Meadow Hill
Board of Directors Meeting
11/15/2016
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 1:40 PM.
Regular session
The same five board members and APM’ E. Schaefer reconvened at 1:43 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
October 18, 2016 regular meeting minutes were approved unanimously by e-mail. J. Goselin mentioned a correction, the Annual Budget Meeting will be held December 20th not December 13th and the refreshing of the paint is at Hollister House, not the Clubhouse.
Maintenance Reports
Schaefer advised that the Unit Owners will be receiving a note from the Board in relation to the truck purchase, will be in relation to why new truck was needed; snow removal, cost of maintenance, etc. The cost was fundable, 2016 purchased not 2017. D. Covert provided status update on smoke stacks; completed brown and gray, red needs to be painted, 12 buildings cannot get to due to height of which 5 are in the brown section, 17 in total. E. Schaefer asked D. Covert when he went into the attics and was advised that unit owners are contacted and advised of corrections or filters needed. E. Litke asked D. Covert how he was going to address the 17 units safely – D. Covert to research with contractors in the spring, E. Schaefer will obtain bids from painting contractors. D. Covert stated that the handicap ramp is staying as is with finished decking, will be ready for Christmas party. D. Covert to furnish list to EWS of Units that are vacant so APM can send letters. D. Covert advised that 70% of gutters were done, two heat tapes left and P. Rosa will schedule this week.
- Covert mentioned that the tires on the golf cart need replacement and suggested the cart get looked at for a cost of $58.00 to determine what is wrong with the suspension. $100.00 is the cost of new tires, possibly $300.00 to $400.00. R. Bouchard asked the cost of a new golf cart D. Covert said $4200 to $4500 for a used one or up to $5000. E. Litke motioned to approve Darien having cart checked, D. Faxon seconded, all in favor, approved by Board.
Committee reports:
Welcome Committee – Linda Fillion
Reported that she welcomed Unit 15 to the community.
Friends of the River – R. Bouchard
- Goselin cleared and tested small area of wetland grasses. Committee is establishing a watering system on the upper slope north end that was repurposed and transplanted on the slope. Met with Tom Marko from Town of Glastonbury and asked what to do to open the area by the river, Tom made recommendations and action was taken.
Amenities Committee – B. Kolwicz
- Kolwicz reported that committee members looked at the stable area, found a lot of items stored there and would like items sorted through to open areas up for storage. B. Kolwicz asked the Board to consider area reorganization, discard old doors, stack of windows and other items for more efficient storage. Could store siding, perhaps build racks, etc. E. Litke stated that it would be a good winter project for D. Covert and Mike, R. Bouchard agreed. R. Bouchard asked if siding was old or new, D. Covert advised that it was new due to siding project where C. Luby worked out a deal. Board agreed for winter project or rain day. D. Covert suggested to have notice in the Lark next issue for residents to identify kayaks and canoes. Board recommended that center walkway of stable remain clear.
Treadmill at clubhouse is not operating, D. Covert got estimates $225. for service call. J. Soule offered hers for sale, D. Covert and B. Kolwicz to look at. R. Bouchard stated that Meadow Hill needs commercial grade.
- Kolwicz to put light switch and motion detectors @ pool room and outside men’s sauna. J. Goselin approved work order for Darien to do.
- Kolwicz found mirror that would work behind bar. Work order to have D. Covert and Mike hang.
Finance Committee
- Faxon reported that the committee completed the budget with Meadow Hill Committee on the operating budget for 2017, will be mailed out to community first week of December.
Owner’s Forum The following were brought up by owners:
- Carter-Menendez mentioned that the person who delivers the Hartford Current has a pit bull that tried to attack Nancy. J. Palatine also noticed the dog and sent an e-mail to the Hartford Courant service line. A suggestion was made to call the dog warden, E. Schaefer suggested that this was a police matter. He said the dog should not be here as it does not belong on the property. K. Collins suggested that a call be made to Lynn Burden whose paper route it is to request that her son stop bringing the dog to the property. M. Shea said she know Lynn Burden, Monica to call Lynn and tell her that the police and dog warden will be informed. J. Goselin confirmed to have M. Shea make the call today.
