10 Jan 2007
BARCLAY PLACE AT HEATHROW CONDOMINIUM ASSOCIATION
BOARD OF DIRECTORS MEETING
JANUARY 10, 2007
MINUTES
PRESENT: Jon Mead, President
Deborah Bracknell, Vice President
Naresh Mistry, Secretary
Pamela Belfiore, Asst Secty
Gail Joubran, Treasurer
Mark Mayer, Sentry Management
11 residents
CALL TO ORDER
Jon Mead called the meeting to order at 7:02pm. The meeting was posted to meet the State Statute requirements for proper notification. Naresh Mistry called the roll and established that a quorum of Board Members was present.
PRESIDENT’S REPORT
Jon Mead discussed the replies he received from the inquiries the board made by seeking bids from 11 management companies. Only five property management companies responded and Jon compared various items in the contracts with Sentry’s. Deborah Bracknell was working to put a copy of the lease and the pet registration, both from the Associations legal documents, on the community web site. Jon Mead wanted a few items in the Sentry contract added or changed, including a copy of the fee schedule. A few of the items to be adjusted is an itemized break down of monthly management fees, a limit to a 5% increase per year, and the monthly base fee to be $1554.00. Jon Mead moved to continue to place Sentry Management as the property management company for the community assuming Sentry is agreeable to the changes to the contract. Deborah Bracknell seconded the motion with all in favor.
Deborah Bracknell mentioned the no response to her e-mail to management and requested a minimum 24 hr. response time even if no answer can be furnished.
Deborah Bracknell will have a known individual who may be qualified to install the attic vents contact management to discuss particulars.
A discussion concerning the needed chimney repairs of the community ensued focusing on the qualified contractors who furnished evaluations and bids to management. Jon Mead moved to award the three jobs: 149 Trevor, 153 Trevor, and 1472 Farrindon to three different construction firms to observe who performs the best work may be favored for future work. After additional discussion, Deborah Bracknell seconded the motion, with all in favor. Management questioned the board to qualify this motion for specificity and Jon Mead said he will contact management tomorrow with instructions regarding the assignments of the location of the jobs to the desired contractor.
Jon Mead discussed the four Landscape maintenance bids secured by management and mentioned his preparation of a spreadsheet to aid in this decision. From the least, to the most expensive with regard to the pricing, the breakdown was as follows: Nanaks, Ameriscapes, Richart, and Terra Care. Jon Mead requested management to clarify the price on the annuals, and the board discussed the cancellation clause. Jon will e-mail management the desired re-wording of the agreement relating to the cancellation clause and will inquire if these changes are agreeable to Nanaks. Jon Mead moved to accept the proposal (placed in the board packs) from Nanaks Landscaping, with a second from Pam Belfiore, and all in favor.
Jon Mead briefly reviewed the Alteration application prepared and presented by member Michele Mathis. This approval is contingent upon the agreement of acceptance of the responsibility of possible repairs to the building, if necessary, as a result of the alteration.
Jon Mead discussed the needed pool repairs and moved to accept the bid of $9880.00 from Sundek, dated November 11, 2006, for the application of acrylic emulsion finish coating. This work will be completed after the spa and pool receive a diamond brite application. Management has secured one bid thus far, and will be seeking two more. This will be discussed and voted upon at the following BOD meeting.
It was noted that the new security camera system was installed, and the technician representing ALL Secure will test the system this week at night to confirm the readability of license plates during non daylight hours.
SECRETARY’S REPORT
Board members were provided a copy of the minutes of the BOD meeting, January 10, 2007. Naresh Mistry moved to accept and approve the minutes on said date, with a second from John Mead with all in favor.
MEMBER INPUT ON AGENDA ITEMS
Resident discussed the apparent noise in her unit emulating an animal walking on the roof with no predictable pattern. She will invite neighbor as witness to confirm the noise.
Resident stated that the accusations against him pertaining to the reported noise and unruly behavior are “unfair”.
The owners’ tenant son, “Resident” of 1572 Farrindon discussed the violation letter received by his mother including the warning ticket that was placed on his vehicle requesting the removal of the ladders on the vehicle. Resident voiced his disagreement of the qualification of a commercial vehicle. Resident was reminded that the board had instructed management to send the violation notice and that there will be no second notice; rather, the vehicle will be towed if the condition of the placement of the van remains.
TREASURER’S REPORT
Deborah mentioned the $34,077 budget surplus stating the association did not dip into reserves, and per Jon Mead, approximately $54,000 was spent on building repairs, and $20,000 on roof repairs. New board member, Pamela Belfiore, entered the meeting and was introduced to the membership by Jon Mead.
COMMITTEE REPORTS
Fining chair Pat Webb briefly discussed the hearing regarding Resident and that completed minutes will be forthcoming to management to be discussed during the following BOD meeting.
It was suggested that an electronic entry system be installed for the access to the restrooms at the pool to avoid unauthorized usage. Deborah Bracknell will furnish a name to management to seek pricing.
ADJOURNMENT
With no additional business to discuss, Jon Mead moved to adjourn the meeting, with a second from Deborah Bracknell, with all in favor.
Minutes prepared for and by,
Barclay Place Condominium Association
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