2026-05-26 Board Minutes

Meeting Opening

Steven opened the meeting with a quorum present, including Jared, Pat, Eli, Joe, Chiara, Ryan and himself.

Fire Alarm, Chimney, and Dryer Vents

The board addressed the fire alarm system problems and dryer vent cleaning requirements. Ryan explained that a new fire marshal is requiring interior inspections of one unit per building.  Once completed we are looking to obtain a certificate of completion from the Fire Marshall.  Joe will then authorize the final payment to be made to the Fire Alarm Company.   The board agreed to have Ryan contact the fire marshal directly and for Joe to email the alarm company to memorialize their conversation about payment and documentation.  Subsequent to the meeting, Ryan has arranged for the final inspection to be done on June 15th, where the Fire Marshall and Fire Alarm Company will be onsite.  The board also discussed mandating dryer vent cleaning as a safety measure, with Pat having already contacted potential vendors including the Dryer Vent Wizard recommended by Ryan. The board voted to require all dryer vents be cleaned at the community’s expense, with Ryan offering to obtain pricing from John Riley, the vendor who previously worked on the property and uses metal ducts suitable for external cleaning.  The board also voted, per community rules, to require owners with chimneys to pay for cleaning and provide documentation at their own expense.

Signage

The community discussed parking lot signage but decided to table the decision after determining there wasn’t strong support for implementing building directional signs, particularly for non-emergency purposes. The group agreed to revisit the signage decision at a future meeting.

Treasurer’s Report

The board discussed financial matters, with Joe reporting they are approximately $8,800 ahead in budget, though two homeowners are significantly delinquent in payments, despite previous promises to pay. The board voted to engage legal action against these two homeowners, with the costs to be borne by the delinquent homeowners.

Assessment and Lighting Costs Review

The board discussed the $600 assessment, with Steven confirming it would end in June after 12 months. Joe reported that $27,000 in advanced payments were collected as of April 30th, and the board agreed to ensure the assessment is properly removed from invoices after the final payment. The group also reviewed a $5,000 lighting assessment, with Joe presenting options including a $3,300 pole installation or alternative uplighting/downlighting from trees at approximately $1,600, though final installation costs were still pending from James. 

Facility Repairs and Maintenance Planning

 The group discussed two main property improvement issues. Steven raised concerns about small stone patches behind buildings that look unsightly compared to the surrounding grass, and the group agreed to have Bob address this by removing dead plants, replacing them with viable ones, and adding mulch while removing the stones

Regarding roof repairs, Jared reported that a roofer estimated pitched roofs need replacement while flat roofs only need minor repairs, with the roofer warning that availability will be limited after September-November due to winter approaching.

Eli suggested that we engage a professional architect or engineer to perform an unbiased assessment of the current condition.  Following that methodology, after obtaining a condition report, a scope of work must be prepared, agreed upon and submitted for bidding to a group of roofers. They agreed this was the proper approach to ensure unbiased assessment and accurate pricing comparisons. The board also addressed needed concrete repairs around the pool area, with Ryan agreeing to have their landscaper evaluate the work. Regarding the clubhouse, the board discussed opening it for community use with proper security measures.

The next meeting was scheduled for June 23rd