Board of Trustees

Meeting Agenda for April 2010, 7:00 PM

Call to Order
Scheduled guests and open discussion
Minutes of last Board Meeting
Treasurer’s Report
Committee Reports
Manager’s Report:

Status of the Condominium
Property Report
Correspondence
Resolutions
Trustee Open Discussion (Chair’s Discretion)
Adjournment

TRUSTEE MEETINGS ARE OPEN

ALL OWNERS ARE INVITED AND

ENCOURAGED TO ATTEND

With all the hustle and bustle of the holidays behind us, we all look forward to settling down, hopefully with no more snow storms, and planning for the new year. Time to organize last years paper work for taxes, free up storage space or just sit back, relax and enjoy the Super Bowl.

Here at Ridgefield we are also in the process of planning for the upcoming year. Although our new fiscal year starts June 1st, we are in the process of preparing the budget. The Board of Trustees and all committees are setting goals for the year ahead and submitting requests for the budgeting process.

The final budget is a major part of the organization and management of Ridgefield and will dictate what projects get completed in the new fiscal year, as well as the new condo fee. The total budget consists of two parts; the operating budget and the reserve budget. Together the two budgets are made up of over two hundred line items, which are supported in detail.

The Finance Committee and Board realize that the process, as well as the end result can be very confusing. As we have said many times in the past, all owners are welcome and invited to attend any and all Finance Committee meetings. You may join the committee, or just feel free to sit in and watch the process. The following is the scheduled dates and times:

Thursday, February 19th @ 7 PM
At this meeting the Property Manager presents the first half of the detailed proposed 2009/10 Operating Budget to the Finance Committee without interruption.

Thursday, February 26th @ 7 PM
Property Manager presents second half of proposed budget with the proposed Reserve budget and answers questions from Finance Committee members.

Thursday, March 5th @ 7 PM
Finance committee continues to work on proposed budget.

Thursday, March 12th @ 7 PM
Finance committee meets if needed to continue work.

Wednesday, March 25th @ 7 PM
Trustees review budget draft and either approves it for presentation to the unit owners at Owners Budget meeting, or sends it back to the Finance Committee with instructions, comments, and/or change requests.

Thursday, March 26th @ 7 PM
Finance Committee members meet, IF NEEDED, to work on changes requested by the Board. PROPOSED Budget is prepared for presentation at the Owners Budget meeting.

Wednesday, April 15th @7 PM
Finance Committee Chairperson & Trustees present Proposed Budget to unit owners at the Owners Budget meeting.

Wednesday, April 22nd @ 7 PM
Joint Trustees and Finance Committee meet prior to Board Meeting, IF NEEDED to incorporate any changes in the PROPOSED Budget made at the Owners Budget Meeting.

Wednesday, April 22nd @ 7 PM
Board of Trustees meet to approve Final Budget. Come join the Team!

To Design Review by

February 23

March 23

For Board of Trustees Meeting

March 17

April 22

Note: The Design Review Committee only recommends to the Board of Trustees. They do not have the authority to approve or disapprove to the owner. The Owner must receive a letter from the Management office with the Board’s decision, following the Board meeting.

It is highly recommended that owners with a request in to the Board attend the meeting to answer any questions.

HOMEOWNERS INSURANCE: Condo insurance is very important. This means if you have damage to your unit from water, fire or other perils, you will be personally responsible for the first $7500 under your homeowner’s insurance policy. If you do not have homeowner’s insurance, it is imperative that you obtain a policy. Insurance claims are typically the result of something unexpected so it is important to be prepared.

GUEST PARKING: Please keep in mind that guest parking is for guests. Many residents use the guest parking as a driveway and when a storm is pending often park 2 or more vehicles there. Unfortunately, no spaces are available for those arriving from work. Please use your garage or driveway and never use more than one guest parking space. There is always available parking at the rec hall. Please contact the Management Office if someone is abusing this privilege.

SAFETY

PREVENT DRYER FIRES

In 2007, there were 117 dryer fires that caused 2 civilian injuries, 2 firefight injuries and $641,032 in damages. More than 60% occurred in 1 & 2 family homes.

Clean the filter screen after each load. This will keep the vent clear. When accumulated lint clogs the vent, the dryer can overheat and a first could result.
Wash filter screen every 6 months. Wash with warm, soapy water and a soft brush to remove chemical residues left by dryer sheets which can clog the filter and overheat the dryer causing a fire.
Stay home while the dryer is in use! Turn off the dryer before leaving the house.
Clean vents to outside. Twice a year you should clean the plastic hose pipe that vents to the outside. Use a vacuum cleaner to suck out accumulated dust and lint.
Vacuum the motor area. The dust and lint in the vent pipe can ignite if it gets hot enough. Vacuum the motor area if you can get to it. You may have to remove a panel.
Clean commercial dryer vents regularly. Commercial dryers get a lot of use and will have a common venting system.
Don’t dry mop heads. The dryer’s heat can ignite the cleaning chemical residue on mop heads.
Keep surrounding area clear. Don’t leave clothing or other ordinary combustibles too close to the dry. The dryer’s heat may ignite them.

Presented by the FireFactors, Office of the State Fire Marshal, Commonwealth of Massachusetts

P O Box 1025 State Road, Stow, MA 01775

www.mass.gov.dts

It is highly recommended that owners with a request in to the Board attend the meeting to answer any questions.

Personal Decorations “Doo Dads”

Now that Spring is here you may be enticed to put your personal decorations “Doo Dads” out in front of your unit. Please be aware that this is a violation of the Rules & Regulations governing our community. Please call the office should you have any questions.

