Meadowlark Village Condominium Association

Minutes of Board Meeting, Wednesday, February 10, 2021

The meeting was convened at 4:00 p.m. with all directors in attendance via video conference call. Also in attendance was Ms. Kara-Ann Kuffel from Great North, our property manager.

Approval of Minutes

Director Leyden motioned that the minutes of the previous Board meeting of September 30, 2020 be accepted. Director Mello seconded the motion, which passed unanimously.

Request of Unit 208 To Remodel Premises

Under the longstanding practice of the Board to review all unit owner requests to undertake changes to their units, including the effects that such changes would have on the greater Meadowlark community, the Board members have considered, discussed, and debated the

merits of the plans submitted by the owners of Unit 208 to renovate their unit. The Board has paid particular

attention to the timing of the request, which the Board understands contemplates that the renovation would occur throughout the summer months.

Among the factors the board considered are the following:

the broad scope and length of the renovation project which would continue throughout the entire summer, the presence of contractor trucks and vehicles on condominium property at a time when parking is at a premium and unit owner activity, including hosting extended family and guests of unit owners, is at a maximum,

the noise that would result from the operation of power tools during construction. The Board notes that much of this activity (sawing in particular) may occur outside.

the presence of a dumpster, temporary toilet facilities, and other unsightly construction materials outside the unit during a period of the community's highest occupancy,

the location of the unit, which is closest to the pool facilities used by unit owners and their guests, and which further exacerbates for all unit owners noise issues associated with the project,

the potential dangers of having construction workers on the property during a time of high occupancy (and in this case, during a pandemic).

On the motion of Director Ramsay, seconded by Director Modena, the Board unanimously approved the request of the owners of Unit 208 to remodel their unit, subject to a moratorium of all construction activities during the period from July 1 through Labor Day, inclusive. In addition, during construction, owners must ensure that contractors follow Meadowlark parking rules, and position any dumpsters and temporary toilet facilities in their driveway. Owners will further ensure removal of any outdoor construction materials, dumpsters, and temporary toilet facilities during the construction moratorium period.

The Board also notes that its decision is consistent with the review of recent requests in which the effect on the community was considered, including a request to install an outside generator (denied), and requests to install low-decibel heat pumps (approved).

Moratorium Guidance

After extensive consideration, discussion and debate, and on motion by Director Ramsay, seconded by Director Modena, the Board unanimously passed the following resolution with respect to certain types of construction during the period from July 1 through Labor Day:

Whereas it has been and continues to be the longstanding practice of the Board to require approval for changes to the property of a unit owner, including changes to property near unit owners that do not belong to a unit owner per se (limited common elements), and to consider the effect on the community of such requests for changes, such as requests for the installation of lowdecibel heat pumps (approved) and the installation of an outside generator (denied).

And whereas the Board in response to requests from unit owners has previously considered the advantages and disadvantages to the community of restricting the timing of certain types of property renovation,

And whereas the Board is cognizant of the fact that the great majority of units are fully occupied during the summer months, a time when unit owners invite their extended families and guests to visit,

And whereas the Board believes unit owners are entitled to the quiet enjoyment of their property at such time,

And whereas unit owners who desire to undertake construction projects will have the majority of the year (approximately ten months) during which to commence and complete such projects off-season,

And whereas the Board members believe it is in the best interest of the community to have general guidelines on renovation and construction during high occupancy periods for the benefit of the community as a whole;

Now therefore the Board, subject to exceptions noted below, passes a formal policy that restricts all construction and renovation from July 1 to Labor Day, inclusive, during the calendar year for all projects requiring municipal permitting, provided that unit owners may apply to the board for waivers (1) for bona fide emergencies requiring immediate action, or (2) work projects that require permitting but involve a relatively short amount of time. (By way of example, changes to an electrical circuit box, and certain plumbing work, do require permitting, but typically are able to be handled over the course of several days with little or no inconvenience to the community.) During construction, owners must ensure that contractors follow Meadowlark parking rules, and position any dumpsters and temporary toilet facilities in their driveway. Owners will further ensure removal of any outdoor construction materials, dumpsters, and temporary toilet facilities during the construction moratorium period.

Unit 205

While the owners of Unit 205 have not yet submitted reconstruction plans for Board review, the Board is aware of their ongoing demolition work and of their intent to file reconstruction plans with the Board. The owners will be contacted by Ms. Kuffel of the Board’s approach to plan review.

Unit 203

The Board noted that a request for kitchen renovation will be filed by the unit owner of Unit 203. Director Werthan stated that he had been notified by the owner of her plans and will follow up respecting the Board’s approach to plan review.

