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Meeting Minutes

Summarized Points from the most recent Executive Session have been posted on the Meeting Information Navigation Site.

OPEN MEETING MINUTES
November 12, 2012

CALL TO ORDER --- Meeting was called to order at 7:05 PM by President Susan Ackermann

SECRETARY'S REPORT --- Approved previous meeting minutes.

FINANCIAL REVIEW --- David Rogers stated that there were no major problems.

MAINTENANCE REPORT ---

Project Updates -

• Walkway repair underway to eliminate pooling with freezing causing dangerous condition.

• Front door light fixtures are being replaced. Units which have replaced lights on their own will be notified.

• Clean up is ongoing. Minor damage from the hurricane

• Chimney tower caps that are leaking have caused damage and are being repaired or replaced.

OLD BUSINESS ---

   Insurance company for the last three years is not renewing due to the amount of claims. New insurance   company increasing cost by approximately $12,000.00. Questions regarding insurance should be directed   to Amy.

   Holiday party Saturday, December 15th. Residents only.

   The budget was presented line by line.Questions were asked to be held until the end of the budget
   presentation.

Meeting adjourned at 8:16 PM

Hingham Woods Condominiums

Open Meeting Minutes

July 9, 2012

CALL TO ORDER --- Meeting was called to order at 7:05 PM by President Susan Ackermann. There were five unit owners in attendance. The board members were introduced to the attendees.

FINANCIAL REVIEW --- Susan Ackermann and David Rogers gave overview of financial health of Association. No issues or problems.

PROJECT UPDATE ---

Siding and painting complete.

Alarm testing complete,

Tennis court repairs should be completed shortly.

Back window vendor selected and 12 units to be replaced.

Lighting fixtures are being actively researched and additional decisions have to be made.

Pool - There were two issues from the floor

1. Can minor repairs be made by the lifeguards rather than calling in maintenance to execute the

repairs during off hours? Susan Ackermann felt that due to possible liabilities, it was best to have

maintenance done by Bob Lowe. In addition, a problem might actually be an emergency condition

which could only be fixed by Bob Lowe.

2. Would it be possible to put covering on the hand rails to eliminate a gripping/slipping problem

which could lead to an accident? This was to be acted on.

Landscaping/snow plowing -

Susan Ackermann explained the flat rate payment approach and contract requirements for extended

years.

A comment from the floor regarding the "ragged" look of some of the islands. Some of this was

attributed to the severe snow conditions of two year ago.

A comment from the floor regarding the deterioration of some of the Building numbers painted on the

glass over the doors and could they be repaired. Bob Lowe was to be advised to analyze problem.

Meeting adjourned at 7:40 PM

Hingham Woods Condominiums
Open Meeting Minutes
March 12, 2012

Call to order: The meeting was called at order at 7:10

One unit owner in attendance-

Secretary’s Report-Review/approve previous meeting minutes

Financial Review-Susan gave a brief overview of the financials.

Maintenance Report-Unit owner inquired about the installment of the new lights. Board will need to choose the lights and Bob will install them sometime in the spring/summer

Old business-Indemnification form

New Business
Susan spoke of the May elections and that three seats are opening up as Len Moher, Nancy Stimson and Pam Kelley's terms are up in May 2012.

Meeting adjourned at 7:20

Hingham Woods Condominium ANNUAL MEETING MINUTES

Monday May 9, 2011

CALL TO ORDER: The meeting was called to order at 7:15 pm, allowing time for residents to sign in, by our president, Susan Ackermann. Susan introduced the board members, Pam Kelly, Len Moher and Nancy Stimson. David Rogers was absent. Ed Mallon, Amy McGrath, and Bob Lowe from the Niles Management Company were present.
A moment of silence was held in remembrance of residents who died during the past year.
Susan thanked Amy McGrath for her leadership and assistance, Bob Lowe, who has been with us for almost 8 years, for his continued work, Ed Mallon who keeps us on the straight and narrow and the board members who show up and thanked the residents who are attending the meeting.

