WALDEN WOODS CONSERVANCY
BOARD OF DIRECTORS MEETING MINUTES  

September 22, 2004 

Present:   Joseph Sikora, Deb Giampolo, Richard Ericson, Raju Barman, Warren Johnson

Joe Sikora called the meeting to order at 7:35.  

The Minutes of the Board of Directors meeting of August 25, 2004 were approved.  President Sikora introduced Mary Lou Morell, Elite Property Management, as the interim property manager, replacing Andy Carrier.  

Home Owners Forum: The following topics were raised:

1.  Ruth Johnson, 22 Ivy Lane, asked Elite what orientation material was given new Unit Owners.  Ms. Morell stated that they all receive a resale package with the Declaration, bylaws, related communications, incuding rules and regulations, but she could not identify if they received a copy of the WW Conservancy Guidebook.  Ruth requested a sample of what Elite handed out.

2.  Ms. Johnson also inquired if Elite asked for certain information from new Unit Owners.  Ms. Morell replied that a form is included in the resale package that collects information used by Elite to set up unit owner accounts.  She state, however, they may or may not get the form back, and must sometimes follow up, since they need the information.  

4.  Robert Ellis, 144 Morning Court, added to 2.above stating that his committee would like to obtain some of the information for the purpose of getting new unit owners on the lists for receiving WW Newsletters and email advisories, as well as for alerting the Welcoming Committee. 

5.  Robert Ellis inquired about shrub/tree pruning on the Knoll.  Skip Kroll, Chairman of the Landscaping Committee stated that all contracts were being collected and reviewed.  However, he didn't know yet whre Evergreen is in their contract to prune trees, that is, how many of the three phases to the contract were completed.   

Committe Reports
The following committees reported to the Board.  Their reports are appended, where available, to the notes for the record.  

Architectural/Covenant Control (Standards) - Rick Ericson reported approvals of projects at 31 Knollwood North and 514 Hawthorne Lane.  The Committee has completed a first draft revision of an interim WW Conservancy Guidebook.  

Recreation and Social - Deb Giampolo reported that (1)  the Committee will develop of survey to present to unit owners to determine what amenities they would like to see in the Parcel "C" development.  There was some discussion about how to craft the survey, with advisories from Warren Johnson based on agreements with the Developer (See below)  (2)  Pool furniture has been inventoried, and replacement selections made.  Ms. Giampolo stated that they were recommending high quality furniture, and would be submitting a request to spend about $6000.  (3)  The committee assembled a list of repairs/replacements needed to bring the pool cabanas and structures up to acceptable condition.  (4) Plans are being made for a family  Halloween Party. (5) Ms. Giampolo reported to Elite that the tennis court net support crank needed repair, and a portion of the asphalt surface in one corner was buckling.  

Warren Johnson summarized agreements with the Developers regarding the construction of amenties:
•	Culbro agreed to build 3 new tennis court.  If the Unit Owners don't want all of them, it will pay $20,000 per court to the Association for each not built
•	A ball field, essentially just a flat grassy area, will be built in Parcel C
•	Culbro will build walking trails along the south edge of the development from Marshall Phelps to the vicinity of the traffic circle, but would not agree to an extra leg along the pond.
•	Culbro has declined to build an observation deck over the foundation structure on the north end of Long Pond, and is not obligated to according to an agreement struck with the Windsor TP&Z Commission.  They are obligated only to build a low retaining wall along the bank.  However, the new Developer stated that he would finance half the cost of a deck if the U.O.'s voted to bear the remainder of expense.
•	Initial estimate of the cost of a playscape for the Parcel C was about $100,000.  

Communications - Bob Ellis reported that the Committee is (1) preparing for the next newsletter, and its email version.  He thought it might be published in about 10 days.  (2) He discussed contacting a Website designer and requesting input from each of the committees. (3) Mr. Ellis also may a plea for volunteers for the Welcoming Committee, stating that earlier requests have gone unanswered.  He suggested that perhaps a social event could be organized to attract volunteers.  

