Meadowlark Village Condominium Association
Minutes of Board Meeting, April 11, 2024
The meeting was convened at 2:30 p.m. with all directors in attendance, except Walter Mello, who was unable to attend. Also attending the meeting was Tim Noonan, our representative from Great North Property Management.
The first order of business was approval of the minutes from the December 5, 2023 board meeting. On motion by Director Ramsay, seconded by Director Flanagan, the motion passed unanimously.
Financials
Director Flanagan then discussed financials: MIKE, NOT SURE IF YOU INTENDED FOR ME TO COPY YOUR SUMMARY VERBATIM. PLEASE EDIT AS YOU SEE FIT.
- MLV's finances are in an improved state thanks to our dues increase and reserve assessment. It is fortunate that we enacted that plan with the approval of our membership. The dues increase has helped us cope with mounting maintenance costs but we need to continue to be very disciplined from a cost perspective.
- Looking first at our Reserve Savings account at Kennebunk Savings, our balance is currently $72,151. All members paid at least the first installment of the reserve assessment that was due 1/1/24 and ten members paid their entire assessment. Once the second assessments are collected by 7/1 our Reserve balance will be approximately $113,000.
- As of Wednesday 4/11 our Checking balance at Kennebunk Savings sits at $41,030, this is the account where we deposit monthly dues and fund operating expenses.
- Our original Operating Budget that was presented at the August Annual Meeting planned for expenses of $212,150 and we didn't budget for any capital costs. Unfortunately, shortly after the meeting we became aware of significant chimney and paving expenses which have added up to $23,100 so far this year. On other budget lines, we have already gone over our General Maintenance budget of $27,500 by $3,655 due to numerous necessary repairs and underground plumbing work. Our Grounds Maintenance line has approximately $11,000 left in the budget as the Patten crew has already begun its Spring cleanup. We have planned to have Patten do a full Mulch service this spring, which is a significant incremental expense. Our Insurance line shows us at $20,235 which is $2,235 over budget due to increased premium costs. On a positive note we were fortunate once again on Snow removal and incurred just $3,840 of cost versus the $10,000 budget so that is a savings. We also still have $5,200 remaining in our Tree budget which we can use for planned projects this Spring.
- We will need to closely manage our checking balance and operating plan for the remainder of April, May and June for this fiscal year and also are beginning work on an updated plan for the 2024-2025 budget year. That plan will take into account any planned Capital expenses (roofs, chimneys, etc) and we will re-examine all of our budget lines. We will also take into account the full annualized income of our new dues structure. We can also review and discuss if there are any services that we may want to review or reconsider as has been discussed in recent general meetings such as our group Cable contract with Spectrum and/or our Trash Pick Up with Pine Tree Waste.
Other Matters
Unit 307 Director Leyden reported that the previous issue has been resolved.
Unit 107
Director Modena moved to accept the quote on chimney repair. Motion seconded by Director Werthan, followed by a unanimous vote in favor. Timing to be determined.
Unit 101
The Board discussed the chimney repair and rebuild for this unit. Director Modena moved to authorize the repair/rebuild, which was seconded by Director Ramsay. Unanimous vote in favor, with timing to be determined.
Ash pits
The Board then discussed ash pits that exist under some of the Village's chimneys. Director Modena will survey owners to determine locations of units with ash pits. Although the Village has not had experienced any problems with existing ash pits, in an abundance of caution the board voted previously to have them sealed upon the recommendation of our chimney specialist.
Unit 205
There is a water leak that is causing water to bubble up on the front lawn of this unit. On motion by Director Ramsay, seconded by Director Werthan, the Board voted unanimously to investigate origin of the leak and to fix the problem.
Unit 105
This unit is experiencing significant water ingress through the foundation level. Director Modena will contact the owner and discuss prospective gutter solution to direct water away from foundation.
Units 306 and 304
Director Ramsay will inspect drainage issues upon his return to Ogunquit.
Pressure Washing
The Board discussed the quote of $4,900 for pressure washing unit sidings, which has not been done for several years. On motion by Director Leyden, seconded by Director Ramsay, the Board voted unanimously in favor of pressure washing for all units. Unit owners will also be given the opportunity to have their own decks pressure washed for $60 per unit.
Moss Accumulation
Director Mello will be asked to discuss the best way to eliminate moss accumulation on certain roofs with Hall Bros.
Unit 204
A recurrent problem with roots blocking sewage egress from this unit was discussed. Director Werthan will follow up with the contractor (Seacoast) to determine the advantages and disadvantages of yearly maintenance (pipe cleaning) versus digging, derooting, and pipe replacement. If the latter is pursued, as expected, the directors also authorized loaming and seeding the area.
Unit 207
Director Brockway dispatched a contractor to investigate the cause for water ingress, and will follow up to determine whether the unit owner has decided if and how to proceed.
