Meadow Hill
Executive Board Meeting
August 15, 2018
Executive Session
Manager Sheila Duncan convened the Executive Session at the Clubhouse First Floor Office at 12:35pm. A quorum was present with the following in attendance: Manager – Sheila Duncan, Directors: Polly Labombard, Ed Litke, Luther Weeks, Larry Abbott and Gene Flynn. Not present: Cathy Wanat
The Executive Session was adjourned at 1:20pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:30pm with the Directors and Manager named above.
Maintenance
Darien Covert reports that capital projects are on schedule. Painting the fence and work on about one third of the garage doors should be completed as planned this year.
Committee Reports
Tree Subcommittee – Bob Kolwicz provided an overview of the remaining work on areas where trees were removed this year. The Committee asks for approval for Seed, Topsoil, 5 trees, peat moss, fertilizer, cabling for an ailing elm and 5 tree gators (for watering). Total requested $1506, all of which was reserved in the Tree Subcommittee budget. Resulting total for their work this year will be slightly under the full year budget. See Board discussion/action later in the meeting. The Board requested the Committee to provide an estimate on the next priority trees to be addressed in the 2019 budget.
Friends of the River – Roger Bouchard provided the committee report which is attached to these minutes. The committee is concerned about available space in the brush and clippings dumping area. Suggest private contractors haul away their debris and for Highlight to let us know what the cost would be in they hauled community landscaping debris versus placing it in this area. The committee is evaluating what to recommend on the south slope growth which had been removed last year. Also working with staff on when and where to spread wild grass seed in the slope/river area. See action step taken in New Business. The committee was asked to write an article for the Lark on Dump area rules.
Open Session for Owners
Marge DeMay (90) asked if a date has been set for stone wall work in her area. Not determined yet.
Dick Brimley (120) concerned about walkway in parking area K washing out continually in rainstorms. Stone has been added and staff thought problem was under control, not realizing that Dick and others have been cleaning the walkway as a safety issue. Will monitor ongoing. Also, behind units 120 and 126, not able to grow any grass there due to the slope. Owner asked to refer this to the Grounds Committee.
Sandy O’Leary (112) – Also concerned about dirt and sand washed onto walkways which she considers a safety hazard. This area is being monitored by Staff. Luther Weeks asked maintenance for suggestions on a solution.
Angelo DeMarco (328) – South bank discussion, he does not agree with the FOTR recommendation; does not see this as very costly. Does not want the south slope left as is.
Presidents Report
Committee chairs are being approached about 2019 budget needs. All groups looking for funding need to provide input to the Budget Committee by the end of September.
Lark – Gene Flynn advised the group that Judy Soule wishes to retire as the editor for the Lark. In order to continue this communications tool, we need volunteers to step forward. Judy has done a great job with the Lark but rather than discontinue it, perhaps we can scale it back to make it easier to produce. Gene is looking for anyone to offer their ideas and time. Perhaps a team approach could be successful if one single person does not want to carry the full responsibility.
Financials
Larry Abbott discussed the Cash balances as of 7/31/18. Operating funds are $32,742 and investments total $320,088. The Income Statement shows common fees, expenses, etc. If you focus on Year to Date, we are under budget by $27,000. When we add in the loans which are not reflected, we find ourselves over budget by $1000, almost fully balanced.
Calendar review
Staff is on schedule for planned work, although they are waiting for cooler temps for grass seeding. Tree work is as planned and only one edging is being done.
Correspondence
One letter from an owner regarding trees. Being addressed by Trees Subcommittee priorities.
Old Business
Pool renovations – 7 contractors received the Request for Proposal with only one response thus far. Proposals are due by end of August.
Request from #84 regarding low junipers, reviewed by some Board members and staff. Luther Weeks moved and Gene Flynn seconded that the junipers and one tree be clear cut at ground level with mulch added to the area. Darien to advise owner and proceed with their agreement. The shrubs cannot be pulled due to issues with wall safety. Passed unanimously.
Requests for tree cutting by Units 105 and 99 – Upper and Lower level owners cannot agree to removal. Luther Weeks moved and Ed Litke seconded, to cut two feet off the tops of the two trees in question. . Passed unanimously.
Request from Unit 191 – to remove ivy and plants alongside deck in expanded common area garden. Neighbor is concerned with the slope and ability for grass to be used as a replacement. Gene Flynn moved to remove the shrubs and ivy and replace – outside of the four-foot owner planting bed, with sod to control the washout on the neighbor’s patio. Larry Abbott seconded. General concern about the cost of sod. Owner asked if we would consider use of low junipers instead of sod. Ed Litke moved to amend the motion to replace sod with up to six low junipers, with Polly Labombard seconding the amendment motion. Motion approved with a split vote. In favor: Gene Flynn, Polly Labombard, Ed Litke, Larry Abbott. Against: Luther Weeks. The original motion now is modified to say to take out the shrubs and ivy alongside and behind the deck, and plant up to six low junipers, and mulch in the common area garden which is outside the owner’s four-foot planting bed. Motion approved with a split vote. In favor: Gene Flynn, Polly Labombard, Ed Litke, Larry Abbott. Against: Luther Weeks.
Tree Committee report – Committee recommendations on moving forward with the purchase and placement of the five trees and planting materials outlined in the committee report noted above was moved by Luther Weeks, with Larry Abbott seconding. Approved unanimously.
