Minutes of Board Meeting May 3, 2022

The meeting was convened at 4:05 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 Ramsay, seconded by Director Brockway, the minutes of

the previous board meeting of October 6, 2021 were unanimously approved.

The Board then discussed the following:

Financials

Director Flanagan, our Treasurer, described the current state of our balance sheet

and statement of operations. As of April 30, 2022, we were over budget by a small

amount, due mainly to higher than expected General Maintenance and Ground

Maintenance items, and , to a lesser extent, tree removal and trimming

expenditures. Absent further unexpected expenses, however, it is anticipated that

the Association will make modest progress in bolstering its reserves by the end of

the fiscal year. However, in the long term, if the current inflationary trend

continues, it is expected that the Association’s expenses will increase. This may well

impact the extent to which reserves can be increased going forward. As he indicated

previously, Director Flanagan’s belief is that revenues and expenditures are not out

of line given anticipated seasonal fluctuations.

Roofs

The Board discussed the current plan with respect to ensuring that roofs in the

complex are in good repair. Pursuant to its long-range plan, the Board next

anticipates redoing the roofs of units 300 and 301, which have been scheduled for

this fiscal year. Director Mello will meet with Hall Bros. our long-time roofing

company, for an inspection and to discuss whether that project is in fact necessary.

Tennis Court

The Board then discussed the deterioration of the tennis court, which is still under

warranty by the company that repaired it a few years ago. Our property manager,

on instructions from the Board, had contacted the company, which has agreed to

repair the tennis courts when the weather temperatures reach a level compatible

with such repairs. That is anticipated to be in early June if not earlier. Ms. Kuffel

will follow up and schedule the repairs.

Projects and Requests

The Board then turned to progress made with respect to projects and requests

involving the following units:

Unit 202 A lease has been approved allowing for the summer rental of this unit.

Unit 307 A water issue relating to this unit was discussed by the Board. A

potential drainage plan was considered, as well as a gutter installation to carry

water, which later freezes during the winter, away from the unit. Board members

Ramsay, Modena, and Brockway will follow up with an on-site inspection and will

thereafter recommend any necessary repairs or modifications.

Unit 203 Following the flooding of the unit’s crawlspace, the installation of a sump

pump was approved by the Board on an emergency basis in between formal Board

meetings. After that approval, the clearance of drainage pipes in adjoining units was

undertaken by SeaCoast, which appears to have ameliorated the problem. Director

Mello will meet with SeaCoast over the next two weeks to determine whether a

sump pump is still required.

In addition, the owner of Unit 203 indicated that the unit’s AC is not working

properly, and informed the Board that she would like to install a new combined

AC/hear pump unit. Director Ramsay sent documents to explaining the procedure

to request Board approval of a new system, and Director Werthan followed up by

explaining the procedure.

Unit 100 The owners of the unit indicated that they would like to replace the

fencing near their unit. The Board discussed the request, and will inform the unit

owners that they may do so, at their own expense, and using the Association’s

contractor, after approval of the materials by the Board.

Unit 108 The unit owners indicated that they withdrew their request for repair of

their fireplace, as the water ingress issue appears to have resolved.

Unit 209 The owners of this unit have requested that grass seed be planted, as the

existing grass in some areas has all but completely died off. The Board will contact

our landscaping contractor and ask that grass seed be planted. The Board will

contact the unit owner to explain that the seed must be watered carefully to ensure

that it grows.

Water Committee

Director Modena discussed the ongoing efforts of the committee to keep track

of outside underground valves, which he noted were mapped by the KKW water

authority. The Board is concerned that only master plumbers should have access to

such valve locations. In addition, the committee is continuing to monitor in-unit

shut off valves, which are in various states of repair depending on when the unit was

built. Individual owners will be contacted by the committee if it is determined that

their in-unit valves are in need of repair or replacement. This project could save

unit owners, and the Association, major expenses if it prevents accidental flooding

of units. These connections should not be expensive to repair, and will decrease the

likelihood of leaking into affected units.

