Minutes of the Trustee Meeting

Queensberry Condominium Trust

July 23,  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 Tuesday, July 23, 2013, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present:  Ning Hernandez and Jeff Schwarz , Trustees

Sheryl Kelly participated via telephone

David Sherf  and Michael Grappo were not present

Pamela Pendias , Modica Associates  

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

FINANCIAL REVIEW

The June financial report was sent out electronically in advance of the meeting.  The balance sheet as of June 30, 2013,   reflects $8,722 in the operating account and $67,519 in reserves.    With the exception of one unit owner, everyone is current with their condo fees.   As of June 30th, 2013  the association has a net profit of $2,267 for the month and a net profit of $3,194 thus far six months through the fiscal year.   The association is current with all operating bills.    

OLD BUSINESS/MAINTENANCE ISSUES   

Dumpsters on site – The addition of an extra (2) yard container has alleviated the trash over flow issue.   Sheryl noted that the area under the dumpsters is not consistently clean and often times there is debris caught behind and under the containers.   Pam stated she would speak with the maintenance crew concerning this.

It was noted that often times, trash is found mixed in with the recycling containers.   Pam suggested circulating a memo but the consensus of the trustees was that a memo would not do any good.   It was suggested that we simply discontinue recycling altogether but Pam stated that would result in the City curtailing trash pick up that would result in the association having to pay a private trash removal company.    Thus far the building has not be cited for recycling violations and the City has been emptying the containers.     

The vendor needed to have the carpet sent out to be bound in order to finish laying the carpet on the stairs.   Jeff noted that the carpet was being installed differently on the stairs and was not pleased stating that there was no edge exposing the wood stairs.   Pam questioned this since the carpet was being sent out to be bound to allow for this.    The carpet installer advised that the installation should be complete by Friday, July 26th.   The association has not paid any monies as a deposit for the carpet.  

Signs “Please Keep Gate Closed: have now been put on all gates.   Ning and Jeff believe they have made a difference.   

NEW BUSINESS

The association has a new landscaping company this year, Green Pea Urban Gardens.    Although this vendor will probably cost more money than the budget allows, Pam will work with the vendor to keep down the costs.   Pam suggested  that the trustees may want to consider purchasing some perennials, that would be an investment since they would come up year after year and add some color to the garden.   The trustees agreed to allow Peggy

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Prentice to purchase  perennials of her choice, to embellish the garden at a cost not to exceed $300.

MISCELLANEOUS OTHER BUSINESS

Pam told the trustees that she had recently received Final Notice from the Water Department regarding the lack of a back flow prevention device in building 107.    Ning and Jeff did not recall this being discussed.   Pam stated that she had sent the trustees the original notice when the building was cited in May.    Sheryl checked her old e-mails and found that the trustees were notified of this requirement .    Pam told the trustees that this would be costly and would obtain estimates.

On a positive note, the vandal responsible for breaking the glass in the door in the spring will be reimbursing the association $600, for the cost the association incurred for cleaning up the glass on the weekend and replacing it.  The courts indicated that the defendant must repay the sum in six months.                 

There being no further business, the meeting adjourned at 7:10PM.  

Respectfully submitted by:

Pamela Pendias

Modica Associates

For the Recording Secretary

Queensberry Condominium Trust

Minutes of the Trustee Meeting

Queensberry Condominium Trust

May 29,  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, May 29, 2013, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present:  Michel Grappo , Ning Hernandez, Sheryl Kelly and Jeff Schwarz , Trustees

David Sherf were not present

Pamela Pendias , Modica Associates 

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

FINANCIAL REVIEW

The April financial report was sent out electronically in advance of the meeting.  The balance sheet as of April 30, 2013,   reflects $4,080 in the operating account and $64,804 in reserves.    With the exception of one unit owner, everyone is current with their condo fees.  

