MEADOW HILL
EXECUTIVE BOARD MEETING
JULY 18, 2018
EXECUTIVE SESSION
The Executive Session was convened at 12:30 pm by Manager Sheila Duncan at the Clubhouse, 1st Floor. A quorum was present with the following in attendance: Directors – Gene Flynn, Polly Labombard, Ed Litke, Cathy Wanat and Luther Weeks, along with Manager Sheila Duncan. Not present: Larry Abbott.
The Executive Session was adjourned at 1:23pm.
MONTHLY MEETING OPEN SESSION –
Executive Board Monthly Meeting opened at 1:30 pm with the Directors and Manager named above.
HEARING. Manager Sheila Duncan presided and started with an overview of the process to be followed during the hearing on complaints received concerning a dog owned by Carolyn Wray of #320 Hollister Way W. The Executive Board called for the hearing, will take any offered testimony and provide a decision under “New Business” later in the meeting.
Two written complaints concerning Mazie, a dog owned by Carolyn Wray of #320 Hollister Way W. were received by the Manager and are included in the July Executive Board agenda materials. Both complaints involved the dog roaming unleashed and unsupervised on the grounds as well as attacking other Meadow Hill resident dogs. A total of four occurrences are covered in the two written complaints. All involved other resident dog owners protecting their dogs from the attacks.
Carolyn Wray, the dog’s owner appeared and indicated that she does not let the dog roam free. A faulty door latch is the cause of the dog’s escapes. She asserts that Mazie is aggressive with other dogs but not humans. She only became aware of Mazie attacking another dog last month and is unaware of other incidents. She offered to replace the door as a solution.
Moira Finnegan, #74S offered that Mazie is not a threat to other residents.
Suz Fields, #147N – author of one of the two received written complaints, shared that she is afraid to walk her dog in the area closest to the residence of Carolyn Wray and her dog, Mazie.
Linda Fillion, 182S, is concerned for residents who are afraid of dogs and has seen first-hand, Mazie roaming free. On one occasion, her husband brought Mazie back home.
Kathy Wanat, #264W indicated that she witnessed an unleashed and unsupervised Mazie attacking another dog being walked by another Meadow Hill resident. The owner of the dog being attacked was calling out for help and quite fearful for her own personal safety.
President Luther Weeks asked Manager Sheila Duncan to report on any history of previous pet issues with this owner. Sheila Duncan reported that the Owner’s file shows (at two units owned by C. Wray) ten violation letters over the years. Most of these were for dog off leash. Two hearings resulted in $50 fines, with a mandatory fine of $50 for any subsequent occurrences.
Manager Sheila Duncan closed the hearing at 1:42.
MAINTENANCE: Darien Covert on vacation. No report.
COMMITTEE REPORTS
Amenities – Kathy Wanat announced that Amenities Committee lost two valuable members in the past month. Both Bob Kolwicz and Roger Bouchard were supportive and active members who contributed greatly to the work of this important committee. Both were thanked for their service.
Friends of the River – Roger Bouchard reported that last month the Board directed that Watson Tree Service be consulted about two trees of questionable condition in the wetlands area. The Ash by the river was found to be infested with ash beetles. Watson estimates $400 to prune and $800 to take the tree down, with advice that the beetle issue will continue if the pruning option is chosen. The committee recommendation is to take the tree down and leave the stump.
The second tree in question is to the west of the bridge. One leader is dangerous to anyone walking near the bridge and should come down. Cost is $400 but is unbudgeted. Norm Gordon of Grounds Committee was consulted and agreed to pay for this item from their budget. Committee recommends taking down this leader before the recently approved bridge railings are built. Finally, the FOTR committee distributed an annual budget breakdown, reflecting all planned and executed work.
Tennis Court Committee – Roger Bouchard distributed options for possible changes to the existing tennis courts. One option involves repairing both courts at a cost of $22,000. The second option is to pare down to one court and repair at a cost of roughly $20,000.
The committee does not support spending great money to do more quick fixes. Recommends going with one court, versus the two current ones. Believes that there is liability with the major cracks. The committee suggests the Board meet with the committee on the court to explore further, understanding that the committee has completed its recommendations and members are stepping down.
With the tennis courts outlined as a Meadow Hill amenity, scrapping the courts completely would require owner vote changing the Meadow Hill Declaration. It is noted that currently, one court is used primarily for Pickleball, which makes this underutilized amenity a concern for major expense. This is currently not budgeted as a capital item.