Finally, Director Werthan referenced the recent communication that was sent to all

unit owners by the Ogunquit Sewer District concerning, among other things, the

need to be very careful when disposing of certain materials in wash basins and

toilets. Ms. Kuffel will follow up with a reminder to all unit owners as the summer

season approaches.

Tree Committee

Director Modena reported that all the trees adjudged to be dangerous under Phase I

of the committee’s plan for elimination had been removed, and that some work

under Phase 2 had also been accomplished. Stumps, however, remain, and the

Board authorized Director Modena to get a quote of grinding and removal of those

stumps. In addition, another survey of the property will be undertaken in

September by Directors Modena, Werthan, and Leyden, with the help of the

Association’s arborist, to determine whether, and the extent to which, other trees

may need attention or removal.

The Board also discussed the request of Unit 113 to remove a tree behind the unit.

The Board decided, in conformity with the Association’s Tree Policy, that the unit

owner may remove the tree, which is not considered dangerous, at the unit owner’s

expense, and that the unit owner must plant a tree to take the place of the tree that

will be removed. The unit owner will be contacted with respect to required details.

The owner of Unit 115 expressed concern about the root system of the trees

surrounding the unit, which the owner believes to be dangerous. Director Brockway

will inspect the property with a view to remediating the issue.

Landscape

Director Leyden reported that our landscaping company had mulched the

Association property on a timely basis and that property looked good.

Maine Catch

Director Leyden expressed concern about the very early morning refuse collection

practice of this restaurant, which abuts Association property. Local noise

ordinances forbid certain noise levels prior to 7 a.m. on weekdays. Director Ramsay

will contact the owner of the restaurant.

Ogunquit Playhouse

Director Flanagan reported that the Playhouse has moved its theater productions

back inside the building, so that the extreme noise we experienced last season

should not be repeated this season. It is unknown at this point what the current

plans of the Playhouse are to further develop or renovate. No communications have

recently been received from the Playhouse with respect to any planned submissions

to the Ogunquit Planning authorities. Directors Flanagan and Werthan will contact

the Playhouse to get an update.

Pressure Washing

The Board decided to hold off on pressure washing unit exteriors for at least one

year.

Pool Area

The Board will continue its requirement that all unit owners and their guests sign a

Covid Waiver (if they have not already done so) before they may use the pool area.

Unit owners are encouraged to request a blank waiver from Great North should they

need one. Additional blank copies will be supplied for completion in the mailbox

attached to the fence by the pool.

A new awning for the pool area is being fabricated and will be installed at the

beginning of the season.

Outstanding Items

It was noted that certain light posts that have broken or deteriorated over the

winter are in the process of repair. In addition, the light post near Units 113 and

114 will also be repaired. Finally, the Board noted that the quality of the repair work

on brick fascia has not been satisfactory. Ms. Kuffel will communicate this to the

repair staff and will also request that remaining fascia work be completed.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director

Leyden and seconded by Director Ramsay was passed unanimously, whereupon the

meeting was adjourned at 6:00 p.m.

Minutes of Board Meeting, Tuesday, June 21, 2022

The meeting was convened at 3:04 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 Leyden, seconded by Director Flanagan, the minutes of the

previous board meeting of May 3, 2022 were unanimously approved.

The Board then discussed the following:

Financials

Director Flanagan, our Treasurer, described the current state of our balance sheet

and statement of operations. He explained that our original budget called for us to

make a significant contribution to our reserves, approximately $29,000.

Unanticipated costs for general maintenance, our tree budget, as well as inflation on

our standard budget lines, required us to spend approximately $17,000 ahead of our

plan, so we are only contributing approximately $12,000 to our reserves, or $17,000

less than we anticipated at the beginning of the fiscal year.

Thus, our balance at Kennebunk Savings Bank has grown from $46,600 a year ago to

$58,700 as we wind down the fiscal year ending June 30, 2022. In summary, we

made some progress towards strengthening our financial picture, though not as

much as anticipated.