Due to the meeting taking place very late in the month,  Pam furnished the trustees with a balance sheet as of May 29^th, after all bills had been paid, reflecting $5,980 in operating and $64,804 in reserves.    The owner of the delinquent unit has listed the property for sale so the association will be receiving the aging receivable amount of $2,665.    The association has no aged payables and the reserve account has been funded in accordance with the budget. 

OLD BUSINESS/MAINTENANCE ISSUES  

Dumpsters on site – the association purchased an additional dumpster and had another dumpster repaired.    The area seems to be much cleaner.    The addition of an extra (2) yard container has alleviated the trash over flow issue.

Self-Closing Mechanisms for (3) rear gates.    (3) different lock companies were approached regarding the installation of a self-closing mechanism to ensure that these gates are closed and locked.    More often than not the gates are left wide open.    All (3) companies indicated that it would be expensive and require an iron worker to weld something on to the gate so the door closer could be mounted.    Since the closer would be exposed to the elements, there would be no warranty or guarantee on the work performed.    The trustees agreed to abandon the idea of a door closer and requested that signs be mounted on the gates stating “please keep gate closed” as an alternative.

Carpet Installation – the trustees have made a carpet selection,  Patcraft Famous Last Words II #IO147 Results May Vary # 47500.   The carpet has been ordered and will be installed shortly.   The vendor, Bradford Carpet, has indicated that he will need to apply “levelastic” to the cracks in the concrete that will add an additional $800 to the cost of replacing the carpet.    One of the trustees expressed  concern with the hallway in building 107 that leads down to the laundry.    It was decided that the trustees walk over after the meeting and evaluate the situation.   Modica is also obtaining a proposal from a contractor to better level the floor in this area.   Once received it will be forwarded to the board so a decision can be made and the carpet installed. 

NEW BUSINESS

There had been discussion about replacing the mailboxes.    Pam provided (2) proposals to replace mailboxes in both buildings.  Total Security $3,723.75, SRV $4,363.88.     The consensus of the trustees was that it was too costly a project to entertain.   

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The last order of business was Landscaping.    Both Ning and Sheryl were in favor of accepting the proposal furnished by Peggy Prentice of GreenPea Urban Gardens.    Jeff noted that total outlined in the proposal exceeds the budget allocated for landscaping.     Pam to work with Peggy to work within the budget.     Sheryl reminded Pam to follow up with Peggy on her offer plant the urns out front at no cost to the association due to the length of time it took to obtain the proposal.

Michael Grappo stated that he would not be able to meet on Monday’s during the summer.    The next board meeting will be Monday, July 15^th, 2013.  

There being no further business, the meeting adjourned at 7:30PM. 

Respectfully submitted by:

Pamela Pendias

Modica Associates

For the Recording Secretary

Queensberry Condominium Trust

Minutes of the Trustee Meeting
Queensberry Condominium Trust
May 21,  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,  May 21,  2012, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present:  Michael Grappo, Ning Hernandez, Sheryl Kelly and Jeff Schwarz , Trustees
David Sherf was not Present
Pamela Pendias , Modica Associates

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

FINANCIAL REVIEW

An electronic version of the monthly financial report for April had been e-mailed to the trustees along with copies of all paid bills.    The balance sheet at the end of April  reflected $11,572 in the operating account and $43,021 in reserves.    Jeff asked what the $187 charge for landscaping was for.   A review of the expense distribution report reflected that the expense was a reimbursement to Sheryl for the urns and planters she had purchased to be placed outside the front door of each building.   Jeff asked about the $245 charge for office supplies and expenses.   Pam replied that this was Modica’s administrative charge for postage, photocopies, scans and faxes associated with the building during the month.   Modica has one machine that requires a code for each property that tracks the number of photo copies, scans and faxes.   The postage meter also tracks costs per building.   Michael stated that many properties charge for each and every time a notice or memo is delivered and posted to a property.    Modica does not follow this practice.   Michael went on to say that he has worked with several management companies and does not find any Modica charges to be unreasonable.  Jeff  further had a question on the electrical line item of the expense distribution report where there was a charge of  $1,980 and then a credit to offset the charge.   Pam stated that it was most likely a bill that had been posted in error and then reversed.      

