Meadow Hill
Board of Directors Meeting
4/19/2016
Executive session
The monthly meeting was convened in executive session at 12:55 PM downstairs at the Clubhouse by President Luther Weeks. A quorum was present with the following in attendance: Directors: L. Weeks, R. Schneider, D. Faxon, (John Goselin unable to attend), APM’: E. Schaefer. Ended 1:26 PM
Regular session
All 5 of the board members present and APM’ Eric Schaefer convened at 1:30 PM, outside of executive session on the second floor. Luther W introduced the session.
President Weeks announced that annual board elections will take place in June. However he will not be running for the board. He emphasized that it would be good to have two or more candidates for what are expected to be two board positons.
Minutes
March 2016 regular meeting minutes had been previously approved unanimously by the Board.
Maintenance Reports
Luther W reported the experimental painting of vent stacks appears successful, and may forestall the need for stack replacement up to 5 years, obviating the need for owner expense during that period.
Dave Faxon noted that patch and seed requests ARE in the system, but just didn’t print out this month.
The sidewalk project has been tentatively scheduled for May, to include designated areas as well as the recently approved speed hump near the #49 garage. An added area behind the clubhouse for better bathroom access is pending.
Committee reports:
Welcome committee, Linda Fillion reported Vicki Germani, #105 has been given the official welcome.
Friends of the River (FOTR)’ Donna Goselin suggested up to $300 funding for slope grass, being part of the $2100 previously approved.
Amenities. Bob Kolwicz made suggestions regarding the Tennis court area, finishing fence boards for the Picnic area, and checking propane grills to be sure they are working.
Landscape, Dave F. Announced new member, Nancy Carter-Memendez. Also, looking into relocating some owners shrubs being removed, to see if they can be replanted elsewhere. Moreover, new project ‘H’, creating a lawn/garden area reusing existing materials to create a more natural grow area near unit 268. He’s also asking APM to supply the current “no touch” list.
Owner’s Forum The following were brought up by owners:
#90 asked about Stone Wall repair status. Answer: being addressed.
#182 asked about deck painting responsibility and requested water testing for lead.
#147 inquired about previously approved shrub (near garage) removal. Answer: was delayed, being done by Darien once the work order is processed/reprocessedl
#264 inquired as to when the landscaper will start
#272 wanted to know if the number of board members should be an even number, due to potential tie votes. Answer, it can be even, hasn’t been a problem, and would be costly to change in the bylaws, etc.
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
Landscape will review the calendar to update for the new contract.
APM will send a letter to unit 24 to clear up confusion, i.e., their tree will not be removed.
Old Business
None.
New Business
Proposal: install up to $300 of white pea stone on the North side of Hollister house by maintence to prevent siding/splashing/water issues. Moved by Dave F, approved unanimously.
Organic test area near 268: proposed up to $200 for supplies to begin implementing grass and plants. Moved by Dave F, approved unanimously.
Proposed: up to $300 for seed on the slope. Moved by Luther W, approved unanimously.
199 9 shrub removal request. Moved by Dave F as 8 to be removed, one to be trimmed instead. Approved unanimously.
#147 request to remove up to 7 additional shrubs behind garage. Due to being a common area, referring too Landscape committee for review/recommendation.
#248 has offered up for relocation some shrubs that can be reused elsewhere. Owner needs to tag.
Note: this prompted a suggestion the Lark add an article that owner need to tag/id shrubs where a request is being made, to avoid uncertainty over which shrubs are being proposed.
Adjournment. Moved by Joe T. Approved unanimously, at 3:002 PM
By Ronald Schneider, Secretary
Email votes:
1. 4/17 Unanimous approval of 2016-2018 landscape contract revisions largely proposed by Meadow Hill.
2. 5/2 Unanimous approval of proposed scope of “No touch” list. No touch would apply to all except mulching, the landscaper would still do
3. 4/16 Unanimous approval of 8 shrub removal requests from the original proposal by Landscape at the board meeting plus 1 not in a work order. These are in addition to those previously approved for 147. WO# 77155 #179, WO 76647 #298. WO# 76788 #298, WO# 76099 #330, WO# 77319 #182, WO# 76099 #330, WO# 77975 #248 2 4’ arborvitae, WO# 77977 #312.