Meadowlark Village Condominium Association

Minutes of Board Meeting of April 18, 2023

The meeting was convened at 4:02 p.m. with all directors in attendance via video conference call. Also in attendance was Sarah Grant, our new representative from Great North property management.

Approval of Minutes

After motion by Director Ramsay, seconded by Director Brockway, the minutes of the previous board meeting of December 19, 2022 were unanimously approved. 

Financials

Board discussion began with a short recap of the one-month delinquency of the prior owners of Unit 101. It is the Board’s consensus that it is unlikely that the prior owners will pay. Correspondence will be sent to Great North outlining the miscommunication that resulted in the non-payment. 

Our Treasurer, Director Flanagan, reported that the balance of our account stood at approximately $52,000, an improvement from the balance existing at our prior meeting. However, it is clear that inflation and general and other maintenance items are continuing to take a toll on our existing level of available funds, and that there has been no progress in improving the level of our reserves. Director Flanagan is reviewing our dues model in light of the inflationary environment in which we find ourselves.

Roofs

The roofs of the Association units are in good shape and no expenditures for replacement are anticipated for at least two or more years.

Insurance Coverage

Director Brockway noted that reinsurance costs between insurance companies are going up and that the increases have generally been between 15 and 25 percent. He also noted that costs to replace materials where insurance coverage applies have also gone up considerably. He estimates that the Association is looking at an increase of between 10 and 15 percent, which will increase our costs between $3,000 to $4,000.

The Board also discussed the need to obtain current certificates of insurance for our vendors and to maintain a file of vendor agreements. Sarah Grant will follow up by ensuring that current certificates of insurance are received and by ensuring that all vendors have signed the Association’s Vendor Agreement. 

Fence by Entry to the Association

Deterioration was noted in the fence near the entry to Association grounds. Directors Ramsay and Brockway will evaluate and make a recommendation whether the fence should be fixed or removed.

Sewer Line Warning and Related Issues

The sewer line leading from Unit 204, which has been a recurring problem for this unit, was jetted, camera-scoped, and cleared. Roots are a recurring issue. 

The Board also discussed the need to remind all unit owners that the only material that should be flushed is toilet paper. Any other materials, including cigarette butts, dental floss, and especially “flushable” wipes, are likely to cause blockages, which are expensive to repair.

The storm drain was examined near the circle and the line was jetted out for preventive maintenance. The Board will examine the costs of a comprehensive program of preventive maintenance, which could in the long run save money by eliminating the need to dig up and replace clogged pipes, which are now 50 years old. 

Finally, it was noted that Stevens Electric replaced the newly refurbished pump that pumps sewage from Association property to the town’s sewer line.

Unit 101

The Board discussed outstanding items to be covered this spring for this unit. In addition to other matters, Director Ramsay will contact the unit owners to inspect the basement, and John Habas will be contacted to repair the ceiling issue.

Chimney Issues 

In general, although there are exceptions, chimney issues are the responsibility of the Association. An inspection report was received relating to the chimney at Unit 203, which has leaked due to deterioration over time. Several expensive recommendations were made by the repair company, and the Board needs to understand which are necessary and which are elective before proceeding. A second opinion will be sought this week from another vendor. In addition, an inspection report was received for the Unit 206. Though much less expensive to repair, the Board will seek a second opinion for that unit as well. Finally, an inspection report is due to be received for Unit 108. Upon receipt, the Board will probably seek a second opinion, which should be obtainable expeditiously.

Unit 303

The new owners of this unit have indicated they will replace the old existing flagstone at no cost to the Association. The Board has granted permission and appreciates their initiative. The Board also notes that it approved the unit owners’ request to enlarge their patio area after having been notified that the town’s enforcement officer indicated that there was no legal obstacle to doing so, either as a result of the town’s code or the state’s environmental restrictions relating to the Josiah River.

Unit 205

The unit owners have made a request to enlarge their patio area. The Board is awaiting the advice of the town’s code officer that the requested patio/deck dimensions do not transgress any town code provision or the Josiah River protected area.

