Board Minutes
Meadow Hill Board Meeting
January 20, 2021
Executive Session
The executive board meeting was called to order at 1:15 PM. This was a zoom meeting. Present were Luther Weeks, Larry Abbott, Toni Dolan, Sandy O’Leary, Connie Liscomb and Sheila Duncan.
Adjourned to Open meeting at 1:18 PM
Open Session
The Open portion of the Meeting was called to order at 1:30 PM with the Directors and Manager noted above present as well as Maintenance Supervisor Darien Covert. This meeting was held online through zoom; access with a number of residents were present online as well.
Minutes
The minutes from the online board meeting of December 16, 2020 were approved unanimously by email on 12/17/2020.
President Remarks
Luther thanked everyone for attending.
Financial Reports
Larry indicated he needed to take more time to review the financial information and discuss some concerns and questions with the accountant at Imagineers, therefore has nothing to report.
Maintenance and Committee reports
Superintendent Report:
Darien indicated that the shutters on the Hollister House have been repaired and painted. The front door to be painted forest green to match the sign soon.
Sandy asked Darien about use of Pilara system. Indicated it is working.
Luther moved to approve the 2021 Project List. Connie 2nd the motion. Since Sandy had not received it the motion is tabled until later in the meeting and the project list emailed to Sandy to review.
Committee Reports:
Grounds: Some seedlings have been donated and Jack Raycroft will be caring for them at the greenhouse until spring.
Landscape Contractor bids have been reviewed and narrowed down to 2.
Connie stated that zoom interviews will be held on Tuesday with each of the two landscape contractors as well as with Mike Proulx, Toni Dolan, Connie Liscomb, Darien Covert and Sheila Duncan.
Friends of the River: Roger Bouchard commended Darien and Mike for the clean-up of all the logs from the storm that were on path and by the river.
Also indicating that they are waiting to see if the beaver dam is still a problem.
Roger also asked if the landscape RFP contained the treatment of weeds and mulch on the edge of the North bank. Mike and Connie indicated that we would check for sure and ask at meeting if the contractors considered that.
OPEN FORUM
Ed Litke asked if the landscape RFP contained the mowing of the paddock. To be checked out.
Ed Litke also made mention of the letter sent to all home owners on Dec 2nd regarding Meadow Hill Rules about conforming colors and keeping areas around units clutter free. Is this being enforced?
Managers Report
Sheila indicated that we have engaged Atty Sandler to revise the by-laws as resolved last month by the Board.
The 2021 budget has been approved and resale docs completed and coupon books mailed.
Pay off figure for Windsor Bank paving loan has been obtained.
The Landscape RFP was sent out to all vendors on initial list. Follow up was completed and several vendors provided quotes. The committee reviewed and narrowed down to two. Sheila is setting up zoom meetings with each of the two.
Annual Calendar: some hot water heaters and smoke detectors may need to be replaced. Darien will provide Sheila with a list for letters to be sent to owners.
Some violation letters have been sent out. #78 regarding boxes not being broken down. And # 76 regarding vehicle parked in front of garage during snow storm.
Old Business
Regarding COVID-19 –there are no changes of restrictions at this time
Regarding document revisions the deposit is being sent out today to Atty Sandler.
New Business
None
No votes from executive session
No variance requests
Luther moved “Be it resolved that the Treasurer and Imagineers cause the road Loan be paid within January with a loan from reserves, to be paid back in 12 equal installments within 2021.”
Larry second; but mentioned since we have made January payment it will be paid back in 11 equal installments. Luther amended motion. All in favor. Motion unanimously passed.
Luther moved to approve the 2021 project list, previously taken off the table to enable Sandy to review.
Connie 2nd; Larry mentioned that missing was rototilling the garden, $150 of topsoil had been approved in budget; May 15 should order the mulch; Luther to add to project list; All in favor as amended. Unanimously approved.
Connie motion to adjourn at 2:08 PM Larry 2nd. All in favor. Meeting adjourned.
Submitted
Connie Liscomb
Secretary
The following requests were submitted and voted on by email:
On January 13, 2021 Luther proposed that we paint the shutters of the Hollister House black, the current color, and the front door a forest green to match the Meadow Hill sign. Larry 2nd; Luther, Connie, Larry and Sandy vote yes; Toni voted no; Motion is approved.
On 12/29/2020 Larry moved to approve the 2019 audit by Thomasetti, Kulas. Luther 2nd All in favor;
Unanimously approved.
These minutes were unanimously approved by the board by email vote on 1/24/2021.