Meadow Hill
Board of Directors Meeting
12/20/2016
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, D. Faxon, K. Wanat, R. Bouchard, E. Litke, and APM’S E. Schaefer. Ended 1:30 PM.
Regular session
The same six board members and APM’ E. Schaefer reconvened at 1:33 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
December 15, 2016 regular meeting minutes were approved unanimously by e-mail.
Capitol Project
- Goselin gave an overview of capital projects. Vent stacks have been completed as per E. Schaefer except units where lifts are required. Deck replacements are completed for this year. Handicap ramp will be done in the spring along with some deck replacements.
Maintenance Reports
- Goselin mentioned that the work orders were not up to date as D. Covert was away last week. #21 smoke stack is rusting, E. Schaefer said some are rusted but need a lift, can be don off a ladder, will be finished in 2017.
Committee reports:
Welcome Committee – Linda Fillion
Reported that she welcomed #84 to the community, she had two dogs.
Amenities Committee – B. Kolwicz
- Kolwicz gave an update on the treadmill, the electric components are in need of repair, they were sent out and will be back after the first of the year. B. Kolwicz proposed updating the bar area as per the sketch he submitted; 2” tiles in earth tones with two vertical mirrors, two drop lights from existing fixtures, bar to stay as is, plus 3 pub tables with chairs at an estimate cost of under $1,000. D. Faxon said they will spend $1,000. Against allocated $5,000 for 2017. Proposed freshen up Hollister House living room and dining room with paint, paint trim white from current mustard, have curtains cleaned and/or replaced for an estimate cost of $700. E. Schaefer expanded and stated that Hollister House bathroom on main level is not in compliance for any handicap persons, plan is to make the bathroom handicap accessible with one stall, one vanity, handicap handrail. J. Goselin said to start to remove walls around the stalls, R. Bouchard mentioned that the doors need to be made wider.
Owner’s Forum The following were brought up by owners:
#21 R. Simmons asked if Hollister House was open to everyone, J. Goselin said it is useable and can be rented as a resident. R. Simmons stated that he has an issue with his chimney opening – APM to quote price, to be done in spring. He has no kick plate under his doors just aluminum, E. Schaefer to meet with D. Covert. He also has a rotten step on deck, E. Schaefer stated there is a replacement schedule, D. Covert to look at, currently not on 2016 list. D. Faxon asked if this was step only, it also involves deck board.
Financial Report
Reserves are running $313,581 liquid, $356,901 total to include balance of loans. Paving loan balance is $241,000 which should be down to $210,000 by year end. YTD actual is running <$10,000> which is excess of revenue over 5 months. Received $12,000 from Cullina’s from insurance, $13,382 is credit and will become -0-. Provision for replacement has to do with cash flow. Transferred $15,000 in $15,000 in September from reserves to operating account. Deficit close to <$29,000> by year end due to higher landscaping costs and HVAC costs at clubhouse. E. Schaefer to work on financials and review with D. Faxon. W. Schaefer to adjust payables to reflect payout to West Side.
Managers’ Report
- Schaefer mentioned annual Budget meeting tonight, presentation to be made and voted on.
Calendar – December: Board meeting, Annual Meeting, insurance to renew in January, J. Goselin to review field people Thursday December 29th, engagement letter signed with auditor.
Correspondence
- Goselin asked about pathway between units 129 & 133, J. Trustey looked at pavers at Home Depot $2.07/pc – $240., J. Trustey and Board said that D. Covert would do the work, J. Trustey suggested that Board continue to look at this, Kaplans are leaving and he thinks job can be done cheaper. R. Bouchard said stair are necessary at end of path is wall, steps are needed and stated that both accesses are used. J. Goselin tabled topic till next Board meeting, all in favor.
#21 asked for clarification on D. Covert and Mike’s role, E. Schaefer advised that D. Covert and Mike are salaried.
Old Business
#139 railing – J. Trustey spoke to daughter two weeks ago, mother lives in unit and is unsteady, would like railing installed from read door to road and is willing to pay and conform to Meadow Hill requirements; need clarification on railing type. J. Goselin said the majority of railings in the community are black circular, D. Covert has name of contractor. Send approval letter for black cast iron railing at unit owner’s expense. J. Trustey motioned, R. Bouchard seconded, all in favor, approved.
Adjournment. Meeting was adjourned at 3:00 PM
by Linda S. Schmidt, APM, Acting Secretary