Water Issues

The Board then discussed the crawl spaces under the bank of units 201 – 207, which had encountered water issues. In general, the crawl spaces were found to be dry. it was noted that Unit 204, which now belongs to a new owner, was lacking a dehumidifier. The unit owner will be noted that a dehumidifier is required.

Unit 307

The Board reviewed the repair work that has been done to prevent the ingress of water into the unit owners’ garage. It appears that the work has been successful.

Pool Opening and Pool Area

Pool treatment will occur during the week of May 8^th. This will allow a mandatory two-week “rest” period prior to opening the pool by Memorial Day. The tennis net will also be installed in time for Memorial Day. 

Tree Committee

The dangerous grove of pine trees that had been infested with carpenter ants has been removed over the winter. Stumps were ground and the area was loamed and seeded. That action along with other work to eliminate dangers exhausted our tree budget for this fiscal year. The Committee will evaluate its priorities going forward, and notes that due to budgetary limitations it is likely that replanting trees at Association expense to replace those removed, which is Association policy, must take second place to trees adjudged to be in dangerous condition.

Pressure Washing of Units

Several unit owners have requested that Association units be pressure-washed. The Board will request a quote, but notes that this may have to be delayed due to budgetary considerations noted above.

Landscaping

Spring clean-up was performed by Patten, who for the first time in several years has a full complement of workers. The Board has decided to pass on mulching this year, both because it was done last year and due to budgetary considerations. Reseeding was performed by Patten, although there are patches that still need attention. Director Leyden will consult with Patten regarding reseeding and the selection of flowers in the circle.

Ogunquit Playhouse

Performances this season will again be indoors. It is not known to what extent if any outdoor concerts are planned. (For the benefit of new unit owners, loud noise from outdoor performances during the 2021 season were quite disruptive to the Association, especially to unit owners closer to the Playhouse.) 

Directors Flanagan and Werthan will attempt again to reengage the Playhouse to discuss its stated expansion plans as a prior request for an update last year went unanswered.

Dryer Vents

Unit owners will be asked to clean their dryer vents. Unit owners can do this themselves or arrange for dryer vent cleaning. Accumulation of fibers from clothes dryers can present a fire hazard. 

Reminder Letter

The Board discussed the need to send the annual Reminder Letter to unit owners, which covers general information that will be helpful to unit owners. This will include the aforementioned dryer vent issue. Sarah Grant to send after review.

Water Committee 

Director Modena reported that assessments of water pipe connections for units are nearly complete. The issue had been the type of connection from the outside of the unit to the inside. As the Association was built out, the developer used increasingly cheap connections which are now quite old and may fail, resulting in potential costly water damage. When assessments are complete, connections that are highly suspect will be replaced by the Association.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Flanagan and seconded by Director Brockway was passed unanimously, whereupon the meeting was adjourned at 5:53 p.m.

Minutes of Board Meeting of June 27, 2023

The meeting was convened at 9:00 a.m. with all directors in attendance via video conference call. Also in attendance was Sarah Grant, our representative from Great North property management.

Approval of Minutes

After motion by Director Leyden, seconded by Director Brockway, the minutes of the previous board meeting of April 18, 2023 were unanimously approved.

 Financials

Our Treasurer, Director Flanagan, reported that the balance of our account stood at approximately $53,000, a slight improvement from the balance existing at our prior meeting. However, it continues to be clear that inflation and general and other maintenance items are continuing to take a toll on our existing level of available funds, and that there has been no progress in improving the level of our reserves. Director Flanagan also noted that the Association is continuing to run at a small operating deficit, and that it has been prudent to delay certain expenditures, such as the replanting of trees and other landscaping initiatives such as mulching that otherwise would be undertaken, all in an effort to maintain our current level of reserves. Director and Treasurer Flanagan, with the assistance of Director Mello, our former Treasurer, presented financial information that underscored the points above. 

