Meadow Hill Executive Board Meeting
February 20, 2019
Executive Session
Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 12:35 pm. A quorum was present with the following in attendance: Directors: Larry Abbott, Luther Weeks, Kathy Wanat, Ed Litke and Polly Labombard. With Manager Sheila Duncan. Missing: Gene Flynn. The Executive Session was adjourned at 12:56 pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:00pm with the Directors noted above being present.
President’s Report
President Weeks mentioned that for this meeting he will also be Acting Secretary and that also he will be representing his unit, as owner, on a variance request.
Financial Reports
Larry Abbott reported that we were about $5.000 under budget for the operating budget in 2018 and about $50 over for January 2019, both are very normal variations.
Maintenance Report
Superintendent Covert reported that snow expenses will be high. With all the ice this year we have used a lot of salt, especially pet friendly salt on sidewalks. He would rather deal with a foot of snow than an inch of ice.
He has been asked about pretreating roads and sidewalks: That requires liquid sprays and special equipment which would be expensive and challenging to use, especially on sidewalks and stairs.
Open Meeting
Committee Reports
Friends of the River – Roger Bouchard asked that Darien help coordinate with new chemical treatment vendor (same on Highlight uses), to avoid problems with last year’s vendor.
Trees Committee – Roger Bouchard presented a list of projects, including those in the Board package, totaling $10,120 which will be their entire request for the year except for unanticipated emergencies and problems.
Open Forum for Owners
Cathy Collins #272 – expressed concerns that deteriorating steps may need more than usual patching. Darien has patched one already, with a new product, yet some may need replacing, others jackhammering before patching. A work order was created for Darien to evaluate all steps and recommend the best course of action for each.
Luther Weeks #334 – Elaborated on his unit’s request for a variance to install electrical connections and reimburse Meadow Hill for electricity to plug in a vehicle in his garage. His request is consistent with national guidelines recommended by the Community Association Institute. He will comply with any restrictions in rules soon to be proposed. He also volunteered to work with any owner prior to their purchasing a vehicle, as it is simple to determine what options could be available in particular garages.
Litke moved, to approved with the owner to sign a hold harmless, with the owner responsible for all installation, problems, and electricity, to be installed by a licensed electrician, and the owner of 334 will be responsible for all present and future costs associated with the project. Approved E. Litke, K. Wanat, P. Labombard, L. Abbot yes, Recused: L. Weeks.
Manager’s Report
Staff phones moved from Sprint to ATT and considerable savings.
Rich Bouvier suggests we have an Insurance Information Session with owners, to answer general questions and discuss moving the master policy deductible from $5,000 to $10,000.
Open Session -Old Business
Tree Committee Requests
Weeks moved, K. Wanat second to approve $1,300 for stump grinding, 3 maples along North, two trees near 314/320 plus $100 top soil and seed, from reserve funds. Approved unanimously.
Wanat moved, E. Litke second to approve $220 from operating budget for aphid spray near 147, and $3,400 from reserve funds for tree trimming, $1000 for replacement trees, and $400 for survey drone photos. Approved unanimously.
New Business
Wanat moved, E. Litke second, that President is authorized to sign two-year contract with Imagineers, with exactly the same terms as the current contract, with no increase in fees over the current 2018 contract for 2019, and an increase of 2% for 2020. Approved unanimously.
Manager Duncan will work with Rich Bouvier to set a Tuesday at 7:00pm for an Insurance Information Session.
The meeting was adjourned at 2:55pm. With no objections.
Luther Weeks, Acting Secretary
Approved by email vote 3/7/2019, Yes: L. Weeks, K. Wanat, L. Abbott, E. Litke, P. Labombard, abstain: G. Flynn.
Email Vote
A special bonus, $200 each, to Darien and Michael for hard and effective work in multiple winter storms. Approved unanimously 3/7/2019