{"id":2592,"date":"2018-10-22T09:02:39","date_gmt":"2018-10-22T15:02:39","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2592"},"modified":"2018-10-22T09:03:08","modified_gmt":"2018-10-22T15:03:08","slug":"board-minutes-october-2018","status":"publish","type":"post","link":"https:\/\/www.meadowhill.net\/?p=2592","title":{"rendered":"Board Minutes October 2018"},"content":{"rendered":"

Meadow Hill
\n<\/strong>Executive Board Meeting
\n<\/strong>October 17, 2018<\/strong><\/p>\n

Executive Session<\/strong><\/p>\n

Manager Sheila Duncan convened the Executive Session at the Clubhouse First Floor Office at 12:35pm.\u00a0 A quorum was present with the following in attendance:\u00a0 Manager \u2013 Sheila Duncan, Directors: Larry Abbott, Ed Litke, Luther Weeks, Kathy Wanat and Gene Flynn.\u00a0 Not in attendance: Polly Labombard<\/p>\n

The Executive Session was adjourned at 1:20 pm.<\/p>\n

Open Session<\/strong><\/p>\n

The Executive Board Monthly Meeting was called to order at 1:34pm with the Directors and Manager named above being present.<\/p>\n

Minutes<\/strong><\/p>\n

Minutes to the 9\/19\/18 Board meeting, with motions and votes taken via email since the 9\/19\/18 Board meeting were approved unanimously.\u00a0 Motion by Luther Weeks, Seconded by Larry Abbott.\u00a0 Approved unanimously.<\/p>\n

President\u2019s Remarks<\/strong><\/p>\n

Thanks to Ed Litke for managing the list of Maintenance projects list this year and of course to Darien Covert and his staff for accomplishing much.\u00a0 Their work saved the community much money, and while we have commented previously this year, special note is made this month on garage door refacing, fireplace stack repainting and smoke detectors. Some of these projects are really homeowner responsibility but doing the work in aggregate saved everyone money.<\/p>\n

Financial Reports<\/strong><\/p>\n

Budget committee has been meeting and will be ready to present a budget at the Nov. \u00a0Board meeting. \u00a0\u00a0For financial reports, on page 11, our cash position is at $335,000, minus the outlay for the pool which is not reflected.<\/p>\n

Income statement \u2013 bottom of page 19, on a Year to Date basis shows us $29,000 under budget using the Imagineers accounting reports, however taking into consideration what we traditionally reflect in our budget, we are flat to budget ($130 over to be precise).<\/p>\n

Open Meeting<\/u><\/strong><\/p>\n

Maintenance \u2013 Capital Projects and Work order review<\/strong> \u2013 Darien Covert reported that two bids are in for the Greenhouse heater, with the CNG bid still outstanding. \u00a0This will go for Board email vote before the next meeting, in order to complete the project before it gets too cold.<\/p>\n

Darien reported that the chimney stack painting is completed.\u00a0 212 were done by staff and 46 done by a contractor at a cost of $3525.\u00a0 \u00a0Lamp posts are 90% completed repainting, with the remaining posts expected to be done this week.\u00a0 Topsoil has been ordered for reseeding.\u00a0 Anyone interested in obtaining some of the topsoil should see Darien.\u00a0 Furnace filters will be done in November.<\/p>\n

The Pool Project progresses well.\u00a0 Skimmer, plumbing and deck removal are complete.\u00a0 Two new lights installed in the pool.\u00a0 Concrete may begin next week. To get the main drain working correctly and meet code, work is necessary in the pump room and a safety relief valve in the pool drain. Expected cost is an additional $900. Board action noted later in the meeting.\u00a0 Painting may either be done this fall or in the spring, weather dependent.<\/p>\n

Committee Reports<\/strong><\/p>\n

Tree Committee<\/strong> – Bob Kolwicz \u2013 Final phase of 2018 tree work is completed for the year.\u00a0 Mike finished planting new trees to replace ones taken out.\u00a0\u00a0\u00a0 One tree by the Clubhouse lost a major limb.\u00a0 Committee recommends taking tree down.\u00a0 Darien and the Board are in agreement for staff to take it down.\u00a0\u00a0 If additional funds are made available, trees next to Garage 27 and behind 49 should be removed (on 2019 plan).\u00a0 Board to look at them and then consider email vote of moving money from Grounds to do these tree removals this year.<\/p>\n

Friends of the River<\/strong> \u2013 Roger Bouchard \u2013 all projects in progress, scheduled or completed.\u00a0 North side planting of flowers on bank is accomplished.\u00a0 Flatland area has not been cleared, but Moe could do it before snowfall.\u00a0 Darien is scheduling tree removal by the brook before he does railings on the bridge.\u00a0\u00a0 Darien is scheduling the south bank trimming work as approved at the last Board meeting.<\/p>\n

Grounds Committee<\/strong> \u2013 \u00a0Mike Proulx \u2013 Fall plantings are completed. Two areas for Highlight to do are being scheduled.\u00a0 Draft project list for spring has been submitted.\u00a0 Looking at remaining budget to share with Trees Committee for late fall work noted above.<\/p>\n

New Residents<\/strong> – Linda Fillion welcomed Emil and Sue Ostrowski in Unit #7 and Elaine Lembo at Unit #229.\u00a0 She asks to remind owners to leave Clubhouse\/HH key for new owners when units are sold to avoid the cost of providing new keys to new residents.<\/p>\n

Open Session for Owners<\/strong><\/p>\n

Roger Bouchard #171 \u2013 Concern about landscaping issue by #191 and water runoff onto the sidewalk by the handrail.\u00a0 Darien allayed concerns.<\/p>\n