The Board then engaged in a wide-ranging discussion of how best to remedy our low level of reserves, and how best to determine an appropriate range of reserve levels to ensure that the Association could make ongoing necessary capital expenditures and also be able to meet obligations that might arise on an emergency basis. Directors Mello and Flanagan stated their belief that a special assessment will be necessary to bolster our level of reserves, and the Board agreed with their recommendation; the precise question is what level of reserves will be appropriate on a going-forward basis to ensure that the Association is adequately funded. There was discussion about immediately submitting a special assessment initiative to the unit owners, or immediately to raise dues, but Director Flanagan believes that absent unusually large and unanticipated emergency expenditures the Association will have sufficient funds for the balance of the calendar year and beyond well into the next fiscal year. Ultimately it was the consensus of the Board that it would be prudent to engage a firm that could evaluate the Association complex and provide a recommendation as to the appropriate level of reserves. On motion by Director Werthan, seconded by Director Ramsay, the Board unanimously approved to engage a consulting firm to evaluate the Association property and make a recommendation on the reserve issue.

Roofs

Director Mello reiterated that the roofs of the Association units are in good shape and no expenditures for replacement are anticipated for at least two or more years.

Unit 101

Since the last meeting, ceiling repairs, basement wall repair, garage door seal repair, and backyard cleanup have been accomplished. Sealing of the front steps could not be done due to the amount of rain we have received this spring, but will be accomplished as soon as the weather allows. Director Leyden will communicate same to the unit owners.

Unit 105

The sump pump in the unit has been replaced.

Unit 107

Repairs will be made to the brick fascia by John Patten.

Stevens Electric

This company maintains our pumping station electrical and mechanical needs. The station is operating well now, and Stevens is awaiting parts to finish restoring our backup pump in the event of primary pump failure. 

Chimney Repairs

In between meetings, the Board authorized chimney repairs for Units 203, 206, and 108, which are leaking or in an advanced state of deterioration, and engaged Patrick Connelly to do the work. Mr. Connelly was recommended highly by Hall Bros., the company that has done fine work on unit roofs. It is expected that this work will be completed in July. Sarah Grant will follow up with the contractor to get necessary insurance documentation and to get a start date.

Tree Committee

Directors Modena, Leyden and Werthan will perform their annual inspection for dangerous trees this fall with the assistance of our arborist.

Water Issues

Directors Mello and Werthan reported that all the crawl spaces for Units 201 – 207 were dry, notwithstanding the abundance of rain recently. Director Mello attributes this to the recent flushing out of lines as part of Association maintenance practices.

Lampposts

To save money in the long run, Director Modena raised the possibility of using metal lampposts instead of wood lampposts. After discussion, the consensus of the Board was to continue using wood lampposts at the present time.

Lease Approved for Unit 117

The Board approved the lease tendered by the unit owner for a recurring yearly rental of her property to the long-time tenants.

Sinkhole and Pavement Repair

The Board authorized the repair of the sinkhole near Unit 110 that has recurred after a number of years, and also authorized the repair of the road near Unit 204. Sarah Grant will get repair quotes.

Landscaping

The Board authorized John Patten, who does the Association landscaping, to trim bushes in early July this year. The Board notes that Patten, who has had some difficulty in procuring workers during previous years, is now able to perform this service at the beginning of high season rather than at the end of the season. This should enhance the appearance of unit owners’ houses when most people are here at Meadowlark.

Annual Meeting

Director Werthan will begin working on the Annual Meeting materials for distribution to unit owners. Per our By-laws, the meeting will be held on August 5th, the first Saturday in August. The place of the meeting will be the tennis court, with an inclement weather back-up of a Zoom meeting.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Werthan and seconded by Director Flanagan was passed unanimously, whereupon the meeting was adjourned at 10:45 a.m.

Minutes of Board Meeting of August 5, 2023

The meeting was convened after the Annual Meeting of unit owners at 10:15 a.m. with all directors in attendance except Peter Brockway, who was attending a funeral.  Also in attendance was Sarah Grant, our representative from Great North property management.

Approval of Minutes

On motion by Director Ramsay, seconded by Director Mello, the minutes of the previous board meeting were unanimously approved.