Unit 106

After inspection, and on motion by Director

Leyden, seconded by Director Mello, the Board voted unanimously to replace the deteriorating privacy fence for Unit 106.

Tree Committee

The Board was informed that Dogwood Tree had completed the work referenced in the Board’s prior minutes of September 30, 2020.

Landscaping and Snow Removal Services

The Board was informed by Director Modena that snow removal services supplied by John Patten appear to have been satisfactory to date.

Trash Removal

The Board takes the opportunity to remind full-time residents that they do not have to take their trash cans to the street during the months of January, February, and March. Instead, they may leave their trash cans next to their garage doors.

Roof Plan

Director Mello informed the Board that all roof work that had been contemplated for last year and this year has been completed on schedule.

Playhouse Update

Director Flanagan reported on the Playhouse’s plans to potentially stage outdoor shows this season due to the pandemic. Directors Flanagan and Werthan have a call scheduled with the Playhouse to learn more about its plans.

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 5:25 p.m.

Respectfully submitted,

Jeffrey M. Werthan,

Secretary

__________________________________________________________________

Meadowlark Village Condominium Association

Minutes of Board Meeting, Friday, July 9, 2021

The meeting was convened at 10:30 a.m. with all directors in attendance via video conference call. Also in attendance was Ms. Kara-Ann Kuffel from Great North, our property manager. 

Approval of Minutes

Directors Ramsay and Leyden, respectively, motioned that the minutes of the previous Board meetings of February 10, 2021, and March 10, 2021 be accepted, with Directors Flanagan and Mello, respectively, seconding the motion, which passed unanimously.

Financial Review

Director Mello discussed in detail the iscal year-end results of operations and balance sheet for the year ended June 30, 2021, as well as the budget he prepared for the Association’s upcoming Fiscal year. The net loss for the year ended June 30, 2021 was approximately $38,000. Director Mello noted that fully $29,000 of this amount was due to the Board’s planned acceleration of the Association’s roof project. Although some line items came in under budget, particular attention was given to line items General Maintenance and Grounds Maintenance, which came in over budget, as did Trash Collection. Director Mello noted that costs over which the Association has limited control appear to be rising faster than they have in the past. Most of the overage in Ground Maintenance relates to the work that has been requested of Patten Landscaping, which again has worker shortages that have impacted the timing of when services can be delivered to the Association. On motion of Director Leyden, seconded by Director Ramsey, the board voted unanimously to dispense with the application of mulch this summer, since the time to apply mulch with the greatest beneLit has now passed. The Board also discussed the importance of continuing to build a reserve for unanticipated problems, and noted that the net loss this Fiscal year will impact that effort. Director Werthan expressed concern about the Association’s underground pipes, which are now nearing 50 years in age. Director Ramsey and Director Werthan expressed their desire to continue building the Association’s reserve fund, which stands at approximately $70,000. On motion by Director Werthan, seconded by Director Leyden, the board voted unanimously to accept Director Mello’s recommendations for next year’s budget. Director Mello will discuss in detail the results of operations and planned budget for next year at the upcoming Annual Meeting in August. 

Formation of Plumbing and Water Committee

Noting recent plumbing issues that have arisen, including two major Lloods in units from broken plumbing connections involving the Fixtures inside those units, the Board, on motion of Director Leyden, seconded by Director Ramsey, unanimously voted to form a committee that would look into methods to prevent future problems. The committee will consist of Directors Ramsay, Modena, and Flanagan.

Plastic Basement Window Covers

The Board discussed a recent request to provide plastic basement window coverings. Based on prior experience, which has proven that they are ineffective and are prone to breakage, the board, on motion by Director Leyden, seconded by Director Ramsay, unanimously voted not to provide plastic window coverings.

Miscellaneous

The Board resolved that Director Modena will inspect the roof of a unit that has a roof leak, and that the punch list for the Linal elements of a unit renovation be approved with the exception of two items that would require construction efforts during the summer construction moratorium.

By-law Amendment

Director Werthan discussed a by-law amendment that would allow the Board to hold virtual meetings of unit owners. The amendment would require approval by no less than three quarters of the board and by three quarters of the unit owners. On motion of Director Ramsey, seconded by Director Leyden, the Board approved the amendment, which will appear in the proxy statement for vote at the upcoming Annual Meeting.

Inquiry for Town

Director Ramsay discussed a recent inquiry from the Town of Ogunquit with respect to whether an old cemetery was on Association property. The Board believes that the cemetery in question is on the other side of the Josiah River, and consequently is not on Association property.

