THE VILLAGES AT GRANITE HILL CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING - 12/20/17 MINUTES

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1 THE VILLAGES AT GRANITE HILL CONDOMINIUM ASSOCIATION BOARD OF DIRECTORS MEETING - 12/20/17 MINUTES Board members present: Craig Cheesman, Jacqui McCartin, Paul Newcomb, Arthur Kohler, and Rockey Levander Management: Allan O Brien Homeowners & guests present: # 468 Deshaies, #356 Hallett, and #460 Levander 1.0 Meeting called to order 6:03 PM 2.0 New Business 2.1 Minutes Motion was made by Paul Newcomb to approve the minutes from the 11/15/2017 BOD meeting, motion was seconded by Arthur Kohler, and all present were in favor. Motion passed. 2.2 Financial Reports- Accounts Receivable: Allan O Brien of Cedar Management made note of adjustments to AR report due to increase on delinquent accounts. The AR was increased to 18 Debit Balance Owners for a total of $16,846. Delinquencies- Arthur Kohler made a motion to revoke common area privileges for units: #13, 84, 98, 259, 276, 284, 367, and 457 effective 12/20/17. Jacqui McCartin seconded the motion, all were in favor. Motion passed Jacqui McCartin reviewed the Income Statement as of 11/30/2017. Fine report and check register were reviewed and presented by Allan O Brien. Jacqui McCartin asked the reason for the positive variance in gutter maintenance costs from the projected amount. Allan O'Brien mentioned gutter maintenance was completed under budget. Ms. McCartin also inquired if audit costs were included in professional fees. Management noted a separate line item for the auditors and only attorney fees were included in professional fee expenses. Ms. McCartin then asked about the surplus in Misc. Income. Management explained that the increase was due to fines for rule violations. 2.3 Homeowner Time #468 Hank Deshaies mentioned tree in front of house was cut with stump left. Allan O'Brien stated that it will be flush cut in spring 2018.

2 Barbara Hallett asked about fine for her tenant, Ralph Ascoli, in unit #356. She had written letter to BOD GHCA. After discussion, it was decided to hold $1000 of the $2000 fine in abeyance, with $1000 being paid prior to January 31, If no future parking violations occur in next 12 months the remainder of the fine would be expunged. No other homeowners present requested time to address the Board of Directors. 2.4 Action Requests There were 6 new homeowner action requests as of 12/18/17 to be reviewed by the Board. 1. Sheffield 356 Request o abate portion of the$2000 fine issued for tenant parking. Issue discussed and resolved in homeowner time of 12/20/17 meeting 2. Dartmoor 366 Notification of interior improvements. No action needed. 3. Dartmoor 366 Request to replace slider. (Ok given slider rotted.) 4. Sheffield 348 Update on outstanding fee and note on icy road. 5. Abbey 89 Request to replace 12 windows (Ok given no rotted windows) 6. Abbey 89 Letter to Board on Garage door replacement. Other units 88, 94 with same problem. All granted extension until April 30, 2018 to replace. 2.5 Review of Action Requests from prior month The responses provided by Cedar Management to the previous month action requests were reviewed by the Board. There were no questions or comments. 2.6 Review Proposal Landscape N&S Entrances Craig Cheesman reviewed the proposal by Ronald LeClair for landscape design in 5 locations for $450. Motion to accept made by Paul Newcomb and seconded by Arthur Kohler. All in favor. Proposal accepted. 2.7 Proposal Lights Gower and Post Office Allan O'Brien reviewed proposal by Independent Electric for lighting in Gower and by Post Office. Paul Newcomb made motion to accept quotation. Rockey Levander seconded motion. Board all in favor. Proposal accepted. 2.8 TRUGREEN 2018 Proposal. Craig Cheesman reviewed the proposal by TRUGREEN for 2018 lawn treatment services. Treatment for late spring, early summer and early fall were selected, with a note to delete the wording Weather Dependent. Craig Cheesman made a motion, seconded by Arthur Kohler. Board all in favor. Proposal accepted.

3 2.9 Paving Bids Allan O'Brien reviewed status of Paving bids. Hudson Paving had asked for bid extension until 12/31 and Allan was meeting with US Paving week following this meeting Management Contract. Allan O'Brien presented Cedar Management Group s proposal for Craig Cheesman reviewed issues with management during 2017, which included contractor performance and management of subcontractor. Examples paving, painting not completed, handling of non-performance of landscape contractor GTM, and that Management advocated too much for contractors. Mr. Cheesman would like to see improvements in all areas during Craig Cheesman then made motion to accept the 2018 proposal for management from Cedar Management Group for the same rate as Arthur Kohler seconded motion. All Board members were in favor. Proposal accepted. 3.0 Old Business Jacqui McCartin had a question concerning pricing for new circuit boards regarding discount for homeowners replacing boards to comply with new insurance mandates. Allan O'Brien mentioned that because set ups of circuit boards are not uniform throughout the complex, it would not be possible to get volume discount. 4.0 Management Reports Allan O Brien of Cedar Management reported: Management recommended brush clearing by McGovern & Blue Sky in Nottingham and where small trees are overhanging the roads. The Board approved of the work and chipping brush into wooded areas. Plow contractor performance in south end unsatisfactory. Sent default letter. Back charges from Blue Sky and other contractors for shoveling. Gutter cleanup completed. 5.0 Other Business 5.1 Outstanding Repairs Oxford 7 Request to remove dead hemlocks by parking space and add erosion stone rear for home. Hemlocks have been removed and erosion stone to be added by 12/31/2017, weather permitting. Westminster 138 Request for landscaping. Pushed to spring Abbey 92 Request to abate parking fine. (Added 11/17, fine to be abated 11/18, if no further parking violation occur in 12-months.) Sussex 269 Request to add additional speed bumps by center intersection. (Added 6/17 to be reviewed in spring 2018) Nottingham 376 Request for tree prune/removal. (Added 8/17 scheduled for this winter.)

4 Devon 419 Request to patch exterior garage concrete floor (Added 10/17. To be completed in Spring 2018) Devon 424 Review interior painting from ice dam repairs. (Added 6/17 No access to unit) Northumberland 460 Asphalt patch in driveway. (Added 6/17 to be scheduled in 2018) Harrow 53 Request to repair concrete stairs. (Added 11/17). To be repaired this fall or spring of Fine Report reviewed by the Board 5.3 Address Number Contrasting Color for 911. After viewing samples, Allan is to get more samples including stick on. Adjournment There being no other business to be conducted, Craig Cheesman made a motion to adjourn at 7:48 PM. Jacqui McCartin seconded the motion. All were in favor. Respectfully submitted, Rockey Levander GHCA Board Secretary

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