Board Meeting January 2017

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Meadow Hill
Board of Directors Meeting
January 17, 2017

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, D. Faxon, K. Wanat, R. Bouchard, E. Litke, and APM’S E. Schaefer. Ended 1:30 PM.

Regular session

The same five board members and APM’S E. Schaefer reconvened at 1:35 PM, outside of executive session on the second floor.  J. Goselin advised that when the meeting gets to open session to advise name and Unit #, each UO is allocated three minutes.

Minutes

December 20, 2016 regular meeting minutes were approved unanimously by e-mail.

Capitol Project

  1. Goselin gave an overview of capital projects. Vent stacks – only one to be done and requires a lift, no change. Deck replacements are completed for this year.  Handicap ramp will be started in the spring along with some deck replacements.

Work orders – there are only three open work orders, three completed.

Maintenance Reports

Committee reports:

Welcome Committee – Linda Fillion

Reported that she welcomed #61 to the community.  J. Goselin mentioned that #50 should be closing soon.

Owner’s Forum: The following were brought up by owners:

  1. Rosenthal – made an observation on issues with the tennis courts, they are in bad shape. He suggested to possibly covert one court for a pet friendly area, D. Faxon reported that there is an executive committee after the meeting, due to poor condition of the court it is under discussion of turning the second court to have barbecues, top soil & seed, etc. H. Rosenthal stated it would be an enticement for perspective purchasers. D. Faxon stated that if Meadow Hill invested in top soil & seeding they would not want it stained with animal waste and a dog run should be considered.  J. Goselin gave an overview of the amenities committee that would organize and report monthly.  E. Schaefer advised H. Rosenthal of the dog park in Glastonbury.
  2. Carter-Menendez – She agrees that Meadow Hill need enclosed dog area. J. Goselin mentioned that the tennis courts are open in the winter time, N. Carter-Menendez without a fence it is not suitable. H. Rosenthal said opening up the tennis courts is not suitable for dog’s pads in the winter.  She also stated that one of her steps is in bad shape, E. Schaefer informed her that this is a Unit Owner responsibility.
  3. Finnegan – asked if she can have mullions on her slider door to patio, J. Goselin said to submit request to Board to be reviewed at next Board Meeting.
  4. Germani – suggested to create dog run at the end of paddock.
  5. Soule – suggested invisible fencing at the end of the paddock. J. Goselin state the horse is in the lower paddock and does his business there, the horse owner is not responsible to clean this portion of the paddock. J. Goselin stated that the committee would do their job.
  6. Collins – Requested change of door color was for front door, #18 has white slider and white mullions, D. Faxon has brown mullions on slider. J. Goselin said there was problem with this unit, it was leaking down to the lower unit and the sunroom was taken out.  Board was not aware of the white slider.
  7. Finnegan – asked for clarification on exterior color of replacement slider. K. Wanat said it has to be brown.

 

  1. Pensak – mentioned she has a leak in sun porch in roof sun light and front door needs painting.
  2. Rosenthal – stated that he can feel the wind coming through his front door, he was advised that the weather stripping is his responsibility.
  3. Fillion – stated that there were 12 new residents in 2015 and 13 in 2016.
  4. Vollinger – he brought his sun shade for color approval, the shade is a light brown. D. Faxon said the color does not meet approval, suggested Walmart has dark brown shades. J. Vollinger’s son asked why it is so complicated, he walked the property and has seen similar shades that were not uniform inside the units.  K. Wanat said the exterior doors/sliders need to be brown for uniformity.  M. Finnegan said the awnings are a true brown to provide guidance to the Vollinger’s.  J. Goselin said at March Meeting the Board will be talking about drapes, blinds, etc.  J. Vollinger said the old blinds were acceptable for 12 years.

Financial Report

  1. Faxon expressed concern of cash crunch, page 7 of operating account, prior months was $40,000 down to $10,000, September transferred $15,000 out of reserves to cover. There is a variance of $18,000 to $19,000 behind in contributions to reserve account <$7,000> down in contributions to reserves, this is related to landscaping, hvac, etc.

YTD <$10,502> off plan which has been modified somewhat.  $12,320 received from insurance for Unit #147 which will be applied to December and not to be carried forward.  Reserves are at $313,000 liquid, $43,000 non-liquid (loan payment due) for a total of $356,901.