PROOF OF NOTICE OF MEETING: This requirement was confirmed by Susan Ackermann as stated by the By-Laws, Article III, section 4.

APPROVAL OF MINUTES OF MAY 10, 2010 ANNUAL MEETING; the minutes were unanimously approved and will be posted on the bulletin board.

REPORT OF MANAGING BOARD:

          Falvey will be doing the painting of buildings and hallways (front and back)
          RPM will be doing the siding work
          Dumpster corrals - Armstrong is finishing the project
          New England Sealcoating - work will begin when the rain stops on the upper tennis court
          Tree Damage - taking inventory on work that needs to be done
          Kitchen Appliances - Club House appliances will be replaced with money from the club house account.

Ice Dams and Leak Issues - Ed Mallon gave the update on the February storm damage. The claim is larger than usual and taking longer to settle than most. Forty eight units were affected, with a loss estimate of $380,000. A consultant has been hired to make suggestions to enable elimination of as many future problems as possible.

        Landscaping - Skinner has finished the winter clean-up, spring clean-up and the fertilization has been started. The mulching will be done after the bush trimming, the end of May. Susan explained how the snow contract works and the budget.

       Sealcoating - all parking clusters will be sealcoated, repainted and numbered….will look at repairs to pot holes and storm drains.

FINANCIAL REPORT: in David’s absence, Susan reported that all is well, we are on target and there are no big variances. Everyone received a Financial Statement for the year end audit. Reserves are: $480,092.47

ELECTION OF MEMBERS OF THE MANAGING BOARD: running for reelection were Susan Ackermann and David Rogers. Susan gave her overview and David’s wife, Louisa, gave his overview. It was then requested that the ballots be completed and turned in.

NEW BUSINESS: The summer cookout will be Saturday, August 20th from 5 to 8 pm. It will be catered this year. Cost for a guest will be $15.00.

The 2011 ANNUAL MEETING was adjourned at 8:00 pm (a record)

Respectfully submitted,

Hingham Woods Open Meeting Minutes
January 9, 2012

Call To Order-Meeting was called to order at 7pm

Secretary's report-review and approved pervious minutes

New Business:
Indemnification Form: The Board invited its attorney, Henry Goodman of Goodman, Shapiro, Lombardi, to attend the meeting to present to the unit owners and the board the importance of this new documentation and background as to why it is needed. The Indemnification form requires an owner's signature before the office will complete and sign off on lenders questionnaires for the purpose of an owner's refinancing or a potential buyer's mortgage. The purpose of the form is to protect the association from the risk of lawsuits arising from the completion of these lenders questionnaires which have become extremely stringent in the information they seek from associations, many of which require a quasi-legal opinion which boards and office staff are not qualified to give. Of the unit owners present, several lawyers and real estate brokers raised issues with such a form and felt it an impediment to sales and refinancing. The meeting resulted in a discussion of both the pros and cons to such a form and intensive questioning of our lawyer.

Mr. Goodman explained that the Board is under no legal obligation (per state law, condo documents and by-laws) to play any role in the purchase/sale or refinancing of units at Hingham Woods, and specifically, that the Board is not legally obligated to fill out and sign any forms submitted by lenders for the purchase/sale or refinancing of a unit. He stressed that the Board, which means the Association (owners), runs the risk of lawsuits should there be a problem with information contained within the form. The Board made clear the meeting was to give all sides an opportunity to discuss the issue and express their opinions: and that no decision pro or con would be made that evening regarding the use of the form going forward. The Board will continue to research the issue and consider alternatives which will balance the concerns of some owners with the need to protect the Association.

Given the late hour, the following agenda items were not discussed and will be deferred to our next open meeting:
Alarm Bids
Financial Review
Maintenance Report-project updates
Old Business-Attic Work

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