MEADOW HILL
EXECUTIVE BOARD MEETING
JUNE 20, 2018
EXECUTIVE SESSION
The Executive Session was convened at 12:28pm by Manager Sheila Duncan at the Clubhouse, 1st Floor. A quorum was present with the following in attendance: Directors – Larry Abbott, Gene Flynn, Polly Labombard, Ed Litke, Cathy Wanat and Luther Weeks, along with Manager Sheila Duncan.
The Executive Session was adjourned at 1:24pm.
OPEN SESSION
The Open Session was convened at 1:33pm with all Directors noted above and Manager Sheila Duncan present. S. Duncan opened the meeting with action item to approve minutes from the 2018 Annual Meeting and 2018 Board Organizational meeting. Approved unanimously.
PRESIDENT’S REPORT
President L. Weeks welcomed the new Board members – P. Labombard and G. Flynn, and announced the new slate of officers for the new term.
- Weeks, President; C. Wanat, Vice President; L. Abbott, Treasurer; G. Flynn, Secretary
In addition, L. Weeks congratulated Darien Covert and his staff on a great job done on the new south fence. Also, he asked all in attendance for any volunteers to sit on Meadow Hill committees. Over the coming weeks, L. Weeks will finalize the roster of each committee, including members, Chairs and Board Liaisons.
Operations Supervisor Comments
Covert was pleased with the outcome on the south fence, including the savings achieved by having staff perform the work (versus a contractor). He also mentioned work underway with garage improvements, mulching to be done around recently ground stumps and the need for new tires for the skid steer.
COMMITTEE REPORTS
Friends of the River (Donna Goselin) – distributed before/after pictures of the slope by the barn. She noted that grass seed and wildflower seed would be done in the fall. Committee is concerned about erosion by the river – and they will work with D. Covert on a proposal to correct hazardous conditions. Finally, the committee asks for permission to have Watson give an estimate on some tree work by the river and the bridge. D. Covert reminded them that they should check with the town to make sure they can do anything to trees in that area because of town regulations. Roger Bouchard asked the Board for expansion of the FOTR committee scope to include the dump area. The Board is open to this but not to the exclusion of any other Meadow Hill committee.
Pool Committee (Cathy Wanat) – the committee distributed a proposal to proceed with a Request for Proposal to move the pool overhaul to the next stage. Conclusions have been reached about the scope of the project as outlined in the proposal. Questions concerning the expected life of the pool itself were addressed. This important community asset must be protected and has been part of our capital projects list for several years. There would not be an assessment on the expected cost of $70,000 to $90,000 as this is anticipated in our reserves/plans.
Litke moved, with L. Weeks second to endorse the committee recommendations and proceed to the RFP, to be presented to the Board at the July meeting. Passed unanimously.
Amenities Committee (Bob Kolwicz) – With the removal of three benches from the grounds due to deterioration, there has been a loud call for three replacements. The committee proposed three benches to be purchased online for $125 plus tax/shipping. After much discussion with concerns about quality, the Board decided to secure Owners input later in the agenda, and action is taken under NEW BUSINESS.
Kolwicz also noted that two doors on the complex need attention (also not budgeted). D. Covert to get an estimate on the Hollister House front door/casing/sill. B. Kolwicz to generate a work order for short term fixes to the two doors in question.
Tree Committee (Bob Kolwicz) reported that 10 trees and one large limb were taken down with most logs removed from the property. Stumps have been ground; mulching to be done. The committee will evaluate the replanting of trees/shrubs/grass in each of these areas and give recommendations to the Board in a future meeting. About 15% of the full tree budgeted amount is left for replanting.
Welcoming Committee (Linda Fillion) reported welcoming Suz Fields and Robyn Castano (#147) in the last month. Linda also thanked Imagineers for completing the Meadow Hill owners/telephone directory which was distributed this week. Some corrections are needed to this list, which S. Duncan has noted. Telephone changes can be given to Judy Soule.
Budget Committee (Larry Abbott) referred the Committee to the minutes of that committee.
OPEN FORUM
Benches – Suzanne Litke #179 suggests buying higher quality benches to last longer. Kathy Collins #272 urges the return of a bench to the pool area.
Sandy O’Leary #112 is concerned about the pole light out near her unit. D. Covert has already reported this to Eversource with no action taken yet. He encourages concerned residents to call Eversource as well.
O’Leary is also concerned about visitors and residents carelessly parking in the lots and in front of their garages overnight. L. Weeks reminded all in attendance that we have a rule at Meadow Hill about parking in such a manner as to impede or make it difficult to access another resident’s parking garage or space. Violations of this rule should be reported to Imagineers.
FINANCIAL REPORTS
The income statement shows Total Income on target, with expenses – excluding the boiler, tree and fence work, under budget. Utilities variance may be one of timing and L. Abbott is looking at insurance costs. Salaries, as expected are high due to the hiring of a temporary employee (Dan). L. Abbott to work with Imagineers on a Cash Balance Report to be included in Directors’ packages for future Board meetings.