Election

On motion by Director Mello, seconded by Director Flanagan, all existing officers were nominated for election to their current positions:

Lauren Leyden, President

Kevin Ramsey, Vice-President

Jeff Werthan, Secretary

Mike Flanagan, Treasurer

All candidates were elected unanimously.

Financials

The Board briefly discussed moving part of the balance of the checking account to a higher yielding savings account. Director Ramsay suggested that a legally separate reserve account, titled or denominated as such, be created. Director Flanagan will visit with our bank, Kennebunk Savings, and discuss. 

There followed a general discussion on general reserves and dues. Director Ramsay will research companies that are qualified to assess the appropriate level of Association reserves, and to communicate to such companies the particular aspects of Meadowlark that are different than many condominium associations. These factors include the expansive nature of our grounds, the extensive network of underground pipes and sewer lines, the good condition of roofs throughout the complex, which have been funded via dues, and the absence of elevators and other equipment more typically found in high-rise buildings. After a company is hired and a report is received, the Board will assess the best method of increasing our reserves and adequately funding our continuing expenses, many of which have been impacted by inflationary trends. No decision is expected until January 2024.

Landscaping

The Board then discussed its landscaping plans for the remainder of the year and for next year. John Patten thereafter met with the Board so that he could effectuate the Board’s plans, which include weekly mowing until the season allows a more relaxed two week schedule. Mowing will occur regularly on Mondays. 

The Board also requested that Patten schedule trimming next year at the end of June, and further requested that a massive crew do the work over a two day period rather than sending smaller crews over a two week period. This will benefit the community by limiting noise associated with trimming, and will allow trimming to be finished before high season begins in July. The Board also requested that a supervisor be on site to ensure that work is performed in an effective and efficient manner, that shrubs touching houses be trimmed back, that the pool and tennis area be included for weeding and upkeep as it was this year, and that weeding and mulching next year be done in the front and back of units. John Patten took notes and agreed.

Sump Pumps

Due to the unusually high amount of rain this season, a discussion of sump pumps and unit owner responsibility was had. The practice of the Association, largely to prevent mold or mildew issues, has been to install sump pumps on an as-needed basis in crawl spaces and basements, which are owned by the Association and not directly by unit owners. The Board has replaced and installed several sump pumps this season.  Notwithstanding the Board’s practice of installing and replacing sump pumps, for decades the Association has made it clear that use of basements and crawl spaces by unit owners is at the unit owners’ risk, and the Association reiterates this policy for newer owners.

Unit Issues

The Board is following up on unit issues as follows: Unit 109 (overgrown shrubs), Unit 101 (seal front steps and inspect and evaluate water entry in garage), Unit 107 (repair bricks on front steps and assess trees near driveway), Unit 113 (assess large shrub around electrical box), Unit 202 (inspect and repair hole in structure).

Chimney Issues

Chimneys for three units were repaired, and the recommendation of the contractor was to seal all remaining chimneys, understanding that some chimneys would need repair before sealing. This would provide years of extra life at a rather minimal cost compared to continued repairs on an ad hoc basis. Roofs will not be affected by sealant. Expense would be allocated to General Maintenance. Optimal time would be after high season in September or early October before freezing weather arrives. The Board, on motion by Director Ramsay, seconded by Director Werthan, unanimously passed a resolution to proceed. Director Modena will follow up with the contractor to discuss and set terms.

Unit 113

Owners would like to remove overgrown shrubs and replace with a planting at their own expense. On motion by Director Ramsay, seconded by Director Flanagan, the motion passed unanimously, with the condition that the unit owners receive Board approval for the type of new planting.

Water Committee

Member Directors will meet and continue their efforts to complete assessments of water pipe connections throughout the community.

Dryer Vents

It was noted that at the Annual Meeting that unit owners must clean their dryer vents on a yearly basis. Dryer dust and sediment can collect and potentially cause a fire. Unit owners can arrange for dryer vent cleaning.

Great North Follow Ups

Sarah Grant will generate a spreadsheet to list vendors and note compliance or non-compliance with respect to signing the Association’s Vendor Agreement form. 

