Board Minutes May 2017

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Meadow Hill
Board of Directors Meeting
May 16, 2017

Executive session

The monthly meeting was convened in executive session at 12:30 PM downstairs at the Clubhouse. 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 1:30 PM.

Regular session

The same five board members and APM’S E. Schaefer reconvened at 1:37 PM, outside of executive session on the second floor.  E. Schaefer opened the meeting introducing J. Goselin who stated that he is resigning from the Board of Directors effective at end of meeting, he thanked the community.

  1. Schaefer advised that a Unit Owners Annual Meeting was being held in June with two vacancies, a package will be sent to Unit Owners. E. Schaefer complimented D. Faxon and stated the two Board vacancies will be filled by the Board. There will be two vacancies on the Board.

Minutes

April 18, 2017 regular meeting minutes were approved unanimously by e-mail.

Clubhouse:  E. Schaefer updated Unit Owners about what was being done at the clubhouse as per the Fire Marshals requirement.  A second egress is being installed to allow two entrances and exits, all approved by the Town of Glastonbury for fire safety for the clubhouse.

Maintenance Reports:

Capital Projects:  D. Covert reported that he painted the interior and rear of clubhouse, the barn was reorganized, currently working on clubhouse deck and ramp, new filters were installed at the pool, coping is going / sinking at pool, A.B. Mason has reviewed (trip hazard with coping) and will submit a bid proposal for coping and decking.  Hairline cracks on decking, suggested to fill in holes and use for the season and re-evaluate it in the fall.  E. Schaefer mentioned that Soap Factory is in process with similar problem, suggested to Board to look at.

  1. Litke mentioned about poor appearance of pool decking and asked what caused this, D. Covert said it is because of acid rain that sets causing the paint to blister. E. Litke asked D. Covert to check to see if there is a better paint to use, D. Covert said it might be better to wait until fall. He mentioned that the mason recommended using pavers instead of concrete.  J. Goselin asked if this would cause a problem with the pool inspection.
  2. Goselin reported that there were 36 work orders, 20 completed and 16 open.
  3. Schaefer asked when summer help starts, D. Covert said two weeks ago.

Committee reports:

Welcome Committee – Linda Fillion

  1. Fillion reported that she welcomed three people to Meadow Hill.

Friends of the River – R. Bouchard

  1. Bouchard stated that wood chips were added to the bank, Central CT Lawn Service sprayed for invasive plants.

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

  1. Trustey mentioned that there are two nominations and the Board will fill these two. On June 13, 2017 three people will be running, two will be elected. K. Collins mentioned that the Board and candidates seem to be all from a select section of the community.  L. Fillion mentioned that a lot of people are still working and are not tuned into joining activities, Meadow Hill is Meadow Hill.
  2. Litke stated that one color should have been selected to create one community, was five, now one, the intention was good.
  3. Bouchard said change in philosophical approach with the Board, will go into the Lark to put names in and would like ten people want to participate. J. Goselin said he always took the time to give overview of new Board member. J. Trustey said that this year we have five people running for the Board; 1 women, 4 men.
  4. D’Auria noticed two new benches at the bank, look very nice, what is cost?
  5. Collins mentioned meetings minutes use to be included in the Lark, it is missed. J. Soule said it has nothing to do with money but trying to have the minutes available when the Lark comes out. J. Goselin said it was a problem with coordinating the Lark and time of minutes.  E. Schaefer said that L. Schmidt has other responsibilities and that APM does the minutes at no charge and as a service to Meadow Hill.
  6. Rosenthal asked about status of the dog run, E. Schaefer said it will be the decision of the new Board. J. Marcin asked if the dog run would be something the residents would vote on, E. Schaefer said when it comes to cost the Unit Owners vote when it is 15% of the annual budget.

Financial Report

  1. Schaefer – Budget: Fiscal year is calendar year – March, on / below budget items, only item was purchase of ice melt, Association is on budget or below.

100% of reserves is funded, $36,000 operating surplus for 3 months.

Cash – $ 45,000 in operating
$321,000 in reserves
$366,000 in total

Association is current on all bills.

  1. Trustey mentioned fixed assets two items; #1 represents purchase of truck for $49,000 plus cost for accident. He will look at insurance check to see if it was applied to the cost of the truck.
  2. Faxon said it is a concern not to be able to fund reserves for three months, E. Schaefer will check with bookkeeper in relation to funding of reserves. E. Schaefer mentioned that new spreader was purchased, it is being capitalized. J. Goselin stated that five years ago it was recommended that a figure be set for reserves that the Association not go below $186,000, if not approved it goes away.  K. Wanat motioned, J. Goselin seconded, All Approved.