Pam informed the trustees  that at the end of April 2011, the association incurred costs of $28,875  for oil and gas as compared with this year total costs of $19,480  representing an overall savings of $9,395 as a result of the conversion.   The association has a net profit of $11,448 for the first four months of the fiscal year and is current with all operating bills.

OLD BUSINESS  

The first item of business was the status of moisture infiltration in 111-19 and 17.    Sheryl and Jeff for the benefit of Michael explained that during the roof replacement project last year their respective units sustained moisture infiltration prior to the roof installation being complete.   The contractor, Eagle Rivet , denied any responsibility.   The relationship between the contractor and the association was strained at best due to the duration of the project.   David Modica had taken moisture readings in both units.   Sheryl indicated that she believes her unit has not sustained any additional moisture and has dried out.   Jeff is not so sure.   David Modica suggested that the problem may be the older windows in this unit.   Michael suggested that as a test, to replace one window to see if there is any noticeable difference.  

Touch up paint building 107 and wall/carpentry repairs in basement of 107.    Michael suggesting obtaining estimates prior to proceeding.  


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NEW BUSINESS

Pam had prepared the paperwork for the new trustees for recording at the registry.    Everyone present signed. Arrangements will be made to obtain David Sherf’’s signature.

Sheryl Kelly executed the Service Agreement,  Facilities Easement and Compensation Agreement with Comcast on behalf of the Condominium Trust.   The association will be receiving the sum of $5,160 within (45) days after the execution of these agreements by both parties.

At last months meeting, the trustees reviewed the proposals that Pam had obtained for repairs/replacing the wrought iron railing around the perimeter of the property.   Logan Grate submitted an estimate to repair the railing for $5,500.  Nino’s Iron works submitted an estimate for repairing the railing  $4,500, and providing a new railing $13,100.    Michael obtained an estimate from Designer Fence to remove the old railing and replace with a new railing for the sum of $33,797.50 and another proposal from JC Sosa for fabrication and installation  $17,000 plus galvanization $6,000 for a total of $23,000.    The trustees were very interested in Nino’s bid to replace the railing with a new one.   Michael suggested setting up a meeting with Nino to obtain information of what the fence would look like, and ensure that  the bid included removal of the old fence, how would the new fence be installed,  etc.    The trustees felt that $13,000 expenditure was possible for the association to undertake this year.    Everyone agreed that the existing railing is beyond repair but wanted to be sure their were no hidden costs.  

Pam obtained a bid from B & M Restoration & Contracting for digging out the existing concrete in the courtyard, re-grading and pouring a new concrete patio for the sum of $17,900.   Since last month two more bids were obtained – R.L. Goldman, $27,200 and Cappuccio Construction for the sum of $12,580.   Cappuccio was the contractor who renovated the laundry room in building 107 last year.    Ning stated that she has been a proponent of making repairs to the courtyard for the last two years but something always seemed to take priority.    The trustees will review the feasibility of doing both projects this year if it is possible.  

The last item on the agenda was the elusive odor in building 111.   Originally it was thought to be coming from the recycling containers.   They were subsequently washed, deodorized and placed outside.     The odor still has continued off and on.    The fear is that there could be a cracked drain line under ground allowing sewer gases to escape which can be very costly to repair.    David Modica is working with Boston Water & Sewer and Paul,  Modica’s plumber,  has been investigating the source.     A solution to this must be found prior to undertaking any capital projects.  

There being no further business, the meeting adjourned at 7:35PM.

Respectfully submitted by:
Pamela Pendias
Modica Associates
For the Recording Secretary
Queensberry Condominium Trust

Trustee Meeting Nov 21, 2011

Minutes of the Trustee Meeting

Queensberry Condominium Trust

November 21, 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 Monday, November 21, 2011, at 6:30PM at the offices of Boston Choice Properties, 125 Jersey Street, Boston, MA.

