Meadow Hill Executive Board Meeting
December 19, 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, Luther Weeks, Kathy Wanat and Gene Flynn. Missing: Ed Litke and Polly Labombard
The Executive Session was adjourned at 1:17 pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:34pm with the Directors and Manager named above being present.
Financial Reports
Larry Abbott reviewed the Financial Summary exhibit on page 6, showing us to be $336 over budget – just about flat. Based on lower overtime, management fees, snow removal primarily, he is projecting a year end achievement of about $6000 under budget.
Open Meeting
Maintenance – Capital Projects and Work order review – Darien Covert presented his review of four estimates for fertilization work. Luther Weeks moved and Kathy Wanat seconded to accept the proposal for $9066.34 from Allied Tree and Lawn Service. Passed unanimously.
Darien reported the Main St. sinkhole / sewer line issue we have observed for weeks, caused a backup into one of our units and is being presented addressed.
Committee Reports
Friends of the River – Roger Bouchard – Roger reported a couple projects not done this year due to weather. Based on the action just taken by the Board on fertilization vendor, the FOR committee will investigate also using that firm. Sheila Duncan will investigate if Allied is licensed for wetlands work and if so, obtain a quote for our needs.
Trees Committee – Gene Flynn gave a report from the Trees Committee, which is attached. Board action is noted below.
Open Forum for Owners
Andrea Martelli, #54 asks the Board to reconsider the time of day selected for Board meetings, indicating the current time is unfair to working owners who wish to attend.
Caroline and Nick Stevas, #6 questioned the 11/21/18 Board decision on denial of reimbursement of plumbing expense requested by them. Luther Weeks explained that the plumbing issue they had involved a pipe only servicing their unit and as such is deemed a Limited Common element in Section 6 of the Condominium Declarations. Maintenance and repair of Limited Common elements are up to owner.
Angelo DiMarco, #328 suggests reviewing Hollister House for possible sale to pay off debt and control HOA fees. Hollister House is a topic which has been reviewed previously by the Board but due to the costs involved in upgrading it to rent or sell, the conclusion reached was to leave the asset as is. There are no current plans to reinvestigate this asset.
Caroline Stevas, #6 is concerned about the walkway by her unit which washes sand onto it during rainstorms. She is concerned about safety. Darien Covert will investigate. Caroline is also concerned about the pine trees by her parking lot in HWS by unit 80. Tree committee to investigate.
Manager’s Report
Calendar Review and Correspondence– Sheila Duncan reviewed the scheduled calendar items in the Board Package as well as correspondence she sent the last month.
Old Business
Pool Renovations – Consultation is underway with fence contractors to replace the gate and a portion of the current fence.
Tree Evaluation
Gene Flynn moved, with Luther Weeks seconding to move forward with removing two trees immediately using 2018 remaining funds. Hiring Watson Tree, the pine tree at HWN entrance (which has been tagged and discussed) and the diseased ash tree by Unit 318 will be removed. Approved unanimously.
Gene Flynn moved, with Kathy Wanat seconding to remove a split Maple behind Unit 27, and Ash behind Unit 84 and an Ash down the hill due to their risk. Luther Weeks moved to mark the trees for now and table action until next month. Gene Flynn seconded the tabling motion. Passed unanimously. Now open for owner comments until next Board meeting.
As to the request from the Tree Committee for reaction from the Board to scoping out the costs and complexity of a Strategic Planting Plan for MH, while there is always concern about cost/benefit of such a plan, the Board was in favor of the Tree Committee exploring this further. Contact will be made with Rick Filloramo and any other consultants that Sheila Duncan can recommend.
New Business
Consider Items discussed in Executive Session
Luther Weeks moved, with Larry Abbott seconding to proceed with the annual compensation changes to staff as discussed in Executive Session. Approved unanimously.
Luther Weeks moved, with Kathy Wanat seconding, to pay Splash Pools all but $500 of the outstanding invoice for remaining work in the spring. Approved unanimously.
Homeowners Variance Requests
Consider Homeowner request #54 to convert a porch to a Four-Season Room. All license and insurance requirements and materials/color requirements are met. Requiring a Hold Harmless agreement. Luther Weeks moved, with Kathy Wanat seconding to approve. Approved unanimously.
Proposal to replace light bulbs in garages with LED bulbs – Luther Weeks and Darien Covert propose, due to increased electric costs in garages, that we replace all electric garage door opener bulbs and other (non-storage bin) garage lights with LED replacements. Luther Weeks moved, with Larry Abbott seconding to move these lights to LED. Approved unanimously. Darien Covert to proceed with installation. As an associated issue with garage electrical usage increasing, there is concern on the Board about the possibility of excessive electrical usage by some owners with appliances and perhaps electric vehicles tapping our Common electric accounts. A rule change may be considered.
Bouvier Insurance Renewal Proposal – The Condominium Insurance renewal package, discussed in Executive session was moved by Larry Abbott to approve, with Gene Flynn seconding. Approved unanimously.
Change of Date of January 2019 Board Meeting – Luther Weeks moved, with Gene Flynn seconding to move the January MH Board meeting to Monday, January 14. Approved unanimously.
Gene Flynn moved to adjourn the meeting with Luther Weeks seconding. Approved unanimously at 2:46pm.
Gene Flynn, Secretary
Approved unanimously via email vote on December 27, 2018.
Action taken since December, 2018 Board Meeting
On 12/29, Luther Weeks moved to accept the recent recommendation of the Grounds Committee as follows:
Our recommendation is to top the shrubs (near D. and L. Fillion Unit) down to a smaller size and prune them back so they are well clear of the handrail, then monitor the bee activity as the weather warms up to see if further action is required. Darien could do that work this week if he has the go ahead. If pulling them completely is eventually deemed necessary, it could then be done in the warmer weather.
Approved on 1/2/19 unanimously.