Unit 115
The directors authorized loaming and seeding the area near this unit.
Unit 104
A request by the unit owner to spruce up the tree well at owners' cost was approved by the Board.
Great North Contractor Agreement
The Board discussed Great North's contractor agreement for third party contractors who work for the Meadowlark. Dissatisfaction was expressed by several board members with the program, which requires contractors themselves to pay Great North to participate. It was noted that only one of our contractors signed up. Great North was also to have used an indemnification form developed by the Board and counsel, and to have collected insurance certifications. Directors Werthan and Brockway asked about the status of Great North's efforts with respect to both the form and insurance certifications, and asked Mr. Noonan to follow up promptly with answers.
The Pool
Ledgewater Pool, our regular pool maintenance company, is planning to arrive on May 6 to get the pool ready to open on Memorial Day. Board members volunteered to move the pool furniture for storage to the pool deck. Director Leyden generously offered to donate umbrellas and recommended that we dispose of the old umbrellas. Dennis Sayward wil open the pool shed and take care of water turn on. Finally, Director Leyden recommended to the canvass awning be professionally installed in the hopes of avoiding water accumulation after rain for a cost of $200. The board approved same.
Landscaping Issues
At the request of nearby unit owners. Patten will be asked to loam and seed areas where a tree has been removed in lieu of planting another tree in that area. Board policy states that for each tree removed another one be planted, although the planting can be anywhere on Village property. The request was approved. It was also noted that Patten expenditures, at present, are under budget. It was further noted that Dogwood Tree, our long-time arborist and tree removal specialist sold his business. The purchaser was Wicked Green. Director Leyden will contact. for continuity.
Irrigation
Director Mello will handle the Village's irrigation system.
Lamp Posts
Several deteriorating lamp posts around the Village will be replaced.
Adjournment
There being no other business to come before the board, a motion to adjourn was made by Director Werthan, seconded by Director Brockway, and passed unanimously whereupon the meeting was adjourned at 3:50 p.m.
Respectfully submitted,
Jeff Werthan, Secretary
Meadowlark Village Condominium Association
Minutes of Board Meeting of June 17, 2024.
The meeting was convened at 3:35 p.m. with all directors in attendance except Lauren Leyden. Also in attendance was Tim Noonan, our representative from Great North property management.
Approval of Minutes
On motion by Director Ramsay, seconded by Director Flanagan, the minutes of the previous board meeting of April 23, 2024 were unanimously approved.
Financials
Director and Treasurer Flanagan discussed financials for the past fiscal year, as well as projected costs for next year. Detailed financials and the projected budget will be supplied to all Association members in the package for the upcoming annual meeting. One essential takeaway is that the special assessment and dues increase proved to be absolutely necessary, especially in light of unplanned expenses such as the chimney reconstruction for Unit 101. Director Flanagan will explain the details of the past fiscal year and next year’s budget at the annual meeting in August.
Chimney
Director Ramsay will contact the owners of Unit 101 to recommend that they install a chimney cap to prevent animals from getting into the unit. (Chimney caps are unit owner expenses.)
Director Modena said the ash pit survey was partially successful. He will follow up with other unit owners. There followed some discussion about the safe record of the pits underlying some of the chimneys in the Association complex.
Power Wash
The Board discussed the satisfactory results of the power washing. An underestimate by the company that did the washing was resolved in the company’s favor to retain the company’s good will. The amount was immaterial to the Association's financial posture.
Pool Shed
The Board noted that the door to the pool shed was repaired.
Landscaping
The Board then discussed the recent mulching that had been done by Patten. All agreed that the work was performed well. However, the Board noted that trimming hedges had once again fallen behind schedule. The trimming was supposed to have been underway by now, and it appears it will not be done until July. This was disappointing because the Board made a special point with Patten at a meeting with Patten at the conclusion of the annual meeting last year that we needed trimming to be done earlier.
Lamp Posts and Lanterns
Several lampposts have been replaced. Our stock of wooden lampposts and lanterns will be examined.
Annual Meeting
Plans for the annual meeting on August 3, 2024 were discussed. Director Werthan will prepare the proxy statement and Directors Flanagan and Ramsay, respectively, will prepare the financial and supplementary materials.
Unit Issues
The Board is following up on unit issues as follows:
Unit 304 has offered top pay for removal of a huge overgrown shrub and to replace same. On motion and second by Directors Ramsay and Werthan, the motion passed unanimously.
Unit 111 - is stalling an awning with no objection from the Board.
Unit 207 – Contractor Reynolds concluded that window replacement is necessary and unit owner will do so for estimated cost of $5,500.
Unit 204 – area where pipe was replaced needs seeding. Director Mello wil contact Patten to accomplish same. We will supply hose and sprinkler to ensure seeding takes.
