Minutes of the Trustee Meeting

Queensberry Condominium Trust

March 11, 2013

Pursuant to the Article V.  Section 5.9 of the By-Laws of Queensberry Condominium Trust,  a special meeting in lieu of the annual meeting of unit owners was held on Monday,  March 11,  2013, at 7:00PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present:  Ning Hernandez 111-05, Sheryl Kelly 111-19, Jeff Schwarz  111-17 and Michael Grappo 107-4 & 107-8, Trustees

Sarah Park  106-6, Max Compagnon  107-11 (proxy Michael Grappo), Michael Vounatsos  107-9 & 107-15 (Proxy Sheryl Kelly)  Robert Mersereau 111-12, Ria Jauw 111-14 , & Richard Bettano 111-15, Unit Owners

Pamela Pendias,  Modica Associates 

23.74%  of the beneficial interest was present either in person or by proxy.   Since a quorum was not present no formal business could be conducted.  An informational meeting was held for those owners who were present.

Pam  called the meeting  to order at 7:10 PM.  

OLD BUSINESS  

Owners were furnished with the balance sheet as of December 31, 2012,  reflecting $5,577 in the operating account and $59,373  in the reserve (savings) account.    At Year End the association was current with all operating bills and with the exception of one owner, everyone is current with their condo fees.

For the most part the budget was accurate and condominium fee revenues  are sufficient to meet operating expenses.    Line items that were significantly over budget include oil and capital repairs .   The building converted to gas last year so the line item for oil was eliminated in the operating budget for 2012.   However the association paid for December oil deliveries in January resulting in an overage of $9,409.   The other item that exceeded budget was capital repairs,$81,355,  since nothing was budgeted for this line item.    The association made two notable capital improvements to the building last year;  the courtyard at the rear of the property was replaced and new drainage installed  to eliminate standing water and the wrought iron  railing running along the perimeter of the property was replaced.   Both projects cost $15,100  each for a total of $30,200. 

The association had two insurance losses last year.   In January 2012 one of the heating boilers cracked.    A claim was filed under the master policy for the building to help defray the cost of furnishing and installing a new heating boiler $30,000.    There is a $15,000 deductible under the master policy,    There was also an insurance claim filed in June 2012 when  two different pipe  breaks were discovered  under the floor of 111-20A.    While insurance does not cover the cost of repairing the lines, it does cover the cost of cosmetic repairs in the unit, replacing carpet  and floors that needed to be removed in order to access the two breaks in the pipe under the floor.     Other capital expenses include  $22,200, final payment to the contractor for  replacing roof in 2011 and lining the chimney $2,650 associated with the converting the building from oil to gas heating.    

NEW BUSINESS

Along with the year end figures owners were furnished with a new operating budget for F/Y 2013, which for the most part remains the same with no increase in condo fees.     Owners were furnished with a balance sheet as of February

28, 2013 along with copies of the bank reconciliation and bank statements reflecting $5,340 in the operating

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3-11-13

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 (checking) account and $62,088 in the reserve (savings) account.

At the end of February, the association has a net loss of $237.   Items over budget at this time include gas, and snow removal which will even out as the year progresses.    The financial statements are done on a cash and not accrual basis.

The next item of business was the election of five trustees to serve a one-year term.    The incumbent trustees all indicated that they would be seeking re-election.    Pam stated that she had heard from no other unit owner wishing to serve as a trustee.     The incumbent trustees were all re-elected by acclamation by those unit owners present.

OTHER BUSINESS

Pam noted that more often than not, the gates behind the rear of the property are left ajar.   Sara Park stated that tenants in the basement prop the rear doors and gate to the courtyard open to allow guests access for weekend parties and smoking in the courtyard.    The courtyard is a common area and smoking is not permitted in the common areas, hallways, stairwells, etc.   Sheryl Kelly suggested that Modica obtain a proposal for furnishing and installing door closers on all (3) gates as residents are not closing them.   Sheryl did note a problem with the gate at 107 Jersey Street not latching.   Pam stated she would look into it and have it repaired.    

Richard Bettano suggested the name of a local landscaper the association may wish to consider using this year to spruce up curb appeal.    Pam said she would call, Peggy Prentice at Green Pea Gardens for an estimate.  

Pam was informed that a new tenant moved into 111-16 recently.    Unfortunately investor owners often times neglect to inform management when there is a change in occupancy in their respective units.    Sheryl suggested that Modica draft a letter for new tenants informing them of the building rules governing trash, quiet hours, monthly pest control, removal of A/C’s and need to register bikes.     Pam to contact the owner of 111-16, get the name of the tenant ane charge the owner the requisite $150 move-in fee.     The only real control Modica has is when new residents call requesting to be listed on the directory located in the foyer of each building.  

