Notes from the Annual Meeting on February 16, 2010

Attending:

Corinne Getchell (MA) --Modica Associates

Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Ning Hernandez --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust

Distribute to:

107 Mail Room for general information
111 Mail Room for general information

Financial Review

Going over 2009 spending/budget

Comments
107 owners ask for electric locks to be installed –it is on our long term plan
Questions on the quality of landscaping

• seems like the quality of landscaping done is poor for a high price
• price may be reasonable
• the work is maintenance only
• Board Action Item: Ask for notice for when the landscaper is coming. Then we can post for the owners to see what it is before, and what it is after.

Questions about how the reserve got so low

• $19000 deficit
• we partially used the reserve to pay for the window and panning work and due to the fuel costs rising
• trustees did not want to raise the fees while the masonry project was in progress
• now is the time to catch up
• new regulations on the amount of money the association is required to have in the reserve
• the goal is to maintain the reserve at or above the required amount (10% of the annual income needs to be set aside)
• Board Action Item: The board will monitor the assessment and see if that needs to become a regular fee to maintain the reserve

Suggestion from an owner

• provide a multi year budget/plan, long term approach that the trustees might have in mind. Currently, even if the trustees might have such a plan, it is unknown or unclear to the owners
• Board Action Item: The board is working on a capital plan, planning to have that by June.
• DS—tried to do a multi year plans in the past, but new regulations affect the plans
• How can we keep the monthly fees down, so that the condos can remain attractive to new buyers

Question about the budget

• What is the raise that is not part of the assessment
• It is to avoid operating at a loss
• Do we expect the monthly fees to continue rising every year
• The assessments are happening nation wide due to the new regulations
• Are our maintenance fees inline with other associations
• Historically we have had very good fees

Owner Question—can you take a tax deducting for paying for the masonry work?

• Probably not, but please check with your tax accountant

2010 budget

• Increases are due to the deficit of $19000 in the reserve and the new regulations
• Q: why an assessment and not a fee increase overall
• trying to soften the blow
• buyers do not see the assessment, but only the condo fees
• Increases in oil, keys & locks fees (would be more if we go with installation of the electric locks), and landscape fees
• Q: Can we get rid of bushes and make a nice rest area for the residents
• rest area might imply that passers by will stop by there as well

Old Business Review

• Q: Is there any money from the city available for dealing with the building settling due to ground water issue?

New Business for 2010

• Q: is the laundry room problem only present only in 107
• Yes
• Q: Are people complaining about mice/bugs/rats?
• Rat population in the alleys has spiked
• If you see something, please call Modica
• Fixing landscaping may help with the rat infestation

Capital Repairs Review

• Trustees are looking for ideas/feedback on the repairs
• Q: about the side arms on the main entrance in 107 (terrazzo)
• Chunks are coming off, and it cannot be really fixed
• It was not done right, and the association settled (several years ago)
• Q: what is the 10 year plan
• Sealing doors
• We have old gas burners and 2 large oil burners—DM would like to have it redesigned to use just gas
• Q: how is our roof doing
• Roof has been checked, and is in good shape
• New gutters have been added
• It is at the end of its life, but we are not seeing problems yet
• Usually, when the roof is at the end of its life and problems start, it can last another 2 years with repairs
• Q: Concerned about structural problems
• We will need a touch up job in 15-20 years
• Last masonry job was about 15 years prior to this one, and it was only in certain spots
• Q: should we be concerned about slanted stair cases—No. Tested during the structural tests when the walls were cut into to check how sound the building is
• Heat loss issues
• All windows were sealed during the masonry project
• Upper units get hot and residents open their windows
• Restoration of the front metal doors
• Was estimated in 2005, but postponed

New business

• Q: planters in the yard: Can an owner garden them and make them look nice?
• Yes, please do
• Gates slam shut really loudly—what can we do about it
• Heavy smoker in 107
• Is the owner aware that the renter is smoking?
• Smell of the sewer
• It was cleared for awhile, but it is back
• When 107 laundry is being fixed, the pipe system underneath the laundry room floor will be examined
• The pipes were examined with a camera
• Q: does the city have responsibility to fix this? Not really.

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Status Update Since September

Distribute to:

Corinne Getchell (MA) --Modica Associates
Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust
Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust Bill Gentz (BG) --Trustee, Queensberry Condominium Trust
Ning Hernandez (NH) --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Second Means of Egress
Same.

