Meadowlark Village Condominium Association

Minutes of Annual Meeting, Saturday, August 3, 2024

(Draft)

Meadowlark Village Condominium Association

Minutes of Annual Meeting, Saturday, August 3, 2024

The meeting was called to order on Association premises (at the tennis court) by Director Kevin Ramsay at 9:10 a.m. A motion was made by unit owner Pat Ward to waive the roll call and reading of the minutes from the prior Annual Meeting, which minutes had previously been distributed to all unit owners. The motion was seconded by unit owner Steve Penney, and was passed unanimously on voice vote of the unit owners in attendance.   

Our representative from Great North, Tim Noonan, who served as Inspector of Election, confirmed that a quorum was in attendance at the meeting in person or by proxy.

Present in person or by proxy were the following units, comprising substantially all the units of the Association:

100, 101, 102, 103, 104, 105, 106, 107, 108, 110, 111, 112, 113, 114, 115, 116,

117, 118, 200, 201, 202, 203, 204, 205, 206, 207, 208, 209, 210, 300, 301, 302, 303, 304, 305, 306, and 307.

Reports

Director Ramsay thereupon gave a report to the unit owners, noting various projects and initiatives that had been undertaken during fiscal 2024, which included, among other things, restoration of chimneys, repaving of roadways, mulching the ground landscape, replacement of light posts and light fixtures, sewer pump maintenance, the repair of underground broken pipes which are now up to 57 years old and which will require continued attention, intervention for water issues in multiple unit crawl spaces and garages, front step repairs for various units, pressure washing for all units, the removal of pine trees considered to be dangerous, installation of sump pumps as needed as the water table has changed, repairs to the pool, and various repairs as needed. Director Ramsay also called attention to the Association’s tree policy, which mandates that felled trees must be replaced, although not necessarily in the same location. He mentioned that due to budgetary constraints, the replacement policy is behind schedule and that the Board hopes to begin correcting that in fiscal 2025. Future challenges to the Association noted by Director Ramsay will be repair of pipes as needed due to age deterioration, weather surprises, and chimney issues. Director Ramsay also noted for new Association members that condo fees are to be sent to Melissa Jackson, our accountant, that useful information may be found on the Association’s website, which is up and running, that all members should review and update the information in the Member Directory (send changes to Jim Modena, please). Finally, Director Ramsay explained some basic rules of the Association: that, in general, inside repairs are the responsibility of the unit owners, that outside repairs (doors and windows excepted) are the responsibility of the Association, that improvements need Board approval (examples provided were decks, plantings, windows, doors, and awnings. Further, nothing should be attached to the vinyl siding on units.), that there is a construction moratorium form July 1 until after Labor Day, that water turnoffs are highly recommended if you leave your unit for more that a few days, that the pool must be locked by the last person in attendance, that all trash must be removed from the pool area, that it is recommended, when possible, that you water the grass and new plantings for your unit in times of drought, that unit owners must have an operating dehumidifier from April to November, that all dog waste must immediately be picked up (and this includes out of the way areas near the tennis court by the Josiah River), that access to keys stored on-sight are for emergencies and Association business only, that unit owners need to provide evidence of insurance to Great North, that unit owners need to have their active chimneys inspected, and that dryer vents must be cleaned yearly. Director Ramsay also recognized the work done by unit owner Alan Moranian, who has ably managed pool maintenance and repairs.

Finally, Director Ramsay asked members to put any Association-related concerns in writing to 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 2024 and planned Operating Budget for fiscal 2025. Each of the major expense categories were discussed including the underlining assumptions. In summary, Director Flanagan told attendees that the Association was in much better shape financially due to the recent increase in dues and assessment, and that we now have a proper stream of income and a growing reserve.  Director Flanagan reported that the separate Financial Reserves account had a balance of $104,276 as of 7/13 and it would grow to nearly $114,000 when the final payments were all received.  Additionally we will be depositing $1,480.83 per month from monthly dues into the reserve account as part of our 2024-25 budget plan to increase that amount.  Our capital budget for the new year includes $15,000 for anticipated chimney work while our operating budget lines reflect our best estimate of current operating costs including increases for Insurance, Utilities and General Maintenance.

At various points during the meeting, unit owners asked questions that were addressed by Directors Ramsay, Flanagan, and Modena. These topics included questions on Association financials, the current expansion plans of the Ogunquit Playhouse (unknown but believed to be in hiatus), the work of the Tree Committee (which will conduct its annual inspection with its arborist in September), and the need for a directional warning at the Association’s rotary and a speed warning on Meadowlark Lane.

Election

After counting the proxies submitted by unit owners, Inspector of Election Noonan reported that a substantial majority of unit owner voting power in excess of 90 percent had elected Kevin Ramsay and Jeff Werthan to the board for a term of three years. 

Adjournment

There being no new business to address, a motion to adjourn was presented by Diane Belair, seconded by Steve Penney, whereupon the motion passed unanimously on voice vote of the members and the Annual Meeting was adjourned at 10:00 a.m.

Respectfully submitted,

Jeffrey M. Werthan, Secretary