Villages at Granite Hill Condominium Association. Board of Director Meeting Minutes. Wednesday. November 18, 2015

Transcription

1 Villages at Granite Hill Condominium Association Board of Director Meeting Minutes Wednesday November 18, Call to Order Chairperson Craig Cheesman called the meeting to order at 6:00 PM. Board Members Present: Craig Cheesman, Jacqui McCartin, Paul Newcomb, Arthur Kohler, Carolann Wais Management Present: Allan O Brien Homeowners present: Unit 246 Andy Letourneau; Unit 299 Norman Millard; Unit 19 Daniel Bonenfant 2.0 New Business 2.1 Approval of Minutes Arthur Kohler made a motion to accept the minutes of the October 22, 2015 meeting as amended. Jacqui McCartin seconded the motion. All voted in favor. 2.2 Financial reports Allan reviewed a Court Order declaring Judgement for the plaintiff (GHCA) in the amount of $6, as of 11/13/15. Allan explained that on the day of the Court hearing but prior to the actual hearing, the owner of Unit 22 met with Allan and Attorney Connolly and proposed a schedule of payments to bring the unit s fees up to date. The schedule is included in the Court Order. The Board also received a copy of the Notice of Default that was sent to the owner of Unit 98 by John Bisson of Cronin, Bisson & Zalinsky, PC. Allan O Brien reviewed the Accounts Receivable (AR) information for the board. As of November 17, 2015 there are 15 delinquent homeowners owing a combined balance of $21, On October20, 2015 there were 17 units in arrears for a combined total of $22, A motion was made by Arthur Kohler and seconded by Paul Newcomb to revoke common and limited common area privileges of units 13, 35, 128, 140, 161, and 287 effective November 18, All voted in favor. Treasurer Jacqui McCartin reviewed the monthly and year to date financial statements. No significant issues were noted by either Jacqui or other board members. 1

2 2.3 Homeowner Time Unit 19 homeowner stated his concern that Patriot Insurance may not have included one of the rooms in his condo in the estimate of water damage to his unit as a result of the ice dams last winter. After some discussion it was agreed that Allan will pursue Patriot Insurance to get a determination as to whether the estimate did include all of the damage to Unit 19. The homeowner agreed to have Allan enter his home to see the areas in question and to bring a professional painter for verification. The homeowner further agreed that if the final estimate from Patriot Insurance is less that the estimate the homeowner received from his own private contractor, and he wants the private contractor to do the work, he will be responsible to pay the difference in price. 2.4 Review Action Requests from Prior Month Westminster 118 Outstanding fees proposal. Letter Sent. Westminster 142 Payment proposal. Letter Sussex 310 Recommendation to paint interior and exterior of mail house and old pump house on Shannon Road. Letter Oxford 4 request to remove pear tree due and note on resident #6 dog issue. Letter Sheffield 365 Request for pruning. Letter Windsor 215 Request to install and paint approved screen door. Letter Oxford 30 Request to renumber parking spaces so both assigned spaces are side by side. Letter Cornwall 393 Request for handicap ramp to the front door. Latter Arundel 178 Request to install new front door unit and approved screen door. Letter Nottingham 380 Request permission to replace and paint 2 windows below ½, fix wobbling front stairs fill sinkhole in walkway, and correct size of parking spaces. Letter Sussex 263 Request to repair trim around ½ window. Letter 2

