Circle Square Association
November 9, 2011
Board of Directors Meeting Minutes
www.circlesquareassociation.com

Present:  G. DeLeonardis (Treasurer), C. Gunn (VP), J. Flanagan (President), S. Freeman, J. Giles, A. Nelson.

Absent:  M. Lopez, K. Merchant.
J. Flanagan called the meeting to order at 7:55pm at the University Village Association office. A. Nelson took minutes.
The Minutes of the October 2011 Board Meeting were reviewed with minor clarification and approved unanimously.

Treasurer’s Report:
Treasurer presented the financials (Exhibit E and F) ending 10/31/2011 and reported that Cash Accounts Activity (Exhibit F) shows a total balance of $84,044.35 as of 10/31/2011.
G. DeLeonardis will contact Marty Casey to answer questions regarding accounting control address when the CD in National Republic comes due as well as any 2011 gift checks to be cut for 2011.  On that note, the Board would like to recognize and thank resident, Noel Barker, for his continuous effort to help keep the Loomis Street garbage area clean throughout the year.  The Board unanimously agreed to present a gift of $150 to acknowledge and thank him for his efforts.
The Treasurer will contact homeowner(s) who are three months or more past due in assessment fees.

Maintenance:

1. Roof cleaning -- originally scheduled for November 9th is being rescheduled for week of November 14th due to weather conditions.
2. Lights – G.DeLeonardis will contact Rucci & Sons, our current vendor for lighting maintenance to get a quote for lamp shades cleaning with the next maintenance visit.
3. Pest Control – G. DeLeonardis talked to Terminex representative and is withholding the final payment until we receive their final termite activity report.
4. Sewer – Due to approaching winter weather, we will investigate the possible damage/break in the drain in Ada Street parking lot drain in the spring of 2012.
5. Snow/Landscape – G. DeLeonardis researched and recommended the snow blower, Deluxe 30 Platinum model by ARIENS, to replace the old one for use on sidewalk and parking lot, if CSA needs a new machine.

To preface the discussion on snow removal service for this winter, J.Flanagan noted that last year the cost for snow removal was close to $13,000 for the season. He also noted that statistics on snow accumulation average is 37” for Midway; last year’s record was 54.4” for Midway.

J.Flanagan presented a proposal by Brickman, our current landscape vendor, for the 2011-2012 season, covering November 15, 2011 – March 31, 2012, with a seasonal limit of 45” for the price of $5,992.00, to remove snow from all parking lots, city sidewalks and interior walkways, once accumulation reaches 2” in depth. They will use rock salt for de-icing the lot and a calcium blended product for sidewalks.  A. Nelson motioned and S. Freeman second that we accept the snow removal proposal from Brickman to provide snow removal for the 2011-2012 winter season. Five for, 1 abstain.

G.DeLeonardis motioned and J. Giles seconded that we accept the one year contract as presented by Brickman for the same cost as this year’s, for $9,750 for 2012 season for landscape, payable in eight payments.  Passed unanimously.

J. Flanagan will contact Brickman to accept both the snow removal proposal as well as the 1 year contract landscape contract as presented.

CSA Assessment Billing – G. DeLeonardis reported that homeowners from eight units signed up for electronic billing of the monthly statement via email.  She will send the names/contact info to Marty Casey to set up electronic billing.  If anyone else would like to switch to electronic billing, please contact S. Freeman.

Security – J. Giles reported seeing two men looking through the vehicles parked in Ada Street parking lot around 2 am this morning (Wednesday, November 9th), apparently looking for unlocked vehicles.  The Board reminds residents to keep your valuables concealed and doors locked, as there have been more reports of theft/burglary.

CSA 2012 Assessment & Budget – G. DeLeonardis presented the CSA Budget Comparison for January through October 2011 prepared by Marty Casey.  The Board reviewed the income and expense items and drafted the 2012 Budget (attached). As there is no major maintenance expenditures planned for 2012, the Board has decided to keep the 2012 assessments the same as in 2011, $100 for A Units, $150 for B Units.
J. Flanagan left at 9:35pm.  The meeting adjourned at 9:50pm.

Next month’s meeting will be held at 7:30pm on Wednesday, December 14th at the University Village Association.