Meadow Hill
Executive Board Meeting
October 17, 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: Larry Abbott, Ed Litke, Luther Weeks, Kathy Wanat and Gene Flynn. Not in attendance: Polly Labombard
The Executive Session was adjourned at 1:20 pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:34pm with the Directors and Manager named above being present.
Minutes
Minutes to the 9/19/18 Board meeting, with motions and votes taken via email since the 9/19/18 Board meeting were approved unanimously. Motion by Luther Weeks, Seconded by Larry Abbott. Approved unanimously.
President’s Remarks
Thanks to Ed Litke for managing the list of Maintenance projects list this year and of course to Darien Covert and his staff for accomplishing much. Their work saved the community much money, and while we have commented previously this year, special note is made this month on garage door refacing, fireplace stack repainting and smoke detectors. Some of these projects are really homeowner responsibility but doing the work in aggregate saved everyone money.
Financial Reports
Budget committee has been meeting and will be ready to present a budget at the Nov. Board meeting. For financial reports, on page 11, our cash position is at $335,000, minus the outlay for the pool which is not reflected.
Income statement – bottom of page 19, on a Year to Date basis shows us $29,000 under budget using the Imagineers accounting reports, however taking into consideration what we traditionally reflect in our budget, we are flat to budget ($130 over to be precise).
Open Meeting
Maintenance – Capital Projects and Work order review – Darien Covert reported that two bids are in for the Greenhouse heater, with the CNG bid still outstanding. This will go for Board email vote before the next meeting, in order to complete the project before it gets too cold.
Darien reported that the chimney stack painting is completed. 212 were done by staff and 46 done by a contractor at a cost of $3525. Lamp posts are 90% completed repainting, with the remaining posts expected to be done this week. Topsoil has been ordered for reseeding. Anyone interested in obtaining some of the topsoil should see Darien. Furnace filters will be done in November.
The Pool Project progresses well. Skimmer, plumbing and deck removal are complete. Two new lights installed in the pool. Concrete may begin next week. To get the main drain working correctly and meet code, work is necessary in the pump room and a safety relief valve in the pool drain. Expected cost is an additional $900. Board action noted later in the meeting. Painting may either be done this fall or in the spring, weather dependent.
Committee Reports
Tree Committee – Bob Kolwicz – Final phase of 2018 tree work is completed for the year. Mike finished planting new trees to replace ones taken out. One tree by the Clubhouse lost a major limb. Committee recommends taking tree down. Darien and the Board are in agreement for staff to take it down. If additional funds are made available, trees next to Garage 27 and behind 49 should be removed (on 2019 plan). Board to look at them and then consider email vote of moving money from Grounds to do these tree removals this year.
Friends of the River – Roger Bouchard – all projects in progress, scheduled or completed. North side planting of flowers on bank is accomplished. Flatland area has not been cleared, but Moe could do it before snowfall. Darien is scheduling tree removal by the brook before he does railings on the bridge. Darien is scheduling the south bank trimming work as approved at the last Board meeting.
Grounds Committee – Mike Proulx – Fall plantings are completed. Two areas for Highlight to do are being scheduled. Draft project list for spring has been submitted. Looking at remaining budget to share with Trees Committee for late fall work noted above.
New Residents – Linda Fillion welcomed Emil and Sue Ostrowski in Unit #7 and Elaine Lembo at Unit #229. She asks to remind owners to leave Clubhouse/HH key for new owners when units are sold to avoid the cost of providing new keys to new residents.
Open Session for Owners
Roger Bouchard #171 – Concern about landscaping issue by #191 and water runoff onto the sidewalk by the handrail. Darien allayed concerns.
Kathy Collins #272 and Kathy Wanat #264 – concerns about the serious growth on larger shrubs and the fact that Highlight will not over-prune. Darien has talked to Highlight but they are concerned about killing shrubs if over-pruned. Major concern about Kathy Wanat’s Witch Hazel – which Darien will look at with her. Darien will address with Kathy.