Unit 106 - Shrubbery will be planted to cover transformer box.
Pool Filter Leak
A leak had been detected in the pool fileter. While the leak has appeared to stop, Alan Moranian will continue to monitor. The Board thanks Mr. Moranian for all his help with the pool and related matters.
Pool Furniture
The Board discussed pool furniture and the moving of same.
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 %;00 p.m.
Respectfully submitted,
Jeff Werthan, Secretary
Meadowlark Village Condominium Association
Minutes of Board Meeting of August 3, 2024.
The meeting was convened at 10:00 a.m. with all directors in attendance except Lauren Leyden.
Approval of Minutes
On motion by Director Ramsay, seconded by Director Mello, the minutes of the previous board meeting of June 17, 2024 were unanimously approved.
Election
A motion by Director Ramsay, seconded by Director Modena, was made as follows:
To elect Lauren Leyden as President, Kevin Ramsay as Vice President, Mike Flanagan as Treasurer, and Jeff Werthan as Secretary.
The motion passed unanimously by all directors in attendance.
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 10:25 a.m.
Respectfully submitted,
Jeff Werthan, Secretary
Meadowlark Village Condominium Association
Minutes of Board Meeting of October 22, 2024.
Draft Minutes will be voted on at next meeting.
The meeting was convened at 4:15 p.m. with all directors in attendance. Also in attendance was Tim Noonan, our representative from Great North property management.
Approval of Minutes
On motion by Director Werthan, seconded by Director Ramsay, the minutes of the previous board meeting of August 3, 2024 were unanimously approved. Although they have been submitted in draft form and posted, Director Werthan explained that the minutes of the annual meeting that same day must be approved by the owners at the next annual meeting.
Financials
Director and Treasurer Flanagan discussed financials, and told the board that all reserve assessments have now been paid by the owners. He also said that high grounds maintenance expenses necessitated a temporary movement of $10,000 from the reserve account to checking in order to pay the bill due. This will be reversed in December as our expected revenues will allow us to do so. No winter expenses or pipe/plumbing expenses have been incurred since we last met, and Director Flanagan concluded that we are in good shape as our current dues mode continues to allow us to meet ongoing expenses and modestly build reserves. Director Mello will ask for an explanation for an increased bill regarding phone service for sewer operations. Cost containment with Patten will also be undertaken. See Grounds Maintenance, below.
Grounds Maintenance.
Director Leyden will draft a letter to John Patten explaining our concerns related to cost containment, the timing of pruning, and noise management during pruning operations. If possible, we would like to move pruning up to earlier in the season as long as it doesn't require a second pruning operation, and we would also like to have a larger crew so that noise over several days can be curtailed. The board believes that costs related to pruning should be less this coming year due to heavier than normal pruning last season.
Ash Pits
Director Modena explained the partial response to the survey of which residents have ash pits and to what extent they use their fireplaces. It will costs approximately $300 to brick in an ash pit, and further action was tabled until he can receive an opinion from the mason on the necessity of proceeding.
Miscellaneous
Unit 107 Director Ramsay will purchase bags of earth and will fill the holes around the birch trees at the rear of the unit.
Unit 114 Director Mello will try to set up a meeting with the unit owner to discuss a solution to a recurring wet basement, notwithstanding the installation of a sump pump.
Unit 208
The Tree Committee recommended approval of the removal of a dead tree to the side of Unit 208, which the Board approved. The owner will be informed that we may need approval from an abutting property owner to cut down a dead tree behind the unit if the tree is not on our property or will be felled on neighboring property. Director Modena will consult with the arborist who has access to property maps. Pricing will also be explored with the arborist, with a vote on how to proceed after pricing.
On motion by Director Werthan, seconded by Director Ramsay, approval was also granted for the installation and modifications relating to an AC unit on the second floor of this unit.
Unit 115
The Board approved the repair of the grassy area off the deck of this unit.
Tree Committee
In addition to the trees discussed above relating to Unit 208, the Tree Committee, following the customary year-end walk around, recommended a list of trimming dead branches and dead trees. The Board approved same, and Director Modena will follow up with our arborist on pricing for work to be done this winter. No healthy trees were recommended for removal. Patten will be utilized to clean up areas where trees leave droppings.
Pool and Tennis Court
The pool has been closed and the pool furniture has been stored under a tarp for next year. Director Werthan will investigate cleaning the surface of the tennis court following the typical accumulation of dirt during winter.
Adjournment
There being no further business, a motion to adjourn the meeting made by Director Flanagan and seconded by Director Ramsay was passed unanimously, whereupon the meeting was adjourned at 5:35 p.m.
Respectfully submitted,
Jeff Werthan, Secretary
Meadowlark Village Condominium Association