Meadow Hill
Board of Directors Meeting
Part 1: March 15, 2016
Executive session
Due to unavailability of two board members, this session was not held.
Regular session
Board members Luther Weeks, David Faxon, Ron Schneider and APM’ Eric Schaefer convened at 1:30 PM, outside of executive session on the second floor.
President Weeks initiated the meeting indicating the meeting would be an abbreviated one due to having only 3 board members present. Rather than go ahead with all the pending items, which could have been done under the rules, Board members agreed to defer voting until other Board members could attend..
Minutes
February 2016 regular meeting minutes had been previously approved unanimously by the Board.
Committee reports:
Grounds: D. Faxon indicated the committee has reorganized into two subcommittees: Tree/Shrub, and Horticultural. Marilyn Lathrop presented the proposed plan with a detailed diagram and photos, for re-doing plantings surrounding Hollister House.
Dave continued with a listing of proposed tree/shrub and planting items and cost. Also, and update on expected “do not touch” signs.
Amenities: Bob Kolwicz briefly mentioned Clubhouse improvements, and thanked all involved for their efforts.
Owner’s Forum
Several owners spoke:
- Unit 175 voiced her perspective on do not touch sign implications and possible Maple tree removal near unit 248.
- Unit 248 was concerned about the condition of 2 trees located within the 4’ perimeter.
- Unit 168 wants a tree removed and canopy raised. Eric Schmidt is entering a work order request.
- Unit 136 is concerned about significant puddling emanating from the sidewalk area near 146. Discussion suggest it may be solved by anticipated sidewalk replacement.
- Unit 272 believes there are as many as 70 steps/other concrete areas in need of aesthetic improvements. It was suggested volunteer(s) get together to catalog these to see if a group pricing to assist owners is feasible.
- 124 pointed out a water drainage issue which affects a parking lot.
- 171 spoke in favor of pre-emergent weed control.
Adjournment/Recess. Due to a planned 3/22/16 meeting resumption, D. Faxon moved. Approved unanimously, at 2:29 PM
Meadow Hill
Board of Directors Meeting
Part 2: March 22, 2016
Executive session
The monthly meeting was reconvened in executive session at 12:50 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, (Joe Trustey unable to attend), APM’: E. Schaefer. Ended 1:36 PM
Regular session
All 5 of the board members present and APM’ Eric Schaefer reconvened at 1:37 PM, outside of executive session on the second floor. Luther W introduced the session.
Minutes
February 2016 regular meeting minutes had been previously approved unanimously by the Board.
Committee reports:
Sidewalks. Luther Weeks updated the status. Areas to be repaired/replaced have been identified, based on safety, maintenance, or significant cosmetic issues. New England Blacktop proposal is $80,000., not including potential new parking spots in the southwest area which awaits a separate estimate.
Welcoming committee. Ron Schneider, at Linda Fillion’s request, reported new resident Linda Schwarz was welcomed into unit 276.
Friends of the River. Donna Goselin reported two members took a town class to help the committee make plant decisions. They will seek reimbursement of the cost.
Amenities. Bob Kolwicz indicated they are looking into new Clubhouse furniture, prints for the wall, a rug, and a clock, with an estimated total cost of $2,000.
Landscape.
David Faxon provided an update on Westside contract status which has been slowly moving along. APM’s Eric Schaefer offered to take over contract provision for negotiating terms. It will be presented to the board in 2 weeks.
“No touch” sign proposal was explained along with providing a sample sign.
A Shrub Removal form for requesting changes and documenting decisions and disposition of a shrub request was presented.
Hollister house beautification improvements are addressed by 3 contracts for different aspects of the work. The total cost of all 3 is $2,073 + tax.
Owner’s Forum
Unit 175 spoke about the need to go over decisions with the individual owner, possible unintended interpretation of the presence of Do Not touch signs. Also, the concern that an ‘all or nothing’ approach may not be what all owners want.
Unit 168 felt the signs look ‘tacky’.
Unit 81 did not feel the signs would allow customization, such as the landscaper doing mulch, but leaving trimming or trees to the owner.