Looking ahead to next fiscal year, our long range plan anticipates roof expenditures

of $25, 700 as a capital expense.   On our normal, recurring expenses we will need

to increase general maintenance, grounds maintenance, insurance, and trash pickup

due to inflationary pressures, for a total of roughly $14,000.  Our annual revenue,

consisting almost entirely of condo dues, is locked in at $213,180, and our very

preliminary estimate for the next financial year shows total projected expenses of

roughly $222,800. We will need to absorb these extra costs as part of our plan,

which means we would operate at roughly a $9,000 to $10,000 deficit in the next

fiscal year, essentially taking back most of the contribution to our reserves that we

made in fiscal 2022.

Having completed a large amount of our roof replacement cycle, we then anticipate

having three, or perhaps four years, without the need for major capital expenditures

for roofs, thus bolstering our ability to build back our reserves.  Ideally, we would

take our reserves up to $75,000 or $80,000 on the way to a long-term plan of having

at least $100,000 in reserves.

Roofs

The Board discussed the current plan with respect to ensuring that roofs in the

complex are in good repair. Pursuant to its long-range plan, the Board next

anticipates redoing the roofs of units 300 and 301, which have been scheduled for

this fiscal year. Director Mello met with Hall Bros. our long-time roofing company,

for an inspection, and it was determined that replacement is recommended. 

Director Mello noted that expenses for shingle have increased substantially, even

from last year, and that shingle in the precise color of prior roofs is no longer

available, so the best match will be utilized. Director Mello confirmed that Hall Bros.

believes no additional roof repairs will be necessary for three or perhaps four

years. On motion from Director Werthan, seconded by Director Brockway, the

Board unanimously approved the replacement of the roof for units 300 and 301.

Tennis Court

The Board then discussed the repair of the tennis court, which has deteriorated but

is still under warranty according to our property manager. It was hoped that

repairs would occur in June, but due to labor shortages repairs are now scheduled

for July 7. It is anticipated that the court will be closed for a few days thereafter.

Kara will send out a notice to unit owners in advance of the repairs.

Projects and Requests

The Board then turned to progress made with respect to projects and requests

involving the following units:

Units 200 -203

Seacoast Sewer and Drain, at the request of the Board, reviewed the cause of

flooding in crawl spaces for these units. The conclusion was the existence of a high

water table, a condition which did not exist previously. Seacoast recommended the

installation of a dry well, approximately four feet in diameter, as a solution. Director

Mello will ask for an estimate of the cost. And report back to theBoard. It is

anticipated that this project would occur in the fall, after the conclusion of the

summer season.

Water District Request

A letter was received from the Water District regarding the a test for Association’s

irrigation system backflow. Director Mello will contact a testing service.

Unit 205

A fresh water leak has percolated to the surface of this unit. Seyward Heating and

Plumbing has been contacted and will investigate the cause of the leak. It is

anticipated that an area of ground in front of the unit will have to be excavated to

determine the precise source of the leak, and that piping will need to be replaced.

Unit 307 A recurring water issue relating to this unit was discussed by the Board.

It is now thought that some landscaping may be necessary to correct the problem.

Board members Flanagan, Ramsay, and Brockway will follow up with an on-site

inspection and will thereafter recommend any necessary repairs or modifications.

Unit 203

A plan was submitted to the Board by the unit owner to replace the AC unit with a

modern heat pump. The proposal was reviewed in detail by the Board, and upon

the motion of Director Werthan, seconded by Director Ramsay, the plan was

approved unanimously. The project will commence after the summer season.

Unit 106

A puddle was reported in the basement of this unit. Directors Modena and Ramsay

will inspect the unit.

Unit 115

The extensive growth of roots on the lawn of this unit present a walking danger. On

motion by Director Leyden, seconded by Director Brockway, landscaping with loam

as well as the planting of grass seed appropriate for a shady area was unanimously

authorized by the Board. The unit owner will be contacted and also will be

responsible for watering the area after replanting.

Units 302, 201, and 101

Repairs to divots in the front steps Unit 302, the threshold of Unit 201, and the front

steps of Unit 101 were authorized by the Board.

Tree Committee

The Tree Committee will review a potentially dangerous infestation of carpenter

ants in a grove of pine trees in the upper village, as well as requests from Units 208

and 113 respecting trees near their units. The committee will review the requests,

consult with the Association’s arborist, and report back to the Board with its

recommendations.

