Meadow Hill Executive Board Meeting
April 17, 2019
Executive Session
Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 12:59 pm. A quorum was present with the following in attendance: Directors: Larry Abbott, Luther Weeks, Kathy Wanat, and Ed Litke. With Manager Sheila Duncan. Absent: Gene Flynn.
The Executive Session was adjourned at 1:12 pm.
Open Session
The Executive Board Monthly Meeting open session was called to order at 1:30pm with the Directors noted above being present.
President’s Report
President Weeks mentioned that for this meeting he will also be Acting Secretary. He encouraged owners to attend the Information Session with our insurance broker at 7:00pm on April 30th. He also encouraged owners to consider running for the Executive Board.
Financial Reports
Larry Abbott reported that we are approximately on target with the operating budget.
Abbot moved and L. Weeks 2nd the purchase of up to three water meters @$350 to exclude water from irrigation and from the maintenance/greenhouse/garden areas from the sewer bill. Approved unanimously.
Maintenance Report
Daren Covert mentioned a hard deadline of May 15 for owners to request mulch. We have spent approximately $450 for materials, so far, to address several drainage issues.
Open Meeting
Committee Reports
Friends of the River – Roger Bouchard said we could pay Allied for the treatment of the Hill at the end or at a discount by paying early. L. Abbott moved, K. Wanat 2nd to prepay $733. Approved unanimously.
Trees Committee – Roger Bouchard said that stump grinding was originally approved at $750 and because of more trees is at $1,450. L. Abbot moved, L. Weeks 2nd to authorize the $1,450. Approved unanimously.
Open Forum for Owners
#54 D. Faucher addressed the causes of drainage issues near her unit.
#90 M. Demay addressed drainage issues near her unit.
#276 W. Brownsword suggested that new singles be “copper infused”. D. Covert – they are.
#272 K. Collins concerned with furniture left out for days.
#151 C. Keating concerned that decayed steps be addressed and drainage problems
#194 C. Liscomb concerned for steps repair
The following addressed the parking rule (most opposed) and other parking issues:
#272 K. Collins, #120 R. Brimley, #10 T. Dolan, #229 E. Lembo, #112 S. O’Leary,
#221 L. Zimmerman, #268 R. Kolwicz
Manager’s Report
Open Session -Old Business
Weeks moved, K. Wanat 2nd $4,732.57 to accept bid from All Fence for pool gate, lock, and fence. Approved unanimously.
Weeks moved, E. Litke 2nd to accept bid from Constantine Paving & Sealing totaling $9,400 to crack fill tennis courts and around court fence posts. Approved unanimously.
Abbot moved, K. Wanat 2nd Rules Change #1 to Rule #1 fines up to $50. Approved unanimously.
Wanat moved, L. Weeks 2nd Rules Change #2 to Rule #4 lease clarification, late fee, and AirBnB prohibition. Approved unanimously.
Weeks moved, L. Abbot 2nd Rules Change #3 to Rule #4 electrical usage in garages. Approved unanimously.
Weeks moved, L. Abbot 2nd Rules Change #4 to Rule #6 no mats on sidewalks during snow conditions. Approved unanimously.
Litke moved, L. Abbot 2nd Rules Change #5 to Rule #7 clarifying entry doors color rule. Approved unanimously.
Weeks moved, E. Litke 2nd Rules Change #7 (Alternate) to Rule #10 clarifying pet and service animal rule. Approved unanimously.
Weeks moved, K. Wanat 2nd Rules Change #8 to Clubhouse/Hollister House Rental Agreement prohibiting thumb tacks, nails, and incorrect tape on walls. Approved unanimously.
Weeks moved, K. Wanat 2nd Rules Change #9 to Rule #17 updating recycling rulesw. Approved unanimously.
Weeks moved, E. Litke 2nd Rules Change #6 (Alternate) to Rule #9 no parking in front of garages during snow conditions, towing. Approved unanimously.
New Business
Weeks moved, E. Litke 2nd to accept bid from A.G. Masonry to rebuild three sets of steps totaling $3,300. Approved unanimously.
Abbott moved, E. Litke 2nd a total of $1,250 expenses and up to $8,000 for additional staffing for North Fence. L. Weeks moved, E. Litke 2nd to amend to up to $15,000 for additional staffing. Amendment approved unanimously. Amended motion approved unanimously.
Abbott moved to adjourn. The meeting was adjourned at 3:57pm. With no objections.
Luther Weeks, Acting Secretary
Addendum Gene Flynn
Item 1
Minutes to the April 17, 2019 Meeting were approved via email vote on 4/20/19 with affirmative votes from Luther Weeks, Larry Abbott, Ed Litke and Kathy Wanat. Gene Flynn abstained.
Item 2
Motion made via email by Luther Weeks on 4/24/19:
Whereas: Meadow Hill drains should be cleaned every five years and ours also are loaded up after the recent rains;
Whereas: We have a good quote from Pye-Lamurre, LLC @150 each
Whereas: We have 40 drains, of which Darien will do three;
Therefor: I move that we accept the offer of Pye-Lamurre, LLC for cleaning 37 of them totaling $5550.
Approved by email vote on 4/25/19 with affirmative votes from Luther Weeks, Larry Abbott, Kathy Wanat and Ed Litke. Gene Flynn abstained.
Item 3
Motion made via email by Luther Weeks on 4/25/19:
Whereas: #330 had apparently two leaky skylights and paid a contractor to remove them and water barrier and re-shingle the roof about her porch;
Whereas: There is still a leak in her ceiling over her porch;
Whereas: The cause may be the contractor/owner’s responsibility or Meadow Hill’s if the leak is actually in the roof over the unit which is jointed with the roof over the porch;
Whereas: The contract, Darien, and I have surveyed the situation and without taking off some of the roof over the unit there is no way to assess responsibility and the solution my require re-shingling the ½ roof over the unit;
Therefor we propose: That 2’ of shingles be removed and the contractor, Darien, and if necessary I will assess the cause and responsibility and if it is Meadow Hill’s the contractor agrees to reshingle the ½ roof for $1,700; If it is the contractor’s responsibility he will not charge to resolve the issue.
Approved unanimously via email vote on 4/25/19.