Sarah will also get in touch with the daughter of the owner of Unit 114 to discuss the need for and status of the dehumidifier. The owner’s daughter will also be contacted with respect to inspection of the property and the need to turn water off. 

Sarah will also get the name or names of companies that can clean dryer vents and transmit same to unit owners along with a reminder that dryer vents must be cleaned on a yearly basis.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Flanagan and seconded by Director Werthan was passed unanimously, whereupon the meeting was adjourned at 11:56 a.m.

Minutes of Board Meeting of August 21, 2023

The meeting was convened at 9:35 a.m. with all directors in attendance via the Microsoft Teams platform. 

The following topics were discussed:

Chimneys

After the Annual Meeting, it was discovered that the chimney for unit 202 was separating from the foundation and was in danger of collapsing. The cost to repair this will be expensive, totalling approximately $8,950.  The chimney of unit 116 needs the top 8 or 9 courses rebuilt at a cost of $3,250. In addition, the cost of resealing the community's other chimneys, which is a cost-effective solution to prevent deterioration, is estimated at $9,150 bringing total known chimney expense to $21,350.  It should be noted that other defects found during the resealing process, which is expected to take place this fall, will increase the cost of the chimney repair process, although it is not expected that major defects will be found, as the contractor has already done a ground inspection of all units. 

Reserves Study

Previously, the Board believed that a reserve study would be in the Association's best interest.  It assigned Director Ramsay, an engineer by trade, to research the cost and effectiveness of such a study. Director Ramsay reported that a "standard" level study would cost approximately $6000 and that an "enhanced" level study would cost approximately $9000. He further reported that a Standard Study would include a basic inspection of the property and structures, and a detailed analysis of our bylaws and community rules, to determine financial responsibilities and associated costs going forward. An Enhanced Study would include all of the previously mentioned items, plus an engineering firm would present a detailed maintenance schedule for the structures and equipment for which the Association is responsible. In neither of these Studies was there any excavation work or analysis of underground piping or water systems. Director Ramsay felt these types of studies were designed for Associations that have very little experience with maintenance and repair, and do not have a good handle on large ticket item repairs, such as roofs, sidings, pools, etc. He stated he believes our Board members have a very good track record and excellent relevant experience with those items.  After assessing and evaluating (1) the costs and relatively limited benefits of both studies, (2) a previous study that the Board had commissioned in 2007, (3) the past history of repairs to our underground water lines, (4) the sound condition of roofs and budgeted roof repair schedule and expected outlays, the sealing and repair process now underway for Association chimneys, (5) the absence of other typical condominium expenses such as elevators, air conditioning and heating systems, and large building structural issues, and (6) his belief that major segments of potential repairs and ongoing expenses have already been identified, Director Ramsay stated his belief that the costs of the studies outweighed the benefits and recommended that the studies not be performed at this time. Discussion ensued, and a motion to not proceed with the study made by Director Modena and seconded by Director Leyden passed unanimously.

Dues and Assessment

As was discussed at the Association's annual meeting earlier in the month, a detailed discussion of (1) the level of dues to meet ongoing Association expenses, both existing and anticipated, as well as (2) an assessment to restore general reserves to an appropriate level was initiated by Director Flanagan. Various alternatives were discussed, with the goal of endeavoring to make sure the Association is adequately funded in the future, but not over-funded. Based on the Association's fiscal 2024 budget, which was presented at the annual meeting and sent to all unit owners, and after discussion, Director Flanagan recommended for the board's consideration an average increase in dues of $125 per month, which would keep average dues below $600. He also recommended a one time assessment, on average, of $3,000 per unit, payable in two installments, which would over that time period restore the Association's general reserve to an appropriate level. Precise levels of the dues and the assessment would be based on the unit owners' actual percentage of common ownership. A vote was tabled for additional reflection by directors and consultation with counsel on procedure with Director Werthan. 

Dues and Assessment 9-21-23 Chart

Other matters discussed:

Pavement Repair

Bids had been received from three contractors for necessary pavement repairs. On motion by Director Ramsay, seconded by Director Brockway,  a vendor was selected to do the repairs at a cost of approximately $2,000, and the motion was passed unanimously.