Window Replacement
Hadco paid $375 of $825 deposit they took for panning, $150 per each window, 3 in total, and that was cost to Hadco. So the refunded was $375. MA does not think that we are going to get anymore money from them. What does the association want to do?

107 Laundry Room Floor
The board and MA exchanged many emails about what the specs for the work should include, and what a reasonable price for the work might be relative to what a contractor is proposing. The latest info to be discussed during the next trustees' meeting.

Deformation Monitoring Points (DMPs)
MA checked with Dave Modica and he suggested checking every two years with the existing DMPs and every year for the new ones. However if new construction is going to continue on Boylston, the board may want the existing DMPs to be checked sooner.

2008 Financials
The financials on the masonry project costs were mailed out to the owners in January. Item complete.

Torn carpet in basement
Same.

Landscaping
Moving the vent would be tied in with fixing up the 107 Laundry room. At that point, it would be investigated if vent can be moved or positioned such that it still vents properly but avoids blowing on the Emerald Arborvitae.


111 Laundry Sink Tap Is Leaking
Item complete.



Terrazzo Sidearms Need Repairs
The work cannot be performed during colder temperatures. MA did have Chicarelli look at them. Chicarelli needs spec #’s of casting finish. MA not sure if DePaoli will respond as Assoc. did not pay in full for work as Board was not satisfied with the work. MA to contact DePaoli to see if will provide any info.



Miscellaneous:

• A work order for the lentil sitting in courtyard was issued to be moved to the boiler room. Please let MA know if the lentil is still in the courtyard.
• 107 Outdoor glass has been replaced. Item complete.
• Front doors polishing is put on hold due to low cash flow.

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Please Come to the Annual Meeting

Our annual owners' meeting will be held on the evening of Tuesday, February 16th, 2010. (The exact time and location is yet to be determined, and will be announced here as soon as we know).

At this meeting the trustees plan to discuss our annual budget as well as our reserve funds. There are several capital repair projects on the association's "to do" list, but of course they cannot be all done at the same time. The trustees would like to hear feedback from the owners as to what projects the owners find most important and would like to see completed first.

Hope to see you all at the owners meeting!

Produce Market To Open Near By

Marshall's Farm Stand of Gloucester is set to open soon at 1345 Boylston street, occupying the closed Goodyear tire store. The store, Marshall's Fenway Farm Stand, will sell produce, locally baked bread, pies and pastries, locally made cheeses, and other tasty things. More up-to-date information is available on the store's Facebook page.

September 15 Meeting

Attending:

Corinne Getchell (MA) --Modica Associates

Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Second Means of Egress
Logan Grates has been given the go ahead and is in the process of making the grates. They will be in touch with MA when the grates are ready for installation.

Window Replacement
MA sent another letter to Hadco Window and Door on 9/3, but has not had a reply.

107 Laundry Room Floor
Vogt & Company (the carpentor/vendor whose proposal the association is considering) warns that roll-out/linoleum type floor is pourous, and if there are leaks, the floor maybe severely damaged or destroyed. The carpenter discussed the issue with Dave Modica, and both recommend installing tiled floor. DM estimates that the price difference between tile and linoleum may be over $1000, and the linoleum floor should last for several years. MA to get an estimate on both tile floor and linoleum floor to see what the actual cost may be and what the actual difference in price is. Plumbing is to be inspected when the floor is removed. DM requests that the material to be used for the subfloor is specified in the proposal.

Deformation Monitoring Points (DMPs)
Work has been completed. MA has the report, and the board has reviewed it. MA to ask David Modica to determine when the next time should be for checking the DMPs--two years, or possibly 6 months/1 year for the new DMPs.

2008 Financials
DM would like the cash flow report, sent out to the owners, to show clearly why the association experienced the net loss even though the income from the temporary fee increase collected more money than required for the masonry repairs. DM will email the changes to MA, and MA will mail the information to the owners.


Jim, BG and Corinne will work together to correct the 2009 cash flow report, but will not hold up the mailing to the owners for that.

Torn carpet in basement
Same.

