Meadow Hill
Board of Directors Meeting
7/19/2016
Executive session
The monthly meeting was convened in executive session at 12:45 PM downstairs at the Clubhouse by APM E. Schaefer. A quorum was present with the following in attendance: Directors: J. Goselin, J. Trustey, K. Wanat, R. Bouchard, E. Litke, APM’S: E. Schaefer. Ended 1:40 PM
Regular session
The same five board members and APM’ Eric Schaefer reconvened at 1:45 PM, outside of executive session on the second floor, D. Covert from maintenance was present. J. Goselin introduced the session.
Minutes
June 21, 2016 regular meeting minutes were approved unanimously.
Maintenance Reports
- Schaefer updated community on landscapers. There are two companies, one a previous employee of West Side, Angel will provide the following services; planting beds in front of units and in front of Clubhouse/Common Areas to include trimming, weeding and mulch with a completion date for mulch on/before August 18, 2016.
The second company is E.A. Quinn. They have been contracted for the season to maintain the lawns and the fertilization application and fall clean up. Board will reconvene in September to determine what they will do for 2017 year.
Another improvement to the common area is the proposed irrigation system and seeding in bad areas, they will bring in E.A.Quinn.
Darien is working on power washing all units in the red section this year and the balance units where needed to follow, this is a three year project.
Vent stacks will be painted over course of the year, with a complete date of end November.
Exploratory investigation has been initiated on a handicap to make the clubhouse accessible as well as making the bathrooms handicap accessible.
Sidewalk project is complete, some modifications need to be made and are in process. The seed that was placed around the sidewalks will be addressed in the fall as the grass is not growing and very little seed remains.
An additional temporary maintenance man was brought on for the summer for a total of three.
–Committee reports:
#266 Amenities
They have a request to have the piano tuned for $123.00 to incl tax. Board approved James Garrett out of Marlborough to tune the piano.
The tennis court was approved to be power washed several months back, would like it taken into consideration to have the courts power washed.
#182 for Welcome Committee
Welcomed #135 and #227 to the community. Recommended that keys to Hollister House be given to new owners as they are lost at times in the transition, a list will be provided.
#171 Friends of the River
Reported that there was a clean-up meeting 7/18/16, all of the plants planted by West Side survived. Would like to clear area by path of weeds (to be done by Darien with skid steer) in the fall and planted. Work order imitated by J. Goselin to be done by 8/15/16.
#102 J. Goselin listed out members of each committee, mention was made that a Board member was on each committee. #102 made a motion that all committee members listed be approved, motion was made and seconded.
Owner’s Forum The following were brought up by owners:
#57 Has flat roof with two stains on the interior that just happened this summer. Darien advised her to call it into APM. 2nd item is she is having small patio installed this fall, if any resident would like ground cover they are welcome to it. J. Goselin asked if the proposed brick patio she is looking to have installed is within the 4’ of her unit, Grounds Committee will take a look at it at request by J. Goselin.
#147 Two questions; when units are power washed will they be advised and will the roofs be looked at? Darien stated that the roofs will not be looked at right now for power washing. He will contact UO prior to power washing. Question is that there is a little shrub that should be removed that looks terrible and doesn’t the grounds committee or maintenance see these things? If it falls within the 4’ of the unit call APM and put work order in to have items addressed.
#81 Comment about mildew on siding; UO should take the initiative to remove on their own, comes off easily. #102 mentioned that the siding is 5 years old and there is a lot of dirt to be removed.
#217 With the red siding would bleach and water remove the dirt and mold without damaging the siding. Power washing is more effective as per Darien. #102 stated that the siding is 5 years old and the Board decided that the power washing needs to be done, especially on the red.
Treasurer’s Report
- Schaefer from APM gave treasurers report: Budget report for month of May; the income is on budget, we are under on utilities, administration is close to under budget, grounds are doing OK with some fill in by contractors, maintenance there has been some issues with the clubhouse A/C, irrigation around clubhouse and planting. Payroll is on budget, funded 100% of reserves. As of 5/31/16 reserves are at $383,811.38.
Managers’ Report
Calendar review month of June at last Board meeting, back on calendar/schedule for July.
Might consider addition of help for snow removal and irrigation system for common areas.
Correspondence
Nothing recorded.
Old Business
Rebuilding of two walls: Darien will obtain two proposals from masons. Board declined to move forward with this proposal at this time, rebuild of stone wall at clubhouse is greater priority.
Request for cosmetic masonry work on back on Clubhouse: Board Approved unanimously.
Remove existing stone wall at clubhouse, rebuild with natural stone and concrete wall as base:
Additional Fence section: Approved at June 21, 2016 Board Meeting, work order to be issued for 5 sections not to exceed $300.00.
New Business
#113 Request for Railing on unit side of adjoining units over garages (end unit): Darien will look at to make certain lights work, to be kept on at all times.
#139 Request for outdoor water spigot: Darien will schedule House Brothers to meet at owners Unit to obtain scope of work and costs to be borne by UO but approval by Board.
#74 Request for installation of railing to be placed at end of patio: Tabled for Board members to look at, to be continued at August Board Meeting.
Special UO’s Meeting to be scheduled for review of irrigation proposal after review of Grounds Committee Meeting: Tabled
Adjournment. Meeting was adjourned at 3:00 PM
by Linda S. Schmidt, APM, Acting Secretary