3 Westminster 115 letter from Board and s received. The Board reviewed the s. No action was taken. 2.5 Action Requests Westminster 128 payment proposal. Received $ which brought the account below the 90 day threshold. Common and limited common area privileges were revoked earlier in the meeting. Northumberland 451 Critter issue. Owner reports she has trapped 9 mice. Allan will seek access to the home to review the situation. Nore 363 Letter regarding parking rules. This landlord has signed a lease to allow his tenants to park 2 vehicles in the dead end of the road. Permission has never been given to park in this area. The Board unanimously agreed that the homeowner will be notified of the rules violation and that he will be subject to $100 fine if his tenant s cars are parked illegally. The tenant s will also be notified of the rules violation. Oxford 19 Ice dam claim issue. See notes in Homeowner Time. Sussex 241 Notification of interior improvements. The notice will be placed in the unit file. No Board action is needed. Tweed 437 s regarding request to change dryer vent to rear soffit of home. This has been approved in the past. The ok was given to unit owner. Sussex 293 Request for handicap iron stair railing, Ok given. The homeowner is also requesting info on changing kitchen window. They will be submitting a formal request on the kitchen window. Yorkshire 147 Request to replace 2 nd floor front casement and double hung windows. Casement window is rotted and is eligible for the standard $55 reimbursement. Management will need to review the double hung window for rot. Cambridge 44 Request to replace slider due to rot. Slider is rotted and is eligible for the standard reimbursement. The homeowner also requested information on procedures for getting the work done. Management has spoken to the homeowner about the procedures. Sussex 262 Request to install approved screen door, color matched. Ok was given. Tidcomb 219 Request to replace front door blank and will paint to match. Ok was given. 3

4 Devon 415 Request to replace 3 rear windows and paint all exterior portions. OK given to replace the windows. There is no rot on windows, therefore there will be no reimbursement. Nottingham 380 Request for reimbursement for 2 rotted windows. Both windows and sills have rot. And are eligible for the standard reimbursement. 2.6 Replace South Entrance Sign The one company that we have a proposal from stated they will hold their bid until February. Allan will send out bid specs again after January 2 to see if we can get any other bids. 2.6 Approve 2016 Budget Arthur Kohler made a motion to accept the budget as proposed by the Budget Committee, increasing the monthly fee by $6. Paul Newcomb seconded the motion. All in favor. 2.7 Approve 2016 Management Contract Paul Newcomb made a motion to award the 2016 Management contract to Cedar Management Group. Carolann Wais seconded the motion and noted that this is the third year in a row that Cedar Management has not asked for an increase in its management fees. The Board unanimously approved the contract. 3.0 Old Business There was no old business to discuss. 4.0 Management Reports 4.1 Contractor Updates Allan reported that all of the carpentry work has been completed for this year. Only emergency carpentry will be done for the rest of the year. There was lots of work done on the site lights over the last month. Many trenches had to be dug and 15 fixtures were rebuilt. The gutters are in the process of being cleaned out. The pavers are 100% finished in Oxford and Cambridge but have not completed the back filling. The walkways will be completed this week, weather permitting. If they do not finish because of the weather, they will have until June 15, 2016 to complete the contract. The Board discussed the problem of the pavers starting too late to complete the work during this year. Allan noted that the pavers were supposed to start October 15 and didn t actually get here to do the work until November 1. It was suggested that the bid process start earlier to try to avoid the late start. It was noted, however, that there are not many pavers who are willing to do such a small job as Granite Hill and we always seem to be at the end of the pavers to do list. 4

5 Allan reported that it appears that Accurate Landscaping may have walked off the job before finishing the fall cleanup. They were the only company that did not respond to the friendly reminder to finish up the job. Allan noted that if Accurate is not on the property tomorrow, he will approach Thomson and J&J to see if they can add Section B to their cleanup. He will also issue a default letter to Accurate Landscaping. Comcast has installed the modem and will be getting the DVR for the cameras to talk to the modem by weeks end. 5.0 Other Business 5.1 Outstanding Repairs Since the outstanding repairs were reviewed last month, they were not reviewed at this meeting. 5.2 Budget Committee Report The Budget Committee held its second meeting on November 5, They reviewed the necessary changes to the operating budget and reviewed the 2016 reserve budget. A majority of the committee voted to increase the monthly fee a total of $6. $5 of the increase was necessitated by the increased insurance premium and various other fee and reimbursement changes by the town. An extra $1 was added to keep improvements to the property going. It was noted that a minority of the committee thought the fee should be increased by $ Future Meeting Dates The next monthly GHCA Board meeting will be held on Wednesday, December 16. Adjournment There being no other business to be conducted Arthur Kohler made a motion to adjourn at 7:25 PM. Paul Newcomb seconded the motion. All were in favor. Respectfully submitted, Carolann Wais Secretary 5