Minutes of the Crescent Village Executive Board Meeting
October 27, 2010
Present: Neil Nuzie, Sam Cicalo, Doug Dempsey, Bob LaRocca, Corinne Hodes and Rich Wechter
Absent: Enes Elia and Bryan Robik
The open meeting started at 7p.m. with the following concerns raised:
Maintenance Standards:
The Board agreed on a set of written maintenance standards. These will include recommended and mandatory maintenance practices carried out by all homeowners and renters. Rich from Westford recommended having our attorney review the standards prior to being sent out to the residents to confirm standards are consistent with the by-laws and regulations set forth. The Board agreed to have Rich instead look over the standards at no cost to the association prior to being mailed-out. The standards will be sent by US mail with the budget to the residents in mid November.
Patio Refunds:
No Refunds will be given at this time.
Pool & Clubhouse Rules:
Westford will need to change the wording on the draft discussed at the meeting to be consistent with Notice and Comment and the Addendum to Rules (section 10.13). The Board approved. The rules will be mailed out with the 2011 budget by US mail. Eventually, we will be sending most correspondence by email.
Clubhouse/Stone Wall/Pool Crack Repairs:
Westford supplied the Board with two proposals to have the Clubhouse ramp corrected – Pedro’s General Contractors, LLC and Jason Roberts. Bryan agreed to take care of the ramp at no cost to the association if we were to use his contractor, Brennan. Repairs would begin soon. Rich will confirm with Bryan and Brennan regarding the work. The Board agreed the same contractor should be completing the entire work on the Clubhouse not two separate contractors. Rich will notify Jason Roberts that we will no longer have them correct the front entrance way. We will have them put in the new patios in the spring. Rich will speak with the staff at Westford to see who rented the clubhouse and see if this will be a problem while construction is taking place.
E-Mail Policy:
The Board agreed on implementing an email policy for communications between the association, the Management Company and residents in lieu of US mail. Residents will receive a notice regarding the email policy. Residents will only receive their email. No other names or addresses will be attached to the correspondence. Neil provided Board Members and Westford with a list of residents’ emails. Residents will need to sign off and return to Westford that they will accept notices by email rather than mail.
New Business
Front Door Peepholes:
The Board agreed the Cedarwoods could have a peephole placed in their front doors. It should be small and have a chrome/satin finish. It would be at the expense of the homeowner. Rich recommended the association come up with a “style-book”. This would include any standard item a homeowner would want or need to purchase and would be acceptable (example: windows, peephole, screen doors).
The Board discussed the Pocket Door some residents have purchased and the issues they have had with them. The Board would like to notify the homeowners regarding these issues and recommend the preferred screen door.
Committee Reports
Treasurer Report:
Conversation regarding declared vs. purchased units took place (Who’s responsibility?) Rich was going to look into this.
Presidents Report:
Items and issues were discussed during budget session.
Landscaping Report (Bob LaRocca):
All 2010 Landscaping Projects have been completed. The three projects included the areas around utility units, gazebo #1 and the center island around Magnolia Circle.
Social Committee Report (Corinne Hodes):
We hosted a Wine and Cheese Tasting two weeks ago. The event was successful. We are scheduled to have a Holiday Cookie Swap on Sunday, December 12th. The Board has asked to formally invite homeowners /renters to the clubhouse on New Years Eve to celebrate and ring in the New Year. The event will be BYOB and everything. This will be addressed at the next Social Club Meeting not yet scheduled at this time.
Westford Status Reports
Subjects 1-19 refer to pages 49 & 50 in The Board Packet Report. Item numbers not mentioned have been taken care of.
Items still needing follow up:
Item #6 - Bulletin Board
The Board is still researching. The Board decided they would like to purchase two items. They will go on the stonework around the mailboxes. They will not be free standing. They would like them to be able to display two 11x7 sheets of paper. Bob will research possibilities.
