BOARD OF DIRECTORS MEETING MINUTES 
March 30, 2005 

Quorum: 
Joseph Sikora - President
Deborah Giampolo - Vice President
Richard Ericson - Secretary
Warren Johnson - Director
Raju Barman  - absent

Frank Goeckler and Quentin Hennessey representing Elite Management

Call to Order- President Sikora called the meeting to order at 7:45 p.m.

Reading of the minutes
The reading of the Board of Directors meeting minutes of February 23, 2005 was waived, a copy having been previously emailed to each member.  It was motioned, seconded and voted affirmatively that the minutes, as drafted, be approved.  

Committee reports  The following committees reported to the Board:

Standards Committee   Rick Ericson repored that the Committee approved a request by Bruno and Mary Ciraldi, 32 Knollwood North, to install the satellite dish on the rear roof of their unit.  While the installation site was not in an exclusive use area, the Committee determined that the dish was hidden from sight by the orientation of the dwelling, and could not be readily viewed by other residents, either from the street, or side yards. 

Recreation Committee  
Vice President Deb Giampolo reported that 35 attended the Easter egg hunt.  She announced that there would be a Kentucky Derby celebration on May 7, stating that details would be published later.  There will also be a Memorial Day party on Monday, May 30.  

It was moved, seconded and approved to authorize the Recreation Committee to spend $7000 on replacement pool furniture.  

The Committee sought approval for a proposed one-time all-Conservancy tag sale in the coming spring at which the Committee would sell the old pool furniture and other items. It was motioned, seconded and approved unanimously to move forward in the planning.  The Committee will present more details at the April Board meeting.  Note: The Board agreed that this is a one-time event, but agreed to hear requests in future years.

Ms. Giampolo reminded that game nights are usually scheduled on the last Firday of the month, and stated that the first two were quite successful.  

Communications Committee  Bob Ellis reported that the next newsletter will be published April 9.  

Mr. Ellis raised the issue of out-of-pocket expenses for color printer cartridges, which amounted to approximately $15 per month and asked if he should publish hard copies of the Newsletter in black ink to save money.  The Board, noting that the nice appearance of the current effort, motioned, seconded and approved the expenditure of $180 per year to fund continued production of color copy, noting that there was some money already in the budget for printing supplies.  

Finance Committee   Quentin Hennessey noted that, as previously reported, the Conservancy continued to overspend, for recognized reasons, the line items for legal and snow removal expenses.  Extra de-icing contributed.  Otherwise, expenditures are on target for year-to-date.  

Document Revision Committee  Director Johnson advised that the drafting of the declaration bylaws and rules is still in progress.  Meetings and reviews are still ongoing for the declaration itself with some progress being made.  Council for the developer agrees that we only need a 67 percent vote on the declaration, but is firm in their interpretation that the Conservancy will need 80 percent approval of all unit owners on the spearate revision relating to reducing the number of tennis courts to be constructed.  

The revision has been summarized in "statement of facts" and a proposed ammendment.  All units will have to be solicited.  Mr. Johnson stated that he expected to have the ammendment and agreement in hand (see copy attached) in the next week.  Sufficient copies will be made so that one can be signed and returned, and the other kept for information.  Mr. Johnson repeated that this process needs to succeed if we are to obtain the promised $41,000 payment-in-lieu of construction of the other two courts. 

Mr. Johnson then moved that a special meeting of unit owners be held in the Meeting House on Wednesday, April 13, 2005, at 7:00 p.m.  The purposes of the meeting will be to discuss the proposed amendment to the Declaration for reduction of the number of tennis courts from four to two, and to enlist the aid of the unit owners by asking them to sign an agreement adopting the amendment which must be signed by at least 80% (125) of the unit owners. He further moved that notice of the April 13 special meeting be sent to each unit owner in Walden Woods, and that the Communications Committee be requested to publish notice in the next issue of the Walden Woods News. Both motions were seconded  and unanimously approved.   

Environment/ Pond Committee  Warren Johnson reported that there is no word yet on dredging the large pond, but there has been acknowledgement by the developer that some dredging needed.  

Director Johnson noted that Earthday is celebrated nationally on Friday, April 22.  The town of Windsor is participating by encouraging town-wide clean up on that day.  Mr. Johnson suggested a Walden Woods cleanup day in which we could drag trash out of the woods and onto Walden Meadows for town pickup.  He invited residents to join him at the large pond at 1:00 p.m. that day for a clean up of areas that are eventually to be used for the walking trails.  He asked Mr. Ellis to publicize the effort in the Newsletter.  President Sikora offered to coordinate a morning effort from 10:00 a.m. until noon, and another from 1:00 until 3:00 p.m.  Mr. Johnson noted that the Town will weigh collected rubbish as a means of evaluating the success of the program.  