Tennis Court and Pool Area

The decision to have Patten weed the area around the pool and tennis courts was

revisited. To save money, Director Ramsay suggested that a group of Board

members and perhaps unit owners be formed to do the work. The suggestion was

met with approval, and a date certain will be suggested to take care of the weed

problem and plant perennials to enhance the appearance of the area.

Water Committee Report

The members of the committee will report findings to the Board next week.

Annual Meeting

The Board discussed preparations for the upcoming annual meeting, which is

scheduled for the first Saturday in August per the Association’s By-laws. It was

provisionally decided to have the meeting at the tennis court as we did last year,

with a Zoom platform to be used in the even of inclement weather. In either event,

the meeting is scheduled for 9:00 a.m. on August 6, 2022.

Unit 204

Owners of this unit proposed to “encapsulate” their crawl space at Association

expense or on their own. The Directors Ramsay and Mello will review the proposal

and report back to the Board.

Property Management Items

Various minor repairs were added to the list, including replacing the deteriorated

wooden stairs leading to the crawlspace of Unit 203.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director

Brockway and seconded by Director Leyden was passed unanimously, whereupon

the meeting was adjourned at 5:04 p.m.

Minutes of Board Meeting, Tuesday, July 19, 2022 

The meeting was convened at 4:08 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 Leyden, seconded by Director Ramsay, the minutes of the  previous board meeting of June 19, 2022 were unanimously approved. 

The Board then discussed the following: 

Financials 

 Director Flanagan, our Treasurer, reaffirmed and refined the current state of our balance sheet  and statement of operations as was noted in our previous board meeting.  Looking ahead to next fiscal year, we will need to increase several line items due to inflationary pressure and increase our budget for general maintenance based on the repair expense trends of the last several years.  With the additional capital expense for planned roofs this year we will likely incur a small net loss for fiscal 2023.  Director Flanagan reiterated that we will need to maintain the current dues structure for the foreseeable future.  However, having completed a large amount of our roof replacement cycle and absent unforeseen expenses, we anticipate being able to build our reserves up to $75,000 or $80,000 on the way to a long-term plan of having  at least $100,000 in reserves.

Annual Meeting

The Board then discussed procedures for the conduct of the Association’s Annual Meeting on Saturday, August 6th, 2022 at 9:00 a.m. at the tennis court.  A motion was made by Director Werthan, seconded by Director Leyden, to appoint Great North as Inspector of Election.  The motion passed unanimously.  In the event of inclement weather the meeting will be held on the Zoom platform at 10;00 a.m., and will be hosted by Kata Kuffel of Great North.

Insurance

The Board then discussed the Association’s insurance policy, and the recommendation from Director Brockway to renew the existing policy was accepted unanimously.  Ms. Kuffel was also asked to follow up with individual unit owners to ensure that individual policies are in force.

Roofs

The timing of replacement of roofs for two units was set for October.  Ms Kuffel will notify unit owners of procedures to be followed.  It was noted that the Association will take a hiatus from roof replacement for the next few years.

Trimming 

The Board discussed the timing of trimming by Patten landscaping.  It was noted that Patten, as was the case last year, has endured a labor shortage. Director Leyden will contact Patten to ensure the work is performed as soon as possible.   The Board discussed bifurcating the trimming work next year to better handle seasonal requirements of Association plantings.  Director Mello expressed his preference to allow unit owners to do minor trimming on their own until Patten can get his crew here, and the Board concurred.

Support Beams

Although there is no immediate danger, Units 204 - 207 are in need of new support posts for the central support beams underlying the structure of those units, based on inspection by Directors Mello and Ramsay.  Director Ramsay believes that although this will not be a major expense to the Association, it is important to get this work done.  On motion from Director Brockway, seconded by Director Leyden, it was unanimously resolved that Director Ramsay be authorized to assess support posts throughout the Association.

Legal Matter

The Board then discussed a concern of several directors that various business owners might potentially seek to purchase a unit for commercial purposes.  On motion by Director Ramsay, seconded by Director Brockway, the Board authorized Director Werthan to discuss the issue with counsel.

