Meadow Hill
Board of Directors Meeting
15 July 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, 15 July 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 17 June 2014 were approved as written by unanimous consent.
Maintenance Report
· Open and closed work orders were reviewed
· Capital projects were reviewed
Committee Reports
· Fence Committee — L. Weeks for the Fence Committee made a presentation concerning replacement or repair of the fence along Hollister Way West. The presentation will be posted on the Meadow Hill website. The committee’s recommendations will be to the Board for approval at a future meeting.
· Welcoming Committee — L. Fillion for the Welcoming Committee provided the new owners of Unit 144, Michael and Laurie Yingling, with the welcome package.
· Meadow Hill Friends of the River — M. Finnegan
· Amenities Committee — C. Pigaty for the Amenities Committee reported on recent work orders and reiterated that the Amenities Committee had taken on stewardship of the tennis courts owing to the departure of John Goselin from the Tennis Committee and the fact that the two remaining members of the Tennis Committee, Roger Bouchard and Bob Kolwicz, were also members of the Amenities Committee. The committee requested power washing of the tennis courts this summer and to make further decisions next Spring.
Hearings
· A hearing was held for Unit 272 with respect to a violation of the pet curbing rule.
· A hearing for Unit 288 for violation of the leash rule was not held as the complaint was determined to be defective.
· A hearing was held for Unit 175 with respect to a violation of the pet curbing rule.
Owner Forum
Treasurer’s Report
· D. Faxon reported that, through May, we have $194,561 in reserves, with $165,000 already paid to New England Blacktop. Operations is under budget by $39,131. The erroneous $8,000 CNG charge has been resolved and the adjustment should appear on the July bill.
Manager’s Report
· E. Schaefer reported that Phase II of the repaving project has been completed at a cost of $307,000, which is lower than the amount authorized by the Board and lower than the loan commitment from Windsor Federal Savings.
· A motion was made by D. Faxon and seconded by R. Weingarten authorizing E. Schaefer to finalize the loan for $307,000. The motion passed unanimously.
· The correspondence was reviewed.
· The calendar was reviewed.
Old Business
There was no old business.
New Business
· A motion was made by R. Weingarten and seconded by C. Pigaty to not impose a fine on the owner of Unit 272. The motion was passed unanimously.
· A motion was made by R. Weingarten and seconded by C. Pigaty to not impose a fine on the owner of Unit 175. The motion passed unanimously.
· A motion was made by M. Finnegan and seconded C. Pigaty to remove pavement arrows and obstructive shrubbery (for safety purposes) on the 3rd parking line on Hollister Way South. The motion passed unanimously.
· A motion was made by R. Weingarten and seconded by M. Finnegan to grant permission for the owner of Unit 105 to keep 4 cars and 3 motorcycles at Meadow Hill, 1 car in a garage, 3 cars in parking lots, and 3 motorcycles in a garage for the next 60 days, by which time, the vehicle owner is to present to the Board a further plan for the disposition of the owner’s vehicles at Meadow Hill. The motion passed unanimously.
· A motion was made by M. Finnegan and seconded by D. Faxon to install a stone wall at the trash area in the second parking lot on South Hollister Way. The motion passed unanimously.
· A motion was made by M. Finnegan and seconded by C. Pigaty to allow the installation of a gas system in the existing fireplace in Unit 136. The motion passed unanimously.
· A motion was made by M. Finnegan and seconded by D. Faxon to grant permission to the owner of Unit 178 to install a patio. The motion passed unanimously.
· A motion was made by D. Faxon and seconded by M. Finnegan to spend an estimated $1200 for the removal of 3 trees and rounds for safety purposes. The motion passed unanimously.
Executive Session
· A motion was made by L. Weeks and seconded by R. Weingarten for the Board to go into executive session at 5:25 p.m. The motion passed unanimously.
· A motion was made by L. Weeks and seconded by D. Faxon for the Board to leave executive session at 5:55 p.m. The motion passed unanimously.
Open Session
· A motion was made by L. Weeks and seconded by D. Faxon to grant a bonus of a specified amount to Darien Covert in recognition of his performance as Clerk of the Works for the recent repaving project.
· A motion was made by R. Weingarten and seconded by M. Finnegan to adjourn the meeting at 6:04 p.m. The motion passed unanimously.
Additional Motions Were Approved Unanimously by the Board via Email
· A motion was made by C. Pigaty to spend up to $250 to clean leaves and dirt around Clubhouse kitchen entrance area, make sure the drain is clear, paint railings, remove mold and paint both sides of walls going down the stairs.
· A motion was made by D. Faxon to approve the expenditure of up to $5,000 for the removal of designated trees near the south entrance to Meadow Hill; work is to begin no later than August 11th for tree removal; and work to apply top soil, seeds and plants to the area is to begin no later than mid-September.
R. Weingarten, Secretary.