Tree Committee Bob Kolwicz reported that Phase I of this multi-year project is done. Additional, unexpected costs have been incurred, including one tree leaning over the new South fence. Stump grinding also added expense. Further, a double trunk Elm, by Unit 203, which had been cabled in the past now has the cable broken. Cost to repair is $400-500. Adding this expense would zero out the Tree Committee budget, which was also to include the replanting to replace the trees taken down in this phase.
OPEN FORUM FOR RESIDENTS
Wray #320W and M. Finnegan #74 – is there an alternative to the Tennis Court overhaul? Concerned about expense involved in this seldom used amenity.
Angelo DiMarco #328W- recommends the Tennis Committee investigate astroturf for a new surface. He also is concerned about the loss of trees in South and West as well as the length of time for the logs to be removed. He also believes that we need sprinklers in some areas of the complex to make the lawn more presentable. And the South bank needs attention to maintain the newly cleared area. R. Bouchard offered that FOTR will bring a recommendation to the Board in August on this last point.
Kathy Collins # 272 W has two concerns. First is residents and guests not signing into the pool area along with other Pool rules not being followed (food, swimming alone). Second is a concern with her dog (and others) experiencing sickness after lawn fertilization is done. Manager Sheila Duncan to investigate with Highlight Landscaping.
Linda Fillion # 182S also has concerns with the pool. The south hedge at the pool should be trimmed so that the pool can be seen from the street as an important amenity. Also, the gate does not close and lock automatically and residents often don’t lock the gate. She suggests an automatic gate be installed with a keypad instead of a separate lock. Luther Weeks indicated that while not part of the Pool RFP, we would consider this further as a safety measure and expressed concern that an automatic lock could prevent those outside the pool from rushing in to assist a person in peril.
Marge DeMay #90S asked about stone wall inspections. L. Weeks responded that Darien has this on his work list for the fall.
PRESIDENT’S REPORT
Luther Weeks asks all Committees and residents to submit Board requests/reports a minimum of 10 days before Board meetings so that all materials to be discussed by the Board at the monthly meeting and could be in the published Board package for all Board Members and attendees to review.
FINANCIALS REPORTS
Manager Sheila Duncan reported for Treasurer Larry Abbott. Balances as of 6/30/18 show $38,258 in operating funds, $315,673 in reserves, totaling $353,931. Luther Weeks wants the budget reports to reflect Capital improvements differently so that it does not appear that we are exceeding our budget on items (e.g. salaries) where we have taken from reserves. S. Duncan will investigate with our bookkeeper.
MANAGERS REPORT
Manager Sheila Duncan reported on the calendar list of projects. She also noted correspondence from All Waste on a monthly rate increase of $129. Finally, the new Birdfeeder rule has been distributed to all owners.
OLD BUSINESS
POOL RFP – Last month, the Board approved with proceeding with Pool Committee recommendations and to prepare a Request for Proposal (RFP). Luther Weeks moved/Kathy Wanat seconded to proceed with the RFP having an 8/31/18 response date. Passed unanimously. Kathy Wanat will supply the vendor list, to which Sheila Duncan may add some names due to Imagineers’ experience with other vendors.
NEW BUSINESS
Friends of the River – (see previous discussion) Motion made by Luther Weeks, with Kathy Wanat second, to accept the committee recommendation on both trees and to endorse the FOTR budget breakdown and work plan. The $400 cost of one of the two trees would come from the Grounds Committee budget. Passed unanimously.
Tree committee (see previous discussion) Luther Weeks moved to accept the committee recommendation to re-cable the double trunk Elm. Polly Labombard seconded. Passed unanimously.
Grounds Committee recommendations 7/12/18 email list
#191- Remove front rhody. Luther Weeks moved/Kathy Wanat seconded. Approved unanimously.
#312 – tree/shrub removal. Luther Weeks moved/Ed Litke seconded. Approved unanimously.
#258 – topsoil needed/seed in September. Owner promises to water new grass. Kathy Wanat moved/Polly Labombard seconded. Passed unanimously.
#84 – recommendation to not remove low junipers but rather prune. Kathy Wanat moved/Gene Flynn seconded. Tabling motion by Luther Weeks. Board to review further.