The Board then turned to progress made with respect to projects and requests  involving the following units: 

Unit 307

The Board discussed a water runoff/ice formation issue with respect to this unit.  Directors Brockway and Ramsay will meet in August to determine solutions before winter sets in.

Unit 115

The unit owner informed our property manager that her water was rusty.  Ms Kuffel will contact the unit owner with specific recommendations for her unit, including inspecting her hot water heater.  No other units have complained of a similar problem.

Unit 205

A slow fresh water leak outside the unit was discovered, and D Sayward was called to fix it. The board expressed concern over the length of time this repair has taken. D. Sayward will be called again and if no action is forthcoming, another contractor will be utilized.

Tree Committee

The Committee held an onsite meeting and walk-around inspection with Dogtree Tree Service, our licensed arborist.  Josh Fenoff, the owner, recommended felling a grove of pine trees in the upper village, which have become somewhat dangerous due to root structure and carpenter ant infestation.  Mr. Fenoff believes that the project can be handled off season without undue risk.

Unit 208 has inquired about felling two trees near the unit.   While neither are considered dangerous by Dogtree, it was noted that one of the trees is not healthy, and that the other tree has a branch that extends over the back yard of the unit, which presents a concern to the unit owners.  Notwithstanding Association policy regarding preservation of Association trees, the Committee recommends that the unit owners be allowed to remove the trees at their expense, consistent with guidelines that also require replacement, stump grinding and loaming, the work to be completed off season should the unit owners decide to proceed.  A quote will be requested of Dogtree.

Unit  113 also has requested removal of a tree that is not considered dangerous by Dogtree.  The unit owner has since decided not to pursue removal of that particular tree.  During inspection, a large tree was discovered to have an insect infestation which Dogtree believes can be cured before the tree dies. The board authorized Dogtree to spray the tree in order to save it and prevent a large removal expense in the future.  The board will assess whether a third tree, which appears to be dead but is some distance from the unit, needs to be taken down during off season. 

Several directors noted that with the removal of the dangerous grove of trees in the Upper Village, the Committee’s 2023 fiscal budget will be exhausted. 

Website

Director Modena brought the Board up to date on his efforts to replace the Association’s existing website, the expense for which will become untenable as a result of Google repricing its services. Director Modena recommends moving the website to Ionos, which will be more user-friendly and less expensive. On motion from Director Flanagan, seconded by Director Ramsay, the board unanimously passed a resolution to move the Association’s website.  Ms. Kuffel will notify unit owners as appropriate. 

Contribution of Meadowlark Historical Information

Director Modena also mentioned the donation of Meadowlark Village historical information that was contributed by Vicki Bram of Unit 109.  The Board expressed its appreciation to Ms. Bram for her donation.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Ramsay and seconded by Director Modena was passed unanimously, whereupon  the meeting was adjourned at 6:04 p.m. 

 Minutes of Board Meeting Saturday, August 6, 2022 

The meeting was convened at 10:03 a.m. with all directors in attendance.

The first order of business was approval of the minutes from the July board meeting. On motion by Director Ramsay, seconded by Director Mello, the motion passed unanimously.

Election of Officers 

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

Lauren Leyden, President

Kevin Ramsay, Vice-President

Mike Flanagan, Treasurer

Jeff Werthan, Secretary  

On voice vote, the candidates were elected unanimously. 

Other Matters

Discussion continued respecting increasing the level of general reserves and the suggestion that the Association obtain a line of credit. Further investigation of the matter will continue. 

On motion by Director Ramsay, seconded by Director Modena, the one-year lease submitted by the owner of Unit 117 was approved unanimously. 

The potential submission of a by-law amendment that would clarify the single-family nature of the Association to the unit owners was discussed. Director Werthan will brief the Board members at the next Board meeting. 

The Board then discussed the new Association website, and the extent to which it should serve as a vehicle for communication with unit owners. The website, which is now operating and nearing completion, will continue to house meeting minutes of Board meetings and the Annual and Special Meetings of unit owners. Discussion will continue with respect to other functions that the website may serve. It was noted that ease of entry to the website has improved considerably, and thanks were given to Director Modena for his work on the project. To access the new web page, go to www.meadowlarkvillageogt.com/ Use "0270" as password. 

