Meadow Hill
Board of Directors Meeting
10/18/2016
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, and APM’S E. Schaefer. Ended 1:33 PM.
Regular session
The same five board members and APM’ E. Schaefer reconvened at 1:40 PM, outside of executive session on the second floor, D. Covert from maintenance was present. J. Goselin advised that when the meeting gets to open session to advise name and Unit #, each UO is allocated three minutes.
Minutes
September 20, 2016 regular meeting minutes were approved unanimously by e-mail.
Maintenance Reports
- Goselin asked if anyone had comments on work orders, none. J. Goselin asked D. Covert status on heat tape, D. Covert reported that there were two units left to be done. J. Goselin asked D. Covert the number of decks to be painted in 2017 – three. E. Schaefer asked D. Covert status on vent stacks, D. Covert reported that red and brown were completed, they were starting on the grey units. D. Covert reported that the handicap ramp and decks are slated to be completed by end 2016.
Committee reports:
Welcome Committee – Linda Fillion
Reported that she welcomed Units 21 & 106 to the community along with her horse Leo.
Amenities Committee – B. Kolwicz
- Kolwicz reported that the potential projects slated for later in the fall/winter was refreshing the paint at the clubhouse, main hallway and meeting room, they are looking into color schemes.
The clubhouse committee is working towards redecorating the bar & kitchen area to update the floors and paint the walls, each project will be presented to the Board.
- Kolwicz reported on status of test site crack at tennis courts – committee would like to test a section to determine how the materials performed to enable them to submit proposals in the spring to the Board. J. Goselin asked if this is what was done previously. Motion was made by K. Wanat, J. Trusty seconded trial, all in favor, approved.
Friends of the River – R. Bouchard
- Bouchard stated that everything that can be done has been done, he suggested that sub committees establish contractual procedure between contractor and Meadow Hill to be performed by supervisor. J. Goselin asked E. Schaefer for one page contract along with w/o to be given to committee chair.
Owner’s Forum The following were brought up by owners:
- Goselin introduced E. Schaefer regarding irrigation vote and reason it was done correctly. E. Schaefer stated that there are inconsistencies in Meadow Hill documents vs CT Statutes, the original document in the declaration Section 18.5 Budget adoption and ratifications; unless at the meeting a majority of unit owners are present, according to Ct Statute “If at that meeting or in the vote by ballot, a majority of all unit owners or any larger number specified in the declaration votes to reject the proposed budget, the proposed budget shall be rejected. If, at that meeting or in the vote by ballot, a majority of all unit owners or any larger number specified in the declaration does not vote to reject the proposed budget, the proposed budget shall be approved. The absence of a quorum at such meeting or participating in the vote by ballot shall not affect rejection or approval of the proposed budget.” E. Schaefer mentioned that if an expenditure exceeds 15% of the budget the CT Statute would take precedence over Meadow Hill documents. E. Schaefer will request attorney to do an overlay to execute modifications to the Associations documents.
- Finnegan asked for clarification; is this not a “normal if 100 people attended the meeting & 75 voted no it would be the determinant”, E. Schaefer stated it is not the majority of units @ meeting but all of the units. E. Schaefer advised that in the approval process Meadow Hill declaration states it need 51%, anything over $5,000. needs to be brought to a vote.
- Dimarco stated that the Board can override every proxy vote, E. Schaefer stated that if you got enough proxies you can vote down the proposal.
- Fillion asked a question; since grounds committee is disbanded how does Friends of the River connect with the Board. R. Bouchard stated that each fiscal year each committee has an allocated line item budget which is approved by the community at the annual budget meeting. Friends of the River operates as a subcommittee and submits a budget to the Board, all members are Unit Owners.
Financial Report
- Schaefer reported that the budget report for 9 months ending 9/30, looking at YTD actual budget as rounding effect, it is above projected budget by $4,500. The sewer bill is paid once a year at approximately $22,000, utilities are close to budget, administrative is close/under budget, grounds/landscaping are the biggest issue (West Side is no longer at MH, currently have E. A. Quinn), line item will be over budget. Building maintenance will go slightly over with work on decks and clubhouse. Employees are in line and reserves are at 10%. There is a <$5,000> operating deficit. R. Bouchard asked if Meadow Hill was in line for reserves, budget $42,000, siding loan $14,000. for a total of $56,000 going into reserves, currently have approximately $330,000 in reserves. J. Souley asked how much is allocated to Lark, E. Schaefer said moth of September Meadow Hill spent $490.00 on administrative.
Old Business
- Goselin tabled new pipe air handlers.
Ditch will be done as soon as N. E. Electric comes to do the work.
#153 request for removal of limb over chimney – D. Covert to trim after leaves fall.
#324 – Request for vines removed on fence – vines have already been removed.
#129 & #133 request for path between units – D. Covert to obtain proposal.
#146 7 #148 – Request for handicap sign in parking area – K. Wanat proposed sign, R. Bouchard seconded, J. Goselin asked if all in favor, approved.
New Business
Truck – tabled
#163 Request to install new front door – E. Litke motioned, K. Wanat seconded, all in favor, approved.
#147 Request for permission to install privacy fence – K. Wanat motioned, R. Bouchard seconded, all in favor, approved.
Calendar
- Goselin mentioned calendar, semi-annual shrub prune will not get done this year, and edging has been done. Annual Budget Meeting to be held on 12/13/16.
Correspondence
- Schanzer requested permission for 2 dogs, J. Goselin would like letter to be sent to #44 advising limit of 2 pets. E. Schaefer recommended to modify rules to 2 domestic animals that have to go outside. R. Bouchard motioned approving as an exception, J. Trusty and K. Wanat seconded, Board approved.
Parking lots – tabled.
Adjournment. Meeting was adjourned at 3:00 PM
by Linda S. Schmidt, APM, Acting Secretary