Meadow Hill
Board of Directors Meeting
August, 2013
The regular monthly meeting of the Board of Directors of Meadow Hill was called to order at 3:00 p.m. in the Clubhouse on Tuesday, August 20, 2013 by the president, Luther Weeks.
A quorum was present with the following directors in attendance: L. Weeks, M. Finnegan, D. Faxon, L. Fillion, J. Goselin, R. Weingarten
E. Schaefer, APM
The minutes of the regular monthly board meeting held on July 16, 2013 and the Special Meeting of July 30, 2013 were approved as written.
Committee Reports
Linda Fillion for the welcoming committee stated that Patricia Lavey unit # 48 was given her welcome package. Also Unit # 276 renters- Ray and Toni Dolan were welcomed.
Moira Finnegan for grounds stated that owners with problems should contact Mandie at APM with their concerns. She presented a template sign to be placed in the parking area on Hollister Way North with unit numbers and directional arrows for units that have had problems being located. This will be a trial to see if the sign alleviates confusion.
Individual Unit Owner Hearing
The unit hearing for unit # 144 -Leak from toilet supply line into unit # 142 was postponed to September’s meeting pending notification of unit owner of # 144.
Maintenance Report
Work orders were reviewed.
Capital Projects were reviewed.
Owners Forum
U/O #314 D. Warner commended the Board of Directors for their diligence with last month’s meeting. He would like information on further deck replacements. He wants to know the long term plan for the dumping of brush. He requested the possible repair of a dip in the sidewalk to the left of Hollister House. He requested further information on the punch list for the road paving contractor. Money is being withheld until resolution of problems.
U/O #57 A. D’Auria stated that 2 years ago she had a contract with a contractor to replace pipes on her roof. She needs her ceiling repainted once that is done. Now they have given her new information on the pricing. She was told to get the proposal in writing and present this to the board.
U/O #296 C. Mytech stated her concerns regarding the delay in work response. The Board does not get involved with private contractors and unit owners.
U/O # 139 S. O’Brien requested permission to have a permanent awning placed over her back porch. She was informed to get further information and a picture to present as a proposal. She suggested a foam product to place in the gutters to avoid clogs.
U/O # 244 D. Kycia stated she had an informal discussion with an attorney regarding the fence removal and made 3 points again as to keeping the fence in place and maintaining it .A committee will be formed to determine the plan for the fence.
U/O #248 C. Pigaty stated her concerns with a large pine tree near her slider. It has caused problems with her patio. She would appreciate any kind of resolution.
U/O #272 K. Collins shared her concerns with parked cars obstructing the emergency road way. Signs may be appropriate.
U/O #97 J. Vollinger shared his concerns with leaks in his duct work in the attic. It was suggested to have the duct work inspected with the service when the furnace and air conditioners are observed.
Treasurers Report
David Faxon reported that the reserves as of July total $520,000.00.
Managers report-
The correspondence was reviewed.
A request was made to submit the same type of letter for all violations to owners.
The calendar was reviewed.
Old Business
The Meadow Hill Main Entrance Sign will be completed within the next week.
A motion was made and seconded to proceed with the placement of curbing on the North bridge for safety. The motion passed unanimously with M. Finnegan absent.
A draft of High Risk Components will be worked on along with a furnace filters agreement for next month.
A motion was made and seconded to send the Great Meadows Access Agreement back to Great Meadows with a change to a 1 year agreement and remove the indemnify clause on our side. The motion passed unanimously with M. Finnegan absent.
New Business
A motion was made and seconded to purchase the Savol Pool Supreme-Mesh pool cover for $5,550.00. The motion passed unanimously with M. Finnegan absent.
A motion was made and seconded to re- convene the meeting Tuesday 3pm, 08/27/13. The motion passed unanimously.
A motion was made and seconded to temporarily adjourn the meeting at 5:15 pm. The motion passed unanimously.
L. Fillion, Secretary.
The 2010 amendments to the Common Interest Ownership Act refined the traditional language of consent to Corporate Action. A decision by “unanimous consent” is every bit as legal and binding as one which is voted on during a live meeting as long as every member of the Executive Board agrees and the decision is memorialized in writing. The Secretary shall give notice to unit owners of any action taken by unanimous consent.
The following action(s) were taken by unanimous consent in the interval between the July and August Board meetings:
U/O #150 requested permission to install a 5 by 4 foot window at the south wall of the living room. It will need to match Meadow Hill standards, color and a hold harmless agreement obtained. On 07/23/13 unanimous consent was given.
On 08/05/13 unanimous consent was given to approve Nutsedge treatment from Trugreen.
Meadow Hill
Board of Directors Meeting
August, 2013
The continuation of the regular monthly meeting of the Board of Directors of Meadow Hill was called to order at 3:00 p.m. in the Clubhouse on Tuesday, August 27, 2013 by the president, Luther Weeks.
A quorum was present with the following directors in attendance: L. Weeks, M. Finnegan, D. Faxon, L. Fillion, J. Goselin, R. Weingarten
E. Schaefer, APM
M. Belcher, APM
Old Business
The Meadow Hill Main Entrance Sign will be delivered and placed this week on Thursday.
New Business
The unit owner # 74 request for a bench replacement for a broken bench was approved.
A motion was made and seconded to approve unit owner request #113 for an attic fan with a hold harmless agreement. The motion passed unanimously.
Unit owner # 248 request for tree removal and patio repair. The area will be looked at after the meeting.
Better communication with owners might be achieved with unanimous board member email approval of the minutes to make the minutes available to place in the Lark more quickly. This will be attempted.
An attempt will be made to help inform owners of pertinent information of interests and to update them as to what the Board made be considering, via the Lark
APM will email approved minutes to those owners who have computer access and would request them.
Spending authority for grounds: a motion was made and seconded to let the grounds committee chair have the authority to spend $250.00 per month up to the annual budget for grounds. The motion passed unanimously.
A fence committee was formed to make recommendations to the board. Moira Finnegan and Luther Weeks from the board will solicit 2 other interested owners to join the committee. As approved by the Board in the Special Meeting, an owner vote will be done prior to any fence removal should the committee recommend removal of a portion of the fence.
A motion was made and seconded to reimburse the Board members who want to go to the conference- ABC’s a basic course for community associations sponsored by CAI in Norwich on September 21, 2013. The motion passed unanimously.
The clubhouse leaking pipes are being investigated to determine the cause of the problems with ceiling stains.
A motion was made and seconded to go into executive session at 4:20 pm. The motion passed unanimously.
The BOD came out of executive session at 5:00pm.
A motion was made and seconded to deny the request of the owner of unit #153 to waive the $25.00 late fee. The motion passed unanimously.
A motion was made and seconded to adjourn the meeting at 5:05 pm. The motion passed unanimously.
L. Fillion, Secretary.