Meadow Hill Executive Board Meeting
March 20, 2019
Executive Session
Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 1:00pm. A quorum was present with the following in attendance: Directors: Larry Abbott, Luther Weeks, Kathy Wanat, Gene Flynn, Ed Litke and Manager Sheila Duncan. The Executive Session was adjourned at 1:27pm.
Open Session
The Executive Board Monthly Meeting was called to order at 1:30pm with the Directors and Manager noted above being present.
Minutes
Minutes to the February 20, 2019 meeting were approved by email vote.
President’s Remarks
President Luther Weeks announced that Polly Labombard resigned from the Board for personal reasons. He also announced that Ed Litke heads the Nomination process for Board positions, the election for which occurs at the Annual Meeting to be held on June 13, 2019 at 7pm. He noted that rules would be voted upon today for Notice and Hearing. Owners can comment until the April meeting, when the rules will be voted upon for implementation.
Financial Reports
Larry Abbott reviewed Reserves and Operating Cash exhibit on Page 4, reflecting reserves in a good position, being $7K over projection. On the Balance Sheet, pages 5-8, Larry reported that assets are gradually rising, as is the Owner’s Equity. On the Income Statement, page 11, the bottom line, after adjusting for reserved items shows our budget at $850 better than budget. Larry cautioned the group and alert to the community at large that Water costs continue to increase – encouraging all to conserve as much as possible.
Open Meeting
Maintenance – Project List and Work order review
Darien Covert reported on the maintenance items. He has been working on estimates for some roof repairs as well as upcoming tree trimming. Washouts from recent rains created clean up efforts which he and Mike have addressed.
Committee Reports
New Residents – Linda Fillion, Welcoming Ambassador, this month welcomed George and Judy Fay, Unit 217.
Trees Committee – Roger Bouchard submitted the bill for the Drone photos recently taken. He shared a sample drone-produced community photo with attendees. We will produce a version of this aerial photo for hanging in the Clubhouse. The electronic version of these photos will benefit the Grounds, Trees and Friends of the River Committees.
Nominating – Ed Litke announced the Annual Meeting to be held on 6/13. Nominations for open Board positions should be submitted to Ed. The May Lark will remind residents of the upcoming meeting and election.
Amenities – Kathy Wanat brought forth a request to purchase and install a lock box for Social Committee use in the Clubhouse and made it as a motion. Cost expected to be about $30. Luther Weeks seconded. Passed unanimously.
Open Forum for Owners
Linda Fillion (33) updated the group that Eversouce fixed the light at the parking lot stairs near her unit. She also questioned when the arborvitae, near her steps which has been trimmed, will be removed. This has been referred to the Grounds Committee for review.
Vin Liscomb (191) asked how to get in touch with the Board. Luther Weeks suggested use of the form on the website or use Manager Sheila Duncan to submit requests and suggestions.
Susan Rochford (50) brought forth her concern for the community about the safety issue associated with ice storms this winter. While she is complimentary of Darien and Mike’s caring work, she wonders what can be done to reduce risks even more when ice becomes a safety issue. She suggests use of more salt containers, perhaps more part time staff and use of water repellent paint on handrails. Darien Covert responded with how he and his team approached treating ice during the numerous ice storms this winter. In spite of numerous compliments paid to our staff on their hard work this winter, both Darien and the Board are open to any improvement opportunities. All ideas presented herein and submitted by other residents will be reviewed by the Manager, Superintendent and the Board.
Roger Bouchard (171) reminded all that we need to be careful when chemicals are applied versus when seeding will be done. Darien Covert responded that Allied coordinates with Staff before doing an application.
Open Session
Manager’s Report – Calendar review and Correspondence
An information session with Bouvier Insurance will be held on April 30 at 7pm to answer MH insurance questions, especially around implications of moving to a $10,000 deductible on our community property coverage and what that means to individual owners’ homeowners policies. Sheila will confirm this date with the agency.
Calendar review – Sheila Duncan reviewed the February and March maintenance items. All are current except soliciting bids for crack filling of road, sidewalks and sealing of roads which has been moved to August as a better time of year for this task.
Old Business
Tennis Courts
Ed Litke reminded attendees of the long-standing need to perform work on our tennis courts. After the Board determined that the costs of a complete overhaul were excessive, Ed moved to accept some tasks outlined in the Constantine Sealing Service bid to cut, fill, clean and repair the tennis courts. Our Staff has agreed to paint and re-line after the contractor’s work with a total cost for all work and materials not to exceed $13,000. Passed unanimously.
