{"id":2444,"date":"2017-03-31T08:05:54","date_gmt":"2017-03-31T14:05:54","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2444"},"modified":"2017-04-05T06:24:00","modified_gmt":"2017-04-05T12:24:00","slug":"board-meeting-march-2017","status":"publish","type":"post","link":"https:\/\/www.meadowhill.net\/?p=2444","title":{"rendered":"Board Meeting March 2017"},"content":{"rendered":"

Meadow Hill
\nBoard of Directors Meeting
\nMarch 21, 2017\u00a0 <\/strong>(Revised April 3, 2017)
\n<\/strong><\/p>\n

Executive session<\/p>\n

The monthly meeting was convened in executive session at 12:30 PM downstairs at the Clubhouse. A quorum was present with the following in attendance: Directors: J. Trustey D. Faxon, K. Wanat, R. Bouchard, E. Litke, and APM\u2019S E. Schaefer. Ended 1:30 PM.<\/p>\n

Regular session<\/p>\n

The same five board members and APM\u2019S E. Schaefer reconvened at 1:32 PM, outside of executive session on the second floor. \u00a0E. Schaefer advised that the meeting will follow the agenda and Roberts Rules of orders, E. Schaefer will make any comments under Regular Session.\u00a0 E. Schaefer opened with remarking on recent snow event, the new truck, the extra help when needed and that D. Covert and M. Curtis did an excellent job in the snow removal at the property.<\/p>\n

Minutes<\/p>\n

January 17, 2017 regular meeting minutes were approved unanimously by e-mail.<\/p>\n

Maintenance Reports:<\/p>\n

E. Schaefer stated that new work list will be discussed at the next Board meeting.<\/p>\n

D. Covert asked about decks and what the Board would like to handle; work order vs Association \/ Unit Owner responsibility.\u00a0 K Wanat asked for clarification from D. Covert.\u00a0 E. Schaefer gave an overview of documents and how individual decks are handled.\u00a0 Association is treating decks as Limited Common Elements, Association will maintain but review responsibility at a later date.<\/p>\n

D. Covert mentioned that the cost to trim tree located by #175 is $400. And $1,200 to remove the tree and wood but does not include stump grinding.\u00a0 K. Wanat and D. Faxon have looked at the tree and do not feel the tree should be removed.\u00a0 E. Schaefer asked if it was recommended to trim the tree, K. Wanat approved, E. Litke seconded, All Approved.<\/p>\n

R. Bouchard asked where the work orders were as he was of the understanding that the open work orders would be in the Board package.<\/p>\n

Committee reports:<\/p>\n

Amenities Committee \u2013 B. Kolwicz<\/p>\n

Reported that the redecoration of the bar at the clubhouse and work at Hollister house have been completed, great job by D. Covert and M. Curtis.\u00a0 E. Schaefer overviewed work done at Hollister House.\u00a0 D. Faxon stated that the amenities committee has done a good job and commended the committee.<\/p>\n

Reported on tennis courts:\u00a0 pricing and removing of fencing, sub soil to utilize open area.<\/p>\n

a)\u00a0\u00a0\u00a0\u00a0 Fenced in area for dogs<\/p>\n

b)\u00a0\u00a0\u00a0\u00a0 New England Black Top \u2013 removed 51\u2019 of blacktop and fence posts to remove tennis court net and fill for two tennis courts $11,350. and Hartford Fence Company \u2013 removed and replace some of the fencing for dog run $3,350.\u00a0 D. Faxon asked B. Kolwicz if D. Covert could remove the blacktop with steer loader, B. Kolwicz said that has not been looked into yet.\u00a0 If the trees were added it would cost an additional couple thousand.\u00a0 D. Covert said with established list time has not been allocated to perform this job, E. Schaefer gave overview of work required and what it entails.\u00a0 E. Litke said repair and refurbishing of tennis courts would be $50,000. To $60,000. Looking at options as this is cost efficient.<\/p>\n