REQUEST FOR ALTERATION

There have been many residents questioning whether they need a “Request for Alteration” form for work being done around their unit. Any work to be done to the common area of your unit must go before the Design Review Committee and then to the Board of Trustees. Pre-approved items (specific brand names) such as windows, garage doors, storm doors and sliders do not have to go to the monthly Board meetings but they still go to the Design Review. When filling out a request you must specify the brand name, model number and the name of the installer. All installers must have a “Certificate of Insurance” on file in the Management office. Installations of any kind, done without prior approval, will be subject to removal.

Trustees & Precinct

Precinct	Trustee 2008-09	Units
I	Dan O'Sullivan	101-110, 112
II	Larry Richard	111, 113, 115, 200-213
III	Stefanie Bilowich	214-311
IV	Michael Sawyer	313-503
V	Jeff Mead, Vice President	504-602
VI	Roger Bush, Treasurer	604-901
VII	Patricia Riley, Secretary	902-915
VIII	Michael Kane, Assistant Treasurer	917-1105
At Large	Julio Falcione, President

INSURANCE REMINDER

Effective April 1, 2003 the insurance deductible was changed to $7500. This coverage usually falls under the Dwelling Coverage on your HO6 policy.

This means if you have damage to your unit from water, ice dams, fire or other perils, you will be personally responsible for the first $7500 under your homeowner’s insurance policy. If you do not have homeowner’s insurance, it is imperative that you obtain a policy. Insurance claims are typically the result of something unexpected so it is important to be prepared.

Homeowners Insurance: Condo insurance is very important. This means if you have damage to your unit from water, fire or other perils, you will be personally responsible for the first $7500 under your homeowner’s insurance policy. If you do not have homeowner’s insurance, it is imperative that you obtain a policy. Insurance claims are typically the result of something unexpected so it is important to be prepared.

REMINDER

The Board of Trustees wants to remind everyone that there is a policy regarding additions to common areas and that a “Request for Alteration” form must be filled out and submitted to the Management Office prior to any changes to common areas.

This request is then forwarded to the Design Review Committee for their recommendation and verification that the contractor has workman’s compensation insurance. It is then processed as a Resolution to the Board as a legal document to be voted on by the Board and then a letter of approval or denial is sent to the owner. No work can proceed until the owner is sent a letter of approval.

Please keep this in mind before you decide to take on any projects in the common area of your unit.

When projects are undertaken without approval you will then be asked to remove it.

Why and Why Not Volunteer?

Self-Interest - Volunteerism isn’t selfless commitment. All volunteers have some self-interest behind their efforts, and that’s mutually beneficial. The most common self-interest in community associations is probably the desire to protect property values or maintain the quality of life in the community.

Self Interest - Oddly enough, the number one reason many people get involved in their community association is that they’re unhappy about something. A Resident may seek a board nomination because he/she believes deteriorating common elements are the result of neglect by the current board.

Social Benefits - Some people enjoy interacting with others or they just want to meet their neighbors.

Idealism and Altruism - Some people volunteer for idealistic reasons-reasons of social conscience or commitment. They’re cause-oriented and committed to improving society. They have a strong sense of community duty.

Giving Back - At some point in our lives, all of us benefit from someone else’s volunteer efforts. Some people volunteer to repay what has been done for them.

Career Advancement - For some people, volunteering is tied to their careers. The career conundrum “no one will hire a person who has no experience, and no one can get experience without a job” is often solved through volunteerism.

Education - Some people volunteer to do a job or be involved in an activity to learn how it’s done.

Personal Expression - Volunteering can be a source of personal expression.

Recognition - Some people need a little attention or validation, and they’ll volunteer for the recognition of their neighbors. Some people seek election to the board in the mistaken belief that board members hold positions of status.

Fear of Responsibility - Some people understand that service on the board of a community association is a serious responsibility, and that makes them uncomfortable.

Complacency - Some residents think the community is in fine shape - they’re satisfied with the job the board and committees are doing and they have no problems or issues.

A Negative Environment - Volunteers need to feel safe, free of criticism, and appreciated.

Time Commitments - Probably the most common response from residents who have been asked to volunteer is “I don’t have time.” Unfortunately, board members who micromanage projects or become too involved in the day-to-day operation of the association convey the impression that volunteering for the community is overly time consuming.

Poor Role Models - Residents get their ideas about what it takes to be an association leader from the people they see on the board and committees.

It isn’t Fun - All of us like to have fun, and for some people, volunteering is fun. It’s a change of pace that lightens life’s load. Even reliable volunteers will become scarce if they aren’t enjoying themselves. This doesn’t mean that every association activity has to be a carnival, but do what you can to avoid events - including meetings - that are dull, laborious, or overly structured. Make volunteering fun.

(Excerpts of the above were taken from a CAI booklet on “How to Recruit Volunteers.”)

The Scope of the Board's Power and Responsibilities:

Primarily a policy-making Board --- setting goals, standards and policies --- which the Board then sees are met or carried out by management, contractors and volunteers
The ultimate responsibility for overseeing the operation of the Association and maintaining the property.
The responsibility for maintaining the financial well being of the Association, assuring that it has the necessary funds to carry out its responsibilities and that those funds are handled wisely.
The responsibility for maintaining, protecting and preserving the Owner's investment in the community, which includes:
- Maintenance and repair of common property
- Safeguarding common property through security, insurance, etc.
- Preservation and safeguarding financial and physical assets.
- Preservation and enhancement of Ridgefield's lifestyle