Updated 10/5/2018 with three email votes.
Meadow Hill
Executive Board Meeting
September 19, 2018
Executive Session
Manager Sheila Duncan convened the Executive Session at the Clubhouse First Floor Office at 12:30pm. A quorum was present with the following in attendance: Manager – Sheila Duncan, Directors: Polly Labombard, Ed Litke, Luther Weeks, Kathy Wanat and Gene Flynn. Not present: Larry Abbott
The Executive Session was adjourned at 1:21pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:32pm with the Directors and Manager named above being present.
Maintenance – Capital Projects Review
Darien Covert reported that capital projects listed on page 26 are 90% done. Light- post painting and garage door painting underway as per schedule. Darien also reported attending to stair inspections/repairs and was asked to notify owners as he works on their steps. Finally, commenting on the proposed Greenhouse heater, Darien indicated that the proposed heater is too big for the area. He is investigating alternatives with CNG next week.
Committee Reports
Tree Committee – Bob Kolwicz reports that the committee is close to replacing some trees which were taken down. Working on scheduling with Darien. They have also submitted a 2019 budget request.
Friends of the River – Roger Bouchard will take over as Chair from Donna Goselin. They secured a cost for Highlight to dump their trimmings off premises – quote $2400. Concerns with dwindling room in our Dump area and are discussing ideas with Darien on maximizing use of the space.
FOTR has priced out clearing the South Bank, to the tune of $2000. Alternatives would be to trim ten feet down from the top of the bank only from the first to second wall. Priced at $700 by Highlight if done once/year — $1000 if done twice per year. Final alternative is to have MH staff do it as time permits later this fall. On the North side, native plants need to be trimmed once the ground is more solid. Priced at $1000. Alternative is to have Moe Ethier come in and bushwack at $400. Darien did not believe that Staff could get to this piece this year. See motions later in the agenda.
New Residents – Linda Fillion welcomed Loretta and Robert Ricker (#20) and Kelly and Walter Brownsword (#276).
Grounds Committee – Mike Proulx reported for Norm Gordon. One item on the action list for approval today.
Pool Committee – Kathy Wanat reported reviewing all submitted proposals for the pool overhaul. Also mentioned visiting a completed pool for Splash Pools the day before.
Open Forum for Owners
Sandy MacGregor(# 288) Urges Board action on the greenhouse heater. Concern with high humidity in the greenhouse and last winter’s temporary solution not being permanent. Bob Kolwicz (#268) Asked how old the greenhouse heater is. Estimated at 9 years, with two major failures.
Sue Simmons (#97) – She is the daughter of the Vollenger’s and expressed concern that her parents are being singled out with three violations in a short time. Sheila reviewed the situation with the blinds, corregated roofing and personal posted sign. All were deemed violations of MH Rules and were in keeping with the compliance process we observe at MH. All violations have been or are being remedied per Ms. Simmons.
Sandy O’Leary (#112) – Status requested on issue with washed out walkway and steps during storms. Highlight estimated $5000 to repair with no guarantee that this would fix the problem. Darien was asked to investigate cost of a larger drain which might help fix the issue. Sandy also asked about how the new birdseed rule is enforced. Just as with other MH rules, it is enforced if observed by staff or in response to a complaint from another resident. She is concerned with chipmunks and mice. Linda Fillion observed a hawk getting a rodent recently on our grounds.
Presidents Report – Luther Weeks asked the following Board Members to update.
Amenities – Kathy Wanat made an appeal for Amenities members. Good opportunity for new residents to understand and appreciate all the amenities that MH has to offer. See Kathy if interested.
Communications – Gene Flynn announced that a Lark Committee, comprised of about 8 residents will begin producing the Lark on a monthly basis, beginning about November 1st. Denise Weeks will be the technical producer and teams of two people will handle the article research and writing. Quarterly issues are likely to be larger, with pictures and more feature articles, while the other months will be news-only updates.
