Meadow Hill
Board of Directors Meeting
November 17, 2015
Executive session
The regular monthly meeting was called to order in executive session at 12:46 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 1:30 PM.
Regular session
The same board members (minus S. MacGregor) and APM’ Eric Schaefer reconvened at 1:33 PM, outside of executive session on the second floor. President Weeks initiated the meeting. He announced:
Sandy MacGregor decided to resign from the Board. Dave Faxon will be brevit Grounds/Landscape chair pending appointment of a permanent chair, and selection of members for the new committee.
In addition, President Weeks explained the upcoming December owner budget meeting provides for rejection of the budget only if 50% + 1 members vote to do so.
Minutes
October, 2015 regular meeting minutes had been previously approved unanimously by the Board.
Maintenance report.
Chimney caps. APM’ Eric Schaefer reported that the last of the caps is being installed today.
Luther Weeks stated painting of chimney flues themselves, is being attempted, to see if that will avoid the need for unit owners to replace them at considerably higher cost.
Committee reports:
Friends of the River. Donna Goselin provided an update. Invasive species are to be sprayed again, as planned. The slope itself currently covered with wood chips, is having a restoration plan created, to enhance the appearance, beyond the 40 plants already added. The plan will go to the Board.
Amenities
Bob Kolwicz indicated the Clubhouse table cart is working well, but another is needed.
Communication
Ron Schneider reported Lark email recipients remains at 65%. The Lark distribution boxes were placed, and filled with paper recipient copies of the November issue, which appears to be getting picked up by those unit without email.
Owner’s Forum Entered 1:47 PM, exited 2:15 PM.
Treasurer’s Report David F reported liquid reserves of $379 thousand. Several areas on the 2015 budget report are running small deficits, year end is expected to run a very slight deficit.
Manager’s report: Calendar and Correspondence
The 2016 budget meeting date was set for December 8, with a snow date of December 15.
Roof heating cables. Residents will be reminded as to when they should turn them on and off, in the December Lark.
Unit 254 approval of landscaping/irrigation is being revised, with the caveat that Meadow Hill and APM must be certain any required Board approvals are in place before taking action, not just a committee say so.
Old Business
Unit 147, 203, 27 tree work proposal. Luther W proposed approval of the Watson Treeworks proposal for pruning of 3 trees, and removal of 1 (South/Front side of unit 147). With discussion and review of photo’s, amendments to restrict work to trimming only, or trim with Committee oversight of the South 147 tree trimming and on the spot stop or go ahead and remove were proposed by Dave F. The amendments failed (Dave F, Joe T in favor, Luther W. & Ron S & John G opposed). The original proposal then was approved, subject to the bill not being payable until 2016 for budgetary reasons. Voting in favor: Luther W, Ron S, David F, John G. Against: Joe T.
New Business
Unit 147/153 large shrub near garage. Proposal to remove by Luther W, second by John G. After discussion of options, the Board voted unanimously to remove the shrub.
Owner forum items
– Clubhouse table additional cart to expedite setup/takedown, recommended by Amenities. Luther W proposed, John G seconded. Approved unanimously.
Also, a chair cart for about ½ the chairs brought up by APM’ Eric Schaefer will be researched.
2016 Audit contract with Tomasetti, Kulas & Company. Dave F proposed accepting, Joe T second. Unanimously approved.
Unit 70 fine adjustment. In recognition of substantial compliance, Luther W proposed adjusting the fine to a flat $100. Dave F seconded. Passed unanimously.
2016 Budget proposal. The impact would be about +1%, or $4-5 monthly per unit. After discussion of why the vote is now, and that the implementation can be adjusted later by the Board as needed, Dave F. proposed accepting. John G seconded. Approved unanimously.
Unit 70 – ongoing dog toileting issue. Based on the 2nd letter from a neighbor, Luther W moved to send the owner a second letter. Passed unanimously. The reporting neighbor was asked to send in a more detailed update to confirm the problems caused by toileting in an unapproved area, near other units.
Adjournment. 3:39 PM. Approved unanimously.
By Ronald Schneider, Secretary 11/22/2015