Washington's Head Quarters Townhouses

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. Continue reading →

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