PORTVIEW CONDOMINIUM ASSOCIATION Kennebunk, Maine Minutes of Annual Meeting Held Saturday, August 25, 2018 1. Call to Order: Andy Armitage, President, called the Annual Meeting of the Portview Condominium Association (the Association ) to order at 10:04 am at the Brick Store Museum, Dane Street, Kennebunk, Maine. 2. Declaration of a Quorum Present: A quorum was present with a majority of the 21 units represented by proxy or in person. 3. Introductions: Andy then introduced members of the Association s Board of Directors (the Board ) who were present at the meeting. 4. Approval of the Minutes of the Annual Meeting Held on August 26, 2017: Upon a motion duly made and seconded, the Association voted to approve the meeting minutes as presented. 5. President s Report: The last year has been an interesting one and, despite a tough winter, we achieved a lot. All four buildings were re-roofed this year, and repairs from old-roof related problems will soon be made. The 30-year guarantee should relieve us of future roofing expenses. Robert Lovejoy will now begin the planned staining rotation of building walls. We moved our contracted landscape maintenance work from Ed Krutuleski to Portside Landscape contractors, and it seems residents along with the Board have been happy with their work. Ed has continued doing hourly work for owners privately as well as for the Association. All this has cost money, especially the roofing work which cost thousands and thousands of dollars, and we have largely depleted the capital account. However, we have stayed within our budget and on track. 6. Update from the Property Manager Shirley Beston: Work has been done in all crawl spaces, and water spigots have been winterized so winter shut-off is no longer required. Hoses and other attachments, however, should be removed during cold months. Robert Lovejoy will soon begin staining two sides of each building as planned and replace any damaged shakes. Viewed from the circle, the walls to be done this round are these: Building 4, front and left; Building 3, back and left; Building 2, back and left; Building 1, back and right. Robert will also check dryer vents, dehumidifiers, gutters, etc. The previously planned paving project will be done in early fall: Perkins Pavers will lay 2 inches of paving on walkways throughout the grounds. In coordination with Perkins, Portside groundskeepers will level adjacent grass areas with the new pavement. Also, Robert will cut through current paving in front of Building 2 for water access, 1
Proscape Irrigation will install a drip line at Building 2, and new paving will then be laid. On a housekeeping note, while dog owners deserve thanks for cleaning up after their dogs, all should be vigilant whether walking their pets near the buildings or along the lane and water s edge as we have received complaints from workers as well as residents. Question from the floor: Will damaged shingles be replaced and stained? Answer: Yes. Question from the floor: We have noticed rippling of asphalt shingles on roof of Building 2. What can be done? Answer: We were told some time may be required for shingles to settle but Shirley will have Robert make an assessment. Comment from the floor: We had some water damage to upper unit ceiling and Robert assessed it as problem of the seal around the roof vent pipe. Answer: Shirley will have Robert check flashing on all roof vents. Comment from the floor: We have water shooting from our irrigation system at 3:00am. Answer: We ll have Proscape repair the fixture. 7. Review of Association Financial Matters: Jean Porte, Treasurer, next reviewed the Association s financials. a. Operating Budget: Jean reviewed a comparison of the 2017 expenses and the Best View of the expenses for 2018. She noted that the "Grounds: Contracted Lawn & Snow" reflects a few months when we were paying both Ed Krutuleski and Portside Landscape as Ed's contract expired. Other differences mostly reflected whether certain items had been prepaid the prior year and the fact that we had no legal expenses this year. The "Projects" line in 2017 was money kept in the checkbook to insure enough cash flow for the April payment of $23k for the new roof on Building 2. The same line in 2018 should be the start of the funding of the Reserve Account. We were able to add $32.8k to the Capital fund in FY 2017 because expenses were $8k lower. Jean then reviewed the current proposed budget for 2019. The "Grounds: Contracted Lawn & Snow" and the "Insurance" figures simply reflect a 3% increase over their 2018 numbers, as we will not have their projections until later in the year. Jean moved that the proposed 2019 budget be accepted with final adjustments as received. Motion carried. 2 b. Capital Plan & Reserve: Jean then reviewed the 2017 and 2018 lines of the Capital Fund Chart. 2017 expenditures totaled $66.4k for three new roofs and a dehumidifier. 2018 total