Someone asked about the pipes in the courtyard.   Pam stated that they were kept for the insurance company so they could see the damage associated with the corroded steam pipes resulting in the most recent insurance loss for the association.   

Sheryl had questions about the costs associated with snow removal and did not see any consistency in the billing.   Pam stated that there were up charges for removing snow on weekends and holidays but will send Sheryl and all board members a copy of the snow removal services that Modica has been providing at the building.

Robert  Mersereau asked if something could be done about the ponding water on the sidewalk at the entrance to the courtyard suggesting that the drain should be checked in that area.   Modica will arrange for this.

There being no further business, the meeting adjourned at  7:50 PM. 

Respectfully submitted by:

Pamela Pendias

Modica Associates

For the Recording Secretary

Queensberry Condominium Trust

Minutes of the Trustee Meeting

Queensberry Condominium Trust

October 22, 2012

 

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 Monday,  October  22,  2012, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

 

Those Present:  Michael Grappo, Ning Hernandez and Jeff Schwarz , Trustees

Sheryl Kelly called in to the meeting

David Sherf was not Present

Pamela Pendias , Modica Associates 

 

The meeting was called to order at 6:35 PM.  

 

FINANCIAL REVIEW

 

The September financial report was sent out electronically in advance of the meeting.  The balance sheet as of September reflects $29,113 in the operating account and $43,104 in reserves.    The association has collected $600 in fines (trash left in common area) and $2,150 in move-in fees this year.   Jeff asked what the $6,000 capital expense was for the month.   Pam replied that it represented the requisite deposit paid to Nino’s Iron Works for material associated with fabricating the wrought iron fence.   Sheryl asked when the fence was going to be installed.    Pam stated that she checked with Nino who advised that it should be ready in 3-4 weeks.   Jeff inquired about the invoice for EZ Disposal Service.  Pam said it was for bulk pick up associated with the moves on September 1^st , 2012.   There were two pick ups Saturday, September 1^st and Monday, September 3^rd, 2012.   Michael noted that move-in fees collected covered this cost. 

 

OLD BUSINESS  

 

Touch up painting will take place shortly.   Painters have been busy working outside since weather permits but needs to get done, especially work in the basement of 107 where molding is missing.    

 

Pam suggested having the carpets cleaned,   Consensus of the trustees was that the carpet did not look dirty and to hold off until spring.

 

NEW BUSINESS

 

The work in the rear courtyard has now been completed.    Everyone is pleased with the appearance and believes it is a great enhancement to the property.    The fence should probably be painted in the spring that runs along the courtyard between the two buildings. 

 

The wrought Iron Railing is being fabricated and will be installed in the next 3-4 weeks.

 

Ning asked about RCN.   Pam stated that she had met RCN at the building and would inquire as to the status of when residents could begin to avail themselves of the service. 

 

 

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One month of double condo fees is being collected this month, to defray the cost of the two capital projects, courtyard drainage and replacement and wrought iron railing to cost a total of  $30,200. 

 

Ning asked about the budget Pam had drafted for next year.   Pam said she would up-date the “draft” budget with month end figures from October for the board to review and approve at the meeting next month. 

 

MISCELLANEOUS OTHER BUSINESS

 

Sheryl noted that the area around the dumpsters was very dirty with lots of trash on the ground and that they did not have covers.   There are (3) three (2) CY dumpsters that have covers on two sides.   One dumpster has covers on both sides, two of the dumpsters are missing a cover on one side.    This has been talked about before – replacing a cover will cost about $400 and is not cost effective.   A new dumpster costs approximately $1,800.    Pam suggested that over the weekend, more people are at home and perhaps cleaning up their apartments taking out trash etc.    The trustees will monitor the area.

 

Sheryl suggested that new “water hog” entrance mats should be purchased for the front foyers of the building.   The trustees agreed to purchase two (2) black “water hog” mats.   Michael suggested 3’ X 5” so they wouldn’t get hung up on the front door that swings in.  

 

Sheryl asked about the A/C Memo.    Pam said it was posted at the building and would go under all the doors this week.  

 

Sheryl stated that the area underneath the windows in her livingroom is moist and that the entire wall will need to be replaced.    Pam met with the Mason and Jeff in his unit a few weeks ago and that the mason caulked around all the windows in Jeff’s unit.    The exterior façade of the building is in tact and the mason was certain not allowing moisture infiltration.   Pam suggested that the mason check Sheryl’s unit.   Michael suggested that Sheryl remove the wall, since it needs to be replaced anyway, and monitor the area.   There could be residual moisture trapped within the bricks which has been evidenced by efflorescence on brick walls seen in other units.    

 

There being no further business, the meeting adjourned at 7:20PM. 

