Meadow Hill
Board of Directors Meeting
January, 2013
The regular monthly meeting of the Board of Directors of Meadow Hill was called to order at 3:00 p.m. in the Clubhouse on Tuesday, January 15, 2013 by the president, John Goselin.
A quorum was present with the following directors in attendance: J. Goselin, L. Weeks, L. Fillion, D. Faxon, M. Finnegan, J. Trustey
M. Belcher, APM., E. Schaefer, APM
The minutes of the regular board meeting at 3pm, December 18, and the minutes of the Annual Budget Meeting at 7pm, December 18, 2012 were approved as written by unanimous consent.
Committee Reports
Linda Fillion for the welcoming committee reported that the new owners at Unit # 292- Don and Polly LaBombard were welcomed with their package with tickets for a social committee function.
Owners Forum
U/O #268 R. Kolwicz thanked the Board for all their work. He requested that the doors to the clubhouse back entrance be painted and to create a shallow swale in the grass for better drainage of water that accumulates at the back entrance to the clubhouse when it rains.
U/O #272 K. Collins stated that she felt some holiday decorations of sign posts were disrespectful. A reminder of the rules will be sent out to owners.
U/O #168 M. Shea requested that new road signs being considered have the directions on them to help avoid confusion for emergency responders.
Maintenance Report
Work orders were reviewed.
Capitol Projects were reviewed.
Treasurers Report
David Faxon reported that the preliminary budget report for December shows a positive variance of $34,439, however this is subject to change since APM holds open for late arriving invoices that belong as 2012 expenses. In addition, the books are subject to adjustments by our outside auditors. Overall, operating expenses were kept in line with revenues (with a few line items overspent as noted in last month’s report- legal and insurance primarily) .Cash balances at the end of December declined significantly to a negative ($11,042.10); down $39,692.39 from the previous month. This is due principally to payments for the sidewalk ($34,934) and retaining walls ($5,050) at the end of the month. The social savings account balance remains at $984.15.Cash held in reserve in money market accounts stands at $492,947.38 an increase of $8,407.69 over the previous month ending. To date, the addition to reserves is $97,965. Because of the negative cash balance shown on the balance sheet at the end of December, money market (reserve) funds may be drawn down in early January to restore the cash operating account, depending on cash flow.
Managers report-
The correspondence was reviewed.
The calendar was reviewed.
Old Business
The rewrite of condominium bylaws and documents by Attorney Perlstein is still on hold until Spring 2013.
Great Meadow Access agreement continues on hold
A motion was made and seconded to go forward with APM setting up a meeting with Tim Wentzell P.E. and going out to bids for the road proposal. The motion passed unanimously.
A motion was made and seconded to post new (regular) street signs at the entry roads and intersections in upper and lower case for Hollister Way and upper case directional with arrows for NORTH, SOUTH, and WEST. The motion passed unanimously
New Business-
The Trugreen fertilization proposal discussion was tabled until Feb.
The discussion on the Meadow Hill Main entrance sign was tabled until Feb.
The discussion for replacing the Clubhouse foyer tiles was tabled until Feb.
A motion was made and seconded to have APM send a letter out to owners regarding the suggestion of giving Maintenance a key to your unit to help avoid breaking down doors to enter a unit in an emergency. The cost is billed to the owners. This will be included with the request for updating the census. The motion passed unanimously.
A motion was made and seconded to go into executive session at 4:50 pm. The motion passed unanimously.
The BOD came out of executive session at 5:08 pm.
A motion was made and seconded to adjourn the meeting at 5:15 pm. The motion passed unanimously..
L. Fillion, Secretary.