Meadow Hill
Executive Board Meeting
January 20, 2018
Executive Session
The Executive Session was convened at 12:35pm by President Ed Litke at the Clubhouse, 1st Fl. A quorum was present with the following in attendance: Directors: C. Abbott, L. Abbott, E. Litke, C. Wanat, and L. Weeks, along with Manager S. Duncan. Absent: N. Gordon.
The Executive Session was adjourned at 1:25pm
Open Session
The Open Session was convened at 1:32pm with the same present, at the Clubhouse 2nd Fl.
President’s Remarks
President Litke stated that we might go beyond 3:00 as it was the 1st meeting with Imagineers.
Capital Projects and Work Orders
Reviewed by D. Covert
Committee Reports
R. Bouchard HVAC Committee. Contacted 4 vendors, 3 responses. Committee was fine with all three, discussed all responses with Board Members, leaving them to choose between three similar responses in a close range of prices. Detailed proposals presented to the Board.
D. Weeks, Social Committee. Detailed written report of suggestions to the Amenities Committee, especially for purchase of rolling cabinet for upstairs. They have sorted materials from kitchen in to categories, will do the same for the Hollister House supplies.
R. Kolwicz Amenities. Good progress on Kitchen renovations. With luck will be done in 2-3 weeks.
R. Bouchard, Landscape Committee – Creating map for the landscapers for the no-trim/weed list. Policy change for owners to notify manager to be included in no-trim list annually.
Owners’ Forum
#268 R. Kolwicz – lots of cracks in roads and sidewalks.
Response: Many cracks in sidewalks due to tree roots. Cutting roots is of limited value – only solution is remove trees. Planning for filling road cracks and sealing roads in 2018 as it is five years after paving job.
# 57 A. D’Auria – Question about payments because of new management company.
#182 L. Fillian – What number do owners call? Response: 860-768-3419
#288 S. McGregor – Greenhouse should have new heater, one appropriate for greenhouses. Sent Board example of appropriate on for $1,000. Suggested Amenities work on this.
334 D. Weeks – Complemented snow clean-up today and all year by Maintenance. Also could we use sand on roads and sidewalks as well as salt. Salt does not work in very cold weather. Response: Past Board decided only salt because of sand being tracked into units; Owners can us own sand if they so choose.
Long discussion of parking in snow. Owners need to be advised not to park in front of garages when snow expected, remove mats where snowblowers are used, and remove phone books. Today’s snow was a surprise to many owners. Many on vacation.
Financials
L. Abbot reviewed the current financials, we were overbudget by $23,000 in 2017, largely because of 3rd helper. Hopes new systems from Imagineers will help us keep more control with budget in the future.
Manager’s Report
None, Shelia Duncan’s 1st meeting as manager, assuming responsibility on 2/1.
Old Business
#242 Request for snow removal of roadside walkway
Tabled
New Business
L. Weeks moved, E. Litke 2nd, Andrews Air proposal for HVAC at $29,410 authorizing President to sign acceptable contract, plus necessary funds for electrical work supporting the proposal. Approved unanimously.
L. Abbott moved, L. Weeks 2nd, to approve Audit Engagement Letter with Tomasetti. Approved unanimously.
L. Weeks moved, E. Litke 2nd, resolution in Board Package that London and London will be Meadow Hill’s collections attorney. Approved unanimously.
E. Litke moved, L. Abbot 2nd, resolution in Board Package including terms and form for Webster Bank accounts. Approved unanimously.
C. Abbot moved, C. Wanat 2nd, #314 construction request, conditionally assuming approval by Building Inspector once walls exposed and signing hold-harmless agreement.
Landscape proposal for no trim/weed list: Tabled for revision and simplification. Likely email vote.
Greenhouse Heater proposal: Referred to Amenities and D. Covert to evaluate and select suitable equipment to recommend to Board for March meeting.
Adjournment: L. Weeks moved, L. Abbot 2nd. Approved unanimously. Meeting adjourned at 2:57pm.
Luther Weeks
Secretary
Approved 2/7/2018 Yes: C. Abbott, L. Abbott, E. Litke, C. Wanat, and L. Weeks, Abstain: N. Gordon
Recent Votes and actions taken outside of Board Meetings:
1/7/2018 Email vote to approve #229 generator and require a hold-harmless agreement. Approved unanimously.
1/12/2018 Email vote to approve at D. Covert’s request to pay for his accumulated vacation, rather than carry it over. 62-67 hours. Approved unanimously.