Meadow Hill
Board of Directors Meeting
January 19, 2016
Executive session
The regular monthly meeting was called to order in executive session at 12:46 PM downstairs at the Clubhouse by Vice President John Goselin. A quorum was present with the following in attendance: Directors: J. Goselin, R. Schneider, D. Faxon, J. Trustey, APM: E. Schaefer. President Luther Weeks was unexpectedly delayed, but joined approximately 12:50 PM. Ended 1:33 PM
Regular session
All the board members and APM’ Eric Schaefer reconvened at 1:36 PM, outside of executive session on the second floor. President Weeks initiated the meeting and announced notified owners hearings would convene after the Minutes item.
Minutes
December, 2015 regular meeting minutes had been previously approved unanimously by the Board.
Hearings
Luther explained participation guidelines, and turned it over to APM Eric Schaefer to explain the process and enumerate hearing items. No affected unit’s representatives were present. Due to recent receipt of compliance evidence satisfying requested requirements, a hearing was needed only for unit 128. Since its being held by an estate, options for completing washing machine hose and dryer vent replacement are being explored. Unit 77 was sent a notice, but was not present. It was unknown at the hearing whether or not a notice had been sent to 73, so no hearing was held. And this will be checked after the meeting.
Maintenance report.
sUnit vents status: awaiting results of painting to control corrosion, expected this coming Spring.
sUnit decks scheduled for replacement in the Capitol Project list: the list of units needs to be brought up to date, and the completion date adjusted if necessary with consideration for other priorities.
Parking lot sign letters – unable to locate thus far. J. Trustey moved to substitute available numbers. Passed unanimously.
Committee reports:
Amenities: J. Goselin, on behalf of chair Bob Kolwicz, reported progress on the fireplace sprucing up.
Grounds: D. Faxon reported maps of lawn, trees, etc. are expected to be produced. Also, 10 committee landscape recommendations were announced.
Owner’s Forum Entered 2:05 PM, ended 2:20 PM.
- Unit 120 requested landscape contractors workers be more closely supervised
- 182 requested a calendar be posted on the Clubhouse bulletin board to allow people to sign up for Clubhouse space.
- Unit 272 requested topics from this forum be reported in the minutes for members information. 282 commented that there was historical concern over names being reported in this section.
- Unit 175 requested pruning of roses in the island near unit 262, as well as commenting on past wood chip piles near the slope by the barn.
Treasurer’s Report D. Faxon presented the latest financial statements, and addressed reserve funding, Currently, reserves stand at $453 thousand, minus $30,000 owed to the operating budget,= $423.000 net. (Numbers rounded for these Minutes.)
Manager’s report: Calendar and Correspondence
January items: done. D. Faxon is requesting Linda Schmidt add capital expense projection updating to this month’s listing.
February: Pest control services, noted no longer receiving bait trap result reports. Also, the lease followup means leases need to be reviewed
May: requesting the duplicate unit owner expense reimbursement processing be removed.
Old Business
Unit 320 accessibility items request
- Request for approval of a wheelchair accessible ramp in front. J Trustey moved to approve a standard wheelchair ramp, of Trex (composite) or equivalent construction for the front. Approved unanimously
- Other items, rear deck, slider, sidewalk, ramp tabled pending receipt of a diagram showing location, materials, etc. for routine review in accordance with the normal review process for such requests.
Grounds request for a policy to allow expanded authorization of expenditures below a $ threshold to be determined. Request was withdrawn prior to the meeting.
New Business
Unit 244 request to waive penalty for late compliance with smoke detector requirement.. Owner says Post Office forwarding didn’t work. D. Faxon moved to waive fees, passed unanimously.
153 request for bush(es) near garage. Referred to Grounds for recommendation, possibly in Spring when the ground is visible.
Unit 10 replacement front door request. Approval of the supplied brochure’s checked door, with a plain glass window at the top was moved by R. Schneider, and approved unanimously.
Adjournment. D. Faxon proposed.. Approved unanimously, at 3:10 PM.
By Ronald Schneider, Secretary
Note: email votes. Passed unanimously:
- The maintenance staff payroll changes for 2016 discussed by the board were approved 1/25/2016.
- The settlement over a disputed $4600 bill from Savol for damage from a leaking pipe for the pool was approved 1/24/2016 on the basis of a 50/50 split with the contractor. The exact cause and responsibility was in dispute.
- Unit 33 request to replace rear doors with 8’ slider, approved 2/3/2016.