MEADOW HILL
BOARD OF DIRECTORS MEETING
NOVEMBER 18, 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, November 18, 2014 by president, Luther Weeks. A quorum was present with the following in attendance:
Directors: R. Bouchard, D. Faxon, M. Finnegan, C. Pigaty, and L. Weeks.
APM: M. Belcher
A motion was made by R. Bouchard and seconded by M. Finnegan to approve the minutes of the board meeting held on October 21, 2014.Motion passed unanimously.
MAINTENANCE REPORT:
Work orders were reviewed.
Capital projects were reviewed.
COMMITTEE REPORTS:
- Finnegan for Landscape Committee stated that a plan to have West Side Landscaping assume ownership and responsibility of the property is being looked at. We will have a one stop shop for all our horticultural needs. In doing this we were able to find cost savings as well as able to free our other assets to better serve the community. We will also be utilizing Mike Hodges arborist license at no additional cost to provide us with consultation on all horticultural needs.
- Pigaty for Amenities Committee stated that the clubhouse is open to all residents from 9 a.m. Saturday to 9 a.m. Monday. If there is a function then it will be closed.Waiting on a second bid for a gate near the dump area.Ask that the leaves and drain near the kitchen area be cleaned. Will find out whose responsibility this is.
- Faxon for the Finance Committee stated that proposed budget for 2015 will be discussed today.
OWNER’S FORUM:
Bob Kolwicz thanked the Board for all the work that they have been doing. Asked if the Board could change the time of the meeting to 1:00.
A motion was made by M. Finnegan and seconded by D. Faxon to have future meetings at 1:00. Passed unanimously.
TREASURER’S REPORT:
- Faxon reported that as of 9/30/2014 we have in liquid reserves $373,646. $80,022 in loan repayments from homeowners. Operating cash $62,038, social fund $709. We are still under budget $25,992. Delayed payments on loan principal ($18,000) contributing the balance.
MANAGER’S REPORT:
- Belcher stated the date for the Annual Budget Meeting will be December 9, 2014. It was then decided the snow day will be December 16th. She will be mailing meeting notification packets to homeowners next week. A reminder for the Lark about bonuses from homeowners for maintenance staff.
OLD BUSINESS:
A motion was made by M. Finnegan and seconded by D. Faxon to table the work to be done on the two trees near 175/158 in order for Mike Hodges to talk to the five neighbors affected by the trees and give them his professional opinion of the condition of the trees. Once that is done the board will vote by e-mail. Passed unanimously.
We will also ask Mike Hodges to look at the tree near unit #147.
The Board went over the Revised Personnel Manual. A motion was made by L. Weeks and seconded by C. Pigaty to adopt the manual. Passed unanimously.
NEW BUSINESS:
Bouchard will suggest to Darien a possible alternative to Home Depot for acquiring smoke detectors with 10 year sealed batteries for smoke and carbon monoxide, for the large anticipated purchase in the 1st quarter of 2015.
Motion made by L. Weeks and seconded by R. Bouchard to replace either flat roof – #54 or #328 whichever is deemed worst. Passed unanimously.
Motion by R. Bouchard and seconded by C. Pigaty to allow replacement of storm doors for unit #167. Passed unanimously.
Motion by R. Bouchard and seconded by M. Finnegan to allow owners of unit #324 to trim trees in their yard. Passed unanimously.
Motion by C. Pigaty and seconded by M. Finnegan to allow owner of
Unit #334 to trim trees in their yard. Motion passed – L. Weeks abstained.
Weeks will put in a work order to have the rusty light fixtures by owners front doors looked at.
The Budget for 2015 was gone over.
We will set up a meeting with Mike Hodges of West Side to go over the landscaping plan.
Faxon asked to retrofit some of the toilets to conserve water. One way is to retrofit the toilets that are not equipped with the 1.28 gallons per flush. We will purchase (6) Hydrosmart Water Conservation kits at $31.35 each. These will be installed at the Hollister House and club house and for any Board member wishing one. A motion was made by D. Faxon and seconded by M. Finnegan to purchase (6). Motion passed unanimously.
EXECUTIVE SESSION:
The Board went into Executive Session at 4:50 p.m.
The Board came out of Executive Session at 5:30 p.m.
A motion was made by L. Weeks and seconded by C. Pigaty to approve 2015 Budget and salaries as discussed in Executive Session. Passed unanimously.
Moved back into Executive Session at 5:35 p.m. Moved out of Executive Session at 6:20p.m.
A motion was made by R. Bouchard and seconded by M. Finnegan to approve installing 107 caps – 50 doubles, rent lift machine and manufacturing of caps for $45,648.00.
Motion by R. Bouchard and L. Weeks to adjourn.
Carole Pigaty, Secretary