Meadow Hill
Board of Directors Meeting
16 September 2014
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, 16 September 2014, by the president, Luther Weeks. A quorum was present with the following in attendance:
· Directors: D. Faxon, M. Finnegan, C. Pigaty, L. Weeks, and R. Weingarten
· APM: M. Belcher and E. Schaefer
The minutes of the regular monthly board meeting held on 19 August 2014 were approved as written by the Board through email on 27 August 2014.
Maintenance Report
· Open and closed work orders were reviewed
· Capital projects were reviewed
Committee Reports
· Welcoming Committee — L. Fillion for the Welcoming Committee provided the new owners of Unit 153, Marianne and Jack Kolina, with the welcome package.
· Landscape Committee — M. Finnegan for the Landscape Committee reported that the Committee is recommending an irrigation system be installed to service the area at/near Hollister House.
· Fence Committee — L. Weeks for the Fence Committee reported that the Committee recommend the following for the fence along the south and west sides of the complex: 1) keep the existing fence; 2) maintain the existing fence as a stockade-style fence; and 3) defer discussion of replacing the fence indefinitely.
· Amenities Committee — C. Pigaty for the Amenities Committee reported that the front door of Hollister House would be repaired, painted, and as polished. The Committee also recommended that the upper level of the clubhouse be opened to residents on weekends (Saturday morning through Sunday evening). Possible implementation of improvements to the upper level of the clubhouse was deferred to 2015.
Owner Forum
Treasurer’s Report
· D. Faxon reported that, through July, Meadow Hill had approximately $354,000 in liquid reserves, approximately $80,000 in loan repayments due from unit owners. Total operating expenditures through July are approximately $34,000 ahead of plan because of the delay in closing on the loan for Phase II paving of the roads and parking lots.
Manager’s Report
· E. Schaefer reported that CNG is now the provider of natural gas for pool, clubhouse, and Hollister House.
· The calendar was reviewed.
Old Business
· There was no old business.
New Business
The following motions were made:
· A motion was made by D. Faxon (seconded by M. Finnegan) to table the letter from the Board’s current auditor and for the Board to conduct a search for a new auditor by October1. The motion passed unanimously.
· A motion was made by C. Pigaty (seconded by R. Weingarten) to mount a bat house (provided by the owner of Unit 268). The motion passed unanimously.
· A motion was made by R. Weingarten (seconded by L. Weeks) to relocate a directional sign in front of Unit 86. The motion was tabled pending further study of the sign location.
· The Board deferred action on a request from Unit 139 to install an awning/shielding pending inspection of the location by the Board. (The request was approved unanimously after viewing the location at the conclusion of the Board meeting).
· A motion was made by R. Weingarten (seconded by L. Weeks) to approve the installation of heat tape at Unit 150. The motion passed unanimously.
· A motion was made by L. Weeks (seconded by M. Finnegan) to permit installation of a deck and patio at Unit 167. The motion was passed unanimously.
· A motion was made by M. Finnegan (seconded by D. Faxon) to permit replacement of the front door and installation of a gas fireplace at Unit 153. The motion passed unanimously.
· A motion was made by R. Weingarten (seconded by C. Pigaty) to permit replacement of two windows and a slider and installation of gas logs at Unit 48. The motion was passed unanimously.
· A motion was made by D. Faxon (seconded by C. Pigaty) to permit installation by Unit 147 of a path (walkway) from the parking lot to Unit 147. The motion passed unanimously.
· A motion was made by R. Weingarten (seconded by D. Faxon) for the Association to reimbursement of Board member expenses to attend CAI training in September and October 2014. The motion passed unanimously.
· A motion was made by M. Finnegan (seconded by D. Faxon) for installation of an irrigation system at and around the Hollister House area by to American Yard Service & Irrigation at a cost not-to-exceed $5,000. The motion passed unanimously.
· A motion was made by C. Pigaty (seconded by R. Weingarten) to repair, paint, and replace door handles and numbers with brass items on the front door of Hollister House. The motion passed unanimously.
· A motion was made by C. Pigaty (seconded by R. Weingarten) to open the connecting door on the lower level on Saturdays and Sundays when not otherwise reserved, which would allow residents to use the upper level of the clubhouse. The motion passed unanimously.
· A motion was made by M. Finnegan (seconded by R. Weingarten) to allow Unit 66 to upgrade existing windows and patio and to conform to Meadow Hill color requirements. The motion was approved unanimously.
Executive Session
· The Board went into Executive Session at 4:47 p.m. The Board came out of Executive Session at 4:50 p.m.
Open Session
· A motion was made by R. Weingarten (seconded by D. Faxon) to adjourn the meeting at 4:51 p.m. The motion passed unanimously.
Additional Motions Approved Unanimously by the Board via Email
· A request was made by L. Weeks to authorize an expenditure of up to $28,000 for the purchase of materials to refurbish the deck at the clubhouse. The request was approved on 5 September 2014.
R. Weingarten, Secretary.
The Board has taken following actions unanimously via email since the BOD meeting on 16 September 2014:
- Roger Bouchard was elected to the BOD, becoming its 6th
- A request to relocate a direction sign in front of Unit 86 was granted (M. Finnegan to coordinate).
- A request to upgrade a patio and walkway at Unit 167 was granted.