Bank balance payables $247,000 amortized down to $210,000 by auditor.  R. Bouchard asked what the reserves were for 1/1/2016 and what has the contribution been for 2016?  In 2016 the contributions were $31,405, should be $38,000, projected for 2017 is $42,000 plan, it is important to maintain contribution to savings.

Managers’ Report

Schaefer mentioned annual Budget meeting to be held second Tuesday of December 2017.

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.

Calendar

  1. Goselin said nothing was out of place.

Correspondence

  1. Prochniewicz – requested for slider and one window. Heritage glass to do the work, K. Wanat motioned, D. Faxon seconded, all approved.

New Business

Collection Policy Rule:  E. Schaefer gave overview of CT Statue, Board to ratify and approve mailing sent to the community.  D. Faxon approved, R. Bouchard seconded as per notification sent 12/28/16, all in favor, Approved.

Unit 85 – Passed by e-mail railing outside front door.

#175 – J. Goselin mentioned to R. Bouchard that when the landscape chair is in place to have the tree on east side of unit looked at, UO would like this removed – Tabled.

Unit 105 request for mailbox to be moved and requested new front door in white, E. Litke motioned, K. Wanat seconded, All in favor, Approved.

 

#81 Handrail request – the sidewalk will not be shoveled in the winter, K. Wanat said it is private walkway not Meadow Hill.  L. Fillion said nine unit owners use the walkway, K. Wanat stated it is not a condo approved walkway, perhaps the walkway should be taken out and should be legally reviewed for responsibility.  J. Goselin said to table till spring.

#106 – E. Schaefer said request received for vent fan in shower for standard 4” duct for 4 ¼” hole in wall, install exhaust fan to be vented outside, need Hold Harmless.  D. Faxon moved to approved, K. Wanat seconded, all in favor Approved.

  1. Fillion mentioned sensor light does not work on R. King’s unit, R. King is alright with having the light moved. J. Goselin said Meadow Hill would have lift in spring and he would talk to D. Covert.

Old Business

#129 & #133 Tabled.

Adjournment.  Meeting was adjourned at 2:49

Meadow Hill

Board of Directors Meeting

January 17, 2017

 

 

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, D. Faxon, K. Wanat, R. Bouchard, E. Litke, and APM’S E. Schaefer. Ended 1:30 PM.

Regular session

The same five board members and APM’S E. Schaefer reconvened at 1:35 PM, outside of executive session on the second floor.  J. Goselin advised that when the meeting gets to open session to advise name and Unit #, each UO is allocated three minutes.

Minutes

December 20, 2016 regular meeting minutes were approved unanimously by e-mail.

Capitol Project

  1. Goselin gave an overview of capital projects. Vent stacks – only one to be done and requires a lift, no change. Deck replacements are completed for this year.  Handicap ramp will be started in the spring along with some deck replacements.

Work orders – there are only three open work orders, three completed.

Maintenance Reports

Committee reports:

Welcome Committee – Linda Fillion

Reported that she welcomed #61 to the community.  J. Goselin mentioned that #50 should be closing soon.

Owner’s Forum: The following were brought up by owners:

  1. Rosenthal – made an observation on issues with the tennis courts, they are in bad shape. He suggested to possibly covert one court for a pet friendly area, D. Faxon reported that there is an executive committee after the meeting, due to poor condition of the court it is under discussion of turning the second court to have barbecues, top soil & seed, etc. H. Rosenthal stated it would be an enticement for perspective purchasers. D. Faxon stated that if Meadow Hill invested in top soil & seeding they would not want it stained with animal waste and a dog run should be considered.  J. Goselin gave an overview of the amenities committee that would organize and report monthly.  E. Schaefer advised H. Rosenthal of the dog park in Glastonbury.
  2. Carter-Menendez – She agrees that Meadow Hill need enclosed dog area. J. Goselin mentioned that the tennis courts are open in the winter time, N. Carter-Menendez without a fence it is not suitable. H. Rosenthal said opening up the tennis courts is not suitable for dog’s pads in the winter.  She also stated that one of her steps is in bad shape, E. Schaefer informed her that this is a Unit Owner responsibility.
  3. Finnegan – asked if she can have mullions on her slider door to patio, J. Goselin said to submit request to Board to be reviewed at next Board Meeting.
  4. Germani – suggested to create dog run at the end of paddock.
  5. Soule – suggested invisible fencing at the end of the paddock. J. Goselin state the horse is in the lower paddock and does his business there, the horse owner is not responsible to clean this portion of the paddock. J. Goselin stated that the committee would do their job.
  6. Collins – Requested change of door color was for front door, #18 has white slider and white mullions, D. Faxon has brown mullions on slider. J. Goselin said there was problem with this unit, it was leaking down to the lower unit and the sunroom was taken out.  Board was not aware of the white slider.
  7. Finnegan – asked for clarification on exterior color of replacement slider. K. Wanat said it has to be brown.