 

Respectfully submitted by:

Pamela Pendias

Modica Associates

For the Recording Secretary

Queensberry Condominium Trust

Trustee Meeting Oct 18,2011

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 Tuesday, October 18, 2011, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present: Bill Gentz, Ning Hernandez and Jeff Schwarz, Sheryl Kelly, and David Sherf via telephone

David Modica and Pamela Pendias , Modica Associates

The meeting was called to order at 6:40 PM.

OLD BUSINESS

An electronic version of the monthly financial report for September had been e-mailed to the trustees along with a “draft” budget for fiscal year 2012. The balance sheet at the end of September reflected $1,242 in the operating account and $110,352 in reserves. Assessment revenues are being deposited into the reserve account. There is one more month (October) to collect the balance of the $130,000 assessment.

The first item of business was the status of the roof replacement project. Everyone agreed that the work has taken an inordinate amount of time to complete. Despite the contractors difficulty obtaining permits, and having electrical wires moved, the project started in June and it is now October. Several owners are not pleased with the finish of the skylights in their units and have requested that the white vinyl be removed and replaced with a wood trim. A unit owner has contended that the roof is not pitched properly as there is some standing water that can be seen after heavy rain. David Modica explained that the board opted not to seek bids for a fully tapered roof due to the higher cost. The board opted instead to level and taper the roof down to 4’ of the gutters. There are dips, low spots on the roof where water will accumulate after a rain. The engineer has stated that as long as the water evaporates within 72 hours it should not jeopardize the integrity of the roof. The board opted for a fully adhered rubber membrane roof in lieu of a vinyl roof, again due to cost constraints There is an area of standing water outside of the penthouse at 111 Jersey and the engineer called for the application of a secondary cover strip over the top of the seam to add another layer of protection to this location. David Sherf offered to speak with the contractor about liquidated damages for untimely job completion. Once Modica compiles a final punch list, Eagle Rivet will be given a specified period of time to complete and if necessary another contractor will be called in to complete and the costs will be deducted from monies owned Eagle. It should be noted that Eagle was initially paid the sum of $14,000 in July to mobilize, and is owed the sum of $55,575.

The magnetic doors leading to the roof have been installed and are working properly. David stated that Modica would put a simple handle on the inside of each roof door to aid in pulling the door shut.

The gate on the alley side was replaced a few months ago as a security measure. It had been working satisfactorily until a resident reported that the gate would not latch. The company that installed the gate was called and found that the latch was filled with metal shards that prevented the mechanism from retracting so in fact it would not lock. A new latch was installed the following day at no charge to the building. .

The ceilings on the 4^th floor of both buildings have been repaired and painted. The contractor will also be re-finishing the wood doors and frames on the exterior of the building as well as touching up the paint in the common areas. Once the painting is finished the carpets will be steam cleaned.

The exterior front door at building 107 has a new “roton” hinge that picked up the door enough so that it would open

without binding on the tile. This has exacerbated the gap under the door. The vendor is looking into options for a door sweep that would insulate the door as well as allow the door to open and close without binding.

The trustees will not renew (extend) the laundry contract in exchange for new laundry equipment for building 107.

Residents were notified that any bicycle parked in the courtyard is required to have a bicycle sticker. Stickers were distributed and any bicycle found without a sticker was removed.

The association paid $5,496 to the gas company to install a new gas line into the building so the association could convert from oil to gas heat as a cost saving measure. Currently, oil costs approx $1.00 more per gallon than it did last year. The gas company will be providing (2) new gas burners at no charge to the building. Other costs associated with the conversion include having the chimney flue re-lined $5,900 and new piping for the boilers $12,500. The revenues from the assessment will cover the costs associated with the conversion.

Modica distributed a memo informing building residents that air conditioners need to be removed from the windows to conserve energy and as required by the City of Boston.

The trustees signed an access agreement with RCN. Residents will now have a choice between using Comcast or RCN for cable and internet service. David Modica is also talking with Comcast about a lump sum payment.

Pam furnished the trustees with proposals from two other pest control companies. Both were within dollars of one another for the service they would provide. Pam to get clarification and report back to the trustees to make a decision to change vendors.

NEW BUSINESS

The next item on the agenda was to review the “draft” operating budget for fiscal year 2012 that Pam had furnished the board to review. Pam noted that the only outstanding item of which she was aware the trustees were entertaining was creating a planter on either side of the stairs at the front entrances to discourage vagrants from loitering in the front of the buildings. David Modica stated that due to the monolithic construction of these stairs that the board may wish to entertain installing metal urns to hold plants that could be embedded on either side of the stairs. Modica to obtain proposals for this as well as repairing and painting the iron railings out front.

The proposed operating budget provided for no increase in condo fees. Pam will review the proposed budget after the month of October closes and up-date the figures and send it to the board for final approval next month.

There being no further business, the meeting adjourned at 7:55 PM.

Respectfully submitted by:

Pamela Pendias

Modica Associates

For the Recording Secretary

Queensberry Condominium Trust