Unit 203

After inspection, it was noted that the crawl space had become flooded, and that this has been a recurring problem. On motion by Director Brockway, seconded by Director Mello, the board voted unanimously to approve the installation of a sump pump. Director Leyden will contact Agamenticus Plumbing to schedule.

Unit 306

A request for reimbursement was made for replacement of two sump pumps and a battery back-up system. Noting that Directors Flanagan and Mello had left the meeting, the Board deferred consideration of this request to the next board meeting, expected in late August or early September.

Sump Pump lines

Director Modena noted that sump pumps are only as good as their drainage lines, and that if drainage lines become clogged the pump will be ineffective. This was recently the problem with one unit. He recommended that small markers be installed for such drainage lines and that they be inspected at least once a year. The board concurred.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Brockway and seconded by Director Ramsay was passed unanimously, whereupon the meeting was adjourned at 11:15 a.m.

Minutes of Board Meeting of September 21, 2023

The meeting was convened at 10:02 a.m. with all directors in attendance.  Also in attendance was Sarah Grant, our representative from Great North property management.

Approval of Minutes

On motion by Director Flanagan, seconded by Director Leyden, the minutes of the previous board meetings of August 5, 2023 and August 21, 2023 were unanimously approved.

Financials (see letter below)

Funds stood at $32,500 as of September 21, 2023.  This represents a decrease of $22,000 from Sept 7, 2023, all due to necessary and recurring expenditures. Director Flanagan noted, as he discussed in prior meetings and at our latest Annual Meeting, that this level is a very thin margin in the event of unanticipated expenses. While the Association is solvent, there is now no question that it needs an infusion of capital and a dues increase to restore its reserve fund and meet its projected obligations as they come due, respectively. The Board continued its discussion from prior meetings and, on motion from Director Flanagan, seconded by Director Mello, voted unanimously to increase Association dues by an average of $125 per month effective January 1, 2024. Discussion also continued with respect to restoration of the Association's reserve fund, and on motion from Director Ramsay, seconded by Director Mello, the Board voted unanimously to call a Special Meeting of unit owners to seek approval for an average assessment of $3,000, payable on January 1, 2024. Director Flanagan will write an explanation of why there is a necessity for both a dues increase and an assessment, which will be sent shortly to unit owners. Director Flanagan noted that the amounts for the dues and, subject to approval of a majority of the unit owners, the assessment, are a function of each unit owner's percentage of ownership in the common areas and facilities. Each unit owner will be informed of their own prospective level of dues and assessment.  Director Werthan will prepare a Special Meeting proxy statement for review by Association counsel. It is anticipated that the Special Meeting will take place during the first full week of December, 2023.

Tree Committee

Director Modena explained the Committee's recommendations, noting that removal of dangerous trees, removal of stumps, and plantings of trees and shrubs will cost approximately $6,600. 

Chimney Update

Director Modena noted that the reconstruction of the chimney for Unit 202 is almost complete, and that we do not expect any more significant expenditures for chimney reconstruction or repair in the near future, based on the advice of our contractor. Chimney sealing and maintenance continues.

Sump Pumps

The Board continued its discussion of sump pumps. Director Mello, our longest serving director, explained that historically the goal for crawl spaces and basements has been to keep them reasonably dry but not necessarily perfectly dry, and reminded all that building out in basements, which are limited common areas, has always been at the unit owner's risk.  Accordingly, the Board determined that it would be inappropriate to pay for optional battery backups, which due to limited operating duration are of limited value, as well as secondary sump pumps. Upon notification to the Board, unit owners may, if they so choose, install and pay for battery backups and secondary sump pumps at their own cost.  Initial sump pumps, if required due to flooding, as well as electrical hookups, will continue to be paid for by the Association.

Light Posts

The Board authorized Director Broackway to buy and pick up five light posts to replace damaged light posts and to hold several in reserve.