Tree Committee

Director Modena discussed the state of trees on the Association property. Following the removal of three large and potentially dangerous trees during this Fiscal year, there does not appear to be any imminent danger from existing trees. Directors Modena and Werthan will walk the property , make any observations that might change this assessment, and bring in Dogwood, our tree arborist, if deemed necessary. 

Website

Director Modena indicated that he received a notice from our website provider that the Association website must be moved to a new platform. Director Modena volunteered to handle this, and will present his thoughts on the best way to manage public versus private materials on the new website.

Unit Owner Insurance

CertiLicates Great North Property Manager Kara-Ann Kuffel will follow up and send notices to those unit owners who are delinquent in providing evidence of insurance.

Treasurer Position

Director Mello disclosed that after 17 years of service as the Association’s Treasurer, he will retire from that post but continue to serve as a board member. The members of the board thanked Director Mello for his faithful and excellent service as Treasurer of the Association, and expressed how much they will miss his expertise and dedication. Director Mello expressed his willingness to help with the transition as a continuing board member. 

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Werthan and seconded by Director Leyden was passed unanimously, whereupon the meeting was adjourned at 12:30 p.m.

Respectfully submitted,

Jeffrey M. Werthan 

—————————————————————————————————————————————————————————

Meadowlark Village Condominium Association

Minutes of Board Meeting, Saturday, August 7, 2021

The meeting was convened at 10:40 a.m. with all directors in attendance via video conference call, except for Mike Flanagan.

Approval of Minutes

After motion by Director Modena, seconded by Director Leyden, the minutes of the previous board meeting of July 9, 2021 were unanimously approved.

Election of Officers

The following individuals were elected by the board members as officers of the Association for the fiscal year ending June 30, 2022: Lauren Leyden, President Kevin Ramsay, Vice President Mike Flanagan, Treasurer Jeff Werthan, Secretary

The Board then discussed the following:

Unit 205

The Board discussed the renovation project, now virtually complete, resulting from a water loss caused by a failed pipe. Director Brockway explained that the unit owner will pay all the costs exceeding the condominium’s master insurance coverage.

Water Sub-Committee

Directors Modena and Flanagan will visit all properties to do an assessment. Pictures will be taken. Kara Kuffel will send a note to unit owners to apprise them. There was also discussion about the differences in the quality of plumbing of various units. It seems that housing pods built later during the development of Meadowlark Village had plumbing that was inferior compared to pods that were built earlier.

Trees

Tree installation was completed on Unit 206. Also, Unit 306 PVC piping, which was affected by tree roots, was also discussed and repair authorized. An assessment by a Patten employee of condition of trees was noted, with a follow up by Dogwood, the Association’s tree expert, to be done by the end of the season.

Unit 204

The Board discussed the sewer issue for this unit.

Unit 101

The Board discussed the leak in the ceiling of this unit. It was decided that a roofer needs to inspect. Hall Bros., the Association’s roofer, to be contacted Mirst. If the roof is satisfactory, a contractor, not a roofer, will need to Mix the problem.

Unit 100

The Board discussed the broken outside electrical outlet and broken front light. Repairs authorized.

Unit 106

The Board discussed the property divider and requested Kara to follow up to get this project completed.

Unit 203

The Board discussed the repair of siding for this unit. The Association’s handyman, will be contacted by Kara.

Unit 302

The Board discussed a divot in the steps for this unit. Repairs authorized.

Unit 111

The Board discussed the “container” bees that have established a ground hive near the unit. There was discussion about whether and to what extent the bees should be eliminated, and if so, how to do it. The decision was made to apply no further pesticides or products but to simply advise the unit owners to water the area.

Unit 117

On motion by Director Werthan, seconded by Director Ramsay, the Board unanimously voted to approve the lease tendered by the unit owner for rental to existing tenants for a period of a year.

Pool Rules

Pool rules from our insurance company were discussed. The new rules are considered unreasonable and unworkable. Director Brockway will discuss with our broker and get back to the Board.

The Maine Catch Restaurant

The Board discussed noise complaints arising from early morning trash collection. Kara will write to the restaurant and ask them to refrain from early morning trash pickup prior to 7:00 a.m., and get back to the Board with the restaurant’s response.

Credit Card Payments

The Board discussed a request from a unit owner who would like to pay the monthly condo fee with a credit card in lieu of writing a check. The request was reluctantly but unanimously denied as it would raise the Association’s costs.

Adjournment

There being no further business, a motion to adjourn the meeting made by Director Leyden and seconded by Director Brockway was passed unanimously, whereupon the meeting was adjourned at 12:00 p.m

 Respectfully submitted,

Jeffrey M. Werthan, Secretary 

—————————————————————————————————————————————————————



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, loam 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 Mire 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.

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 Mixtures 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 Mix 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, Secretary