Minutes of the Trustee Meeting
Queensberry Condominium Trust
January 30, 2013
Pursuant to the Article V. Section 5.9 of the By-Laws of Queensberry Condominium
Trust, a monthly meeting of the Trustees was held on Wednesday, January 30,
2013, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street,
Boston, MA.
Those Present:
Ning Hernandez, Sheryl Kelly and Jeff Schwarz , Trustees
Michel Grappo and David Sherf were not present
Pamela Pendias , Modica Associates
The meeting was called to order at 6:40 PM.
FINANCIAL
REVIEW
The December financial
report was sent out electronically in advance of the meeting. The balance sheet as of December reflects
$5,577 in the operating account and $59,373 in reserves. Sheryl commented that the association had
more money $70,986 in November than the end of December $64,950. Pam stated that it was due to the operating
account having $27,878 as a result of double condo fees, an extra $13,500 that
was due the month of October. In
actuality, the association has more money ($16,265) in reserves as compared to
$43,106 in November.
Sheryl had many questions
on the financial reports. Sheryl asked
why General Landscaping was paid the sum of $224 in December for fall
services. Pam stated that the service
provided was final fall clean up and that she would send the trustees a copy of
the landscape contract for review.
However, it should be noted that the line item in the budget for
landscaping was $2,400, and the association actually spent $2,008 for a savings
of close to $400. Sheryl inquired
about Modica’s $1,680 invoice for replacing the heat timer in November. Pam explained that the heat timer had failed
and was replaced with a used one that Modica had on hand. Sheryl asked for a detailed breakdown on
Modica’s invoices showing labor and material.
Sheryl also asked why the bills the association was paying were paid to
Modica. Pam explained that Modica has a
full time licensed and insured plumber on their payroll. Since the plumber is a Modica employee, the
invoice comes from Modica, and not an independent plumbing company. Furthermore, it is beneficial for the
association rather than having to be at the mercy of waiting for an independent
plumbing company to respond. In the
event of any building emergency, Modica’s plumber is able to provide prompt
service. Sheryl asked about Modica’s
invoice responding to a gas leak in November.
Pam reminded the trustees that the building received an emergency call
from the gas company of a gas leak on a Sunday. Modica had to meet the gas company to
provide keys to the units that were suspected to be the source of the gas
leak. Had the leak not been found, the
building would have had to be evacuated.
Sheryl asked about Modica’s $225 charge for delivering ice-melt. Pam
explained that Modica charges once a year for providing ice-melt at the front
and rear entrances of both buildings.
Modica re-fills the ice-melt buckets as often as necessary during the course
of the winter. Sheryl opined that she
would like to see actual invoices for the ice-melt. In addition, Sheryl also asked to see
receipts when the building is charged for Janitorial Supplies. A question arose as to the $175 charge for
repairing the ceiling in 107-2. Pam
explained that this unit owner had sent several lengthy e-mails along with
engineering reports that the building was not structurally sound and that he
had paid twice previously to repair the ceiling in his unit. Pam checked the unit several times with the
mason who re-pointed the building and nothing obvious could be found. Moisture readings were taken in the unit and
the only moisture that was detected was in the
right hand corner of the
bay window approximately six inches square.
The moist area was cut out and left open to dry. Once the area dried out, the hole was
patched and repaired. The area in
question was in the vicinity of a steam pipe in the wall and could have
retained moisture. The consensus of
the board was that repairs in units due to a common area should be handled
consistently and that the association does not usually perform repairs in
units.
Minutes of the Trustee
Meeting
1-30-13
Page Two
OLD
BUSINESS
Sheryl asked whether the
owner of the unit with the air conditioner had been fined for keeping the air
conditioner in the window. Pam
explained that the owner of the unit cannot remove the air conditioner since
the building has settled not allowing him to remove it. The trustees asked Pam to verify this with
the owner. Pam stated that she was to
have done this however something had come up preventing her from meeting him on
the designated day. Pam will
re-schedule with the owner to determine whether or not the air conditioner can
be removed.
There were two different
steam leaks in January. The first was a
leaking return line that ran under the
concrete floor between 107 and 111. This
required the floor to be jack hammered in both buildings in order to access the
leaking pipe to replace it. The old
pipes are in the courtyard for the trustees to see. An insurance claim has been filed under the
master policy for the building which should minimize costs to the association. A second steam leak was found inside of
111-20A. Service Master was called in
to remove the old carpet and provide moisture readings in the unit to reassure
the tenant who was very concerned about the possibility of residual moisture
and mold. The wall in the bedroom was
removed and replaced, the bedroom re-painted.
The carpet in the bedroom was replaced as well.
The association has not
as yet released final payment in the amount of $9,100 for the railing. There was some discussion as to the height
– the railing is lower between the two buildings and higher on the sides. The consensus of the trustees was to let
the height matter drop. However, Sheryl stated that she thought the railing
was already exhibiting signs of rust.
The trustees will examine the “rust” on the railing after the
meeting.
NEW BUSINESS
Ning
had asked about mailboxes and who is responsible for them. Mailboxes are provided by the condominium
association but maintenance of the actual boxes themselves falls on the unit
owner. As an example, Modica does not
have keys to the individual mailboxes.
If the lock breaks, or a tenant loses a mailbox key, it is the
responsibility of the unit owner to replace the broken lock. Pam had received a verbal estimate of $246.19
per group of (4) mailboxes and the association needs (12) for an estimate of approximately
$3,000 excluding installation. The consensus of the trustees was that it
was too costly a project to entertain.
The
last order of business was to schedule the date and time of the annual meeting
of unit owners. Board meetings are
generally the 3rd Monday of every month but recently these Mondays
have fallen on a holiday, January 21st, Martin Luther King Day,
February 18th, is Presidents Day.
The following week Sheryl will be away, it was suggested that the
meeting be scheduled for Tuesday, February 19th. Pam to check her schedule and also check
with Michael Grappo for his availability as to an annual meeting date.
There being no further business, the meeting
adjourned at 7:50PM.
Respectfully submitted by:
Pamela Pendias
Modica Associates
For the Recording Secretary
Queensberry Condominium Trust
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