R. Bouchard said amenities committee had just received proposal \u00bd hour ago, the committee has not had a chance to review.\u00a0 K. Wanat suggested that B. Kolwicz meet with the committee to review and get complete cost.\u00a0 B. Kolwicz stated that this might be done on a piece meal basis.<\/p>\n

Horses:\u00a0 B. Kolwicz reported that the amenities committee has reviewed the barn and the best way to utilize space in the barn.\u00a0 Loft area of barn has siding, etc. stored in loft.\u00a0 There are four double stalls, for horses and recommendation is for a limit of three horses, 2 stalls each, 1 shared double stall for equipment to be shared.\u00a0 E. Schaefer stated that if this was approved the proposed amended rules would be sent out under Notice and Comments to Unit Owners, it is under Board review.<\/p>\n

K. Wanat spoke about kayaks and small boat owners which would need to be moved out of the barn to potential boat storage rack to be located by the river.\u00a0 E. Schaefer recommended to keep the boat\/kayak rack out of the flood plains.<\/p>\n

D. Faxon asked B. Kolwicz about entrance \/exit of stale.\u00a0 R. Bouchard stated rules & regulations that horse owners form a committee and the Board oversees.\u00a0 Any work performed will be a bill back to Unit Owner.<\/p>\n

E. Schaefer recapped B. Kolwicz\u2019s recommended additional rules for use of horses and barns.\u00a0 E. Schaefer asked how the Board would like to proceed, K. Wanat is fine withal items, E. Litke motioned to pass proposed changes to the barn as it stands to the 3\/12\/17 memo, E. Schaefer said it could not be passed now and asked for direction, D. Faxon asked for clarification, given by R. Bouchard.\u00a0 E. Schaefer clarified with Board that they are alright with sending out Notice and Comment on the recommended rules. All Approved.<\/p>\n

Welcome Committee \u2013 Linda Fillion<\/p>\n

Reported that she welcomed #89 and #108 to the community.<\/p>\n

Friends of the River \u2013 R. Bouchard<\/p>\n

Stated that he was speaking on behalf of the chairperson.\u00a0 Need to be forward thinking and live within the budget given, R. Bouchard asked if D. Covert and M. Curtis could do any of the work, i.e. snapshot on back of bank, spraying phragmites and invasive species and clean up on bank of CT river.\u00a0 R. Bouchard asked for Boards direction on how to proceed, E. Schaefer mentioned that D. Covert was promoted to oversee contractors, Highlight is the new landscape contractor.\u00a0 D. Covert needs a list of items to be accomplished to be provided by the committee, i.e. dead tree by horse pasture needs to be removed \u2013 Watson potentially to do the work.<\/p>\n

Owner\u2019s Forum: The following were brought up by owners:<\/p>\n

M. Finnegan – commented that she is delighted with the horse situation, had the phragmites not been addressed it would have taken over the lower paddock.<\/p>\n

N. Carter-Menendez stated that as a dog owner she hopes Meadow Hill can work something out.<\/p>\n

J. Soule \u2013 asked for clarification on how the kayaks would be chained to the kayak rack.<\/p>\n

L. Fillion \u2013 as a reminder most towns ask homeowners to clear 3\u2019 around fire hydrants, turns out it was electrical, thanks to D. Covert for follow up.\u00a0 Mentioned # 54 top portion of screen door on 3 season porch is gone and birds are entering.<\/p>\n

R. Simmons \u2013 in relation to the proposed stable modification will it go to vote with owners close to the barn, E. Schaefer outlined authority of rules; notify unit owners of proposed changes to stable rules.\u00a0 Kayaks and canoes will be out of the flood zone.\u00a0 R. Simmons asked for clarification on why modification is recommended to the tennis courts and suggested an overlay to existing blacktop with sand or pea stone or other man made material.\u00a0 He asked what the status was on the stacks, E. Schaefer said a program is in place.\u00a0 D. Covert said that all stacks were done except the red units and areas that need a lift \u2013 to be done in the summer.<\/p>\n

