeared that the tennis court was being used by non residents.  The tennis court is for the exclusive use of homeowners and their guests and if a homeowner sees strangers using the court they should make inquiries and give Lauralynn details.  Homeowners were also reminded to lock the tennis court after use.
• Lauralynn said she would ask Bay Management to call Toni Schoen to schedule a convenient time for Toni to meet Bay and show them the paint cleanup that was still outstanding.

Next Meeting:  The next meeting was scheduled for Monday December 3, 2007.

Respectfully Submitted,

Rob Parke, Secretary

Present: Eli Cohn, Mary Donovan, Ray Fattorini, Cheryl LeBan, Sabin Meyer, Rob Parke

Absent:                  Lauralynn O’Halloran

Visitor:                  Dale Greenwald, Tobias Guggenheimer

Previous Minutes:

• The Board approved the minutes of the last meeting.

Maintenance:

• Dale said that there was a drainage problem near his unit (3) and water was continually leaking into the basement.  It needed urgent attention.  He agreed to obtain an estimate for rectifying the problem and forward it to the Board.

Landscaping:

• The Board agreed that the tree in the circle near the entrance need to be replaced.  Mary will ask Carlos Fraoli for a recommendation of a replacement tree.
• Mary said that she would investigate why the sprinkler system was coming on at times when it was unnecessary because of rain.

Swimming Pool:

• Tobias Guggenheimer presented concepts on improvements to the pool, surrounding landscaping and the building adjacent to the pool.  The options were wide ranging and the Board agreed that consensus from homeowners on future direction was needed and that it was important for them to have the opportunity the hear Tobias directly and see copies of his drawings.  The Board will invite Tobias to present at the Annual Meeting to introduce the different concepts and begin discussions that would likely continue over a few months

Financial Accounts:

• Eli discussed the financial accounts.  The Board discussed an increase in common charges.  It was agreed that most condominium expenses were increasing and it would be prudent to increase common charges.  The Board voted to increase common charges by 5% effective October 1, 2007.  Eli will send out notification to homeowners of the new common charges.  Even with the increase, an assessment would still be necessary to cover needed repairs and possible renovations to the swimming pool.

Miscellaneous:

• The Annual meeting was scheduled for Tuesday September 18^th, 2007 at the Dobbs Ferry Library.  Eli and Rob’s terms expire.  We expect significant discussion on the future direction of the swimming pool renovations after Tobias has completed his presentation.

Next Meeting:  The scheduling of the next meeting will occur after the annual homeowners meeting on Tuesday September 18, 2007.

Respectfully Submitted,

Rob Parke, Secretary

Present: Eli Cohn, Mary Donovan, Cheryl LeBan, Sabin Meyer, Lauralynn O’Halloran, Rob Parke

Absent:                  Ray Fattorini

Previous Minutes:

• The Board approved the minutes of the last meeting after a discussion confirming the water temperature discussed at the meeting.  The Board agreed that the maximum temperature of the swimming pool should be 84 degrees.

Maintenance:

• Sabe said that he had not yet purchased 2 solar lights for testing near the tennis court.
• Lauralynn said that the lights near the tennis court had been repaired.
• Lauralynn said that the Jim Sanock had inspected the driveway.  He said that the wear a tear was normal and that he recommended sealing the driveway at the end of the season and repairing the driveway in front of unit 3 and around the grate near unit 18.  In a year or two the driveway would likely require milling.  The Board asked Lauralynn to have the repaired done as recommended.  She will also follow up with Ray on the status of the repairs to the driveway in from of unit 7.
• A leak to the sprinkler system near the entrance had been repaired.

Landscaping:

• The Board discussed the many problems that it was having with Regina.  It was unlikely that her contract would be renewed at the end of the summer.  The Board asks homeowners to document their complaints and send them to Mary so she could create monitor Regina’s performance.
• The Board asked Mary to get a quote from Carlos Fraoli for the gardening contact.  Lauralynn said she would also ask Bay Management to obtain bids for the gardening contract.
• Lauralynn said that Rayal had quoted $1,750 to be on the property for a day to trim the trees near the pool, near units and over the parking spots for unit 5 and unit 18.  The Board approved having Rayal do this work.
• Cheryl reported that the repairs to the back of her unit and patio were to begin soon.  The Board had approved her plans at a previous meeting.

Swimming Pool:

• Lauralynn said that Robison could install a new temperature gage that could better regulate water temperature.  The current thermostat was old and made regulating the temperature very difficult.  She would have Robison install the new control
• Mary said that she had contacted someone to repair the doors and windows on the pool.  He had done a walk through of the swimming pool.  She was waiting his quote.
• Lauralynn said that she and Mary had checked references on Tobias Guggenheimer.  They were all extremely favorable and she had engaged him to draw up a master plan for the swimming pool.  He said that expected to have plans to present to homeowners by end of August or the beginning of September.
• Lauralynn said that Tobias had asked for a copy of the survey of the property.  Eli said that one had been taken as part of the roadway repair.  Lauralynn said she would contact Jim Sanock and Steve Fanelli and ask if either had a copy.

Financial Accounts:

• Eli discussed the financial accounts.  He said that because of the work that was done on the swimming pool so far expenses exceeded income by approximately $25,000.  This had been discussed at the last homeowners meeting and necessitated an assessment in the near future once the pool plans were further developed.

Miscellaneous:

• For homeowners using the tennis court the combination for the lock on the tennis court is 18-20-6.
• The Board scheduled the annual homeowners meeting for Tuesday September 18, 2007 at the Dobbs Ferry Library.  By this time it was hoped that Tobias Guggenheimer would have completed his plans for presentation to homeowners at eh meeting.  Rob said he would notify homeowners at the appropriate time.
• Rob said he had established a website for the condominium.  Board members had reviewed the website and approved sending details to homeowners.  The website would be password protected.  Homeowners should be asked for suggestions on improvements and what information should be posted on the website.
• Eli gave Rob a copy of the Condominium’s latest insurance policy.  A copy will be posted on the website.
• Eli gave Rob copies of emergency contact details for those homeowners who had provided them to post in the section of the website reserved for Board members.  Copies would also be given to Bay and the police (for those homeowners who had asked).
• The Board requested that Lauralynn instruct Bay Management respond to complaints from Toni and David Schoen about the poor paint job that had been done at unit 4.
• The Board discussed the many complaints that had been received from homeowners about Bay Management who were slow or didn’t respond to homeowners.  Homeowners contacting Bay should copy Lauralynn so that she could monitor this.

Next Meeting:  The next meeting was scheduled for Tuesday August 28, 2007.

Respectfully Submitted,

Rob Parke, Secretary