Several comments were made, regarding landscape requests not shown in the work order print out provided at the meeting. Unit 182 reported landscape work orders were absent from the work order list. Eric Schaefer said the requests are in the system, but the work order print somehow did not display them. Likewise, Units 147 and 199 reported their shrub removal requests were not displayed.
Unit 171 suggested a program, like years ago, where landscaper plant purchases be made at owner expense, but with the benefit of discounted purchase cost through the landscaper.
Unit 53 reported dangerous driving in the Hollister Way N dog (or people) walking area of the road. A speed bump was requested. Unit 175 thought the road leading to the maintenance shed might also be considered for such treatment.
Financials.. D. Faxon reported year to date income and other results are good, although it was pointed out that it’s still early in the year to be know if this will continue.
Manager’s report: Calendar and Correspondence
There was no discussion on these areas.
Old Business
2016 pool company selection. Maintenance reported the primary difference between proposals is that some companies stock more parts locally for faster service. Luther W moved to engage Splash Pool. John G seconded. Passed 5-0 unanimously.
New Business
Shrub disposition form. The form is being re-titled “Shrub Review and Recommendation Form” and a description section added. Moved to accept by D. Faxon, seconded by L. Weeks.
Retaining walls throughout Meadow Hill. David Faxon moved to ask a contractor to look at the walls and make a recommendation. Seconded by John G. Passed 5-0 unanimously. Passed 5-0 unanimously.
Hollister House perimeter shrub and plant beautification contracts. David Faxon moved, Ron S seconded. Passed 5-0 unanimously. Eric Schaefer will add a plant warranty and other provisions for consistency where not already stated in some of the contracts.
Landscape work contracts.
Westside.
Remove 2 maple trees and a dogwood and other smaller trees, stake replacements if needed. Inclusion of debris removal to be added. $2818.27. Moved, D. Faxon. Passed 5-0 unanimously.
Watson Tree
$850 for removal of three 12-14” trunk trees. Disposition of chips at Meadow Hill discretion.
Westside
North and South entrance areas. Conversion of mulch to ground cover. $2,100. plus $45/hour if we request relocation of any plants in converted area. Moved by D. Faxon. Passed 5-0 unanimously. Note: implementation to be delayed pending further review and definition.
Seed purchase, and soil buildup Root treatment if needed. $45/hour labor when applied. Meadow Hill responsible for watering. Water truck, where/if needed due to conditions, additional. Moved by John G. Passed 5-0 unanimously.
New Speed hump near #49 garage. Darien to get price from New England Blacktop.
FOTR. Reimbursement request for 2 members taking Town of Glastonbury plantings class. 2 @ 30 each. Moved by John G. Passed 5-0 unanimously.
Parking lot signs Letter designation. Following discussion, the consensus was for placing the plain font letter on both sides of the support for unit number. Maintenance to perform the work when practical. Total cost is below threshold for specific approval needed.
Amenities proposal for Clubhouse modernization. Couches, pictures, etc. $2,000 Expense to be taken from reserve fund. Proposed by John G. Passed 5-0 unanimously.
“Do not touch” unit perimeter signs. Much discussion of this proposal centered on whether or not unit owners should pay, if a single sign for all or nothing would be acceptable to unit owners. Currently about 20 are on the old do not touch listing. As there were good unanswered questions, the proposal was tabled. A Lark article will encourage interested unit owners, especially current no touch list units, to help Grounds put together a new proposal.
Unit 61 sidewalk modification near front door. The proposal for a graduated ramp like build up, 5 feet long to top out level with the front stoop to be done by the sidewalk contractor when other work is done, and at owner expense. Moved by Luther W, Dave F seconded. Passed unanimously, 4-0. Ron S whose unit it is, recused himself on this vote.
Unit 248 maple tree removal. 3 trunked tree near unit. Moved by D. Faxon. Passed 5-0 unanimously.
Adjournment. Approved unanimously, at 3:4 PM
By Ronald Schneider, Secretary
Email votes:
3/31/2016 A new Speed hump on Hollister Way N near the #49 garage proposed to help control traffic issues, at a cost of $2,000 has been approved unanimously 5-0 with Joe T abstaining due to his not having been present for discussion during the 3/22 Board meeting.