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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