Meadow Hill
Board of Directors Meeting
October 20, 2015
Executive session
The regular monthly meeting was called to order in executive session at 12:42 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. Ended 1:31 PM.
Regular session
The same board members and APM’ Linda Schmidt reconvened at 1:34 PM outside of executive session on the second floor. President Weeks initiated the meeting.
Minutes
September, 2015 regular meeting minutes had been previously approved unanimously by the Board.
Maintenance report.
Chimney caps. Luther W stated the remaining ones are expected to be completed this month.
Committee reports:
Welcome committee:
Linda Fillion reported new owners Bonnie Brooks (240) and Nancy Maloney (184).
Amenities
Bob Kolwicz mentioned the motion sensor lights previously approved have been installed, improving safety. Remaining interior work awaits inclement weather due to worker availability. Also, purchase of a rolling cart for moving tables is suggested. Information about a potential design and costing of sprucing up the Clubhouse was provided.
Grounds
Sandy MacGregor urged attendance for the owners information session regarding the 2016 landscaping plan/budget proposal. Luther W encouraged submission of a formal proposal in November.
Communication
Ron Schneider reported 84 units have now been converted to email Lark delivery, or 65%. Boxes for paper recipients have been obtained, and will be installed shortly before the November issue. Paper recipients were previously provided a map and box ‘assignment’, and asked to let him know of any desired changes to box assignments. None received thus far.
Owner’s Forum Entered 1:50 PM, exited 2:11 PM.
Treasurer’s Report David F reported we’re close to plan, and that potential accelerated loan payment could affect this.
Manager’s report and Correspondence
Dryer vent cleaning was discussed, and Maintenance indicated these are done on a ‘by owner request’’ basis.
Unit 113 outdoor light request approval letter from APM will be resent to add the hold harmless requirement.
50 letters for unit owner high risk, maintenance/safety items, were sent by APM, mostly for washing machine hoses. APM reported few responses were received. A program to do the work and bill back owners was discussed but became complicated due to lack of uniformity for the amount of time required to deal with individual unit requirements. It was decided to send follow-up letters reminding unit owners are responsible for getting the work done. [Since the meeting, a program to assist owners is being checked out before a letter is sent.]
Unit 69 letter about grilling on a deck. Discussion ensued about interpretation of requirements and if the requirements themselves may be undergoing further change.
Old Business
Unit 167 gutter removal request, expanded to include units 171 and 175.. The board voted for removal at Meadow Hill expense. However, pea stone would be at owner expense. Approved unanimously.
Unit 150 request to increase the lighting level between the driveway and unit entry door. Maintence will look into replacing spiral fluorescent lights with LED’s which come up to full brightness more quickly once activated by motion sensors.
New Business
Owner forum items
– Clubhouse table cart, $150, recommended by Amenities. Sandy M moved to approve 1 cart.
– Clubhouse sprucing up proposal including the suggested mantle. John G moved to approve, at a cost not exceeding $2000.
Both approved unanimously.
Slope landscaping letter. As a result of a meeting between Meadow Hill and Westside landscaping, an email vote on invoice 3580 was held. A compromise payment reduced to $2,500 due to unclear authorization, was unanimously approved by the board via email. The following proposal was introduced to prevent recurrence.
Proposal by David F (as modified in Board discussion): Projects of $1,000 or greater require a written contract signed by the President (or Vice President in case of absence). Likewise, increases exceeding 10% the previously approved contract price requires an approved change order, signed by the President (or Vice President in case of absence). These requirements do not apply to emergency procedure authority afforded the management company in the agreement with them. Approved unanimously. Note: this is considered a Policy, and will be published on the website as soon as practical.
Proposal by David F: Miscellaneous contracted landscaping work under $1,000 will require confirmation of proper completion by Darien. Deferred, to allow additional consideration
Engineering firm review. A review of their analysis resulted in no change to the current practice of using conventional heat cables with owners responsible for having them on as required.
Note: at this point, Sandy MacGregor departed the meeting.
Complaint regarding Unit 70’ dog toileting in undesignated portion of common area. Dave F moved that a letter be sent to the owner & occupant. Passed by all 5 directors present.
Unit 151 drainage issue with unit 147. Relocating the drainage/downspout as per letter/request. Approved by all 5 directors present.
Unit 254 permission request for self pay irrigation installation. Deferred pending Grounds committee review.
Unit 28 kitchen window replacement. Approved by all 5 directors present, subject to the usual hold harmless agreement.
At this point, the formal meeting ended, and the 5 directors relocated to view on site:
Unit 147 overhanging tree branch. Consensus was that tree trimming is needed, and it will be put out for bid. Moreover, the north side trimming done last year was not felt to be sufficient, and further work will be requested.
Unit 203. The overhanging tree needs much more trimming, and will also be put out for bid
Adjournment. 3:45 PM.
Email vote approved unanimously, 10-12-2015:
Unit 33 request to transplant 4 arborvitae trees (6-8’ maximum height) at edge of patio.
By Ronald Schneider, Secretary 10/31/2015