Financials
Cash balances as of 8/31/18. Operating funds are $30,409 and investments total $319,744. The Income Statement and Balance Sheet were reviewed in summary. While we have a variance at this point, we have anticipated insurance reimbursements and capital expenses not part of the operating budget.
Manager’s Report
Sheila Duncan reported receiving RFP’s from the Pool Vendors, notifying the CPA about Board acceptance of the Audit, supplying the Board with Tree information and handling the lease renewal negotiations with CAI in Hollister House.
Sheila reviewed the Calendar planned maintenance items on Page 25 in the Board Package. Of special note is the upcoming Dump Run for bulk items on October 16, closing of the pool by and tennis courts by October 1 and shutting down the irrigation system soon.
Correspondence – the CPA letter on pages 39-41 in the Board Package for another association was mistakenly included.
Old Business
Pool Committee – Kathy Wanat reported that the Subcommittee secured several proposals on the pool renovation and selected Splash Pools of South Windsor. References were checked, internet investigation done and several of the Board Members visited a recently completed pool by Splash, the low bidder on this work effort. Work will begin on or after October 1, 2018. Kathy moved that the Board authorize the Manager and the President in consultation with the Superintendent and the Pool Committee to negotiate, finalize and sign a pool renovation contract with Splash Pools as outlined in the RFP and the RFP response, paid from Reserve Funds and further that Splash Pools be used to close the pool this year. Seconded by Luther Weeks. Passed unanimously.
New Business
FOTR – The work effort on the South slope – After checking availability, Luther Weeks moved to have staff perform this work in late fall. Kathy Wanat seconded. Passed unanimously. For the Pasture area, Luther Weeks moved to hire Moe Ethier to do the bushwacking at a cost of $400. Kathy Wanat seconded. Approved unanimously.
Grounds Committee – Plantings in island at entrance to HWW – Polly Labombard moved with Ed Litke seconding to accept the recommendation from Grounds committee on thinning this island at a cost of $500. Motion approved unanimously.
Homeowner variance request – Unit 129 (Norma and Gene Flynn) requested approval to plant arborvitae behind their unit as well as two Hawthorn trees on the hillside to hide the new clubhouse air conditioning equipment and clubhouse windows. Luther Weeks moved to accept; Kathy Wanat seconded. All Board members present voted in favor. Gene Flynn abstained.
Kathy Wanat moved to adjourn, with Ed Litke seconding at 2:55pm.
Minutes approved unanimously by attending Board members via email on 9/24/18.
Motions approved by the Board via email since the September 19, 2018 Board Meeting:
- On October 1, 2018, Luther Weeks moved to approve $1,450 for the two Grounds projects proposed by the Grounds Committee which were incorrectly estimated in the last Board meeting, with Darien pulling the plants. Seconded by Larry Abbott. Approved unanimously by email vote 10/4/18.
- On October 4, 2018, Luther Weeks made the following motion:
Whereas: Two retaining walls near the parking lot near #90 have been in need of rebuilding,
Whereas: There is $5,000 in this years Capital Plan for retaining walls,
Whereas: We have a reasonable quote of $3,600 for the repair of those walls from our usual wall contractor,
Therefor: I move that we accept that bid.
Passed unanimously by email vote October 5, 2018.
- On October 4, 2018, Luther Weeks made the following motion:
Whereas: We have been working over five years on painting vent stacks on all our units, eliminating that rusty look, and avoiding high replacement costs for all owners,
Whereas: There remains 43 stacks that our maintenance staff cannot reach,
Whereas: We have secured a reasonable quote of $75 per stack ($3,225). That is four separate climbs up each roof to scrape and apply three coasts to each stack,
Whereas: We have been working three years to secure even a single quote from a vendor willing to do this small job,
Therefor: I move that we accept that bid and charge to the remaining funds in the maintenance budget, that may go over based on other normal items between now and the end of the year.
Passed unanimously by email vote October 5, 2018.