Meadow Hill
Executive Board Meeting
December 19, 2017
Executive Session
The Executive Session was convened at 12:43pm 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, C. Wanat, and L. Weeks along with Manager E. Schaefer.
The Executive Session was adjourned at 1:33pm
Open Session
The Open Session was convened at 1:39pm with the same present, at the Clubhouse 2nd Fl.
President’s Remarks
President Litke stated that after an extensive evaluation process, the Meadow Hill Executive Board has selected Imagineers as our management company starting February 1st. He thanked Eric Schaefer for his service to Meadow Hill over almost nine years
Owners should send their January payments to APM as usual. Around January 11th all owners will receive extensive packets of information from Imagineers about the transition. Included will be information on handling sending payments to Imagineers starting with the payment for February 1st. There will also be an information session on the evening of January 25th for everyone to meet the Imagineers staff and get their questions answered. Nobody will be charged late fees for late payments attributed to the transition.
- Schaefer added his commitment to a smooth transition – APM will forward any bills and payments sent to APM on to Imagineers.
Minutes
- Weeks moved, L. Abbott 2nd that the minutes from the December Annual Budget Meeting be approved. Approved unanimously. `
Capital Projects and Work Orders
Reviewed by E. Schaefer
Committee Reports
- Fillian, Welcome Committee – Welcomed owners of #77 For the year, so far she has welcomed owners of 18 unites and expects to welcome new residents of another unit shortly.
- Kolwicz, Amenities Committee — In a couple of weeks, work will begin on new flooring, painting, and counter tops in the Kitchen.
- Gordon, Landscape Committee — Considering complaints about Landscaper trimming plants residents had not wanted trimmed, the Committee will propose a policy for such trimming by March. There is a lot of tree work to be done, the $6,000 budget will only allow some of it in 2018. Discussion with Highlight planned to begin in first week of January
.Owners’ Forum
- #334 D. Weeks – Requested that Social Committee meet and discuss needs for storage of items and a second stove in the Kitchen and then meet with the Amenities Committee to create things that would be more workable for those renting, and using the Clubhouse for events.
Financials
L. Abbot reviewed the current financials.
Manager’s Report
- Schaefer pointed out we need to follow through with signing a landscape contract and an accounting/ audit engagement letter early in 2018
Old Business
- #242 Request for snow removal of roadside walkway
- Tabled
- Changes to By-Laws: Leasing & Use of Clubhouse and Hollister House
- Weeks moved, E. Litke 2nd to approve, approved unanimously.
New Business
- Raises and bonuses, within budget, for staff as discussed in Executive Session
- Weeks moved, E. Litke 2nd.to approve. Approved unanimously
- Flowers for funeral of Superintendent Covert’s father’s funeral for $108
- C, Wanat moved, L. Weeks 2nd, approved unanimously.
- Change January Executive Board meeting to January 30th, and cancel February meeting
- Weeks Moved moved, E. Litke 2nd. Approved unanimously.
Adjournment: L. Abbot moved, C. Wanat second 2nd. Approved unanimously. Meeting adjourned at 2:27pm.
Luther Weeks
Secretary
Approved unanimously by email vote 12/22/2017
Recent Votes and actions taken outside of Board Meetings:
- 12/21/2017 Email vote to approve a flyer to residents notifying of new management company. Approved unanimously.
- 12/10/2017 Email vote hat President Litke in consultation with the Program Review Committee is authorized to finalize and sign a management contract with Imagineers for the annual base fee of $31620.00, and to terminate the current management contract with APM.