Meadowlark Village Condominium Association

Minutes of Annual Meeting, Saturday, August 5, 2023

The meeting was called to order by Director Kevin Ramsay at 9:08 a.m. on Association premises at the tennis court. Our representative from Great North, who served as Inspector of Election, confirmed that a quorum of 61.87 percent of total voting power was in attendance in person or by proxy.

Present in person or by proxy were the following units:

100, 101, 103, 104, 106, 107, 109, 112, 113, 117, 118, 200, 202, 203, 204, 206, 208, 210, 300, 301, 302, 303, 304,305, 306, 307 

A motion was made by unit owner Diane Ramsay to waive the roll call and reading of the minutes from the prior Annual Meeting, which had previously been distributed to all unit owners. Unit owner Linda Cotroneo seconded the motion, which was passed unanimously on voice vote of the unit owners in attendance.   

Reports

Director Ramsay thereupon gave a report to the unit owners, noting various projects and initiatives that had been undertaken during fiscal 2023, which included, among other things, completion of previously planned re-roofing projects, approval of several major renovation projects, replacement of light posts and light fixtures, replacement of dilapidated privacy fences, removal of several pine trees that had been considered dangerous by our arborist, sewer pump maintenance, sump pump installations, reinforcement of support columns underneath the main support beams of several units, removal of a decaying fence at the entry to the property, continued intervention for water issues in multiple unit crawl spaces and garages, continued water management issues in various units, front step repairs for various units, chimney repairs, and various miscellaneous repairs as needed. Director Ramsay also thanked unit owner Alan Maranian for his work on the pool, and unit owners Tony and Linda Cotroneo for work on refurbishing the entry signs to Meadowlark.

Director Ramsay then discussed various challenges that our Association may face in fiscal 2024 and beyond, including sewer and underground water systems, weather induced surprises (heavier than anticipated snowfall, pipe breakage, etc.). Director Ramsay took note of the unusually heavy rains that we have experienced this spring and summer.

Director Ramsay also recognized the work done by the Association’s accountant, Melissa Jackson. Director Leyden also commented favorably on the extra work done by Directors Ramsay and Mello respecting the work they did to install support columns, which saved the Association thousands of dollars. Unit owners were reminded to pay their monthly dues on a timely basis, and to put any Association-related concerns in writing to Sarah Grant at Great North Property Management, and to address any condo fee payment questions to Melissa Jackson.

Director Ramsay then turned the meeting over to Director Flanagan, the Association’s Treasurer, who gave a detailed explanation of the status of the Association’s finances as of the end of fiscal 2023 and our planned Operating Budget for fiscal 2024, both of which were supplied to attendees. Each of the major expense categories were discussed including the underlying assumptions and the impact that inflation has had on several budget lines.

Director Flanagan also discussed the long-term financial strategy for Meadowlark Village with a focus on our cash reserves.  He shared the disappointing trend for cash reserves, which totaled $47K at the close of the 2023 fiscal year, and discussed the Board's unachieved goal to achieve at least a $90K to $100K reserve. Director Flanagan referenced continuing inflation as the proximate cause for not reaching the reserve goal, and specifically called attention to increased insurance, utility, cable, and pumping station expenses. He also mentioned that certain services had been curtailed this last year, such as mulching and power washing. Notwithstanding such curtailment, the Association was not able to build reserves and ran at a minor deficit.  The Board will hire a third party company to assess an appropriate level of reserves, and it is expected that the Board will give consideration to a dues increase or a special assessment, or a combination of the two, during this fiscal year.   

Director Flanagan also addressed the current status of expansion plans by the Ogunquit Playhouse. In summary it is not expected that any construction activity will occur in calendar 2023, and possibly 2024, until the Playhouse analyzes its fundraising needs and abilities on a post-COVID basis. Directors Flanagan and Werthan will continue to stay in touch with the Playhouse.

Director Flanagan then turned the meeting back to Director Ramsay, who gave reminders about the Association rules listed below. Director Ramsay also reminded unit owners, as he did last year, that Board approval must be sought before doing anything outside of a unit. Examples provided were decks, plantings, windows, doors, and awnings. Further, nothing should be attached to the vinyl siding on units. With respect to the interior of units, any significant renovations require Board approval. Examples provided were kitchens, bathrooms, and the development of space such as second floors and basements. Director Ramsay also explained that the Board will require unit owners to clean their dryer vents once a year, and that those unit owners who use their chimneys must have them inspected and cleaned once a year as well. Sarah Grant informed unit owners that copies of evidence of insurance must be provided to her at Great North on an annual basis.  Finally, Director Ramsay reminded unit owners of the construction moratorium in force from July 1 until Labor Day, and provided friendly reminders respecting the duties of unit owners, all of which were also provided in writing to all unit owners and made available again to physical attendees of the annual meeting. These reminders include the following:

- Turn off water to your unit if you are going to be away for several days

– Always ensure pool gate is locked if you are the last one to leave

– Leave trash in “capped” containers, and keep them inside the garage except the night before the day of trash collection.

–Board approval is required before renting your unit

– Basements: maintain an operating dehumidifier at all times from May to November

– Dog waste must be picked up immediately

– Please make sure your guests follow the Association's rules

- Keys kept onsite are for emergency and association business only

 Based on requests from unit owners, copies of updated directories will be emailed to unit owners as properties are bought. Please send any needed changes or updates to jimmodena@gmail.com.  To access the Association’s web page, go to www.meadowlarkvillageogt.com/ and use pool combination 0270 as password.

Also, at various points during the presentation, several unit owners asked questions that were addressed by Directors Flanagan, Mello, Werthan, and Modena. These topics included questions on the general duties of Great North, budgetary, dues, and assessment process of the Association, the schedule for new roof work, and the work of the Tree Committee, including the Association's commitment to plant new trees to take the place of those that had been taken down for safety reasons.

Election

After counting the proxies and ballots submitted by unit owners, Inspector of Election Grant reported that a substantial majority of unit owners in attendance by proxy or in person had elected Mike Flanagan and Peter Brockway to the board for a term of three years.

Closing matters

Several unit owners thanked the Board, and especially Lauren Leyden in particular, for her hard work and continued devotion to the well-being of Meadowlark. 

Adjournment

There being no new business to address, on motion by unit owner Doughty, seconded by unit owner Sanders, and approved by voice vote, the Annual Meeting was adjourned at 9:56 a.m.

Respectfully submitted,

Jeff Werthan, Secretary