2025-11-18 Board Minutes

The Landings Condominium

Board of Managers – Meeting Minutes
Date: November 18, 2025
Time: 7:25 PM – 8:32 PM
Location: Zoom

Call to Order & Roll Call

  • Meeting called to order at 7:25 PM
  • Board members present: Steven, Dan, Jared, Pat, Joe, Eli, (Ryan)
  • Quorum established

Treasurer’s Report

  • Financials on track for the quarter
  • Website expenses totaled $3,937 while the budgeted amount was $1500 – this overage was due in part to transition to a new provider, Wi Fi extension and other related website hosting costs. 
  • Security deposit accounts reviewed:
    • Construction deposits (~$5,000 balance) with some unreturned or misapplied payments, will be reconciled.
    • Rental deposits (~$4,500 balance) with inconsistent historical records
    • $500 rental processing fee was not collected in 2024–2025
  • Joe will reconcile accounts with John; Ryan will assist in reviewing rental deposits

Fire Alarm System & Special Assessment

  • Review of alarm system failure and wiring deterioration
  • Current work requires approximately $60,000 in funding
  • Board discussed reserves, long-term financial impact, and timing
  • The Board voted unanimously to approve a special assessment of $1,200 per unit, payable:
    • $600 due February 1
    • $600 due March 1
  • Board will communicate assessment details to owners and note that the Board is evaluating potential claims against the prior alarm installer

Aluminum Wiring Remediation

  • Remaining units now scheduled or awaiting inspection/certificates
  • We have 3 units still in progress
  • Goal is to obtain all 50 certificates to support insurance bidding and potential premium reduction
  • Board will continue outreach to owners and electricians
  • Target completion: January 15, 2026

Landscaping

  • Performance improved significantly after mid-season adjustments
  • Board voted unanimously to renew Bob’s landscaping contract for next season

Mailboxes & Signage

  • Many boxes deteriorated; newspaper hoops rotting or unused
  • Proposal to refurbish mailboxes (remove, sand, remove hoops, repaint, reinstall)
  • Ryan will obtain estimates
  • Signage/wayfinding improvements discussed; Ryan to locate prior quotes

Records Management / Website

  • Board identified the need for a centralized digital archive for contracts, invoices, and historical documents
  • Some prior records may have been lost due to damage
  • Board will establish electronic storage going forward

Historical Records (2013–2014)

  • Pat summarized documentation indicating possible past insurance and reimbursement concerns
  • Board discussed legal and community implications
  • Board voted unanimously to send documents to counsel (Eldridge) for legal review and guidance

Handrail Request

  • Homeowner request for handrail installation (~$170 cost)
  • Board voted unanimously to approve, consistent with prior approval

Other Business

  • Tree replacement options discussed; quotes pending
  • Ryan to gather pricing for alternatives

Adjournment

  • Meeting adjourned at approximately 8:32 PM