Meadow Hill Executive Board Meeting
January 14, 2019
Executive Session
Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 1:15pm. A quorum was present with the following in attendance: Directors: Larry Abbott, Luther Weeks, Kathy Wanat, Gene Flynn, Ed Litke and Polly Labombard. Missing: Manager Sheila Duncan. The Executive Session was adjourned at 1:35 pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:37pm with the Directors noted above being present.
Financial Reports
Larry Abbott reported that he is still reviewing the year end 2018 financials. Some questions have been posed to the accountant. More updates on Year end 2018 in February.
Open Meeting
Maintenance – Capital Projects and Work order review – Staff completed the project to replace 268 light bulbs in 127 garages.
Committee Reports
New Residents – Linda Fillion, Welcoming Ambassador, this month welcomed Susan and Butch Hutt, Unit 168.
Friends of the River – Roger Bouchard reported that FOR has met for the first meeting of the year, focusing on budget and potential expenses. Their report is attached. While their plan is to have the North and South slope and flat terrain cut twice a year, the wetness of the North side may prevent that. In 2018, the wetness level prevented taking a bush hog to the flatland, so we will need to monitor to see the best time to do it this year. An article will be added to the April Lark asking for donations of transplanted flowering plants from residents for the hill/wetlands area.
Trees Committee – Roger Bouchard reported for the committee. See the attached report.
Open Forum for Owners
Marge DeMay, Unit 90 – concerned that two dogwoods, slated to be trimmed last fall were not. Darien Covert responded that limbs were removed from the roof area but more is needed. He and the Tree Committee will investigate the best time to trim flowering trees and whether staff can do this work.
Linda Fillion, Unit 182 – gave an update on contact with Eversource on lights out. On 12/7, Eversource fixed one light at the end of the garage near her unit, but a part was needed for the light by the stairwell. No response since. She called the State Senator on 1/7 as this is a safety issue. Multiple unit owners have called. No action yet.
Suz Fields, Unit 147 – Concerned about the Linden tree behind her unit which drops black sticky residue. She has done some research on spraying the tree. She will forward to the Tree Committee.
Roger Bouchard, Unit 171 – Concerned as a Friends of the River member about a dangerous Ash near the river with two arms over the path. He will discuss further with Darien.
Open Session -Old Business
Tree Evaluation
- Gene Flynn made the following motion: With an expired review period for owners and no comments, proceed with the removal of the three trees tagged last month – a Maple behind Unit 27, an Ash next to Unit 90 and an Ash south of the barn and west of the circle. Work to be done by Watson, cost estimated at $3,200. Seconded by Ed Litke. Passed unanimously.
- Gene Flynn moved to secure a quote from Watson to trim three pine trees adjacent to Unit 96. Trees Committee suggestion to trim to the roof peak height or in line with Watson recommendation. Estimate to be provided to the Board for approval. Ed Litke seconded. Passed unanimously.
- Two requests from the Grounds Committee to remove small, sickly and storm damaged cherry trees adjacent to Units 312 and 314. Gene Flynn moved to have staff remove these two trees. Larry Abbott seconded. After realizing that other units would be affected, Gene moved to amend the original motion to allow a 30-day review period before tree removal. Larry Abbott seconded the amendment. Passed unanimously. The amended motion was voted on and approved unanimously. Darien to tag these trees.
- The Board has previously approved taking down a deteriorated Maple next to the tennis courts. With the recent visits by two arborists, the Tree Committee learned that two additional Maple trees along HWN but closer to Main St. are also beyond their useful life and could be a hazard. Gene Flynn moved to tag these two additional Maples for a review period. Staff has already agreed that all three Maples can be removed by them. Seconded by Kathy Wanat. Passed unanimously.
New Business
Homeowners Variance Requests
Consider Homeowner request from Unit #167 to install a generator. Only input is from a neighbor asking that monthly test cycles only be done during the day. All other construction requirements are met. Luther Weeks moved to adopt with the usual requirements such as a hold harmless agreement, plus with the stipulation that test cycles only run during the day. Gene Flynn seconded. Approved unanimously.
2019 Project List Approval
Ed Litke presented the 2019 Project List and moved for its adoption – specifically projects 1-14. Larry Abbott seconded. Ed and Luther explained that some of these projects could be done by summer help, paid for as a capital expense just as we did in 2018. Approved unanimously.
Gene Flynn moved to adjourn the meeting with Larry Abbott seconding. Approved unanimously at 2:36pm.
Gene Flynn, Secretary
Approved unanimously via email vote 1/17/19.