 

  1. Pensak – mentioned she has a leak in sun porch in roof sun light and front door needs painting.
  2. Rosenthal – stated that he can feel the wind coming through his front door, he was advised that the weather stripping is his responsibility.
  3. Fillion – stated that there were 12 new residents in 2015 and 13 in 2016.
  4. Vollinger – he brought his sun shade for color approval, the shade is a light brown. D. Faxon said the color does not meet approval, suggested Walmart has dark brown shades. J. Vollinger’s son asked why it is so complicated, he walked the property and has seen similar shades that were not uniform inside the units.  K. Wanat said the exterior doors/sliders need to be brown for uniformity.  M. Finnegan said the awnings are a true brown to provide guidance to the Vollinger’s.  J. Goselin said at March Meeting the Board will be talking about drapes, blinds, etc.  J. Vollinger said the old blinds were acceptable for 12 years.

 

Financial Report

  1. Faxon expressed concern of cash crunch, page 7 of operating account, prior months was $40,000 down to $10,000, September transferred $15,000 out of reserves to cover. There is a variance of $18,000 to $19,000 behind in contributions to reserve account <$7,000> down in contributions to reserves, this is related to landscaping, hvac, etc.

YTD <$10,502> off plan which has been modified somewhat.  $12,320 received from insurance for Unit #147 which will be applied to December and not to be carried forward.  Reserves are at $313,000 liquid, $43,000 non-liquid (loan payment due) for a total of $356,901.

Bank balance payables $247,000 amortized down to $210,000 by auditor.  R. Bouchard asked what the reserves were for 1/1/2016 and what has the contribution been for 2016?  In 2016 the contributions were $31,405, should be $38,000, projected for 2017 is $42,000 plan, it is important to maintain contribution to savings.

Managers’ Report

  1. 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.

Calendar

  1. Goselin said nothing was out of place.

Correspondence

  1. Prochniewicz – requested for slider and one window. Heritage glass to do the work, K. Wanat motioned, D. Faxon seconded, all approved.

New Business

Collection Policy Rule:  E. Schaefer gave overview of CT Statue, Board to ratify and approve mailing sent to the community.  D. Faxon approved, R. Bouchard seconded as per notification sent 12/28/16, all in favor, Approved.

Unit 85 – Passed by e-mail railing outside front door.

#175 – J. Goselin mentioned to R. Bouchard that when the landscape chair is in place to have the tree on east side of unit looked at, UO would like this removed – Tabled.

Unit 105 request for mailbox to be moved and requested new front door in white, E. Litke motioned, K. Wanat seconded, All in favor, Approved.

 

#81 Handrail request – the sidewalk will not be shoveled in the winter, K. Wanat said it is private walkway not Meadow Hill.  L. Fillion said nine unit owners use the walkway, K. Wanat stated it is not a condo approved walkway, perhaps the walkway should be taken out and should be legally reviewed for responsibility.  J. Goselin said to table till spring.

#106 – E. Schaefer said request received for vent fan in shower for standard 4” duct for 4 ¼” hole in wall, install exhaust fan to be vented outside, need Hold Harmless.  D. Faxon moved to approved, K. Wanat seconded, all in favor Approved.

  1. Fillion mentioned sensor light does not work on R. King’s unit, R. King is alright with having the light moved. J. Goselin said Meadow Hill would have lift in spring and he would talk to D. Covert.

Old Business

#129 & #133 Tabled.

Adjournment.  Meeting was adjourned at 2:49pm

by Linda S. Schmidt, APM, Acting Secretary