Kathy McCarthy Proulx # 314 – Asks that when we describe trees and shrubs being trimmed/removed, that the Board is more specific about the exact location. Riverbank looks great (daisies). Finally, not everyone knows the process for submitting work orders; could we do a Lark article on it? Gene Flynn will address with the Lark committee.
Carol Fredrickson #81 – Clubhouse clock needs a battery. Darien to handle.
Manager’s Report
Calendar Review – page 46 – all activities, except the last item are done or underway. Third blade edging of all beds was removed from the list.
Correspondence -Both noted correspondence are now addressed/completed.
Old Business
Pool Renovations – Luther moved to allocate $900 to address the main drain code/safety issue. Kathy Wanat seconded and the Board approved unanimously.
Reconsider Landscaping of common area near #191 – Motion to reconsider – Larry Abbott moved, Luther Weeks seconded to reconsider. Voting in favor – Kathy Wanat, Luther Weeks, Larry Abbott. Voting against – Gene Flynn, Ed Litke. Motion passes to reopen the discussion.
After discussion, Kathy Wanat moved to plant grass in this common area, with Larry Abbott seconding. Voting in favor: Luther Weeks, Kathy Wanat, Larry Abbott. Voting against: Ed Litke, Gene Flynn. Motion passes. Darien Covert and staff will complete the project.
New Business
Items discussed in Executive Session
- Contract for termite control with Braman for $2,450. Moved by Luther Weeks, seconded by Kathy Wanat. Approved unanimously.
- CAI Lease in Hollister House – 1 year lease for $600, with annual 5% annual increase . Larry Abbott moved with Kathy Wanat seconding to renew with these provisions. Passed unanimously.
Breach of Rule 6.3 – Complaints have been received about the look of the curtains hung on the porch of Unit 73. The concern is that this curtain style/placement detracts from the character of the Meadow Hill community, even though they meet the color requirement. Motion by Luther Weeks, seconded by Ed Litke to send a letter to the owner indicating that these window coverings do not meet the requirements of rule 6.3 and must be removed. Voting in favor – Luther Weeks, Ed Litke. Voting against – Gene Flynn, Larry Abbott. Abstention – Kathy Wanat. Motion fails.
Homeowners Variance Requests
1 – Unit 65 Deed Transfer Request – Luther Weeks moved that we have no objection to the transfer of the deed but cannot approve it. Gene Flynn seconded. Approved unanimously. Sheila Duncan to send a letter to the requester.
2- Unit 274 Patio Door Replacement – Gene Flynn moved to accept the proposed sliding door replacement. Kathy Wanat seconded. Approved unanimously.
3 – Unit 217 Patio – Request is to replace an existing deck and rock patio with a paver patio and remove shrubs placed next to the patio and one large one next to the stone wall. As copies of the submission were not available for all to see, Luther Weeks moved to table this item until after the meeting, have the Board and any other interested parties to visit the patio immediately after the Board meeting and discuss with Darien Covert what the request entails. Larry Abbott seconded. Approved unanimously.
Gene Flynn moved to adjourn the meeting in the Clubhouse to the patio area of Unit 217. Larry Abbott seconded. Approved unanimously at 3:05pm.
Gene Flynn, Secretary
Unit 217 Request for Patio
Immediately after the Board meeting, the Executive Board reconvened on the current patio of Unit 217 and reviewed the request for deck/patio replacement. Darien Covert vouched for the contractor being used. Motion made by Luther Weeks to approve the request to remove the deck and current patio and replace both with a paver patio, to remove the bushes identified by the homeowner, to require a Hold Harmless agreement be filed and if the rain barrel is being removed, to replace the downspout with the authorized color and bury the drain under the new patio to exit closer to the stone wall area. Seconded by Gene Flynn. Passed unanimously.
Minutes approved unanimously by attending Board members via email vote on 10/19/18.