Unit Issues

The Board considered or acted upon the following unit issues:   

Unit 109 Replacement of rim board and rotting foundational wood was completed. Payment of $2,700 was authorized by the Board.

Unit 306 Approval of payment of $2,000 for sump pump and related equipment approved by the Board. Director Leyden recused herself from the vote.

Unit 300: The Board approved the unit owner's request to replace all windows and doors, rebuild the owner responsible sun room in the exact footprint that now exists, and renovate the two main floor bathrooms. Director Ramsay recused himself from the vote. 

Director Brockway left the meeting after this issue was discussed, as he had a prior commitment.

 Unit 204 The owner asked for elective permission at their own expense to spray insulation foam in the crawlspace. Director Modena researched the issue and also discussed this with the town's building inspector, who concurred that this was an acceptable practice. On motion by Director Leyden, seconded by Director Flanagan, the Board unanimously approved the request. Sarah Grant will notify the unit owner, ascertain that all necessary town approvals have been signed.

 Unit 204 The owner also asked for permission, at their expense, to install railings on the back exit to their deck.  CONFIRM On motion by Director Werthan, seconded by Director Ramsay, the motion was approved unanimously, with the condition that color and materials match existing Association railings. Sarah Grant will inform the unit owner. 

Unit 114  It was noted that Directors Ramsay and Mello made repairs to the basement of this unit, which is currently unoccupied. The Board thanked them for their efforts, which also saved the Association costs related to repairs, dehumidifier issues, and sump pump issues.

Pool

Director Leyden informed the Board that the pool will be closed during the week of October 1.  Director Leyden also noted that the condition of umbrellas and tables are poor, and that the new canvas needs to be cleaned. Discussion of new umbrellas and tables was tabled until next year. Director Leyden further informed the Board that an inquiry was made with John Patten with respect to cleaning the pool decking. The plan is to pressure wash the moss off and fill in the cracks with polymeric sand to prevent weeds. John will have his mason attend to this once the pool cover is on. The Board agreed that this should be undertaken.

Pressure Washing

The Board plans that this service, which was skipped this year due to financial concerns, will be undertaken next year for all unit

Water Committee

After inspection by the committee, it was determined that six units need to have entry pipes redone due to aging and deterioration. It is expected that this will cost approximately $2,000. Based on anticipated costs, and given the risk/reward ratio in the event of breakage and subsequent flood, the Board voted to proceed with replacement. Director Leyden will arrange for Agamenticus Plumbing to do the repairs.

Sewer Maintenance

Stevens Electric will be contacted to do the usual Fall maintenance on the sewer pumping station in the lower Village.

Winterization Letter

Sarah Grant will send out a winterization letter to all unit owners.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Werthan, seconded by Director Leyden, was passed unanimously, whereupon the meeting was adjourned at 11:37 a.m.

Respectfully submitted,

Jeff Werthan, Secretary

_________________________________________________

Meadowlark Village Residents: 

We are writing to update you on the steps we are taking to solidify the Association’s finances. 

At our annual meeting in August of 2022 and again at our annual meeting this year we reviewed our finances at length including a thorough review of our operating expenses. We discussed the impact of inflationary costs on numerous budget line items, particularly Utilities and Insurance costs. Those spiraling costs are keeping us from achieving our long-term goal of building up a sufficient reserve fund. 

In the time since our last meeting we’ve encountered additional incremental costs including significant chimney repair expenses of more than $21,000. Those capital costs were not budgeted as part of our 2023-24 plan and will eat further into our reserves, which currently hover at approximately $35,000. 

So, after considerable thought and analysis we have developed a two-part plan to address our finances and ensure that the Association can maintain our infrastructure and the outstanding environment that we have come to expect at Meadowlark Village. 

Part One: Monthly Dues Increase Commencing January 1, 2024 -- To meet our current operating costs we are instituting a dues increase that averages $125 per month per unit effective with the payments due January 1, 2024. The exact amount for each unit is based on each unit owner’s percentage of ownership in the Association. We have attached the new dues amount for each unit. Please note that we have not had an increase to our dues for four years as our last increase was implemented in January, 2020. 

