The following are highlights of the Board Meeting of November 15, 2017
(These highlights were not prepared by the Board. They were prepared by an attendee of the meeting and are presented to keep unit owners up to date until the official meeting minutes become available after they are approved next month.)
Monthly Financial Review
No unusual expenses were incurred. Finances are on track.
The “Rolling 12 Months $10K Cap, Off Budget Improvements” which documents the BOD discretionary expenditures has now been made available.
Click here for quick update.
Status of Property Management Issues
Final fall cleanup and lawn mowing should be completed by Friday (11/17/17)
Next week the blown down trees in back of 20, 26 and 28 Quarry Roads will be cleaned up. (Cost: approximately $1500)
The property will be surveyed by an expert to identify any hazardous trees that need removal.
The parking lot will be seal coated in April 2018. (Cost: approximately $2500)
While the contract has not been completely finalized, Alliance will again be doing our snow removal.
Three bids for next year’s landscaping have been received. No decision has yet been made on which bid will be selected. (There has been a request for additional insect and weed control. This will be discussed with the winning bidder of the landscaping contract.)
Action Items
At the annual meeting on January 16 we will be voting to fill two vacancies on the Board due to the expiration of the terms of Brian Wells and Mary Ferris.
– The Board aims to make a formal announcement concerning the election by November 29 at which time nominations will be solicited.
– In order to have their names on the proxy forms that will be mailed on December 15, unit owners wishing to fill those vacancies should submit their nominations by December 13. (This will not prevent unit owners from announcing their candidacies all the way up to the night of the annual meeting.)
– Candidacies will be announced to unit owners as they are received.
Board Members attended a meeting of the Town Zoning Board concerning an application for a variance to conduct a home business in one of the units in this community. The variance was granted. As a result of this, the Board is issuing new rules concerning home based businesses. (Details to follow.)
New Business
As a result of a suggestion by Dick Loschi, the Board voted to temporarily change the format of Board meetings so that unit owners will be allowed to make comments on issues as they are raised at the meetings, instead of only allowing comments at the end of the meetings. After this trial period, the Board will decide whether to make this change permanent.
The Board approved a tentative budget to 2018. It is projected to result in a surplus of $4,000 to $5,000. While the Board would be more comfortable with a greater surplus, no increase in assessments is anticipated. (Prior to the annual meeting you will receive the details of the budget in the mail.)
New rules were adopted concerning:
– applications for architectural changes to unit exteriors,
– applications to conduct home businesses
– Donations to the HOA.
(The details of these rule changes will follow shortly.)
Committees
The Club House Committee :
– The patio furniture has been stored away for the winter and the nets have been taken down and stored away.
The Transition Committee:
– Since the committee started operations in April, they and the engineer that was hired identified 35 different issues that needed to be addressed by the developer.
– As of now only 12 issues remain to be addressed.
– While the developer has been cooperative to date, we are now entering into a phase which shows signs of becoming more contentious. Hopefully we can avoid any acrimony.
– Septic System maintenance has been identified as one of the issues that need to be addressed. Unit owners who have had their tanks pumped and have experienced unexpected expenses because of problems locating the tank or excessive depth of tank covers should contact the Transition Committee for guidance.
– The Board has decided to form a Task Force to make recommendations concerning this issue. The Task Force will be headed up by Bob McGrath.
Please go to Board Minutes for the latest meeting minutes.