Meeting:	Minutes of Homeowners’ Association Budget Ratification Meeting
Date:	November 9, 2000
Chaired by:	Jean Lareau, President of Homeowners’ Association
Minutes recorded by:	Paul Murray, Treasurer and Secretary of Homeowners’ Association

 I.    Roll Call

Title	Name	Attending
President	Jean Lareau	Yes
Vice President	Evelyn Galiano-Putnam	Yes
Treasurer, Secretary	Paul Murray	Yes

Street Nbr	Last Name	Attending		Street Nbr	Last Name	Attending
1	Jeong	No		66	Mainuli	Yes
2	Scalise	Yes		70	Ten Broeck	No
3	Northrup	No		74	Harrington	No
4	Martin	No		75	Morin	No
5	Crean	No		78	Ritson	Yes
8	Krom	No		82	Sansoucy	Yes
11	Kaufman	Yes		84	Murphy	No
12	Fusco	Yes		86	Caldwell	No
14	Lareau	Yes		90	Carducci	No
18	LaRose	Yes		93	Roberson	No
26	Crouse	No		94	Erickson	Yes
27	Vigil	No		100	Pruden	No
32	Degtyar	No		103	Murray	Yes
33	Hill	Yes		104	Hervieux	No
36	Miller	No		108	Bouchard	No
40	Levasseur	Yes		112	Thompson	No
46	DeCarlo	Yes		114	Steckler	Yes
47	Gallagher	No		115	Putnam	Yes
50	Ellovich	No		116	Arburr	Yes
54	Franks	No		120	Bellofiore	No
57	Ellis	No		123	Dalton	No
60	Kopera	Yes		124	Maronn	Yes
64	Torregrossa	No		128	Jamil	No
65	Silas	No		131	Perkins	No

·         38% of households (18 of 48) represented at the meeting.

 

II.  Proof of Notice of Meeting

      ·         Notice provided to residents in October about Association meetings for October 19 and November 9, 2000.

 

III. Reading of Minutes of Preceding Meeting 

·         Minutes agreed to by attendees; reading of minutes bypassed per agreement of attendees.

·         Clarification on section IX of minutes (“Guidelines and Procedures for New Structures”).

·         J.Lareau noted that the town looks for Association approval before they approve requests to add structures to a property in Meadowview.  After discussion on what did (gazebo, deck, shed, etc.) and did not (fence) require approval, all agreed that any project that requires town approval must first get the approval of the Association Board.

·         One change to minutes noted after the meeting: attendance updated to reflect participation of the Mainuli house.

  

IV. Unfinished Business

·         Discussion on attendance at Association Meetings

·         J.Lareau noted that less than 50% of the homes were represented at the October 19, 2000 meeting.  It was noted that the By-Laws provide that a majority of those in attendance at Association meetings plus proxies can make decisions and conduct business.

·         Discussion on electric fees.

·          J.Lareau and P.Murray explained that there were four accounts – two with credit balances and two with debit balances.  J.Lareau has reviewed with CL&P and the credit balances will be applied to the outstanding balances and the extra accounts closed. 

·         The electric bills are assessed on kwH use per billing period and cover leasing and maintenance of the lights as well as electric usage.

·         The actual annual expense for electricity is anticipated to be $2,800 – this will be validated in the spring when the Association will have a full year’s bills for the completed street. 

·         The question of whether the Association should have streetlights at all, or fewer lights, was raised.  By agreement of the attendees, this item will be on the agenda for discussion and vote at the next Association meeting.  A prerequisite for this discussion is understanding what the town requirements are, which the Board will investigate. 

·         Discussion on insurance fees.

·         J.Lareau is working with brokers to find insurance to indemnify the Association Board members.  A question was raised why this insurance is required if all homeowners would sign a Hold Harmless agreement.  It was noted that such an agreement would not protect the Board from litigation pursued by adjoining property owners, the town or others.  The insurance will be purchased as soon as possible. 

·         Discussion on Common Area

·         J.Lareau noted that the Board has completed walkthrough of the Common Area and is preparing a letter of unfinished items to send to Allen Cohn by the end of next week.  Discussion ensued and a suggestion was made to copy in Allen’s lawyer (Kay Pfeffer at Purtill, Purtill & Pfeffer, 39 New London Tpke # 220, Glastonbury, CT 06033, 659-0569) and the town manager (R.Johnson).  This ensures that all parties are informed of the Association’s concerns. 

·         Any residents with Common Area issues should document them and forward to the Association Board as soon as possible.