expenditure is projected to be $40.8k for one roof, paving and staining. The only Capital expense shown for next year is the possible completion of the staining of the other two sides of the four buildings. There were no questions. 8. Report from the Landscape Committee: Asheley Griffith began her report by thanking residents for their fiscal and physical contributions to Portview s landscape. She also acknowledged loss of Barbara Goodwin s energy and ideas, as well as the stresses to the landscape brought on by the past year s weather extremes. She then provided an account for the money donated to the landscape committee: propping and pruning winter damaged trees and shrubs, cutting back over-growth, and adding new plantings to some common areas, especially on the north side of Building 3. Moving to priorities for future work, Asheley focused primarily on the need to begin a systematic program to manage invasive exotics currently threatening, engulfing, and in some cases killing trees along the entry lane and parking lot perimeter. She recommended hiring Ed Krutuleski for much of this work since his estimates were considerably lower than Portside s. Other upcoming priorities include pruning overgrown trees in front of Building 1, continuing to replace foundation plantings in front of Building 2, and simplifying the circle bed for easier, less costly maintenance. 3 Comment from the floor: The landscape and buildings are what make Portview, yet this year we had to rely on voluntary donations to fund the Landscape Committee. Motion: Motion made and seconded that we raise the monthly assessment from $375 to $395 beginning November 1 to fund landscaping. Discussion: Concerns were raised that an increase in fees would negatively impact resale value of units given lack of amenities like a dock, pool or tennis court. It was then suggested that having completed all large capital projects as planned, we now have a Capital Fund Plan projecting a significant build-up of capital and reserve funds. While acknowledging that the health of Capital/Reserve accounts also affects resale values, it was therefore proposed that instead of putting $24,000 of the operating budget into the capital/reserve funds each year as currently planned, we put a portion of that money into the Landscape Committee budget, depending upon cost estimates to be provided by the Landscape Committee to the Board. (The issue of shoreline brush was raised mid-discussion and was answered by Shirley s reassurance that it would be resolved by Ed s customary biannual brush-hogging.) Vote taken; Motion made did not pass. Motion: A second motion was made that Asheley provide the Board with plans and estimates first for remediation of landscape and second for on-going Landscape Committee annual budget needs. Given these figures and the growth of reserves, over the next year we draw from
Capital/Reserve accounts to fund remediation. In subsequent years we increase budget for Landscape Committee to meet extra-contractual landscaping needs by reducing amount currently directed to Capital/Reserve funds. Motion Seconded and Passed. Action: Chris Baker joined the Landscape Committee. Others volunteered their help. 9. Discussion of Insect Management: In response to complaints from Building 4 owners regarding mosquito population growth, Shirley suggested purchasing dragonfly larvae for $60, enough to serve an acre. This will help reduce mosquito problem significantly without use of harmful chemicals. Action: Shirley will reserve nymphs for next year. 10. Presentation and Discussion of Winter Maintenance Contract: Shirley presented and reviewed contractual agreement with Portside Landscape Management, which establishes 3 minimum for snow removal. Winter safety issues should be reported to Shirley. Other needs ice melt, additional shoveling, HVAC clearing, etc. are the owner s responsibility. Portside does provide these additional services at a cost. Shirley also asked owners to move cars to Visitor spots when snow is forecast and then return them to allotted parking spaces after snow has been cleared. Cars left on the premises for the winter should be left in Visitor spaces. Action: Marcia will distribute Portside contact information. Question from the floor: Could we have Robert remove moss growing on roofs of trash sheds? Answer from Shirley: It s now on my list. 11. Election of Directors: Three members terms set to expire in September 2018: Abrams, Armitage, and Curtis. The trio expressed willingness to stay on and, following a motion, were voted in by universal applause. Barbara Goodwin resigned. Ann Rinaldi volunteered to fill the opening on the Board. Name Term Expires Gary Abrams September 2021 Andy Armitage September 2021 Marcia Curtis September 2021 Kevin Dubray September 2020 Doug Fraker September 2020 Jean Porte September 2019 Ann Rinaldi September 2021 12. Set Annual Meeting Date: Saturday, August 24, 2019 at 10:00 am. 13. New Business: Andy opened the floor to new business. 4
a. Comment from the floor: Asheley reiterated invitation to Labor Day Weekend party, Sunday, 4:00-6:00 at Polly Ann s unit #4. She also suggested we collect for the Village Fund at the party and perhaps at Prelude from those parking along our lane. Action: Marcia and Asheley will find out local rules regarding parking, fees, and liability. b. Comment from the floor: An owner offered newly acquired information that Association insurance policy covers walls and floors of individual units. c. Question from the floor: An owner from Building 4 requested removal of a broken tree limb hanging over lawn area. Answer & Action: Shirley will check situation. d. Comment from the floor: Shirley raised issue of 2004 Annual Meeting vote for 80% floor coverage in upper units brought to her by an owner. Answer & Action: Issue will be addressed at the next Board meeting. 14. Adjournment: The meeting was adjourned at 11:38 a.m. Respectfully Submitted, Secretary 5