Item #7 – Pool
The Board discussed the possibly of hiring a teen on the weekends next summer to police the pool area. This would include; life guarding, check owners/renters in/make sure people don’t have too many guests/ check pool chemicals/ water level/ fill pool if necessary. We discussed having a sign in sheet. Rich will speak with a friend at another development to see what they do and notify the Board at the next meeting.
Item 8 – Winterizing of Outside Fixtures
Rich will contact Terra Green to notify them they can winterize the sprinkler system.
Item #9 - Water Fountain
The Board decided since we are winterizing the sprinklers and outside fixtures, we will post-pone opening the new water fountain until the spring 2011.
Item #10 - Visitor Parking Spaces
Rich spoke with Rick Schultz, Shelton Zoning Officer. There is the possibility we are able to correct the parking spaces but it will be extremely costly. The Board has agreed to ask Rich to contact Peter from Terra Green to place weed killer down over the parking grates.
Item #12 – 2011 Census program
Rich is working on a new protocol for 2011
Item #14 – White Lines by the New Stop Sign
Bryan stated he would take care of the lines at the last Board of Directors Meeting in October.
Item #16 – light Bulbs
The Board is happy with the new lights by the mailbox. We will be budgeting for the replacements of the lights at the entrance of the development in the 2011 budget package.
Item # 18 – Irrigation Contract Renewal
The contract with Rainmaker was renewed for the 2011 season with the exclusions that Terra Green would be making adjustments as needed during the season. Rich will notify Rainmaker that the closing of the sprinklers may be done at anytime.
Item # 19 – Patios
Tabled for the spring 2011
The board meeting regular session commenced at 8:10 p.m.
Executive Session
October 2010 Minutes
All approved minutes from last session
Delinquency Report
Report missing from package. Rich will email Board members with report.
Finished Basements (pg 64)
Rich will find out how many units were finished at closing. We need to speak with our insurance agent. The Association only wants to cover floors and walls for water seepage. Rich will need to speak with our attorney.
Radon and Water Seepage (pg 65)
The Board does not want to be responsible for these issues. Rich will put it on the meeting for next month. We will need to discuss at the next meeting. Item unresolved.
Clubhouse Carpet Cleaning
Westford received two estimates for cleaning the clubhouse carpets. Heavens Best Carpet Cleaning and Grime Busters Carpet & Tile Care. The Board decided to use Heavens Best. The estimate is attached in the package. Rich will contact them to have them take care of it.
Management Agreement Addendum
The Board will be signing Westford Managements Agreement for the next year. Rich to speak with Matt and Reggie at Westford regarding a 3-year addendum as opposed to 1 year and come back to the board with a price.
Dryer vent (pg 72)
Unit 179 sold new residents
Violations
A $250.00 fine was given to 179 Remy Court. Owners have since sold and new owners occupy unit. Needs to be resolved.
Kindles
At this time, the 2011 budget will not include Kindles.
Budget
Reviewed new budget for 2011. Neil and Doug will be meeting 10/31/10 to finalize budget and get to Westford. The 2011 budget will be mailed out to residents on November 11, 2010
Currently, we have a $7000 surplus. We will need to contact Terra Green to get their outstanding bills for 2010 so we know exactly where the budget stands.
Possible 2011 new budget additions discussed included:
- We will be doing a 2nd coat on previously stained decks and going forward we will be doing 2 coats when units are stained. This will start in the spring 2011
- To include $1000.00 for the Social Committee for 2011 budget
- White lines repainted in the community
- Tree removal
- New lights at entrance of development
- Board to walk development to look at curbs – bad on Magnolia
- New pool signs to be made
- Benches for the gazebo’s
- Purchase new elliptical machine for fitness center
- Hiring of teen for pool weekends
- Yearly carpet cleaning
- Window cleaning (inside and out at clubhouse)
- Purchase outdoor display for communications and social events
- Have chaise chair cushions cleaned in the spring
The meeting adjourned at 9:45 p.m.
The next regular board meeting will be held at 7:00p.m. on Wednesday, December 1, 2010.