Meadow Hill
Board of Directors Meeting
8/16/2016
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, D. Faxon and APM’S E. Schaefer.
Ended 1:25 PM.
Regular session
The same five board members and APM’ Eric Schaefer reconvened at 1:32 PM, outside of executive session on the second floor, D. Covert from maintenance was present. J. Goselin introduced the session.
Minutes
July 19, 2016 regular meeting minutes were approved unanimously by e-mail.
Maintenance Reports
D. Covert reported that the power washing has started in the Red section, most has been done, Riverview is being done next then the units around #334. There is a two to three year plan:
Red Section
Grey Section – to be done in 2017
Brown Section – to be done in 2018
D. Covert stated that if work orders are entered the units will be done as per the three year plan in place.
D. Covert advised status of chimney caps, they will be completed by November 30, 2016.
E. Schaefer asked D. Covert to update community on deck status; three out of five are done, will start on #115 next week then two more to be done. E. Schaefer gave status update, mentioned weather events, stated that the maintenance staff is being proactive and reactive. J. Goselin requested deck replacement status; D. Covert completed 128, 90, 6, 10, 126, 282, 115 and 284.
J. Trustey asked for clarification on landscaper, E. Schaefer gave status update to community; E. A. Quinn is doing the grass, Angel is doing the mulch, weeding and trimming. Mulch amount was increased as West Side grossly underestimated. Extras have been contracted by 3 entities; D. Covert, Angel and E. A. Quinn. E. Schaefer to meet with landscape committee this week to determine whom is best qualified to perform tasks.
-Committee reports:
Grounds – D. Faxon
On 8/9/16 the committee turned down proposal for irrigation at a cost of $12,000, vote of 5 against 2 for.
$150.00 for bulbs was requested and approved.
Request for proposal for Angel to beautify the perimeter, Board of Directors approved $2,600. to be done in the spring to include mulch and ground cover at south and north entrances. Angel was present at meeting, hemlocks were discussed, too close to siding, walk around was scheduled for last Thursday but canceled due to storm, committee will take a look. P. Bryant joined committee and sub-committee joined to review large trees, he worked for National Forest Service. Request to D. Covert from Walkins to trim tree by pool, Watkins would like to do all trees in one visit.
D. Faxon stated that the clubhouse lawn has irrigation that is working except for one area. D. Covert at Bob’s request turned down watering two times/day, D. Covert suggested that E. Q. Quinn give proposal to address large brown area of grass.
D. Faxon mentioned that three years ago the Association spent $6,000 on fence rails, they are in terrible condition; 16’ rails are plastic and are warped. D. Covert and committee to look at.
Friends of the River – R. Bouchard
R. Bouchard provided status update and advised community the scheduled re-weeding of bank, weeds keep coming back, he requested to be part of the meeting.
Planting group raked and seeded last week, germination of the wild grasses, conducting a test area of 1,000 sq feet, will be a long process.
R. Bouchard requested Friends of the River attend weekly grounds meeting. D. Faxon said they have and open invitation.
All Committees – J. Goselin put a white board in the club house and Hollister House, requested that all chairman post meetings and minutes.
Owner’s Forum The following were brought up by owners:
N. Gordon #167, two items for consideration, visual and access to river. Show photos from 6/7/15, Board had approved trimming at UO’s expense, vegetation is encroaching on what was removed, proposal was made to remove vegetation south of river to be paid by Association. E. Schaefer mentioned that there is a restricted conservation easement, R. Bouchard said it is located left and right, south and north. R. Bouchard stated that unless right of way is Associations responsibility to maintain, R. Bouchard had map of area. E. Litke suggested N. Gordon to meet with Friends of the River, D. Faxon recommended that topic be referred to Friends of the River, R. Bouchard asked for trimming perimeters. E. Schaefer to check on what can and cannot be done.
J. Woodward #193 – Stated that Angel’s guys did not finish are due to weather, he would like area finished.
D. Warner #314 – stated that if you put snapshot down it will break barrier, asked what control Quinn is contracted for. E. Schaefer stated that 2 out of 5 controls had been applied. Crabgrass has taken over area, appears area was fertilized. E. Schaefer said it takes a few years not overnight. Granular control was applied, not liquid, results are shown with liquid as per D. Warner, he suggested some form of guarantee, E. Schaefer to meet with Quinn. D. Warner mentioned the Limited Common areas, the hemlocks bushes are overgrown and starting to die, cannot be trimmed due to this, suggested that letter be drafted by Board to remove as bushes can impact the siding; J. Goselin advised that this area is 4’ from unit but is Associations land, not unit owners.
M. Finnegan #74 – asked who is going to water the areas seeded. Pfragmites have to be treated every 4 years, does the Association have a licensed arborists with Quinn? E. Schaefer stated that it was more of an application issue then arborists, to be discussed with Quinn and obtain proposal.
B. Kolwicz #268 – requested cement stairs at clubhouse rear be painted white for visibility and safety. J. Goselin suggested to do all stairs.
K. Collins #272 – mentioned that termite inspection has not been done for 2016. D. Covert said they have not been at property this year. Her concern with chemicals applied, are they pet friendly, should be posted when applied.
J. Rochford #100 – asked what long term goal of lawn was, D. Faxon said Meadow Hill lacks water and good soil, committee is working on main visible areas; perimeters and center green, long term plan is too expensive, could cost $100,000.
N. Carter-Mendendez #53 – asked status of water testing, D. Covert stated water was tested in three areas for lead, all were negative.
J. Marcin #133 – mentioned that #44 sun shade was not attractive, not consistent with Meadow Hill. Jo Goselin stated that he approved it.
M. Shea #168 – questioned lawn and what areas are being addressed, concern is by her unit; patching and seeding decision has not been finalized.
Managers’ Report
Calendar review month of August to begin seeding bare spots, this was tabled.
Trees need to be trimmed at pool, D. Covert said there are no other trees to be trimmed.
Blade edging – Quinn has done this.
J. Trustey asked about Angel’s contract term date, mulching not complete, he will need to be paid for additional 80 yards, approximately $800.00
Grounds – E. Schaefer to have Quinn meet Board Thursday
Correspondence
J. Trustey questioned #97, what is status, APM sent letter to unit owner stating the color of sun shade must match siding, E. Schaefer advised uo that it was OK to paint. E. Schaefer suggested that an amendment be made that states bamboo shades are not approved, E. Schaefer to obtain price of awnings.
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:
139 Request for water spigot @ unit – Approved, to be paid by Unit Owner, Hold Harmless to be filed with town.
74 Request for railing between two posts on deck – Approved, Unit Owner to pay.
Special UO’s Meeting to be scheduled for review of irrigation proposal after review of Grounds Committee Meeting: To be scheduled after Labor Day.
New Business
#86 Request for water spigot @ unit, approved, unit owner to pay and hold harmless to be executed.
Board appropriated to add onto dump fence – Approved.
Fence at end of Barn – Approved to remove old and replace with new fence.
#97 Remove awning – 6 voted to approve removal.
#44 Remove sunshade – 5 voted to approve removal, one abstained.
Adjournment. Meeting was adjourned at 5:20 PM
by Linda S. Schmidt, APM, Acting Secretary