Additionally R. Simmons asked about kick plate status, E. Schaefer stated that they are using azeck and they are to be done in the summer.\u00a0 He asked about deck state update, D. Covert stated that he has reached out to the Board for responsibility, this is undecided, he wanted to know if his deck will be addressed as Meadow Hill has been maintaining decks, staining decks, etc., R. Simmons was advised that decks are prioritized based on a need basis.\u00a0 He also asked how you know what color to paint the doors, APM to send list to him.\u00a0 Another question was in relation to the attic insulation \u2013 is this Meadow Hill responsibility? E. Schaefer clarified and advised R. Simmons that this was a unit owner responsibility.<\/p>\n

B. Miller \u2013 considering replacing front door, E. Schaefer said to submit request to APM.<\/p>\n

K. Collins \u2013 raised a safety issue about driving down a blind area by the stop line, it is set too far back.<\/p>\n

M. Finnegan \u2013 she has had a bird feeder since she has been here, her furnace went out and birds got into chimney and turned off her furnace.\u00a0 E. Schaefer recommended calling Degree or Glastonbury Burner & Boiler to put in cage<\/p>\n

Financial Report<\/p>\n

D. Faxon reported that he has not looked at the financials in two months, (since the February meeting was cancelled) need clarification on page 6 (February) amortized loan payable should be at $210,000 (per auditor).\u00a0 Have any of the auditors adjustments been recorded for 2016?, E. Schaefer to check with Anne and advise.\u00a0 Page 5 & 6 \u2013 receivables due from operating, operating owes reserves a net of \u00a0$93.00. Eric to eliminate unnecessary line items\u00a0 Page 8 Reserves and other \u2013 no additions made \u00a0to reserves for two monts- why, Paving loan payments are in two offsetting places, $8,005 and $8,000, eliminate one payment Siding loan payments, credit shown does this reflect back payments?\u00a0 Kylann to look at (siding paid from operating).\u00a0 E. Schaefer believes someone made payment to siding assessment and should have been posted on income side, miss posting, E. Schaefer to correct.<\/p>\n

All other categories look OK, payroll is high due to overtime. <$32,000> of budget variance.<\/p>\n

Calendar<\/p>\n

E. Schaefer stated that March was OK, D. Covert to eliminate porta potty, roads OK, tennis court already discussed, fence in line to be discussed next year.\u00a0 Crack filling \u2013 R. Bouchard said crack in south and one by clubhouse to be part of fill and burn in.\u00a0 J. Trustey \u2013 April & May put annual meeting notice in Lark, J. Trustey to do.<\/p>\n

Correspondence<\/p>\n

R. Bouchard asked about Audubon society, this is informational.<\/p>\n

Leak from 108 to 106 \u2013 insurance claim.<\/p>\n

E. Schaefer and D. Covert memo on how to proceed with storm was effective.<\/p>\n

Old Business<\/p>\n

#129 & #133 Tabled, D. Covert to obtain other proposals.<\/p>\n

#175 tree to be trimmed.<\/p>\n

#81 handrail not to be maintained in winter. W. Schaefer suggested to post \u201cseasonal walkways\u201d K. Wanat stated this is not a Meadow Hill walkway, Meadow Hill has to be concerned with safety of unit owners and legality to Association.\u00a0 E. Schaefer suggested to add to spring list for review, motion and tabled.<\/p>\n

New Business<\/p>\n

Revised Rules for the Stables will be sent out for Notice and Comment.<\/p>\n

#50 request for vent installation \u2013 require hold harmless, E. Schaefer to call electrician.\u00a0 Not approved until clarification from contractor on installation to exterior of unit.<\/p>\n

 <\/p>\n

#175 request for patio installation \u2013 tree has been voted on, trim only.\u00a0 Question was raised as to how the landscaper would cut the grass given the proposed patio layout.\u00a0 Letter to be sent to unit owner requesting a better understanding, it is not complete, Board would like to discuss.<\/p>\n

#27 \u2013 Slider and windows replacement \u2013 D. Faxon motioned, R. Bouchard seconded, All Approved.\u00a0 No Hold Harmless needed.<\/p>\n

Adjournment. \u00a0Meeting was adjourned at 3:41 PM<\/p>\n

by Linda S. Schmidt, APM, Acting Secretary<\/p>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

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