Managers’ Report: E. Schaefer

New landscaper, D. Covert is very pleased with them.  Moving to open pool, annual meeting, and trim time is June.  Garden has not been rototilled, to be done after Memorial Day weekend.

  1. Goselin said D. Covert did a run on the clubhouse air conditioning. R. Bouchard mentioned the mulching of the beds, none to be purchased but rejuvenated. No stated policy for color, quality, etc., if unit owners wanted to get mulch on their own it should be dyed dark brown.

Correspondence

New termite company Brahman have been out to check on #27 and found no termites.  D. Faxon asked the cost per unit, $380.00 per building for a total of seven buildings.

Old Business

#129 & #133 J. Trustey said they are waiting on cheaper options was tabled at last meeting.  He recommended that the discussion be continued, D. Covert to get cost for seasonal use, closed for winter.  R. Bouchard suggested to cost up pavers and asphalt.  E. Schaefer asked if the intent of the Board was to have D. Covert to do this work as he has no time in view of the work list; D. Covert to get proposals from Highlight & A.D. Masons.

Ratification of Stable Rules – Notice and Comment period, Board has approved the new rules, they will be sent with the notice of the annual election meeting.

Glastonbury Fire Marshal – E. Schaefer mentioned that extension has been requested, under control.

175 Request for Ramp Installation – Unit Owner wants it widened and even as it goes into her unit.  Unit Owner agreed to price and installation will be at her expense.  Proposal from New England Blacktop to make modification to ramp at cost of $2,200.  D. Covert has no issues.  All in favor Approved.

122 – Done

115 – Front Door & Storm Door replacement:  R. Bouchard motioned to approve storm door on page 49 and front door, Anderson 36, 83,000 series, both in color brown, All Approved.

183 – R. Bouchard said Friends of the River authorized purchase seven PJM rhododendrons to be installed in front of drain, D. Covert working with Highlight and Watson for wood chips.  Finish wood chips first then plant plants, will be resolved in one week.

Designated dog area – Tabled

  1. Trustey recommended not to proceed with dog run right now, do we need a dog run at Meadow Hill when a town one exists, plus residents will have to deal with dogs barking, it will impact the neighbors. He asked if it is needed and the effect it will have on neighbors. D. Faxon said it could be an effectual amenity which could increase property values.  Big dogs at certain times and small dogs at other times.  Is area big enough, area is remote – additional thoughts.  E. Schaefer said Board discussion, can the Board take questions specifically addressing the dog amenity.  E. Litke said they have had five dogs, a lot of community interest, dog problem can occur self-liability, wants to get opinion of neighbors in area – J. Trustey 2nd.  J. Goselin mentioned in grounds supply magazine dog stations, a lot of unit owners do not carry bags, people can step in poop. He suggested that new Board review dog stations.

175 J. Palatine has a golden and picks up after her dog, does not see need for dog run. Asked the number of dogs in the community.

Motion to table, E. Litke motioned, K. Wanat seconded, all in favor, Approved to Table.

K Wanat stated that she will miss J. Goselin and D. Faxon, she has a lot of respect for them.

New Business

June Board Elections Annual Meeting – Nothing to be voted on.

Extend fence on west slister way N – R. Bouchard would like this considered; history: NW corner of property used as deposit for unwanted material, D. Covert has moved to south not to violate wetlands.  Two years ago five to six sections was installed, request is to extend living fence with five to six arborvitaes along the living fence line.  Survival of plants would be subject to watering.  R. Bouchard motioned to have living fence installed, seconded by D. Faxon, All in favor to install, Approved.

Long rang pruning plan – Tabled

#324 Request for replacement door sliders on porch – J. Goselin mentioned siding, D. Covert said they could have red siding.  E. Litke motioned to accept request at unit owners expense, seconded by R. Bouchard, All in favor, Approved.

#129 Request to install external exhaust fan – either by mushroom cap, contractor Will McNair.  E. Schaefer said it will require J channel and flashing, preference would be on side wall, he is OK with request.  J. Goselin motioned to approve vent for kitchen, D. Faxon seconded, all in favor, Approved.

#50 Request for replacement front door and sliders – J. Goselin motioned to approve with white door and brown slider, R. Bouchard seconded, all in favor, Approved.

#15 Request for modifications at stable – Tabled

  1. Litke commented that the horse people should organize committee, R. Bouchard said to send new rules out. R. Bouchard said to table. When request is made to Board they should get approval from other horse owner.
  2. Bouchard mentioned that last fall three Board members went to seminar, Rick Filloramo made a suggestion that a long range study be made to include trees. This would serves as a guide for long term plan for trees, D. Faxon suggested to be put in 2018 budget. E. Litke suggested to have updated reserve study, E. Schaefer said that D. Faxon has done this.

Adjournment.  Meeting was adjourned

By Linda S. Schmidt, APM, Acting Secretary