Minutes of Meeting with Creative Communities on April 13, 2000

Attendees

·         Homeowner’s Association   J.Lareau, E.Galiano-Putnam, P.Ellis, P.Murray

·         Creative Communities          A.Cohn

Completion of the Development

·         Allen Cohn noted that within the next 3-4 weeks, the remaining items in the development will be completed:

o        Landscaping (circle, trailer area, seeding, cleanup of drainage area)

o        Road paving (to be done during the week, likely 9-1, with advance notice provided to residents; Allen will look into our ability to park in Georgetown lots for the day; and waiting for reduction in petroleum prices)

·         Once done, the town can sign off on the completion of the development and Allen will turn responsibility for managing the development over to the Homeowner’s Association Board.

·         Allen noted that the town holds a maintenance bond for twelve months to cover the road and the landscaping.

Documentation Package

·         Allen noted that he had a full documentation package for the Homeowner’s Association Board that he would turn over when the final items had been completed.

·         Allen’s accountant will prepare Form 1120H (tax return for Homeowner’s Assn) on 4/14/2000 and submit.  A copy will be included in the documentation package.

·         Bills for last year (electricity, liability insurance) are all paid and documented for us.

Account Balance and Expenses

·         Through end-of-year 1999, the balance is $2,716.22.  Account is kept at Glastonbury Bank & Trust.

·         Nick overpaid by approximately $230; Allen contacted Nick’s attorney and we may receive a request for rebate of overpayment.

·         Allen doesn’t recommend using a management company given the few expenses and responsibilities for managing the development.

·         Expenses are:

o        CNA Insurance – initial payment $190 with annual renewal of $56.

o        CL&P – approximately $200-$400 per month.  Contact is Ed Robinson.  Allen suggested there are alternate options where we do not pay CL&P for maintenance on lights and poles but we agreed that the maintenance is good insurance against the headache of us managing the expense and scheduling of the replacement/repair of bulbs, poles, etc.

o        Landscaping – Allen suggested we contact Glastonbury landscapers for bids on the work.  What’s needed is lawn care for the common areas, snow clearing for the sidewalks along Neipsic Road and at the entrance of the development, and any additional landscaping efforts (mulch, shrubs, etc.). 

By-Laws

·         Allen conformed the same copy of the by-laws was provided to every homeowner by their Real Estate agent.

·         There was an addendum for the Lareau property.

·         Allen will provide us with copies of the by-laws and addendum – copies are also on file with the Town of Glastonbury.

·         The attorney who set up the Homeowner’s Association and crafted the by-laws is Patricia Ayars (659-0066).

When a Property Sells

·         When a house is sold, the attorney should perform a title search and find notice of the Homeowner’s Association on the land records. 

·         The Real Estate agent will get a copy of the by-laws and provide to the buyer. 

·         The seller’s attorney will ask the Homeowner’s Association Board for a “certificate of Good Standing” which will indicate all dues are paid current.

Action Items

·         Open P.O. Box for Homeowner’s Association - Homeowner’s Association

·         Change address on bills (insurance, electricity) to P.O. Box - Homeowner’s Association

·         Talk to an attorney regarding liability issues - Homeowner’s Association

o        check that the current insurance policy indemnifies the members of the board of the Homeowner’s Association

o        check that Meadowview of Glastonbury is properly established as a corporation and that all liability is against the corporation and covered by the insurance policy.

·         Provide copy of the by-laws and addendum – Allen Cohn

·         Provide name and address list for Meadowview residents – Allen Cohn

·         Provide closing dates for the two properties that closed in 2000 – Allen Cohn

·         Provide full documentation package including record of dues paid, record of all expenditures, copies of tax returns, etc. – Allen Cohn