December 8, 2009December 8, 2009

www.indianbrookcondos.com

Annual MeetingAnnual Meeting

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Agenda1. Welcome and Call to Order

2. Volunteer Committees

3. Indian Brook 2009 Goals

4. 2010 Operating Budget and Capital Projects

5. Salisbury Management, Inc.

6. Election

7. Questions and Open Discussion

8. AdjournmentBL

Volunteer Committees

Indian Brook Board of Trustees

Scott CellupicaDeb Foley, SecretaryRoland Janbergs, Webmaster, Babbler Editor*Brian Lachapelle, Chairperson*Flossie O’Donnell, Babbler Editor*Alison Sholock, Landscaping Committee LiaisonLily Zhan, Treasurer

*Term expires 12/9/09BL

Volunteer Committees

Search Committee for Property Management Services

Ron ReidyBrian LachapelleFlossie O’Donnell

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Lynne Janbergs, ChairpersonPat BarattaMary McKeonFlossie O’Donnell*Alison Sholock

Landscaping Committee

Volunteer Committees

*Resigning 12/31/2009BL

Street Captains―Our Eyes and Ears

Birchwood Vivian Cicuto

Doyle Lily Zhan

Leman Dick Ernst

Lilac Linda Cantilini

Rosewood Pat Baratta

Turnbridge Mary Levey

Weybridge Scott Cellupica

Volunteer Committees

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Indian Brook 2009 Goals1. To lower operational costs through competitive

bidding and negotiation with vendors

2. To implement the 2009 budget with minimum variance

3. To establish landscaping initiatives and implement landscaping projects

4. To implement approved capital projects

5. To seek new opportunities to maintain and improve our community

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Goal 1–Lower Operational Costs

Cost of Property Management ServicesAug. 2009―Board establishes a Request for Proposal

(RFP) for Property Management Services

Sep. 2009―Search Committee is established Ron Reidy, Brian Lachapelle, Flossie O’Donnell

RFP sent to 10 management companies 4 companies submitted proposals 3 companies interviewed by Search Committee 2 finalists presented to the Board of Trustees

Salisbury Management, Inc. selected Nov. 16 at special meeting of the Board of Trustees

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Salisbury Management, Inc.Adoption and use of state-of-the-art technology

Condo Manager softwareFollow-Me phone system

Effective and thorough management reporting Strong focus on customer service LeadershipCompetitive bid process for servicesWell-established company with long history in

Central MAExcellent references

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Landscaping Committee has a fiduciary responsibility to the community

Entrusted with a large portion of annual operating budget

Established a Request for Proposal (RFP) for landscaping servicesApproved by Board of TrusteesSent to 5 local companiesMandatory walk-throughs with vendors interested in

bidding the contractInterviews: before, during, after walk-through

Goal 1–Lower Operational Costs

Cost of Landscaping Services

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Rosado and Sons, Inc. selected as our new vendor for landscaping services

Westborough, MA21 years in businessHighly interested (motivated) to have Indian

Brook join their portfolio of customersWork with similar properties1-year contract

Goal 1–Lower Operational Costs

With special thanks to Lynne Janbergs…

FO

Last season’s vendor, Groundskeeper, insisted on both landscaping and snow contracts going forward

Been down this path before… Put the work out to competitive bid6 bids received, including GroundskeeperSame rigorous process of

ResearchWalk-throughsInterviews

Goal 1–Lower Operational Costs

Cost of Snow and Ice

RJ

Maximum Grounds, Inc. selected as our new vendor for snow and ice removal services

Upton and Hopkinton, MA25 years in business“2-hour zero ice and snow tolerance”Magic, sand, and salt when needed1-year contract

Goal 1–Lower Operational Costs

RJ

Management Company removed – too public

Landscaping Vendor removed – too public

Snow and Ice Vendor removed – too public

Insurance Company removed – too public

TOTAL SAVINGS $41,222

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Goal 2–Implement Budget with Minimum Variance

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ProjectedBudget Year End Variance

Landscaping Committee budgetSeparate landscaping services from tree services

Tree maintenance is a specialized area

Identify short- and long-term projectsMake recommendations to the Board of TrusteesMonthly walk-throughs with landscaping vendor

