Meadow Hill
Board of Directors Meeting
19 August 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, 19 August 2014, by the president, Luther Weeks. A quorum was present with the following in attendance:
· Directors: D. Faxon, C. Pigaty, L. Weeks, and R. Weingarten
· APM: M. Belcher and E. Schaefer
The minutes of the regular monthly board meeting held on 15 July 2014 were approved as written by the Board through email on 29 July 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 167, Marilyn and Norman Gordon, with the welcome package.
· Meadow Hill Friends of the River — R. Bouchard for the Friends of the River presented information on a potential project to minimize the presence of phragmites and other invasive species in the area bounded by the paddock, tree line, Hollister Way North, maintenance area, and path from the maintenance area to the river. The suggested project uses a combination of cutting, herbicide application, and wood chips to suppress invasive and unwanted species. It was estimated that it would take approximately 2 years before new vegetation could be planted.
· Amenities Committee — C. Pigaty for the Amenities Committee reported on recent work orders. The Committee has learned that Hollister House is not considered a historic building by the Town of Glastonbury. Therefore, the Committee will be submitting work orders to have cracks in Hollister House’s outer doors sealed and the doors painted. The Committee continues to look at ways to increase resident’s use of the upstairs part of the Clubhouse, including potential remodeling of the area around the fireplace.
· Finance Committee — D. Faxon for the Finance Committee reported that the Committee had completed the 10-year Capital Plan. A copy of the plan will be added to the “Reserve Analysis” folder in Hollister House.
Hearings
· A hearing was held for Roger Coffey (Unit 282) with respect to a request that the unit’s circuit breaker panel be upgraded to comply with Meadow Hill requirements for arc-fault protection.
Owner Forum
Treasurer’s Report
· D. Faxon reported that, through June, Meadow Hill had approximately $354,000 in cash reserves, which includes $165,000 returned to the reserves from the proceeds of the paving project loan. In addition, there are several outstanding loans from Meadow Hill to unit owners related to the siding project, for a total of approximately $80,000. Total operating expenditures through June are approximately $29,000 under budget.
Manager’s Report
· E. Schaefer reported that sample chimney caps had been ordered for evaluation.
· D. Covert reported that the pool was experiencing significant evaporation that would impact water costs.
· The calendar was reviewed.
Old Business
· There was no old business.
New Business
· A motion was made by C. Pigaty and seconded by R. Weingarten to approve purchase of directional signs to be placed in parking lot areas for a cost to Meadow Hill not to exceed $650.00. The motion passed unanimously.
· A motion was made by R. Weingarten and seconded by C. Pigaty to approve the phragmite control plan presented by Westside to reduce invasive species, at a cost not to exceed $4,000. The motion passed unanimously.
· A motion was made by R. Weingarten and D. Faxon to allow replacement of windows and storm doors at Unit 167, subject to agreement by the unit owner to abide by Meadow Hill rules for outer door and window styles and colors.
· A motion was made by C. Pigaty and seconded by R. Weingarten to give Mr. Coffey until 10/01/2014 to have arc-fault protection installed in his unit to comply with Meadow Hill requirements.
Executive Session
· The Board went into Executive Session at 5:07 p.m. The Board came out of Executive Session at 5:14 p.m.
Open Session
· A motion was made by R. Weingarten and seconded by C. Pigaty to approve the proposal by At Home Restorations & Improvements, LLC to repair/install two roofs at a cost to Meadow Hill not to exceed $8,000 total. The motion passed unanimously.
· A motion was made by C. Pigaty and seconded by D. Faxon to replace the existing basketball backboard with a more substantial basketball backboard at a cost not to exceed $325. The motion passed unanimously.
· A motion was made by R. Weingarten and seconded by D. Faxon to adjourn the meeting at 5:18 p.m. The motion passed unanimously.
Additional Motions Approved Unanimously by the Board via Email
· A request was made by D. Faxon (Unit 33) for permission to install bricks on his patio. The request was approved on 27 July 2014.
· A request was made by D. Faxon to approve a Landscaping Committee plan to remove 5 trees near the south entrance to Meadow Hill, at a cost not to exceed $5,000. The request was approved on 21 July 2014.
R. Weingarten, Secretary.