Web version corrected for editing errors 6/30/2015.
Meadow Hill
Board of Directors Meeting
June 16, 2015
The regular monthly meeting was called to order at 1:00 PM in the Clubhouse by President Luther Weeks. A quorum was present with the following in attendance:
Directors: L. Weeks, J. Goselin, R. Schneider, D. Faxon, S. MacGregor, J.Trustey
APM: E. Schaefer
L. Weeks suggested committees hold meetings 2 weeks before a Board meeting. This is to allow reports or other items to be included in the next agenda.
Minutes from the May meeting were approved by unanimous vote.
Maintenance report.
Capital projects. Chimney cap and deck replacement status was updated
Work status: E. Schaefer discussed the work order status, including those for the Westside contractor.
Committee reports:
Amenities R. Kolwicz and others spoke about a proposal create a picnic area north of the barn and maintenance buildings involving opening the fence and painting the back of the adjacent maintenance building.
Mosquito Control R. Schneider and D. Warner presented a report on potential devices and spraying to control mosquitoes. Due to the cost and uncertain effectiveness, no action was recommended.
Welcoming Committee: L. Fillion reported Fred and Gail Salaway (18), Ron Schneider (61), Jim and Judith Woodward (193), and Paul an Janet Bryant (248) received welcome packets including social event tickets.
Grounds D. Warner and N. Gordon spoke about selected tree trimming and removal in the paddock area, and closer to the river. These have been subject to Town of Glastonbury review. Financial responsibility for some of them may be assumed by the Town.
Owner’s Forum
Treasurer’s Report
As of end of April, $26,000 better than plan, but future reports will be adding newly started principal payments on loans.
Overall, on plan except for some unexpectedly higher costs due to the severe winter.
Manager’s report
Calendar and correspondence
Minor calendar corrections made.
Electric light reimbursement to affected unit owners being checked by Eric to be sure it is completed.
APM to update the unit owner database using the relocation packages. This does not reflect unreported tenant/lessee changes. If one is suspected, a letter can be sent to the owner to obtain the required lease and tenant age.
Old Business
Luther reported the previously approved sidewalk plan has had a small adjustment. [See end of minutes.]
Financial draft presented.
New Business
167 request to proceed with some tree work in the paddock and river areas, which had prior approval. D. Faxon moved to have the Board walk the area before proceeding, it was seconded and passed unanimously.
53 Tree planting request. Grounds committee to review.
330 (split into its 3 parts)
Request for 2 heat cables. Needs Maintenance review.
Request to regrade slope for better river view – referred to Grounds committee
Request to repair/replace leaking sliding door. Motion by J. Goselin to approve door repair/replacement. Vote: approved unanimously, subject to the usual construction requirements.
Door color choice expansion rule change, public comment.
Motion by D. Faxon to approve the committee recommended rule change to allow defined door color choices. Approved unanimously. Notice and comment period will be initiated with a letter from APM. After discussion, it was agreed sending the letter would be timed to allow another Board meeting before the rule goes into effect.
Consider renewed enforcement of rules for owner beautification of common areas
A Lark article will be issued, reminding owners of their obligations to obtain approval before making changes.
D.Faxon proposed voting on accepting Bob Kolwicz proposed changes to the North side of barn, wall and fence. Seconded and approved unanimously.
Executive Session:
Entered at 3:30 PM, exited at 4:15 PM
Regular session resumed.
Motion was made to hire the Pearlstein law firm to advise the board regarding publication/privacy matters, up to 3 hours billing. Seconded, and approved unanimously.
Motion to adjourn, approved by all those in attendance.
By Ronald Schneider,
Secretary
Note: Board vote dated 6/14/2015:
The following Board email vote has passed unanimously
“We will modify the previously approved sidewalk plan to not change the paving
in the circle near #14, making two cuts separating it from the sidewalks, and
paving all the other sidewalks previously approved.”