Those Present: Ning Hernandez and Jeff Schwarz

Sheryl Kelly via telephone

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 October had been e-mailed to the trustees along with a “draft” budget for fiscal year 2012 that was up-dated with figures from the end of the month. The balance sheet at the end of October reflected $622 in the operating account and $120,639 in reserves. Assessment revenues are being deposited into the reserve account. October was the last month of the $130,000 assessment. To date, $125, 638 has been collected. Three owners are in arrears, however all three are paying monthly.

The first item of business was the status of the roof replacement project. The contractor sent an e-mail last week requesting $30,000. The roof is now complete, and warranties have been received. Eagle Rivet is presently owed $54,200. The consensus of those present was to release $30,000. Jeff Schwarz wanted to be sure that David Sherf was also in agreement to release this payment. The contractor would still be owed the sum of $24,200. Sheryl expressed her dissatisfaction with the interior finish of the skylights and believes the interior finish should be wood. The vinyl is not a “finished” product. Pam reminded the trustees that the interior finish of the skylights was not included in the scope of the work as specified by the engineer, RMX. The contractor furnished the vinyl as an accommodation. However, Pam did speak with him and he would be willing to furnish a price for an interior wood finish based on the number of skylights. Pam reached out to all owners with skylights and the only ones of which she was aware are 111-19 and 107-15. No one else has come forward. The trustees have requested that Pam ask David Sherf to speak with the contractor and advise him of the associations intention to release $30,000, and remind him of the timeline it took to complete the roof and broach the subject of liquidated damages. Further there are issues with moisture infiltration in both 111-17 and 111-19 the source of which has yet to be determined. The engineer, RMX, has also requested payment for two field reports from July 11 and July 21^st, 2011 and project administration for the total sum of $1,375. Although the trustees were not impressed with the degree of project oversight and overall project administration they agreed to pay these two invoices.

The painting contractor will return to the building this weekend to complete the touch up painting in the common areas and ceiling outside 111-19. Pam will then schedule the carpets to be cleaned.

Brookline Lock will be installing the door sweeps on the exterior front doors of both building and will also install a roton hinge on the door at 111 Jersey which is not fully closing sometime this week.

Pam will follow up with the gas conversion to complete by the end of the year. Chimney will need to be lined and boiler re-piped. The gas burners have been ordered through the gas company at no charge to the building.

Although trustees signed an access agreement with RCN, no one in the building seems to know that there is an alternate cable provider. Ning phoned RCN and was told that service was not available. Pam to get in touch with

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William Maroney again and remind him of the need to distribute pamphlets to building residents informing them that there is an alternative cable provider.

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. The operating budget does not call for any increase in condo fees. Pam stated that she hopes that all capital items the association had assessed for would be completed and paid between now and the end of the year. The Trustees deferred approving the budget as presented for further review.

Pam obtained a proposal from Logan grate for repairing the metal railings around the perimeter of the property and furnishing and installing (4) wrought iron flower boxes to be mounted on either side of the stairs to deter people from loitering at the front of the buildings for the sum of $8,300. The Board will entertain this next spring.

Pam had obtained alternate proposals from two other pest control companies for the trustees to review. EHS charge for the initial visit is $408, thereafter each monthly visit will cost $118. They will treat (2) additional units at no additional cost if scheduled at the same time as the monthly visit. Heritage Pest charge for initial visit is $400 and monthly visits thereafter $126. They will treat (4) units if scheduled at the same time as the monthly visit at no additional cost. Pam suggested establishing a fixed day and time each month and that residents be notified. Anyone having a problem could notify Pam at Modica and have their unit scheduled to be treated at the same time as the monthly visit. The trustees voted to go with Heritage for Pest Control Services since they will treat (4) units at no additional cost.

A roton hinge will be installed on the 111 exterior door this week along with the door sweeps.

There being no further business, the meeting adjourned at 7:25 PM.

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