Part Two: Reserve Assessment – As previously discussed, we are operating with a very slim financial reserve, currently at approximately $35,000. That’s a very narrow margin to handle the infrastructure costs of our roadway, plumbing, pool and tennis court as well as the roofs, chimney and exterior of all 38 units. Even with an increase in our monthly dues we will not be able to make headway on building up our reserve without an assessment. Whether you are a longtime owner who has seen the value of your unit appreciate considerably or a newer owner who has invested your own money to purchase a unit at Meadowlark, we all deserve the peace of mind that our Association has sufficient funds to maintain our community. 

Based on our Board’s collective experience and deep understanding of our infrastructure needs, our objective has been to build and maintain a reserve of approximately $125,000 to $150,000. Accordingly, we are recommending an assessment that averages $3,000 per unit, split into two payments as spelt out below and on the attached spreadsheet. As with the dues increase, the exact amount for each unit is calculated based on each unit owner’s percentage of ownership in the association. Half of the Reserve Assessment is due on January 1, 2024 and the remaining half is due on July 1, 2024.

Per Maine Law, this Assessment needs to be approved by a simple majority of our members to be enacted. We will schedule a Special Meeting for all Unit Owners via Zoom for the first week of December to vote on this motion. Just as with our Annual Meeting, we will distribute Proxies to all Unit Owners by mail and e-mail so each unit owner can vote on this proposal in advance if they so choose. 

We would be happy to address any questions you may have on this plan. Please feel free to reach out to any of the Directors to discuss this plan or contact Director Mike Flanagan, our Treasurer, at mikeflanagan79@gmail.com if you’d like to set up a time to discuss any specific questions. 

Thank you 

The Board of Directors, Meadowlark Village 

Minutes of Board Meeting, December 3, 2023

The meeting was convened at 4:00 p.m. with all directors in attendance. Also attending the meeting was Sarah Grant, our representative from Great North Property Management. 

The first order of business was approval of the minutes from the September 21, 2023 board meeting. On motion by Director Ramsay, seconded by Director Flanagan, the motion passed unanimously.

Discussion of Upcoming Special Meeting

The discussion then turned to the Special Meeting scheduled to occur on December 5, 2023. Sarah Grant noted that at the present time 63 % of all outstanding votes have voted in favor of the special assessment, based on returns of proxies.  Director Werthan asked Ms. Grant to make sure that all those unit owners who might want to participate in the special meeting have been notified. Ms. Grant indicated that timely notice has gone out via US Mail and email. Director Werthan also wanted to make sure that all participants would have the opportunity to speak to all other participants at the meeting and vote at the meeting should they so desire following the planned presentation by Directors Ramsay and Flanagan. Ms. Grant said that she will set up the Zoom meeting to allow for that to occur. 

Financials

Director Flanagan then discussed financials, and expressed his concern about present balances. He reiterated the need to implement the special assessment and to raise dues, which have not been raised for four years. He mentioned in particular the recent unanticipated road expenses and chimney repair expenses for Unit 202, as well as other potential chimney issues. 

Other Matters

Chimney Ash Pits. Following inspection of a unit by the Association's contractor, on motion made by Director Werthan and seconded by Director Brockway, the Board voted unanimously to have the contractor inspect ash pits.

Unit 101. The Board discussed the bill submitted and repairs done by the unit owners.

Unit 107. The Board discussed a potential concern about ash pits beneath the surface of the chimney as well as the condition of the chimney in this unit.

Units 204 - 207. Director Mello informed the Board that these four units are serviced by one water meter, and that the water authority had noted that there was a leak somewhere along the line and that inspection was recommended. Director Mello will follow up.

Unit 207. The Board discussed a water ingress issue with respect to this unit, with Director Brockway agreeing to follow up.

Adjournment

There being no other business to come before the board, a motion to adjourn was made by Director Ramsay, seconded by Director Flanagan, and passed unanimously whereupon the meeting was adjourned at 6:14 p.m.

Respectfully submitted,

Jeff Werthan, Secretary

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