SNOWOOD ASSOCIATION
Board of Directors Meeting Minutes
On Saturday, February 5, 2011, the Snowood Board of Directors met at 9 a.m. at the home of the Association President, John Walmsley. Also in attendance were Vice President Mark Hutchins and Secretary Karen Giblin.
Discussion opened with the snow levels at the unit, and John will ask Dana Gagnon, property manager, if he will need a back hoe at some point to make room for more plowing. At the same time, he will ask Dana to put a “current date” on future financial reports, check inside units for leaks around skylights and chimney chases, for a copy (preferably electronic copy) of the insurance policy and to check for any discounts that may be available due to low claims.
The members of the board discussed the importance of reviewing bank statements, and besides asking Dana for copies of recent statements, he will be asked to do new signature cards for board members and obtain on-line access for all to view balances.
Grounds work was discussed, and the fact that we still need to install the 911 house number signs will be brought to Dana’s attention. Karen will look into some signs that resemble those used on AMC trails, but in the meantime, Dana will be asked to install the temporary ones in order to be in compliance with fire department rules. In addition, John will ask Dana to install a permanent, cast iron, catch basin on the new drain in front of C-Building, especially something that we can drive a car over. We can then eliminate the permanent snow poles that now surround the current drain cover. Other ground work to be scheduled would be having tree stumps removed.
For the spring cleanup days for owners, Saturday June 4th was chosen. It was decided that no additional money would be spent on mulch, but instead re-raking mulch would be done. Weed killer would be bought to cover rocky areas. And on the hill in front of D&E building, Karen will discuss with the Landscape Committee the possibility of planting wildflowers to cut down on the cost of mowing the hill that Dana charges. Karen will also ask the Landscape Committee (Lauri Maguire and Constance McCoy) about meeting in May to figure out which trees need to be cleared so she can do the paperwork to get approval from Waterville Estates. It was also determined that during the Spring or Summer we will see where we stand with the buildings and grounds budget dollars so replacement light pole heads can be purchased (we currently have a total of 18 lights, we could eliminate 7, that leaves us with 11 lamp heads to purchase).
Long-term building maintenance was discussed, and the future replacement of the roofs. Mark will be calculating an estimate of the cost to fully replace roofs so that the board will know how much Major Maintenance Reserve to build in funds. Currently there is a balance of $18,000, and we estimate to collect $15,000 in 2011. Mark proposed that $30K should be kept as a minimum for major maintenance reserves, and this will be put forth for a vote at the October owners meeting (which would mean a change in bylaws). Karen did some research on NH requirements for major maintenance, but found no information. Past minutes will be reviewed to determine if a prior discussion was held. John will also be getting a quote on painting the Snowood Village sign in the spring.
There being no other business to discuss, the meeting ended at 11am.
Submitted by Karen Giblin 2/11/11