MEADOW HILL
BOARD OF DIRECTORS MEETING
April 21, 2015
The regular monthly meeting of the Board of Directors of Meadow Hill was called to order at 1:00 p.m. in the Clubhouse on Tuesday, April 21, 2015 by president, Luther Weeks. A quorum was present with the following in attendance:
Directors: L. Weeks, M. Finegan, R. Bouchard, D. Faxon and J. Goselin.
APM: E. Schefer and L. Schmidt
L. Weeks made mention of C. Pigaty’s resignation from the Board of Directors. She is selling her unit which qualifies for automatic resignation. L. Weeks stated that there will be five (5) slots open on the Board.
L. Weeks nominated R. Bouchard as Secretary for three months, Roger’s appointment was approved. During this three month time period the minutes of the Board Meetings will be done by APM and submitted to R. Bouchard for review.
The minutes of the regular Board meeting held on March17, 2015 were approved as written by the Board at the April 21, 2015 Board Meeting.
Maintenance Report:
D. Covert reported a sink hole that needed repair, the Board unanimously approved the repair. S. Covert reported that all work was on schedule and that a leak was reported over the weekend.
Committee Reports:
Landscape Committee – M. Finegan proposed a vote to ascertain if West Side ‘s proposal is suitable for the community.
R. Bouchard stated that the Board is looking into heat tape and stated that he current heat tape in the gutters is good for 3” of snow, this is the zig zag method. A full report has not been submitted to the Board.
Tennis Courts: J. Goselin and R. Bouchard met with two contractors for the repair of cracks in the tennis courts, this was tabled for further review and consideration.
Welcoming Committee – #53 was welcomed to the community.
Owner’s Forum
#312, Linda Fay, requests new front door, brought diagram with her to meeting. L. Weeks advised her that the door must align with the Rules. Her request will be added to the two existing requests.
#90, Margery Demay, complained about West Side’s clean up in the fall, she has 13 bags of leaves on her patio and requested that West Side remove the bags of leaves.
#175, Jane Harris, She would like to see a list of committee’s and members to enable residents in the community to participate. L. Weeks motioned to table it till July when new Board is in place. Committees and members will be added in the Lark.
#268, Bob Kolwicz, Reported that small red maple between pool & clubhouse is dead and needs to be removed.
#61, Ronald Schneider, two weeks ago sent letters to Board requesting generator. L. Weeks mentioned to add to Agenda.
#168, Monica Shea, asked if a sidewalk committee was formed, none exists. In front of her unit are several cracks that forms pools which turn to ice. She would like tree removed in front of her unit.
#97, John Vollinger, expressed concern about tennis court liability due to the conditions. He made the recommendation that a notice be posted to use at your own risk or to close them.
#81, Carol Fredrickson, last month attended funeral of unit owner, her daughters gave her three books, one scrap book with photos of Meadow Hill being built in the early 70’s. Board requested that the books be put in the clubhouse on the coffee table.
#276, Claudia Traskos, Asked if there is a resource for clarification of insurance requirements as per the declaration. The infrastructure in her wall is slightly damaged. E. Schaefer recommended that she reach out to the State of CT and CAI or ask “Mr. Condo”.
Public Floor portion closed.
Treasurer’s report: As of 2/28/2015 D. Faxon stated that liquid reserves stood at $406,108. Non liquid reserve balance was $80,022 (before auditor’s adjustment)
The loan balance was $286,816.
Net income was $6,554 ahead of plan, however, two of the expense segments (grounds and payroll) were over spent due mostly to snow removal costs.
Calendar and correspondence were reviewed. Electrical reimbursement to be taken care of by APM. Furnace filter replacements, unit owners not interested in submitting paperwork on nominal reimbursement. Water heater replacements, unit owners responsible to obtain permits from Town.
Old Business:
1. New England Blacktop proposal reviewed for tennis courts, tabled.
2. Sidewalks, tabled.
3. Heat repairs to roads by NE Blacktop: Board approved to spend $1,400.
4. #324 heat tape requests: Motion was made and approved by L. Weeks, M. Finnegan, D. Faxon, J. Gosselin for heat tape installation for front door and kitchen window. R. Bouchard abstained.
5. West Side Landscape contract: L. Weeks motioned $66,480/year plus two treatments for fertilization, term 3 year contract. No pre-emergent. L. Weeks requested E. Schaefer to cancel contract with E. A. Quinn for crabgrass and fertilization. D. Faxon motioned to make provision for E. Schaefer to contact E. A. Quinn.
New Business:
1. L. Weeks stated that there should be warnings/hearings for unit owner’s refusing mandatory smoke detector installation. APM to send letter to unit owners stating that Fire Marshal will enforce smoke detectors and CO detectors.
2. #61, generator: Board stated that the generator be placed in the least disruptive location. D. Faxon motioned to approve the generator subject to permits being pulled and hold harmless executed, L. Weeks, M. Finnegan, J. Goselin and R. Bouchard seconded motion, approved.
3. #33, #74 and #312 requests for new front doors. Motion was made to approve with existing approved door colors, all Board members approved.
4. #153 requested approval for window replacement and wrought iron railing installation, Board approved provided that permits were pulled with Town and hold harmless executed.
5. #148 request installation of railing, Board tabled for further discussion.
6. #138 request installation of new install window in living room and replacement window, Board approved stating that permits were pulled with Town and hold harmless executed.
7. #167 requested removal of pine tree in common area, Board determined that West Side should look at to determine the health of tree.
8. #217, requested heat tape. E. Schaefer to review types of heat tape and make recommendations. Tabled.
9. Motion made by J. Goselin, and seconded by R. Bouchard to have two signs to be installed near the entrances to the Tennis Courts.
WARNING
UNEVEN SURFACES
USE AT YOUR OWN RISK
Motion passed unanimously.
10. Motion made by M. Finnegan and seconded by D. Faxon to accept the recommendations of the landscaping committee of the landscaping committee to have a new contract developed for Meadow Hill landscaping services, and that the President and the Property Manager finalize the proposal as amended.
11. Motion by D. Faxon to arrange for investment advisor at a special meeting to explore investment opportunity for Association, L. Week’s seconded the motion.
The Board went into Executive Session at 4:25 PM and came out of executive session at 4:35 PM.
Motion to adjourn was made by J. Goselin and seconded by R. Bouchard.
Approved unanimously.
Roger Bouchard
Secretary