The removal of the potentially dangerous grove of pine trees in the Upper Village was discussed. The cost will be approximately $9,100, which will include stump removal, to be handled during the off-season. This will exhaust the tree budget for the upcoming fiscal year. 

The Board was contacted by the owner of Unit 108, who thought that the trees on Association property in the back of his unit had been cut down improperly by the owner of an adjacent property. Two directors inspected the area that had been cut, and concluded that the trees were not located on Association property. The Board will consider any plantings that the unit owner may wish to undertake.  Director Leyden noted that the new owners of Unit 307 had volunteered to ensure that the level of water in the pool was sufficient, and to add water if it was not. The Board appreciates this help and thanks the unit owners.

Director Leyden also noted that the pool and tennis court area had been weeded, and that a pool and tennis court area spruce up will occur in the spring of 2023. It is expected that this will be a minor expense to the Association. 

The Board discussed supports for the central beams in Association units. Director Ramsay was given approval to inspect all supports and to move ahead with analyzing corrective measures with a final report to be given this Fall.

Director Flanagan noted that Kent Bridges, our contact with the Ogunquit Playhouse, no longer works there, and that we need to reach out to the Playhouse to reestablish a contact in order to keep track of projects that the Playhouse may undertake. It was noted that this season, the Playhouse moved its productions indoors, resulting in much lower levels of noise. 

 Adjournment There being no other business to come before the board, a motion to adjourn was made by Director Modena, seconded by Director Brockway, and passed unanimously, whereupon the meeting was adjourned.

Minutes of Board Meeting September 22, 2022

The meeting was convened at 4:03 p.m. with Directors Lauren Leyden, Walter Mello, Jim Modena, Jeff Werthan, Mike Flanagan, and Kevin Ramsay, in attendance, as well as Property Manager Kara-Ann Kuffel from Great North. Mr. Werthan exited the meeting for a brief time and then rejoined. Mr. Ramsay acted as Secretary for the meeting.

Approval of Minutes

The first order of business was approval of the minutes from the August board meeting. On motion by Director Mello, seconded by Director Leyden, the motion passed unanimously.

Financial Review

Director Flanagan provided a brief summary of our financial position. The Association’s current bank balance is $64,391 and expenses are currently on track as planned as this point in the budget year. Director Flanagan advised he would like to begin moving steady monthly payments to a Reserve Fund account, starting in the first few months of the new year. He also reported on an inquiry that was performed with Kennebunk Savings Bank as to the prevalence of Condo Associations establishing lines of credit in order to be prepared for possible large unexpected expenses. Our bank account manager advised that Associations do not typically establish pre-emptive lending instruments, as they can be established fairly easily in the event that they are suddenly required and the Association is in a healthy financial position.

Other Matters

Unit 206 is missing stones on chimney fascia. It was determined that Patten Landscapers would not be able to handle this type of repair. Directors Leyden and Mello will contact other vendors and advise further.

Unit 107 - Andrew of Great North to rectify siding that is sagging.

Tennis Court and Pool. Andrew will put away tennis court net and pool furniture.

Unit 116 - Andrew will repair garage door.

Winterization Letter - Kara-Ann to add chimney flue cleaning and a mention of the new website and password to the standard Winterization letter, which will be issued in the coming days.

Great North Condo Sale - Kara-Ann advised on Great North’s typical process of a condo sale with respect to required documentation: Condo Certs, a third party vendor, fills out the required banking documentation. This can be expedited for a nominal fee. Any further questions from the bank go to Great North Client Services, which would consult with the appropriate Property Manager for more complicated inquiries.

Director Mello advised the roof replacements of units 300 and 301 are on track to be completed in the first week of October.