- Collins stated that she is worried about the inconsistency of Board rulings; bamboo blinds on a brown building, brown door too light in color, 6’ lawn ornaments in bushes, she is concerned about the looks of Meadow Hill. She said that most condos have definite rules and Meadow Hill should rewrite the rules. She asked if someone is out of compliance it should be up to the Board to send out letters.
- Frederickson asked if Meadow Hill could make unit #’s visible from the street, cannot read them. D. Covert stated that they were cleaned two years ago, tarnished again. J. Goselin tabled topic.
Floor closed at 2:40 p.m.
Financial Report
- Faxon reported that as of 10/31/16 balance sheet add up short term investment of $313,585 in liquid reserves which dropped as we had to transfer $15,000 to cover operating expenses. Total reserves of $356,901. Loan payables owed $247,000 to Windsor Federal for paving, amount adjusted annually and should be down to $200,000 by end of year, loan term is 7 years. R. Bouchard asked if balloon payment could be paid (pre-pay), E. Schaefer said band would have to be notified anytime you wish capitol expense, $212,140 will not change due to the sidewalks.
Budget Report – YTD variance Meadow Hill is $27,700 worse than planned thru October due to problem with West Side, E. A. Quinn and Better Green. Utilities – $22,000 in sewer fees due each year. Administrative budget is even, Landscaping is <$22,500> over the budget, Building maintenance is even, Payroll $2,000 better than plan. Reserve – Latest transfer to reserves of $3,500 not recorded, $23,500 worse than plan. E. Schaefer mentioned the truck purchase on 10/31 incurred loan of $44,797.68 @ 0% interest, less $5,000 for sale of truck.
Old Business
- Covert confirmed ditch will be filled in @ #129 & #133 path – Better Stones E. Hartford. Cost of granite 2’ x 60’ length $720 + tax and materials and does not include stone dust, process, topsoil and seed, materials $1,100 to $1,200 + labor. Blue stone $840 + tax. J. Goselin asked D. Faxon what to do, should this be put in budget for 2017, D. Faxon stated that capital improvements had been budgeted for 2017. R. Bouchard suggested using process + stone dust, K. Wanat objected. J. Goselin motioned for Board to look at and find other options. Tables till other options are presented.
New Business
#139 Request for railing along walkway – need more information, who pays for railing? J. Trustey to reach out to UO for clarification.
#167 Solar Panel inquiry – inconsistent, potential problems. J. Trustey proposed rejecting use of solar panels on individual units, D. Faxon seconded. R. Bouchard mentioned about potential cost of rising electricity and potential use of panels on HOA buildings.
#179 request to install ductless heat pump – E. Litke explained what ductless heat pump is, it would be tucked up behind the A/C units with a piece of material going up the side of porch which would be painted red to match siding. D. Covert mentioned that #179 would be responsible to clear the area of snow and ice. To be installed thru wall, hold harmless necessary. K. Wanat motioned to approved, seconded by D. Faxon, All in Favor, Approved.
#175 request for window installation on south end of unit – Windows would be one fixed and 2 awning windows. R. Bouchard mentioned looking forward someone might request same type of window. If window increases value of Meadow Hill, OK, but K. Collins mentioned inconsistencies. J. Goselin mentioned that windows in units are old and could have 129 different types of windows in Meadow Hill. E. Schaefer asked for clarification of installing windows where there are no windows; is it a load bearing wall? He requested more information and might need modification to PID, submit plans to town for permit. E. Schaefer suggested approved subject to Board receiving building permit and to send a copy to APM. Will need siding as it is not standard, D. Covert said he needs correct coil color not siding. J. Goselin motioned for approval, E. Litke seconded, all in favor, Approved.
#10 request for reimbursement for part of deck rebuild – UO has deck that was pre-existing, Meadow Hill cost $180 for materials, UO enlarged. K. Wanat motioned, E. Litke seconded as it was scheduled to be done. Board approved.
Correspondence
#105 Bird poop on deck – D. Covert suggested that if it does not grow it does not go. K Wanat stated that the shrub was not in good condition. J. Goselin tabled.
Adjournment. Meeting was adjourned at 3:30 PM by Linda S. Schmidt, APM, Acting Secretary