·         Discussion on landscaping fees.

·         What is included? 

·         mowing of grass

·         pruning and watering of trees

·         mulching of leaves – once in the fall

·         mulching of landscaping beds.

·         Residents noted that some trees in the Common Area have untreated bark nuggets at their base instead of mulch.  This does not protect the tree and may promote disease.  This will be added to the list the Association Board is preparing for Allen Cohn.

·         In order to avoid the confusion experienced this year, a Landscaping Committee is being formed and will accept the responsibility for mapping out Common Area boundaries, establishing the scope of work the landscaper will perform and settling a contract for those services. 

·         Discussion on 2000 annual fees for the Association.

·         P.Murray noted that all fees for 1999 and 2000 are paid in full.

·         Discussion on Association tax status.

·         What is the official tax status of the Association?  The Board will research and post notice. 

·         2001 Budget.

·         Line items on the budget were reviewed (see above discussion items).

·         A question was raised on what the Association’s surplus/deficit is now.  P.Murray noted that the current balance of Association funds is $5,647.10.  J.Lareau noted additional payments would need to be made (insurance, landscaping, snow removal) before the end of the year.  We estimated the year-end 2000 surplus to be approximately $3,500.  This has been noted on the 2001 budget and the revised version posted to the Association web site.

·         Options for an increase in 2001 Association fees were discussed.  The Association Board noted a preference for having annual fees cover the annual expenses.  The surplus the Association has will be kept in order to cover for any unplanned expenses.

·         The Association Board noted that the budget is an annual exercise to forecast income and expenses.  As we build a history with the Association’s financial responsibilities, we will revise the budget to ensure the appropriate annual fee for homeowners. 

·         A vote was taken and votes of attendees and proxy votes were counted.  Option 1 was selected – a $70 (39%) increase on the annual fee.  Therefore, the annual fee for 2001 will be $250. 

·         The approved 2001 Budget and details of the vote to increase the annual fee can be viewed at the Association web site: www.oocities.org/meadowviewofglastonbury/2001bdgt.html. 

 

V.   New Business

·         J.Lareau noted that children have been playing near and entering the biofilter drains.  One parent in Meadowview has complained to the Association Board and to the town that the drains are a safety issue. 

·         J.Lareau will contact the town to confirm that the drains are part of a drainage easement specified by the town, determine if the town has responsibility if there is an accident and claim, and determine the town’s position on addressing the risk.

·         All  meeting attendees encourage parents to discuss safety issues with their children.

·         E.Galiano-Putnam noted that residents have complained about the three-way intersection near the entrance to Lenox Drive. 

·         E.Galiano-Putnam is working with the town and Police Department for a speed survey and a determination of the need/possibility of stop signs for that intersection.

·         Also part of this investigation is an understanding of requirements for right-of-way vs. homeowner property lines for placement of fences.

·         Communication to residents.

·         An e-mail address has been established for the Association: meadowviewofglastonbury@yahoo.com.  All communications to the Executive Board can be sent to this address or to P.O.Box 321, Glastonbury, CT  06033.  This will ensure proper receipt of messages. 

·         All Association meeting minutes and budget information are available on the internet at: www.oocities.org/meadowviewofglastonbury/.

·         Meeting attendees decided and agreed to receiving an e-mail as notice of minutes being posted on the website.

·         Residents are responsible for communicating new or changed e-mail addresses to the Association Board by e-mailing: meadowviewofglastonbury@yahoo.com.

 

VI.      Adjournment

·         A motion to adjourn was offered and seconded.  The meeting was adjourned.

 

Follow-up Actions for the Executive Board

·         Send letter of Common Area issues to Allen Cohn, with a copy to Allen’s lawyer (Kay Pfeffer at Purtill, Purtill & Pfeffer, 39 New London Tpke # 220, Glastonbury, CT 06033, 659-0569) and the town manager (R.Johnson).

·         Determine tax status of Association and communicate to residents via posting to web site.

·         Research with the town to confirm that the biofilter drains are part of a drainage easement specified by the town, determine if the town has responsibility if there is an accident and claim, and determine the town’s position on addressing the risk.

·         Continue research with town on stop sign/speed limit for the first corner upon entering Lenox Drive.

·         Research town requirements for right-of-way vs. homeowner property lines for placement of fences.

·         Research town requirements for streetlights and ensure item on next meeting agenda.

·         Ensure Landscape Committee establishes a contract and scope of work for next year’s landscaping work.