Finance - Raj Barman reported that (1)  he met with Elite President, Ken Conally, and will meet again on 9/23/04 with Elite's CPA to continue discussions about service levels. (2)  Cash on hand is approximately $128,000, with $121,000 available for operating expenses.  He discussed line item overruns for legal and pool operation expenses, and for masonry work on the stone walls (about $1800).  (3) He stated his desire to hold a budget workshop in October, with budget presentation to the Unit Owners in November and approval at the annual meeting in December.  He encourage committee members to get their numbers in.  

Document Revision - Warren Johnson reported that his committee has reviewed the Declaration and By Laws, and drafted recommended changes, and forwarded copies to the Developer and Attorney Perlstein. The major changes are in the way Walden Woods will be run.  Mr. Johnson outlined the various proposed Councils and their functions.  He stated the committee would recommend that the Meeting House become a Limited Common Element available to all Unit Owners, and supported by all Councils.  He stated that the changes to the ByLaws would be extensive, with the Developer picking up half the expense of the revisions. The revisions will eventally go to all Unit Owners with a 80% majority vote necessary to accept them.   

Environmental/Pond -  Warren Johnson reported for Lynne Gillette on Pond issues for the benefit of the new manager, and new unit owners.  

Meeting House Committee - Bette Harner reported.  (1) Warren Johnson made a motion that all unit owner security deposits be deposited immediately.  Mr. Barman seconded and the motion carried unanimously on vote.  Manager Morell stated that she would create a line item in the budget to receive and disburse the funds.  Other issues discussed by Ms. Harner included (s) groundskeeping around the Meeting House, and (3) requested a small amount of funding for custodial care above and beyond that expected of unit owners using the facility. Warren Johnson made a motion to authorize the Meeting House Committee to spend up to $50 per month for custodial services for the months of October, November and December, 2004. The motion was seconded by Ms. Giampolo and carried unanimously.  (4) Ms. Harner requesting cooperation by committee members in schedualing their meetings, providing as much advance notice as possible.  (5)  Ms. Harner walked the Board through the process of reserving the meeting house, including all participating organizations, such as Elite and the unit owner obligations.  (6)  In response to Board inquiry, Ms. Harner stated that all meeting house furniture and equipment has been inventoried.  

Landscape- Skip Kroll reported that he requested Elite furnish copies of all landscape-related contracts, discussed them.  He has scheduled a walk-around for his committee of the entire Conservancy to benchmark conditions and compile a "wish list" that will go to Russo for pricing.  

Property Manager's Report - Mary Morell presented the following agenda items:  
•	Submitted an assessment report of the conditions of exterior paint, asphalt driveways and LCI fencing for the entire Conservancy. 
•	Presented a letter from Mike Turner Enterprises proposing repair of the Meeting House roof and related repair on the widow's walk railings.
•	The Stone Fence Cap Project should be completed shortly by Lasting Impressions.  
 
Old Business
As a followup to a series of between-meetings email approvals, Ms. Giampolo made a motion (1) that the Board adopt the Documents Committee recommended amendments to the Declaration as set forth in Report #l, appended hereto, and (2), to authorize the Chairperson of the Documents Committee to negotiate on behalf of the Walden Woods Board such other technical and minor changes as may be agreed upon by the Chairperson and the Developers subject to final approval by the Walden Woods Board before processing a comprehensive restatement of the Declaration for homeowner approval.  The motion was seconded by Rick Ericson, and unanimously approve.  The emails of the various Board Members are also appended.

New Business
On behalf of the Covenants Control Committee, Rick Ericson made a motion to change the name of the Committee to the Standards Committee.  It was seconded by Mr. Barman and unanimously approved.

Rick Ericson advised the Board of a communication from the former WW Executive Board Vice President wherein he had contacted the former Walden Woods Property Manager, Roland Charest for some historical information.  Charest took the opportunity to indicate he was still owed payment for services rendered while property manager.  Mr. Ericson warned that no monies should be paid due to Mr. Charest's failure to perform his duties, to include failure to file Conservancy tax reports for two years.  Retainage of Mr. Charest's fee was used to pay interest and penalties.  

Next Meeting
Wednesday, October 20, 2004 at 7;30 p.m.

The meeting was adjourned at 9:30 p.m.

Respectfully submitted, 

Richard Ericson
Secretary