Meadow Hill
Board of Directors Meeting
September 15, 2015
Executive session
The regular monthly meeting was called to order in executive session at 12;52 PM downstairs at the Clubhouse by President Luther Weeks. A quorum was present with the following in attendance:
Directors: L. Weeks, J. Goselin, R. Schneider, D. Faxon, S. MacGregor, J.Trustey
APM: E. Schaefer
The executive session ended at 1:28 PM.
Regular session
The same board and APM members reconvened at 1:31 PM outside of executive session on the second floor. President Weeks briefly mentioned the engineering study initial results: Meadow Hill is not legally required to make any disability changes, but railings at the bridge by the river are required. Further consideration is expected.
President Weeks announced a change in Connecticut laws applying to condominium email votes. Beginning October 1st, they no longer will require unanimous approval – just a 2/3 approval, listing how each person voted. .
Unit 70 hearing. The hearing was held after providing mailed notices on 9/4/2015, and several at the door attempts by APM to contact the owner and occupants. No owner representative appeared at the hearing. The owner has not provided documentation required to establish resident eligibility requirements were met, nor provided the required copy of the lease, within the allotted time frame.
Minutes
August, 2015 regular meeting minutes had been previously approved unanimously by the Board.
Maintenance report.
APM’ Eric S reported approximately 2/3 of the chimney caps have been replaced. Very high ones requiring use of a lift are planned to be done last.
Darien C requested a pool closing date be established due to contractors needs. John G proposed an October 12th date, which was approved unanimously.
Committee reports:
Welcome committee:
Linda Fillion reported new owner Tom Bailey in 94 has received the welcome package.
Amenities
John Goselin reported the Clubhouse fireplace is being considered for sprucing up.
Grounds
Sandy MacGregor reported on Westside’s Mike Hodges giving an informational session regarding a potential 3 year lawn and landscape plan, with options. It was suggested the Grounds committee put together a proposal which considers the information from the session.
Communication
Ron Schneider reported on conversion of 78 of 129 units to email delivery of the Lark newsletter beginning with the September issue. By request, future issues will include available Board meeting notes. Others received perhaps their last door to door delivery. Volunteers Jane Harris, Roger Bouchard, and Monica Shea offered to deliver another issue while arrangements are worked out for distributing paper copies to a several distribution points for those without email,.
Owner’s Forum Entered 2:05 PM, exited 2:29 PM.
Treasurer’s Report D. Faxon reported some expenses are being recorded to incorrect subcategories, Miscellaneous category of maintenance costs includes smoke detector costs (which are reimbursed) and bill backs for leak repairs, which doesn’t allow verification that cost and recovery are the same. Moreover, non-recoverable cost of chimney caps are included In the same category.
Manager’s report
Calendar and correspondence:
Pool closing date of 10/12 was set.
Dump run date of 10/6 was set, and is to be published in the October Lark [Note: since the Board meeting, the date was re-set to 10/13 to provide owners with more time to receive notice and prepare.]
Old Business
Unit 147 tree removal request. Instead, Westside will be asked to trim branches over the roof, especially where they contact the roof.
Unit 147 freestanding deck request. Following owner agreement to concurrently complete previous outstanding construction requirements for other items, John Goselin moved to approve the updated plan as proposed, subject to town permit, hold harmless agreement, and painting red to match siding. Unanimously approved.
Westside grass seeding proposal for areas near several units. Referred to Grounds committee to review in light of a possible more broad Westside analysis of needs.
Clubhouse & Pool Area irrigation proposal from American Yard Service. Dave Faxon proposed accepting the just received revised proposal (50-55 sprinkler heads, and $4,993 revised price). Approved unanimously, subject to clarifying it will include watering the triangular area east of the pool, to the sidewalks.
New Business
Owner forum item: Unit 113 outside light for deck. Dave Faxon moved to approve as requested. Approved unanimously.
Skid steer larger bucket purchase previously approved. Maintenance indicated they were unable to obtain the bucket at the previously approved $1500 amount, and asked the budget be increased to cover the current $2200 instead. John Goseling proposed increasing the previously approved amount. Passed unanimously.
Lark distribution. Revised tentative distribution plans were announced for those receiving the paper edition, and a few volunteers came forward to offer help with the October distribution.
Engineering review/bridge. Maintenance is to check on how best to install handrails on the bridge near the river, to comply with this requirement that was we only recently became aware of.
Unit 167 mum plant request. Sandy MacGregor will address this.
Unit 167 gutter removal request. Deferred pending receipt of this part of the engineering firm’s review.
Consider new Hollister Way S parking spaces. Awaiting estimate(s) from contractor (s).
Unit 70 hearing results. Luther Weeks proposed an immediate fine of $50, and beginning 10 days after notice is sent, an additional $25 daily fine until required documentation is provided. Joe Trustey seconded. Passed unanimously.
Adjournment. 3:56 PM.
By Ronald Schneider, Secretary 9/30/2016
The following email vote was approved unanimously on 10/4/2015
Proposal: Provide several outside distribution boxes for the Lark, beginning with the November 2015 issue, and authorize up to $150 to purchase such boxes.