#86 – trees adjacent to the building to be removed. Luther Weeks moved/Ed Litke seconded. Passed unanimously.
#80 – bench ordered. No action.
#99 – 2 dogwood trees need trimming – holly needs trimming. Ed Litke moved/Gene Flynn seconded. Passed unanimously.
#105 – removal of tree. Ed Litke moved/Polly Labombard seconded. Luther Weeks interviewed the downstairs neighbor, who is not in favor of the tree removal. Luther Weeks moved to table for further discussion.
#191 – expanded garden by previous owner has deteriorated. Current owner does not want responsibility for an expanded garden bed. Committee supports Owner request. Motion by Luther Weeks to remove the existing ground cover and bushes and plant grass from the sidewalk to the usual four-foot planting bed on the side of the deck at no expense to the owner. Seconded by Ed Litke. Owner will water the new grass. Owner given permission to replant in the four-foot garden bed. Passed unanimously.
# 147 North Variance Request
Two requests by the Owners. First is to remove the front entry ramp and replace it with an expanded concrete step, which removes the safety hazard of an uneven entry surface by the door. Second is to add a paver patio in the rear, to replace the dirt/mud off the deck area. Motion by Luther Weeks/ Second by Ed Litke to approve. Passed unanimously.
Dog Hearing Action (testimony earlier in the meeting)
Luther Weeks moved / Ed Litke seconded to fine owner $50. Cathy Wanat expressed concern about safety and liability.
Gene Flynn spoke against the motion and asked the motion be amended. Five dog attack occurrences are cited. Some residents now walk their leashed pets in fear of this dog. There is a strong likelihood that further attacks will occur and involve not only the dogs being attacked but the Meadow Hill dog owners as well. Further, our Meadow Hill Rules dictate the “Any pet causing or creating a nuisance or unreasonable disturbance or noise shall be permanently removed from the Property upon Notice and Hearing from the Executive Board.” This liability must be removed.
Luther Weeks amended the motion, with Ed Litke seconding the amendment, to add to the $50 fine. To declare under Meadow Hill Rule 10.1, Mazie is not deemed a gentle disposition dog and has caused disturbances; that Mazie must be removed from the unit/Meadow Hill community within 10 days of written notification by the Board; the Owner to promptly notify the Manager once the dog is removed; and that after the ten days, if the Owner has not removed the dog and notified the Manager, a $20 per day fine to be assessed. Kathy Wanat asked to adjust the amendment to lengthen the action timeframe to 30 days. Luther Weeks and Ed Litke accepted the change to the amendment. The amendment to the original motion passed unanimously.
Vote on the motion: In favor: Gene Flynn, Kathy Wanat, Ed Litke, Luther Weeks. Absention: Polly Labombard. Motion passes.
Motion to adjourn by Gene Flynn/ Kathy Wanat seconding. Passed unanimously. Monthly meeting adjourned at 3:27pm.
Minutes reviewed via email. In favor: L. Weeks, K. Wanat, E. Litke, P. Labombard, G.Flynn. Abstention: L. Abbott
Gene Flynn, Secretary
Board Actions by email
On 7/22/18, Luther Weeks moved to rescind our approval of the request of #99, passed on 7/18/18 and reconsider the correct, more detailed request. Tabled until our August meeting. Approved unanimously by email vote.
On 7/22/18, Gene Flynn moved that we rescind the approval of the Unit 191 landscaping request, approved at the July 2018 meeting, to meet with the owners of #191 and 175 to adjust the solution for terrain issues. Tabled until the August meeting. Approved: Gene Flynn, Ed Litke, Luther Weeks, Kathy Wanat. Not voting: Polly Labombard. Abstention: Larry Abbott. Motion passes by email vote.
On 6/27/18, Luther Weeks moved to approve the Porch Renovation Request of Unit 229, subject to the usual conditions: Licensed contractor, hold harmless, permits, etc. Approved unanimously by email vote.
On 6/25/18, Gene Flynn moved that we permit a suspension of the maximum two household dog rule for Unit 229, until such time as (1) one of these older dogs passes away and is not replaced or (2) the determination by the Meadow Hill Executive Board that a filed nuisance complaint concerning the number of pets and their actions is legitimate. In Favor: Gene Flynn, Polly Labombard. Against: Ed Litke, Luther Weeks, Larry Abbott and Kathy Wanat. Motion fails.