Inspect lawns, flowers, shrubs, treesIdentify problems, discuss alternatives, request

work estimates for proposed solutions

Goal 3–Establish Landscaping Initiatives and Projects

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Landscaping: 2009 Review

Major project with major impact: severe pruning of 141 burning bushes, 13 viburnums

Magnolia pruningClean up of storm damageResident plantings

Must be approved by theBoard of Trustees

In the ground is owned by the Association

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Landscaping: 2010 and Beyond

New landscaping vendor: Rosado & Sons, Inc.New tree vendor: TBDMore perennials, fewer annuals Establish a multi-year plan for maturing shrubs

and trees close to buildingsEstablish and execute a plan for

Trees at the property’s perimeterTree “lines” within the property

Long-term plansFor example: refurbish islands and peninsula beds

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Goal 4–Implement Approved Capital Projects

Capital Projects Implemented in 2009

Weybridge paved by T& K Paving; board member negotiated price reduction

Painting completed: 17-20 Turnbridge70 post lanterns purchasedEngineering design specifications (paving,

roofing, STP)

RJ

We’ve got a start… Let’s grow it!The Babblerwww.indianbrookcondos.comNSTAR Energy Conservation ProgramIndian Brook Book Club

Goal 5–Improve Our Community

Seek opportunities to maintain and improve our community at no cost or low cost

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2010 Operating Budget and Capital Projects

RJ

Preparing the 2010 Budget

Board walked the entire property 2 SundaysReceived suggestions from the Landscaping

CommitteeDecisions on capital projects based on those

that

• We are legally required to implement

• Enhance safety

• Maintain/increase value of individual homes

RJ

Capital Projects

Maintain the value of our property

Many deferred for too long

RJ

Indian Brook Condominiums112 units on 27 acres of common area28 buildings on 7 streets ~84% owner occupied3 developers

Leman, Doyle, Weybridge 6/87 – 7/91Turnbridge, Birchwood 11/90 – 2/94Rosewood, Lilac 7/94 – 9/96

RJ

Capital Projects Plannedfor 2010

Perimeter reclamation removed – too public

STP removed – too public

Lampposts removed – too public

Deck staining removed – too public

Walkway repairs removed – too public

Painting/carpentry removed – too public

TOTAL $143,700RJ

Capital Project: Roof Replacement

May 2009: hail storm damagesmost Indian Brook roofs

Flo-Dell, local exterior restoration/roofing contractor retained by Board of Trustees

Insurance claim initiated Sep. 2009 with CAU

Nathan

Capital Project: Sewage Treatment Plant

(STP)

MA DEP mandate to tighten nitrogen limitsOn-Site Engineering hired to design solutionPlan must be submitted by January 1, 2010Work to be done Summer 2012Potential cost spread over 5 years

RJ

Capital Project: Reclamation Perimeter Pruning

Winter 2010All trees and vegetation within 5 feet of any

structure will be cut backEncroaching on buildings (insects, rodents, birds,

moisture, etc.)Focus on Leman, Birchwood, Rosewood, Lilac,

and a portion of Turnbridge removed – too public

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Capital Project: Lampposts

70 lanterns purchased in 2009 Posts to be purchased and

installed Spring 2010Vendor TBDTall white poles on IB not

to be replaced removed – too public

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Capital Project: Deck Work

All decks (front and back) reviewedSpindles and stairs fixed by Gary Lauze (I Need

a Handyman) in 2009Staining in 2010

Doyle, Leman, WeybridgeWorking with Salisbury to

develop deck plan

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Capital Project: Walkway Repairs

18 to be identified get done in 2010Revolution Landscaping, Masonry Contractor

RJ

Capital Project: Painting and Carpentry

13-16 Birchwood Parts of Rosewood Includes punch list removed – too public

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Steering a New Course

2009 2010 $ %

Operating Budget removed – too public

Capital Projects removed – too public

TOTAL removed – too public

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Change

2010 Fees

RJ

Condo Fee 7.4%

Supplemental Fee 2 equal payments duefor Capital Projects March and August 2010

$348 will pay $322 PLUS two supplemental fees of $319 each (total $639)

$308 will pay $285 PLUS two supplemental fees of $283 each (total $565)

$305 will pay $282 PLUS two supplemental fees of $280 each (total $560)

Questions and Open Discussion

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Meeting Adjournment

Thank you!

FO