Meadow Hill
Executive Board Meeting
November 21, 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, Polly LaBombard, Kathy Wanat and Gene Flynn.
The Executive Session was adjourned at 12:52 pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:35pm with the Directors and Manager named above being present.
Minutes
Minutes for Actions taken since the last Board meeting were approved unanimously. Motion by Luther Weeks, seconded by Ed Litke.
President’s Remarks
The Budget Meeting will be held on 12/6 at 7pm, with a snow date of 12/12.
Financial Reports
The Income Statement on Page 15 at bottom shows Actuals exceeding Budget by $60,845 due to the way we report capital expenses (income from reserves not reflected in Budget). An exhibit in the Board Package, available to anyone shows income under by $1500, expenses under by $6700 and bottom line under budget by $5278.
The Cash Balance Sheet as of 10/31/18 shows total cash down by $51,000 due to payments on the pool renovation and other reserve transactions. The Balance sheet shown on page 11 shows reserves down, also due to transfer to cash for the pool and other reserve transactions.
Open Meeting
Maintenance – Capital Projects and Work order review – Darien Covert reported that the tree work to be done by Nick (tree by river, cabling of another tree) will be done next week. The new heater in the greenhouse is working well. The Pool renovation is good, with the pool decking and skimmers done. The electrical inspection will be done soon, as will the anchors for the pool cover. The pool will be partially filled when it is not projected to be as cold. The 2018 Maintenance List is essentially complete.
Committee Reports
Friends of the River – Roger Bouchard – Almost all projects have been completed. Two open projects are to be done by Darien, weather dependent.
Open Session for Owners
Linda Fillion (#182) – concerned about lights out by the garage. Has reported this to Eversource multiple times. Eversource has an open work order. Suggestion to report this to the Public Utilities Control or our State Senator. Sheila Duncan to draft a letter. Also, Linda asked that the Arborvitae by the steps to the walkway in her area get removed. Neighbors are agreeable. The Manager will send this to the Landscaping Committee.
Nancy Carter Menendez (#53) expressed concern about the speed of cars and service trucks on the grounds. Gene Flynn indicated that a reminder about speed will be in the 11/27 Lark.
David Faxon (#33) is concerned about plans to remove two pines by Parking Lot B. He has spoken to 7 other residents who have the same concern. Isn’t there an alternative to the Board’s plans to remove the two trees entirely? Even if not perfect specimens, is the life span of these two really over? Is White Pine disease really as serious as some experts claim? There was much discussion about the character of the complex when so many trees have been taken down due to disease and storm damage, as well as safety concerns expressed by the Tree Committee and Watson, our frequent tree surgeon, as well as the Board. Employing an independent consultant has been suggested.
Kay Long (#27) suggested planting of more flowering trees. She will also look into free seedlings available from the Arbor Day Foundation.
Bob Kolwicz (#268) reminded all in attendance that criteria for recommendations from the Tree Committee are established and followed. Tree removal recommendations are consistent with these criteria. Both he and Roger Bouchard rely on Watson as an arborist as well as a tree surgeon.
The Board, along with Sheila Duncan and Darien Covert will investigate hiring an independent arborist to consult on this situation.
Kay Long (#27) suggests cameras and maybe a guard booth at the complex entrances. With no real crime problem on the grounds, another viewpoint was expressed that this would not be necessary.
Manager’s Report
The CAI lease at Hollister House has been renewed. Letters were sent to homeowners who were approved last month by the Board for renovations. The Calendar review shows activities on schedule.
Old Business
Pool Renovations – Kathy Wanat -reinforced Darien’s report. Also noted that investigation has begun on fence replacement (where removed) and gate enhancement. Shrubs will be replanted in the spring, along with painting of the pool by staff. Splash Pools has agreed to acid wash the inside of the pool to prep for the painting.
Proposed 2019 Budget – The Budget Committee presented the results of the update to the capital expenditures exhibit and the 2019 Proposed MH Budget. This would result in a fees increase of 1.86% . Larry Abbott thanked the Budget Committee members and Darien for their work. Larry was also thanked for his leadership. Larry Abbott moved acceptance of the proposed budget and the supporting capital expenditures plan. Luther seconded. Passed unanimously. Now goes to the residents at the 12/6 Budget Meeting.
New Business
Items Raised in Owners’ forum and committee reports
The planned action for removal of trees near Garages 27 and 29 – Agreement to look at known consultants/licensed arborists. Item tabled at this time but to be left open.
Homeowners Variance Requests
Consider Homeowner requests for plumbing reimbursements at Units #6 and 242 – Unit #6, one unit affected, caused by grease down the drain. Luther Weeks moved to deny request. Gene Flynn seconded. Passed unanimously. Unit 242 – multiple units affected, caused by rag in the pipe and other debris also caused by one homeowner. Luther Weeks moved to deny request for reimbursement. Ed Litke seconded. Passed unanimously.
Entry Door Variance Request – Unit #183
All proper information provided, within guidelines. Moved to approve by Gene Flynn, Seconded by Kathy Wanat. Approved by all except Larry Abbott, who abstained as he is the requester.
Gene Flynn moved to adjourn the meeting. Larry Abbott seconded. Approved unanimously at 2:46pm.
Gene Flynn, Secretary
Approved unanimously by email vote on December 8, 2018.