New Business
Consideration of Homeowner Variance Requests
Unit 268 Request for Power installation, usage and reimbursement
Request from Tillie and Bob Kolwicz (Unit 268) to add necessary electrical equipment to charge an electric vehicle in their garage. This proposal is identical to the one approved last month for Unit 334, including a Hold Harmless Agreement, use of a non-adjustable KWH meter, annual reporting, 2% service/carrying fee and use of a licensed electrician.
With a Hold Harmless agreement, this garage enhancement would pass automatically to another owner. Motion to accept by Luther Weeks, seconded by Ed Litke. The Board approved unanimously.
Roof Replacements on Units 227 and 298
After reviewing contractor proposals, Luther Weeks moved and Ed Litke seconded to accept the proposal by Klaus Larsen. The warranty is 20 years on workmanship, significantly better than the competition. Total cost is $7,471 for both roofs. Passed unanimously.
Rules Amendments
Nine formal Meadow Hill Rules changes have been proposed. All nine proposed rules will go to Meadow Hill owners via US mail package by Imagineers for comments. Final action will be taken by the Board at the April Board meeting after review of owner’s comments.
Proposed Rule changes:
- Technical update to rule to synch with a previous Bylaw change on $50 late fee for failure to follow Bylaws, Rules and payments of assessments. Moved by Luther Weeks, seconded by Gene Flynn. Passed unanimously.
- Clarifies the rule on submission of leases, with institution of a fine for not complying. Units occupied by family members of owners are not impacted by this rule. Moved- by Luther Weeks, seconded by Ed Litke. Passed unanimously.
- Rule provision for special electric usage in garages. Moved by Luther Weeks, Seconded by Gene Flynn. Passed unanimously.
- Winter provision on door mats on sidewalks, stoops and steps as amended. Moved by Luther Weeks, seconded by Kathy Wanat. Passed unanimously.
- Clarification on the allowable color of non-main entrance doors which are external to the building. Moved by Luther Weeks, seconded by Ed Litke. Passed unanimously.
- Prohibition on parking in front of garages, except for up to 20-minute drop off time. Moved by Luther Weeks, seconded by Ed Litke. In favor: Kathy Wanat, Luther Weeks, Ed Litke, Gene Flynn. Opposed: Larry Abbott.
- Pets and Service Animals – clarification on use of service animals as opposed to pets in our rules. Moved by Luther Weeks, seconded by Ed Litke. In favor: Luther Weeks, Ed Litke, Kathy Wanat. Opposed: Larry Abbott, Gene Flynn.
- Expansion of rules on renting of the Clubhouse and Hollister House to prohibit use of tacks and damaging tape. Moved by Luther Weeks, seconded by Larry Abbott. Passed unanimously.
- Clarification of recycling rule to specifically prohibit plastic bags and align fully with Glastonbury Town recycle rules. Moved by Luther Weeks, seconded by Gene Flynn. Passed unanimously.
Gene Flynn moved to adjourn the meeting with Ed Litke seconding. Approved unanimously at 3:34pm.
Gene Flynn, Secretary
Approved via email vote on March 22, 2019
Meadow Hill Executive Board Action Taken Since March 20, 2019 Meeting
On April 3, 2019, Gene Flynn, on behalf of the Tree Committee and in an email to fellow Board members, observed that a fourth Maple tree along HWN was also severely damaged by woodpeckers and is a danger in its present condition. The Board has already voted on taking down three Maples along HWN that were in poor condition. Gene moved that this fourth Maple tree, across from units 67 and 77 should be taken down as quickly as possible and since it was an imminent hazard, the 30-day comment period usually given to residents be bypassed. Work shall be done by Staff. Passed unanimously via email vote on 4/3/19.
On April 5, 2019, Luther Weeks moved via email to fellow Board Members:
Whereas: Darien’s mother wants to get rid of and sell her trailer;
Whereas: We have made use of it several times a year recently;
Whereas: If she sells it to someone else, we would no longer have that option;
Whereas: The price of $800 is more than reasonable;
Therefor: I move that we purchase the trailer at $800.
Passed unanimously by email vote 4/5/19.
On April 5, 2019, Luther Weeks moved via email to fellow Board Members:
Whereas: We are committed to doing the North Fence this year;
Whereas: Darien has obtained a good quote for material from Home Depot attached, $8,327.81;
Whereas: they can only hold the quote for another week;
Therefor: I move that we approve the purchase.
Passed unanimously by email vote 4/5/19.