MANAGERS REPORT
- No response from APM on the Perlstein letter regarding reconciliation of an insurance claim.
- Claim for #334 has been re-filed.
- Letter received from an owner with a grave concern about a dog attack. A hearing is being called for the July Board meeting on this complaint.
- Calendar review shows all on schedule except the clubhouse air conditioner servicing which is not needed (new) and showing the dump run in October.
- Correspondence review – A contract cancellation request has been sent to Orkin.
OLD BUSINESS
Bird Feeder Rule – One email response was received from an owner with regards the Birdfeeder Rule. Another comment was made at the meeting.
With the correction to eliminate mention of suet feeders (in line with last month’s Board discussion), L. Weeks made a motion with L. Abbott second to adopt the rule. Approved unanimously.
Work Projects Savings (E. Litke) – With a very full list of summer work projects, beginning with the replacement of the south fence, we are achieving significant savings by using existing staff, including Dan to complete these projects – versus use of contractors. Recent estimates place the savings at $98,200. The Board must formalize the remaining projects on the list.
Weeks made a motion, with E. Litke second to perform items 2-9 on the Summer Projects list. Most of these tasks would be “materials only” and not capital expenses. Board motion needed as at least one item is an architectural element requiring Board approval. Passed unanimously.
NEW BUSINESS
Replacement Benches (See Amenities Committee above) –
While higher quality benches would be preferred but no benches were budgeted for this year, G. Flynn moved with E. Litke second to purchase one bench at the Amenity Committee recommendation (versus their three) at $125 plus tax/shipping and to reallocate two seldom used benches on the complex to areas most needing benches. Positioning of all three benches would be done by the Amenities Committee. Passed unanimously.
Grounds Committee Request to add shrubs on the west side of Hollister Way North – With Board action to agree to expand the scope of the Friends of the River Committee scope to include the dump area, Board chooses not to act on this request until both committees collaborate on plans and a recommendation.
Motion to permanently table this item made by G. Flynn, seconded by E. Litke. Passed unanimously.
EXECUTIVE SESSION ACTION
Health and Dental coverage for D. Covert and M. Curtis – Board considered all options for coverage renewal.
Motion to renew Oxford Medical and current Dental coverage plans but renew with Bouvier Insurance as our agent, made by L. Weeks and second by G. Flynn. Employee contribution percent remains the same. Passed unanimously.
Hollister House Lease
Motion by L. Weeks and second by L. Abbott for S. Duncan to begin 1/1/19 lease negotiations with CAI for a three year basis with annual termination clauses and 5% annual increases in years two and three. Passed unanimously.
HOMEOWNER VARIANCE REQUESTS
#129 – Replace current patio with the same size patio, done in pavers as were used in the patio on #248.
Approve homeowner request for same size patio with previously approved materials, motion by L. Weeks and seconded by E. Litke. Approved unanimously with G. Flynn abstention.
#229 – Request to allow three older dogs to reside in a newly blended household. The third dog would be a temporary approval, expiring when one dog dies. G. Flynn asked if immediate neighbors had offered their opinions but no information was available.
Motion by G. Flynn to get input from the immediate neighbors, with L. Weeks seconded.
Amendment to the motion by L. Weeks for S. Duncan to make contact with the immediate neighbors for input and to hold further consideration pending that input. L. Abbott seconded the amendment. Passed unanimously.
The amended original motion passed unanimously.
#150 – Door Replacement – already approved outside of meeting by the Board.
RESOLUTION FOR BOARD MEMBER REIMBURSEMENT FOR CAI TRAININGS
Weeks moved with C. Wanat second to permit reimbursement to Board members for up to $100 each for CAI trainings, symposiums, etc.
Flynn (in response to D. Covert input) amendment to the motion to reimburse both Board members and Full time staff up to $100 each for CAI trainings, symposiums, etc. Amendment seconded by E. Litke. Passed unanimously.
Original, amended motion passed unanimously.
MOTION TO FORGIVE RESERVE LOAN DEBT
Based on auditor guidance on reserve loans, we consider the following:
- Abbott moved that the Board approve the reclassification of $10,000 from budgetary item (2017 budget) building maintenance to capital expenditure for flat roofs and thereby relieve a reserve loan made by the transfer of $10,000 from reserve to operating in December 2017. Seconded by E. Litke. Approved unanimously.
- Abbott moved that the Board approve the forgiveness of a $12,000 loan from reserve to operating made in November 2017 to cover an operating shortfall. Seconded by E. Litke. Approved unanimously.
- Abbott moved that the 2018 non budgeted payroll amount of up to $16,000 be classified as labor expense for capital projects (eg. Fence, painting) and be reflected as such in Meadow Hill financial accounting. As Dan has already been hired, this is merely an accounting change. Seconded by E. Litke. Approved unanimously.
ADJOURNMENT
Weeks moved to adjourn. Seconded by E. Litke. Passed unanimously.
Meeting adjourned at 3:34pm.
Approved unanimously 6/26/18 by email vote.
Gene Flynn, Secretary