Minutes of Board Meeting, October 6, 2021
Meadowlark Village Condominium Association
Minutes of Board Meeting, Wednesday, October 6, 2021
The meeting was convened at 4:10 p.m. with all directors in attendance via video
conference call. Also in attendance was Kara Ann Kuffel, our representative from
Great North property management.
Approval of Minutes
After motion by Director Flanagan, seconded by Director Ramsay, the minutes of the
previous board meeting of August 7, 2021 were unanimously approved.
The Board then discussed the following:
Financials
Director Flanagan, our new Treasurer, described the process of getting acclimated
to the job, including the very beneficial help he has received from Director Mello,
our previous Treasurer. In addition, Director Flanagan brought the board up to date
on revenues and expenditures as of September 30, 2021, and beyond. Among items
covered were the current balance in the Association’s account, insurance claim
activity, general maintenance, ground maintenance, and the tree budget. Director
Flanagan’s sense, which was confirmed by Director Mello, is that revenues and
expenditures are not out of line given seasonal fluctuations, but also noted that
there are certain wild card items that cannot be predicted with certainty, such as
future snow removal and underground repairs. Director Flanagan expressed
concern that building our reserve, which was a stated goal as of two years ago, has
not progressed due to inflationary pressures on expenditures.
The Board also discussed bifurcating the Association’s operating account from a
reserve account. The Board further discussed current procedures for disbursement
of funds.
Progress Reports
The Board then turned to progress that has been made with respect to projects
involving the following units:
101 sealing pipe, addressing leak on second floor
200 front step landing addressed, flagstone replaced
206 a tree planted to replace tree removed
106 burial and cleaning of PVC pipe, root removal
116/106 installation of privacy fence
306 installation of new PVC pipe, root removal, loaming and seed
111 waterproofing completed by TC Hafford
Various board members will follow up where necessary with respect to future
inspections
Water Committee Report
Director Modena summarized efforts on behalf of the Water Committee (Directors
Modena, Ramsay, and Flanagan) to inspect housing pod water connections.
Approximately half the units have been inspected, and it was noted that most
connections are satisfactory, the exception being for housing pods (especially 100-
103) that were built later in the process of development of Meadowlark Village.
These connections should not be expensive to repair, and repairs will decrease the
likelihood of leaking into affected units. The Committee expects to finish
inspections in the spring. It was noted that individual unit connections may not
have to occur, since unit pods all appear to have the same type of connection
depending on when they were built.
Outside shut-off valves were also discussed, and Director Modena noted that the
Kennebunk Wells Water District officials have a system to identify the location of
these valves. Director Modena will ask the KWWD for a location map.
Unit 205 Request
The owners of Unit 205 requested permission to have a fire pit. The board
discussed the request in detail with the general Meadowlark community in mind
and decided unanimously to deny the request based on the potential for danger
related to open flames and the potential for noise related to gatherings outside
during the evenings when fire pits would be used. The Board also decided that a
notice should be sent to the entire community respecting same.
Unit 117
The Board discussed materials in the basement of this unit that have on occasion
been subject to water leaks and which appear to have some rot. The owner has
installed a new dehumidifier, which the owner believes has solved the problem. The
Board will advise the unit owner that she will be responsible for any mold or other
detrimental growth in her basement.
Unit 204
The owners of this unit asked for permission to renovate the second floor of their
unit, and specifically to install dormers. Based on long-standing policy not to permit
dormers, and after extended discussion on whether such policy should be amended,
on motion by Director Leyden, seconded by Director Ramsay, the Board voted
unanimously to continue the policy of not permitting dormers. Ms. Kuffel will
communicate the Board’s decision to the unit owners.
Tree Report
Director Modena summarized the findings of the Committee (Directors Modena,
Werthan, and Leyden). Based on the Committee’s annual inspection of the
Association property with our arborist, the Committee recommended the removal of
certain trees and the pruning of certain dead limbs this fall to address the danger
associated with these items. Expected cost is $3,000. Director Modena also
discussed other trees that are of concern but were judged to be a lower priority with
respect to danger, and recommended that they be watched and reevaluated in the
spring. The Board voted unanimously to proceed.
Tennis Court
Director Werthan noted deterioration to the tennis court during the three year
period since renovation of same. Ms. Kuffel was directed by the Board to contact the
vendor and investigate remedial action.
Ogunquit Playhouse
Director Flanagan described the meeting that he and Director Werthan had with
Playhouse Executive Artistic Director Bradford Kenney and Managing Director Kent
Bridges to express Association concerns about the very high level of sound
associated with the Playhouse’s outdoor performances, including but not limited to
the nightly and matinee shows conducted in the outdoor tent abutting Association
property. Playhouse plans for renovation of the playhouse itself were also
discussed. Mr. Kenney and Mr. Bridges stated that it is their desire and expectation
not to have to utilize a tent next year. They further state that the Association would
be kept informed of any presentations planned to be made to Ogunquit officials.
[MIKE…Please edit as you see fit. ]
End of Season Work
The Board discussed end of season work to be accomplished, including the end of
season clean up by Patten, the purchase of outdoor light fixtures that are compatible
with Association tastes and standards, and the replacement of the canopy at the
pool, which is worn and dated. The board also discussed the attractive appearance
of the garden at the entrance to Meadowlark, but noted the need to fix the planting
areas at the pool and along the tennis court, which were overgrown with weeds.
Basement Committee
The Board formed a Basement Committee to address questions respecting potential
repairs to and maintenance of basements and crawl spaces in Association units. The
Committee will consist of Directors Ramsay, Mello, and Brockway. The committee
reminded the Board of its long-standing policy that any improvements and/or
construction in basements (which require board approval in any event) are fully the
responsibility of unit owners, and that the Association will not be responsible for
damage to such improvements. This policy is the same as the policy respecting any
unit owners’ existing deck or installed awning, which are fully the responsibility of
the unit owners with respect to any damage.
Adjournment
There being no further business, a motion to adjourn the meeting made by Director
Leyden and seconded by Director Werthan was passed unanimously, whereupon
the meeting was adjourned at 5:57 p.m.
Respectfully submitted,
Jeffrey M. Werthan,
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