Landscaping
The proposal has been submitted to MA for the board to review. Currently, one Emerald Arborvitae plant in front of the 107 laundry vent is not healthy, probably due to vent, so replacing it, as the proposal suggests, will not resolve the issue. MA to ask the landscaper how that problem can be resolved.


The cost of the materials and labor proposed is $2000. Due to lack of finances to do this work right now, MA to ask the landscaper if the work can be postponed till next spring.

111 Laundry Sink Tap Is Leaking
The threads on the tap are stripped, so the facet handles have to be replaced. Dave Modica estimates the cost to be $200-$250.

Terrazzo Sidearms Need Repairs
107 sidearms are crumbling and falling apart. 111 sidearms also have problems, but are not in as bad shape as 107.

Miscellaneous:

• Extra lentil sitting in the courtyard. MA to ask Chicorelli about it. It should probably not be left there, and should at least be moved down to the boiler room for safe storage.
• Outer door glass been broken in 107. The glass needs to be replaced.
• Front doors needs polish

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.

Terrazzo Sidearms Need Repairs

Previous work on the terrazzo side arms: Seal the Terrazzo Sidearms

(09/15/09) 107 sidearms are crumbling and falling apart. 111 sidearms also have problems, but are not in as bad shape as 107.

(08/17/2010) Chiccarelli and Pires has estimated repairs of the sidearms at $1,600.00 with the additional costs of permits.  The board has reviewed the bid and approved it.  MA to schedule the work sometime before November.

August 18 Meeting

Attending:

Corinne Getchell (MA) --Modica Associates

Yelena Chigirinskaya (YC) --Trustee, Queensberry Condominium Trust

Douglas McClennen (DM) --Trustee, Queensberry Condominium Trust
Bill Gentz (BG) --Trustee, Queensberry Condominium Trust

Distribute to:

Kristen Lipstreuer (KL) --Trustee, Queensberry Condominium Trust

David Sherf (DS) --Trustee, Queensberry Condominium Trust
107 Mail Room for general information
111 Mail Room for general information

Second Means of Egress
Samples have been delivered to Modica, and the board approves the samples. MA to call and schedule the installation.

Window Replacement
Same.

107 Laundry Room Floor
Carpenter (Vogt & Company) did a proposal and submitted to MA, with the cost of $7600. The proposal includes carpentry, but does not include tiling, removing and reinstalling the washing machines. The laundry company will have to do the removal and reinstallation of the machines. The laundry company will not give the association more than $700-800. The estimate is approximately $52.77/sq. foot (based on 8x18 ft area).

Doug proposes to just fix the floor, and put down rolled goods. Currently the floor is a potential tripping hazard.

MA to ask the carpenter to price items 1-3 on the proposal, without preparing the floor for tiling (described in item 2), without new cabinets or counters, and without painting.

When the floor is lifted, it is likely that they will find rot in the joices. Joices will have to be replaced. This work would not be included in the estimate.

Deformation Monitoring Points (DMPs)
Doug spoke to Cullinan Engineering. We did not lose a lot of information. The work is not completely redundant. The measurements have to be done 3 times due to temperature variances. They have to do it 2-3 times to get an accurate measurement. Cullinan will invoice one time once the work is completed. The board approves the proposal. MA will contact Cullinan Engineering to proceed.

Bad smell in 107
Doug and Bill have not noticed the bad smell for awhile. Item complete.

2008 Financials
Bill met with MA’s accountant and redid the summary for 2008. Transfer from reserve and other expenses items have been cleaned up, and the totals have changed as a result. Bill proposes to add footnotes when the new financial summary is sent to the owners. MA will put the new financial summary in a digestable form for the owners. Bill created a summary of income and expenses for the masonry project. The following will be mailed to the owners: reconciliation of 2008 financial summary with the footnotes, the masonry project summary, and trustee voting forms.

Torn carpet in basement
Same.

Landscaping
The landscaper is still working on the proposal.

Security cameras
Doug did some investigation on the cameras, and found that the association can get 5 WiFi cameras for about $500. Anyone can access the cameras if he/she knows the IP address and the password. The ongoing cost would be electricity and IP address. This is not a high priority, so the item will be moved to the Long Term projects list. This project may be coupled with redoing the front doors.

111 Laundry Sink Tap Is Leaking
Same.

These minutes are written to Yelena’s best recollection. Please notify her of any discrepancies immediately.