Meeting House Committee   Bette Harner reported that there were no social events held in the meeting house in March except the egg hunt.  However, Mr. Ellis published an advertisement in the Newsletter which resulted in an inquiry.  Ms. Harner stated she will work with the individual.  

The Committee is still looking for affordable 48-inches round collapsible tables.  

Ms. Harner inquired if there was landscaping money in budget for filling the meeting house planters.  President Sikora stated that the Board had agreed to provide funding for plantings, and instructed the Committee to make a proposal to the Board.

Landscape Committee   President Sikora reported on a meeting held last week to review what the Committee hoped to accomplish this year, noting that landscaping funds are not sufficient to meet all expectations.  A prioritzed list will be generated within the next week or so and presented at the next Board meeting.  

Mr. Sikora stated that Elite's shed will be moved very soon.  

Welcoming Committee  Mr. Ellis stated there was nothing to report, but asked if the Welcoming Committee might also act on behalf of the Conservancy to contact residents who are ill.  Mr. Sikora agreed that, for now, the Committee might send cards on behalf of the Conservancy.    

Property Manager Report  Upon Board review of the bids to conduct a capital reserve analysis, Director Johnson motioned to retain Condominium Consulting Services, who bid $1750.  The motion was seconded and unanimously approved.  

Old Business  Director Johnson stated that it might be appropriate to discuss transition issues regarding Culbro, and New Developer issues (with CWDC) under this agenda item.

New Business  Secretary Ericson reported that a cursory survey of the private roads in the Conservancy revealed the need for pavement crack sealing.  He pointed out that early intervention will postpone premature pavement replacement.  The property manager will survey Knoll and Village driveways and private roads to determine the extent of damage, and obtain quotes to repair the roads.  President Sikora pointed out that driveways will have to wait. 

Home Owners Forum
Ruth Johnson, 22 Ivy Lane, stated that she needs to be informed when new residents move into their units.  She inquired if Elite obtained phone numbers and email addresses. Mr. Hennessey replied that Elite requests such information as part of the resale package, but the forms are not always returned.  He stated they would be happy to share what information they get with the Welcoming Committee. 

George Hill, 11 Aster Place, asked about plans for fence replacement.  He asked if he could remove and dispose of his own fence, which is leaning.  President Sikora replied that the fence replacement contractor, Hazen, will soon determine which eight fences will be replaced.  However, on advice of the Standards Committee Chairman, Mr. Sikora stated that removal should be requested on the standard request for Additions/Improvements/Alterations (AIA).  If the fence can't be repaired or shored up, then removal may be authorized.  

Bob Ellis, 144 Morning Glory Court,  inquired about a replacement for Treasurer Barman.  President Sikora stated that a resident unit owner volunteered and would return from out-of-state on April 1. The Board asked those in attendance if there were any other volunteers for the open position.  There were none.  The Board will elect the new treasurer for the balance of Mr. Barman's term at its next meeting, and the new treasurer will take office upon acceptance of the position.  The candidate has a finance background.  

Bob Ellis, asked about the time frame for completing the amendment.  Mr. Johnson replied that we are working against a developer deadline, but thought we had until mid-May. 

Bob Ellis inquired as to whether there was a cost benefit to hiring the developer's pavers to do work on our private roads.  President Sikora explained that the work involved was dissimilar.  

Ms. Giampolo asked if the lot home driveways would be included in the survey.  President Sikora repeated that crack sealing of the private roads would be the priority for now.  

Ms. Giampolo asked if it might be worth while sharing information about contractors on the Walden Woods website, to benefit residents in need of home improvements or repair.  President Sikora stated that the information would have to be kept positive, for legal reasons, at which point Mr. Ellis suggested that the Welcoming Committee keep such a list.  

Ms. Harner, 1 On The Green, asked what could be done about a resident who frequently parks vehicles in front of her unit and her neighbor's unit, in violation of Conservancy rules.  President Sikora stated that a warning letter has been sent to the resident in question, threatening a $50 per violation fine.  Secretary Ericson agreed to make periodic visits to the Green in early morning hours and report violations to the property manager.  

Tina Bobbitt, 145 Morning Glory Court, asked whose responsibility is it to clean up debris along Walden Meadow Road.  President Sikora stated that it is the Town's responsibility.  

Next Meeting  Due to conflicts, the next business meeting is scheduled for April 20, 2005.
 
Adjourned  There being no addtional old or new business, it was moved and seconded that the meeting be adjorned, and unanimously approved at 9:30 p.m.

Respectfully submitted,

_________________________
Richard G. Ericson - Secretary

Approved:

________________________
Joseph Sikora - President