Meadow Hill
Board of Directors Meeting
5/17/2016
Executive session
The monthly meeting was convened in executive session at 12:45 PM downstairs at the Clubhouse by President Luther Weeks. A quorum was present with the following in attendance: Directors: L. Weeks, J. Goselin, J. Trustey, APM’: E. Schaefer. Ended 1:20 PM
Regular session
The same three board members and APM’ Eric Schaefer reconvened 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, so far there is one candidate for two positions. He would like to see three or four candidates. He will be Acting Secretary for this meeting due to R. Schneider’s absence. He also apologized for the disruptions of the sidewalk paving and the lack of notice of the start date to residents.
Minutes
April 2016 regular meeting minutes had been previously approved unanimously by the Board.
Due to the absence of Board Members present, there can be no approval of today’s minutes via email, the approval will await the next Board Meeting
Maintenance Reports
Vent stacks will be painted over course of the year, making Meadow Hill more attractive and avoiding owners’ expense of replacement for several years
Eric has been investigating an internal elevator to replace the dumb waiter the estimate is $20,000 to $30,000 plus in-house work. Eric will get a more exact estimate for consideration by the Board. Since it is an improvement exceeding $5,000, if recommended by the Board, it would require a unit owner vote to go forward.
Sidewalk replacement for selected areas is underway. The contractor is by finish by June 30th, yet will likely be done much sooner than that.
–Committee reports:
#53 for Grounds
Provided a list of work orders recommended by the Committee. President Weeks reminded that if they had been submitted in time for the agenda, the Board might have reviewed them and approved them at the meeting. He will send them to Board members so they might review and approve on an email vote in the near future.
Mentioned two stone walls needing repair. (The Board has estimates for their repair and will consider them later)
#268 for Amenities
Requested $500 for fence behind Maintenance. Maintenance to do the work. (To be considered later by the Board)
Requested the building of a platform for the grill behind Maintenance. Maintenance has the material and can do the work. (Without objection, a Maintenance a work order to do that will be submitted)
Requested $200 for new planters and plants for the front of the Clubhouse. (To be considered later by the Board)
#268 for Grounds
Hollister House outside beautification project is underway. Should be finished this week.
Recommend one large pine tree be removed outside unit #6. (Maintenance will obtain an estimate for consideration by the Board)
#274 problem with drain from adjoining unit creating a mess. (Eric and Darien will investigate what can be done)
Requests $150 for new hose and drip lines to water North Entrance (To be considered later by the Board)
Good progress is being made on organic test area near #268
Walkaround to check spring clean-up resulted in a determination that overall it was judged good. A letter was sent to Westside with a list of items that need to be addressed.
#7 for Friends of the River
Discussed pipe in slope. Maintenance has filled in hole behind pipe that might have been a risk. Some plants will be added in front before considering further cosmetic action.
Plants on slope planted last fall, doing will. Will plant more this fall.
Phragmites growing again. Westside to treat.
Owner’s Forum The following were brought up by owners:
#81 concerned with wall between her unit and #63, soil eroded. (It has been checked and not judged a concern)
#164 Large pine tree causing sidewalk cracks. Concerned will be a waste to redo sidewalks. Would like the tree down. Concerned people who chose sidewalks for repair did an inadequate job. (President accepted responsibility for all sidewalk decisions and no other residents or Board members volunteered for the Sidewalk Committee, will look into the issue. Post-meeting review determined that those sidewalks are not going to be replaced – were excluded because of cracks and that the tree would cause more cracks. More investigation will be done and the Board may consider options.)
#53 concerned as has never seen Sonitrol terminte traps checked. #272 said Sonitrol traps on ground after Winter and not re-installed. (Board has been concerned that Darien is not notified of inspection and given inspection sheet as in the past. Eric will redouble efforts to get response from vendor).
#164 concerned with dents in garages from road work two years ago. Have never been repaired despite multiple complaints to APM.
#117 concerned that tree roots be cut when sidewalks are being repaired.
Treasurer’s Report
Eric explained that $3,600 outside contractor was the poll work performed by SAVOL
Old Business
#240 request for replacement windows. Goselin moved, Trustey 2nd seconded that replacement be approved with usual conditions. Passed unanimously.
New Business
For reasons discussed in executive session, Goselin moved, Trustey 2nd that an owner be exempted from late charges for six months.
$500 for fence material behind Maintenance – Moved by Trustey, Goselin 2nd Passed unanimously.
$200 for pots and plants for Clubhouse front – Moved by Goselin, Trustey 2nd Passed unanimously.
$150 for hose and drip hoses for North Entrance – Moved by Goselin, Trustey 2nd Passed unanimously.
$150 for water lead testing for #7, #182, and #334 – Moved by Weeks, Goselin 2nd Passed unanimously.
#139 request for private walk replacement option 1 with the usual conditions – Moved by Goselin, Trustey 2nd Passed unanimously.
Estimate for stone wall repairs and masonry work on back of clubhouse. Tabled.
#10 request to extend deck 2’ and add 5” height. Tabled.
Adjournment. Moved by Goselin, Trustey 2nd Passed unanimously, at 2:50 PM
by Luther Weeks, Acting Secretary
Email votes:
- 5/31 Unanimous approval of additional Hollister House sprinkler heads, $765.00
2. 5/25 Unanimous shrub approvals:
Unit #133 Remove mountain laurel at north corner- approved- crowding other plants
Unit #328 Remove tree in front- approved, it’s in poor condition- to be replaced by owner
Unit #312 Remove ewe- crowding walkway- approved
Unit #159 Remove ewe and boxwood -to be replaced by owner- approved
Unit #171 Remove plant approved
Unit #262 Remove dead rhody- righ