Annual Open Meeting and Election Meeting Minutes
September 26, 2021, 12:04 pm


Board Members present: Cathy Morrison, Wilma Bybee, Evelyn Olson, Paul Mahony, Jim Wilkins, Chris Lamkin’s, Cathy Lockett (temporary clerk, replacing Connie Mcleod who resigned)).


Ballots were collected and tabulated with assistance of members of our community, and supervised and coordinated by Cathy Boisselle.
Candidates running for election were present, and consisted of:
Brian Conway, Suzanne Guilbault, Cathy Lockett, Jim Wilkins, Dave Fortune, as well as write-in candidate Pantellas Nikittas.


At 12:25 it was announced that a quorum had been met (forty nine ballots or 58.32 percent).


Cathy Morrison, President, asked Paul Mahony and Jim Watkins, to provide an update on their research into hiring a management company. Paul and Jim discussed their findings regarding three management companies. A proposal was requested from one management company, Evergreen Management Company, from Bedford, NH. The proposal was to provide limited services. The more services that are provided, the higher the costs.
Services that would be provided are the same as the duties now handled by the Board’s President.
The management company would provide maintenance and financial duties, and have some interaction with unit owners, and also with fines. Estimated cost at $250 per month, $11,000 per year.
Additional services provided by management company would be an additional $4,000.
$15,000/year, with 84 units, $15 more added to each unit’s condo fee per month.
The management company would handle maintenance requests, web-site forms submissions, and pay invoices, which are now the Board’s treasurer’s responsibilities.  The management company would reach out to contractors for bids; an example would be for roofing repairs.
Snow removal and landscaping would not be handled by the management company.
Presently, the board (Jim and Paul) screens our contractors, obtains quotes and proposals. The maintenance company remarked that we already knew how to do these services ourselves. 
The board voted against hiring a management company.


Water leaks were discussed. Cathy Morrison shared that $37,000, corrected figure,  was spent on water leaks, without any assessments to unit owners.
The cause of water leaks is due to the ages of the units and pipes. Cathy has spoken with Al Stewart and asked if it was possible to replace all pipes. Replacements would need to begin at Whitehall Road, and run entire length through the community. Costs would be phenomenal to replace the entire pipe system. Al is reliable and knowledgeable, and has experience with our pipe system. An assessment would be needed to replace all pipes.


Jim Wilkins discussed keeping pest control costs low. Problems are occurring due to some unit owners or occupants not taking care of their trash, and using open barrels.


Suzanne Guilbault asked why group emails are sent to unit owners, when a few owners are not in compliance.
Wilma stated that we have no jurisdiction with renters, and we are not a policing agency.
A questionnaire is sent to new owners/occupants, and it is not always returned.
It was asked why one person owns 8 units, and rents them out. Units have been purchased under different names, and different trusts, so it has not been apparent that these units were purchased by one person. The bylaws do restrict number of units that can be rented, and bylaws also state the unit owners must occupy the unit for one year, prior to renting out to tenants.
The board is working with our attorney, and one unit has a lean on it. The board is trying to correct this, and is doing everything they can to rectify. The owner of these eight units has been notified, no further purchases.


Cathy Morrison is working on creating a form to be sent to all units, to update and gather information such as:
Contact information of buyer and occupants, email addresses, auto registration information, and number of pets in household. Number of pets in household would be used in case of fire to assist firefighters.


It was mentioned that realtors are no longer providing new buyers with condo documents.
Condo docs are on the Northbrook web site.








At 1:26 votes were tallied, and results were:


Brian Conway: 6.92%
Suzanne Guilbault 11.87%
Pantelis Nikitas 9.80%
Cathy Lockett 17.85%
Jim Wilkins 27.47%
Dave Fortune 27.29%  


Jim and Dave were the winning candidates.


Wilma addressed questions and concerns posed in the July 26, 2021 “Letter to Board Requesting Special Open Meeting”.
Financial Statements and General Ledger, Delinquent Accounts Receivable.
Any unit owner wishing to see financial statements can view these documents. Send a request through the website to make an appointment with the treasurer. Copies of these documents are not provided to unit owners. It is not legal to provide copies. This had been done in the past, and is no longer being done.


A new budget and audit should be tentatively available by mid-October.


Solar lights: This was tried, and there is not enough sunlight to provide power to the street lights.
Street light repair will be on the 2022 project list.
Paul asked that if anyone has a contractor recommendation, please send to him.
It was asked how much was owed for back condo fees. Per Jim Wilkins, the amount is $25,000.
The majority of these delinquent accounts is with the attorney and collections. Payment plans are no longer available per law. All delinquent accounts need to go the collections. Fees are the responsibility of the condo unit owner.


Other concerns were: Transparency. Wilma is willing to help with this.
Unit owners asked about receiving a monthly newsletter or email, providing an update on projects that may be in-process, and planned for the future.
Unit owners explained that there is a lack of information and this creates untrust. Once email addresses are updated, efforts will be made to provide updates to the community.
Wilma is interested in the suggestion that committees be created, to help lessen the work load for board members, and also to create a tighter knit community. There had previously been committees for gardening, newsletter, and tennis courts.


Cathy M. was pleased with the number of unit owners in attendance, which was much greater than in past annual meetings.


At 2 pm, the annual meeting was adjourned, and Board Members met privately to have their reorganization meeting.