Meadow Hill
Executive Board Meeting
August 15, 2017
Executive Session
The Executive Session was convened at 12:31pm by President Ed Litke at the Clubhouse, 1st Fl. A quorum was present with the following in attendance: Directors: C. Abbott, L .Abbott, N. Gordon, E. Litke, L. Weeks and APM’s E. Schaefer. Absent C. Wanat
The Executive Session was adjourned at 1:27pm
Open Session
The Open Session was convened at 1:31pm with the same present at the Clubhouse 2nd Fl.
President’s Remarks
President Litke complemented Eric Schaefer and Darien Covert for their work with the Glastonbury Fire Marshall in addressing issues with the Clubhouse.
Capital Projects and Work Orders
Reviewed by E. Schaefer and Superintendent Darien Covert
- D. Covert presented wood and steel designs for Kayak/Canoe rack. Estimated $500 materials for wood for 12 Kayaks, about double that for steel.
- D. Covert suggested $250 for Hardy Board for side of Maintenance Shed. Approved without objections, within Manager’s authority.
- D. Covert suggested Clubhouse Rental Agreement should include removal of trash from Clubhouse.
- Highlight estimate of $2,200 for each clearing of bank behind #324-$334.
Committee Reports
Communications Committee
- L. Fillion welcomed residents of two units since the last meeting.
Owners’ Forum
#171 R. Bouchard raised issue of how many Kayaks can be held in barn. Response after discussion: How many can fit will be resolved after horse owners obtain hay and maintenance removes snowblowers. Some can also be stored behind Greenhouse with tarp.
#182 L. Fillion questioned need to continue to lock Conference Room. Response after discussion: Needs to be locked because of potential of children or others during Clubhouse Rental etc.
#328 A. Demarco $2,200 for clearing bank seems reasonable for initial cleaning but too high for subsequent cleanings. His company staff could do it for much less.
#288 S. McGregor asked if she could be in charge of Greenhouse for the season. President Litke agreed she will be, with thanks.
#112 S. O’Leary provided info on reasons not to feed birds in summer; Raised issues of limiting parking behind some or all garages.
#168 M. Shea raised issue of dead tree behind her unit. D. Covert aware and will take down if within maintenance capability or get estimate to remove.
#272 K. Collins dead tree near Maintenance is risky. D. Covert: Currently under contract to be removed. Awaiting vendor to schedule.
Financials
Reviewed by E. Schaefer
- All close to budget, slightly under budget. Reserves now fully funded through July.
- Will research question raised by D. Faxon RE: Are Highlight landscaping payments current?
Manager’s Report
E Schaefer reviewed correspondence and calendar
Old Business
129 & #133 Request Meadow Hill to install a path between units. Tabled pending second estimate.
Glastonbury Fire Marshal. Almost final and well resolved with Fire Marshall.
Discuss long range plan i.e. tree pruning and removal. Referred to Finance Committee.
In addition to Chair L. Abbott, President Litke appointed the following members to the Finance Committee: E. Litke, L. Weeks, D. Faxon, R. Bouchard, and C. Keating.
#112 Request to have east side slope leveled. E. Schaefer concerned with feasibility and precedent. Several Board Members will visit after Board Meeting with owner.
Tennis Court options were described by R. Bouchard. There is a new option that needs to be researched. Tabled pending review of all options, including new overlay method, rebuilding one court, other remediation, and removal as an amenity. May include advisory owner votes or vote to remove as amenity.
#324-330 Request for clearing the Western slope. Accept $2,200 bid from Highlight, only for this fall, Moved E. Litke, L. Abbott seconded, approved unanimously.
New Business
To build wood Kayak/Canoe rack at location to be determined near river to hold 16. L. Weeks moved, C. Abbott second, approved unanimously.
Proposed resolution RE: dryer vents. L. Weeks moved, N. Gordon second. Friendly amendment to state: “Meadow Hill will clean dryer vents annually at no cost to individual unit owners.” Approved unanimously.
Proposal from “ad-hoc grounds committee. E. Litke moved, N. Gordon 2nd proposal. After some discussion, it was agreed to table for review and possible email vote.
Consider bridge railing proposal. C. Abbot moved, E. Litke second. L. Weeks moved, L. Abbott second to table pending input from Manager and Superintendent. Approved: L. Weeks, L. Abbott, N. Gordon Yes; E. Litke, C. Abbott No.
Other New Business
#314 for replacement front door, Meadow Hill Brown, photo of design submitted: L. Weeks moved, N. Gordon second, with usual caveats. Approved unanimously.
#108 for replacement front door and storm door, Brown. E. Litke moved, N. Gordon second, with usual caveats. Approved unanimously.
- Gordon moved, C. Abbot 2nd $1,036.91 Highlight plan for bed etc. near #167. Approved C. Abbott, N. Gordon, L. Weeks Yes, L. Abbot, E. Litke No
Adjournment: Moved. E. Litke, L. Weeks second 2nd. Meeting was adjourned at 4:21pm.
Luther Weeks
Secretary
Approved by email 8/23/2017, unanimously.
Recent Votes and actions taken outside of Board Meetings:
President Litke appointed Norman Gordon Chair of the Grounds Committee