Meadow Hill
Board of Directors Meeting
9/20/2016
Executive session
The monthly meeting was convened in executive session at 12:45 PM downstairs at the Clubhouse by J. Goselin. 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 L. Schmidt. Ended 1:25 PM.
Regular session
The same six board members and APM’ L. Schmidt reconvened at 1:28 PM, outside of executive session on the second floor, D. Covert from maintenance was present. J. Goselin introduced the session and stated that there would be no conversation regarding the special meeting, currently under review by attorney. J. Goselin advised the community that in accordance with Roberts Rules each Unit Owner has three (3) minutes during the Owners Forum.
Minutes
August 16, 2016 regular meeting minutes were approved unanimously by e-mail.
Maintenance Reports
J. Goselin reported that there will be no elevator, will proceed with deck construction as per plan.
Work order review – no comments.
D. Covert reported that Orkin will set bait controls Thursday, September 22nd. There has been no termite activity in four years and that contract may not been renewed in 2017. Unit Owners are to advise if they have any sightings.
-Committee reports:
Welcome Committee – Linda Fillion
Reported that she welcomed Units 32, 128, 164 & 175 to the community. She stated that she gives the telephone directory and advises the new residents to submit their email for The Lark.
Friends of the River – R. Bouchard
Reported that the expenditure of $1,000.00 at end of season for Angel’s services were approved. R. Bouchard asked to reinstate water line w/o to water new planting, D. Covert advised this was taken care of.
Financial Report
D. Faxon reported that for the first time in a long time there is a cash flow problem; Association is overdrawn on operating checking account by <$4,035.63>, this is due to extraordinary circumstances; $6,500. for A/C in clubhouse, out of balance for landscaping cost <$21,000.> due to change in landscapers, underestimate cost/quantity of mulch. Installed retaining wall @ kitchen of clubhouse for a cost of $5,600., $3,600. For the boiler @ clubhouse, and Skips for the failed sewage pump.
Budget report show favorable, expenses coming shows cash since 1/1/16 has fallen $11,440.09. Due to cash situation D. Faxon recommended to put hold on projects for balance of year (next 3 months) for items not budgeted.
Owner’s Forum The following were brought up by owners:
Nancy Carter-Menendez – As a dog owner she is concerned that pesticide was applied to the grounds, she questioned if it was fertilizer, D. Covert said it is required by law to have signs that say pesticide, but that it was a fertilizer application.
Sandy Macgregor – requested the Board to clarify in accordance to the September Lark the irrigation in the common area is a “done deal”, J. Goselin advised her that this topic was not going to be discussed at this meeting.
J. Vollinger – Brought up letter he received in relation to removing his awning, he stated that his has been up for 12 years, the awning was on his unit when he moved in, it was grandfathered. J. Vollinger would like to know if he should paint it or remove it. J. Goselin advised that the Board voted to have him remove it along with another units. J. Goselin advised J. Vollinger that nothing needs to be done at this time.
M. Finnegan – Mentioned that there is a new shade by her unit at #44, should she take it down. J. Goselin advised that a letter had been sent to #44 to remove.
Managers’ Report
J. Goselin gave report:
Calendar review month of October – symbols need to be corrected to reflect correct person/vendor responsible. R. Bouchard questioned meeting time listed as 1:00pm, correct to 1:30pm.
Tennis Courts – starting to be closed
Pool – closing scheduled for October 3rd.
Annual Dump Day is October 18th
Correspondence
Termite report – Orkin to be terminated in 2017, it has been 4 years with no termites reported.
M. Cullina complaint in relation to #147, S. Daigle was present at meeting, stated it was only a broom that was outside on deck.
S. Wallace requested Azalea bush pulled and pachysandra removed, D. Covert stated the Azalea will be removed but the Association does not remove ground cover.
D. Hill request to reposition irrigation heads, D. Covert advised this was taken care of in the morning.
R. Bouchard would like 2 plants pulled and have them reused, R. Bouchard to discuss with D. Covert. The Board may contact Darien if plants are to be reused then it has to be approved by the Board.
D. Faxon raised #153 and the amount of time it takes on APM’s part; 41 emails from unit in over a years’ time.
Old Business
Run new pipe for Air Handlers @ Clubhouse: D. Covert reported that there was one leak in pipe, this is reason why it was dug up, cannot be filled right now as it is too hot, will be filled with antifreeze in the fall. R. Bouchard asked about pipe with crack in it, D. Covert stated it was a separation at glue point. J. Goselin mentioned that there is one unit that does not work, each system is approximately $1,500. To $2,000., currently on spring tune up list. One company said it could be a matter of clean up; in budget for spring 2017. J. Trustey asked name of company used in the past, D. Covert advised Degree; J. Goselin said to hold for next meeting, J. Trustey agreed.
New Business
#153 Request for shrubbery – UO responsible for replacement, Association will not do. Board will look at limb over chimney on east side of unit.
#181 & #183 Landscape request – #183 would like to get rid of bushes on east side of unit (holly bush to stay), area to be replanted by Scotts. Request D. Covert to remove 5 bushes. Board asked that letter be sent to UO’s thanking them for the time and consideration put into request. R. Bouchard commented that in 8 years he has seen landscaping plans to modernize the landscape but they have been outdated.J. Goselin mentioned that D. Covert will remove the 5 bushes. R. Bouchard motioned approved of proposal, K. Wanat seconded, all in favor, approved.
#53 Request to replace storm door and window (double hung) – R. Bouchard pointed out that window replacement request is for double hung window, #53 stated that window is 24” wide x 72” height a slider would not work and is not secure. J. Goselin motioned to approve, D. Faxon seconded, all in favor.
#324 Asked about cutting down bittersweet along the west side of perimeters, D. Covert will obtain proposal from Angel for clearing of vines on wood wall.
#129 & #133 Request for stone/slate pathway between units: D. Covert to obtain estimate and advise Board of cost; potentially be done in spring. Tabled.
#146 & #148 Request for sign in parking area – J. Goselin stated that people are complaining of people parking in front of garage making it hard to back out. R. Bouchard suggested to eliminate parking in front of garage; R. Bouchard, E. Litke & D. Covert to look at. Tabled.
Association Truck – D. Covert mentioned that truck was in need of serious repairs; D. Faxon will be holding meeting on capital expenditures, to be discussed at that time.
Adjournment. Meeting was adjourned at 3:06 PM
by Linda S. Schmidt, APM, Acting Secretary