Kathy Collins #272 and Kathy Wanat #264 \u2013 concerns about the serious growth on larger shrubs and the fact that Highlight will not over-prune.\u00a0 Darien has talked to Highlight but they are concerned about killing shrubs if over-pruned.\u00a0 Major concern about Kathy Wanat\u2019s Witch Hazel \u2013 which Darien will look at with her.\u00a0 \u00a0Darien will address with Kathy.<\/p>\n

Kathy McCarthy Proulx # 314 \u2013 Asks that when we describe trees and shrubs being trimmed\/removed, that the Board is more specific about the exact location.\u00a0 Riverbank looks great (daisies).\u00a0\u00a0 Finally, not everyone knows the process for submitting work orders; could we do a Lark article on it?\u00a0 Gene Flynn will address with the Lark committee.<\/p>\n

Carol Fredrickson #81 \u2013 Clubhouse clock needs a battery.\u00a0 Darien to handle.<\/p>\n

Manager\u2019s Report<\/strong><\/p>\n

Calendar Review \u2013 page 46 \u2013 all activities, except the last item are done or underway.\u00a0 Third blade edging of all beds was removed from the list.<\/p>\n

Correspondence -Both noted correspondence are now addressed\/completed.<\/p>\n

Old Business<\/strong><\/p>\n

Pool Renovations –<\/strong> \u00a0Luther moved to allocate $900 to address the main drain code\/safety issue.\u00a0 Kathy Wanat seconded and the Board approved unanimously.<\/p>\n

Reconsider Landscaping of common area near #191 \u2013 <\/strong>Motion to reconsider – Larry Abbott moved, Luther Weeks seconded to reconsider.\u00a0\u00a0 Voting in favor –\u00a0 Kathy Wanat, Luther Weeks, Larry Abbott.\u00a0 Voting against \u2013 Gene Flynn, Ed Litke.\u00a0 Motion passes to reopen the discussion.<\/p>\n

After discussion, Kathy Wanat moved to plant grass in this common area, with Larry Abbott seconding.\u00a0 Voting in favor:\u00a0 Luther Weeks, Kathy Wanat, Larry Abbott.\u00a0 Voting against:\u00a0 Ed Litke, Gene Flynn.\u00a0 Motion passes.\u00a0 Darien Covert and staff will complete the project.<\/p>\n

New Business<\/strong><\/p>\n

Items discussed in Executive Session <\/strong><\/p>\n

    \n
  1. Contract for termite control with Braman for $2,450. Moved by Luther Weeks, seconded by Kathy Wanat.\u00a0 Approved unanimously.<\/li>\n
  2. CAI Lease in Hollister House \u2013 1 year lease for $600, with annual 5% annual increase . Larry Abbott moved with Kathy Wanat seconding to renew with these provisions.\u00a0 Passed unanimously.<\/li>\n<\/ol>\n

    Breach of Rule 6.3 – <\/strong>Complaints have been received about the look of the curtains hung on the porch of Unit 73.\u00a0 The concern is that this curtain style\/placement detracts from the character of the Meadow Hill community, even though they meet the color requirement. \u00a0Motion by Luther Weeks, seconded by Ed Litke to send a letter to the owner indicating that these window coverings do not meet the requirements of rule 6.3 and must be removed.\u00a0 Voting in favor \u2013 Luther Weeks, Ed Litke.\u00a0 Voting against \u2013 Gene Flynn, Larry Abbott.\u00a0 Abstention \u2013 Kathy Wanat.\u00a0 Motion fails.<\/p>\n

    Homeowners Variance Requests<\/strong><\/p>\n

    1 \u2013 Unit 65 Deed Transfer Request \u2013 <\/strong>Luther Weeks moved that we have no objection to the transfer of the deed but cannot approve it.\u00a0 Gene Flynn seconded.\u00a0\u00a0 Approved unanimously.\u00a0 Sheila Duncan to send a letter to the requester.<\/p>\n

    2- Unit 274 Patio Door Replacement<\/strong> \u2013 Gene Flynn moved to accept the proposed sliding door replacement.\u00a0 Kathy Wanat seconded.\u00a0 Approved unanimously.<\/p>\n

    3 \u2013 Unit 217 Patio<\/strong> – \u00a0Request is to replace an existing deck and rock patio with a paver patio and remove shrubs placed next to the patio and one large one next to the stone wall.\u00a0 As copies of the submission were not available for all to see, Luther Weeks moved to table this item until after the meeting, have the Board and any other interested parties to visit the patio immediately after the Board meeting and discuss with Darien Covert what the request entails. Larry Abbott seconded.\u00a0 Approved unanimously.<\/p>\n

    Gene Flynn moved to adjourn the meeting in the Clubhouse to the patio area of Unit 217.\u00a0 Larry Abbott seconded.\u00a0 Approved unanimously at 3:05pm.<\/p>\n

    Gene Flynn, Secretary<\/p>\n

    Unit 217 Request for Patio<\/p>\n

    Immediately after the Board meeting, the Executive Board reconvened on the current patio of Unit 217 and reviewed the request for deck\/patio replacement.\u00a0 Darien Covert vouched for the contractor being used.\u00a0 Motion made by Luther Weeks to approve the request to remove the deck and current patio and replace both with a paver patio, to remove the bushes identified by the homeowner, to require a Hold Harmless agreement be filed and if the rain barrel is being removed, to replace the downspout with the authorized color and bury the drain under the new patio to exit closer to the stone wall area.\u00a0\u00a0 Seconded by Gene Flynn.\u00a0 Passed unanimously.<\/p>\n

    Minutes approved unanimously by attending Board members via email vote on 10\/19\/18.<\/p>\n

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