FOTR committee report – Committee recommendations in their report on moving forward with adding four fence sections and replacing the gate to the clippings dump area was moved by Luther Weeks, with Ed Litke seconding. Work to be done by this fall. Passed unanimously.
- Grounds committee – Norm Gordon presented the recommendations of the Grounds Committee on areas to address this year. These are outlined in the Board Meeting package and all are within budget.
- Item 1 (page 48) – Thin the island at Hollister Way West (est. cost $ 750). Board does not support.
- Item 2 (page 49) Address entire wall behind garage on Hollister Way South. Est. Cost $350. Approved. see below.Item 3 (page 50) Committee withdrew the request.
- Item 4 (page 51 top) – redo plantings on entire wall behind garage. Est. cost $350. Approved see below.
- Item 5 (page 51 bottom) – landscape around transformer on Hollister Way South. Est. cost $350. Approved. See below.
- Item 6 (page 53). Committee withdrew the request due to pending tree work.
- Item 7 (page 54 top) Reduce size of overgrown shrub and add one plant. Est. cost $30. Approved. See below.
- Item 8 (page 54 bottom) Remove overgrown shrub and replace. Est. Cost $35. Approved. See below.
- Item 9 (page 56) Thin island outside clubhouse. Board does not support.
- Item 10 (page 57 top) Add myrtle and replace dead or dying shrubs on Hollister Way North behind garage. Est. cost $100. Approved. See below.Item 11 (page 57 bottom) add decorative bush on Hollister Way North. Approved. See below.
Luther Weeks moved, with Ed Litke seconding to proceed with the recommendations found on Board Agenda package pages 49, 51, 54 and 57. Approved unanimously. Total cost for these items is about $1450. No action taken on recommendations on pages 48 and 56.
Committee also requested the ability to replant in cases where last year plantings have died. Would require $200. Moved by Luther Weeks and Seconded by Ed Litke. Passed unanimously.
Homeowner variance request – Bob Kolwicz (unit 268) request to replace sliding glass doors with windows on the porch. All standard Meadow Hill requirements will be met – licensed contractor, MH approved colors, hold harmless, etc. Approval moved by Luther Weeks, seconded by Ed Litke. Passed unanimously.
Draft Audited Financial Statements
Treasurer Larry Abbott reviewed the Tomasetti, Kulas and Company (CPA) Draft Audit for the year ending 12/31/17. Auditor findings are solid. No transactions done without proper authorization. No sensitive estimates in the financial statements or disclosures. No difficulties in working with us. Conformed to GAAP and the documentation formed a good basis for their audit opinion.
Cash and Cash equivalents are up for the year. Doubtful accounts and special assessment are down. Liabilities are down and net worth is up about $30,000. Income is up in most categories. Expenses are up and down, depending on category. Overall $29955 excess of revenue over expenses.
Finally, the auditors see a positive cashflow and no uncertain tax positions. Reserve funds are sufficient as we have described how we want to use them. Reserve analysis show a $4 million reserve needed if we replaced everything. Some items on the list have already been done and some not needed for years. Our analysis shows a need of $1.2million based on our priorities. Audit shows that we are doing a good job managing our finances. Income and expense management is sound.
Larry Abbott moved, with Luther Weeks seconding to approve and accept this draft audit report. We can now instruct our management company to make adjusting entries to bring current records up to date for 2018 based on these 2017 financials. Passed unanimously.
Luther Weeks moved to adjourn, with Gene Flynn seconding at 3:45pm.
Friends of the River Report attached
Minutes approved unanimously by email vote 8/20/18.
Friends of the River Report
Meadow Hill Board Meeting Wednesday, August 15, 2018
As part of the FOR taking responsibility of common areas west of Hollister Way No., three members of the committee met with Darien to discuss appearance and usage of the brush and clippings dumping area. After much discussion we would like to present the following proposal for the Boards consideration:
- Purchasing 4 sections of stockage fencing, attaching them to current fence to extend that run of fence south along Hollister Way No. Sections and posts costing approximately $200 with installation to be done by Meadow Hill Maintenance.
- Darien has two sections of fence that he plans to use to replace existing gate which he will install and adjust alignment of new gate to existing fence.
- We discussed with Darien the need to not infringe on wetlands as he utilizes that area for the disposal of brush and clippings that he incurs at Meadow Hill. It was then noted that Highlight Landscaping also uses that area approximately three times a year to dump the brush and cuttings they incur. The amount of brush and type of brush poses a hazard of not decomposing and causing a dangerous amount of volume in this area. We recommend that the Board review the current contract with Highlight to see if they should even be using this area, and if not, we request the Board to amend the contract and have Highlight remove all brush that they cut down.
- We also noticed that our residents use this area for their own disposal of cuttings and clippings. Small amounts are welcome; however, any large tree or limbs being disposed in this area by residents need to be monitored. We also found some plastic and paper left in that area, and that is definitely a no-no. We recommend the Board write a short article for the Lark to remind our residents what our residents can dispose of in that area. Also, any resident that employs a contractor to do cutting or trimming must have that contractor remove all volume from Meadow Hill property. The possibility of have a lock installed on the gate with our Maintenance staff holding the key is also a future possibility.