Director Ramsay reported on the investigation that he performed on the support posts in basements and crawlspaces throughout the Village. He was pleasantly surprised at the condition of most posts, however two banks of units required some attention. He proposed sistering up the existing posts, and stated he had found a supplier in Pennsylvania that would supply the required posts made to our dimensions. He anticipates that the posts can be delivered in the next few weeks. Kara-Ann confirmed that Andrew would be able to install the posts. Director Flanagan motioned we proceed with the project. Director Mello seconded, and the motion was passed unanimously. Director Ramsay is to coordinate with Kara-Ann regarding the timing and Andrew’s availability.

Director Werthan reported on his discussions with the Association attorney on a possible by-law amendment regarding further clarification that units at the Village are for single-family use, and not for the provision of housing to local employees. Possible language was presented and discussed; it was decided to revisit the matter at the first Board meeting in calendar 2023.

Director Modena reported that our website use has increased since the new platform was introduced, and that it will be important to continue running communications (such as the meeting minutes) through the website to continue to drive traffic. Director Modena also suggested that unit owners be reminded of the Association’s new website address and password, which are www.meadowlarkvillageogt.com and 0270, respectively.

Unit 204 - Director Leyden advised that we have not yet received the contact information for the new owners, but that contractors are already on site to begin renovations. Director Leyden informed the board she had reminded the new owners that replacement of windows and doors required Board approval to retain consistency with the rest of the development. The Board considered the installation and location of the heat pump unit and approved same.

Director Mello advised that Seacoast would not have time to install the drywell behind unit 202, simply because they are too busy. Director Mello will approach Patten regarding the project.

Director Mello confirmed that the sewer pipes serving unit 204 will be jetted every spring.

Unit 101 - Director Leyden motioned that John Habbas perform the required ceiling repair for an estimated $750. The motion was seconded by Director Ramsay, and passed unanimously.

Unit 307 - update on drainage issue; Patten is waiting on Digsafe to proceed.

Unit 210 - pruning issue. Patten to be advised by Director Leyden that additional pruning of the hedges are required at the rear of units 118 and 210 to avoid encroachment of branches in the backyard.

Unit 208 - tree trim request. Director Leyden is to obtain a quote for trimming requested by the owner of unit 208 when Josh is on the premises this Fall.

Director Leyden advised the pump station is to be serviced by Stevens Electric and A1 Septic in late November. 

Director Modena advised that 6 units (102, 103, and 204-207) required plumbing modifications to their water pipe entrances, which would be performed by our designated plumber in the spring or summer of 2023.

There being no other business to come before the board, a motion to adjourn was made by Director Leyden, seconded by Director Ramsay and passed unanimously, whereupon the meeting was adjourned at 5:12 p.m.

Respectfully submitted,

Kevin Ramsay, Acting Secretary

Please note that the website is www.meadowlarkvillageogt.com, and the password is 0270. Access to the password is for unit owners only.

Minutes of Board Meeting of December 19, 2022.

The meeting was convened at 11:00 a.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 Leyden, seconded by Director Brockway, the minutes of the
previous board meeting of September 22, 0222 were unanimously approved.

Unit 204

The unit owner, who is new to Meadowlark, replaced her outside light with a non-conforming light. The issue came to the Board's attention, and pursuant to motion by Director Leyden, seconded by Director Brockway, the unit owner will be informed that outside lighting must conform to Association practices and any request to depart from those standards must receive prior Board approval. The motion passed unanimously.

Financials

Our Treasurer, Director Flanagan, reported that the balance at November 30 was lower than desirable due to a convergence of expenses.  Director Flanagan estimates that this presently a timing issue, and that the accounts receivable (i.e. dues payments) will increase our balance in the coming months absent unanticipated expenses. Also discussed was a delinquency owed by a prior unit owner, which Director Flanagan will follow up on with our accountant.

Unit 101

The Board discussed a list of items for repairs and other concerns from the unit owners. The Board discussed each and every item and formulated a timeline for resolution, with the exception of one item which the Board believes is not reimbursable to the unit owners under Association By-laws. A letter will be sent to the unit owners informing them of the Board's resolution of the matter.

Adjournment
There being no further business, a motion to adjourn the meeting made by Director
Werthan and seconded by Director Brockway was passed unanimously, whereupon
the meeting was adjourned at 12:15 p.m.

Respectfully submitted,
Jeffrey M. Werthan,
Secretary