Meadow Hill Executive Board Meeting
May 15, 2019
Executive Session
Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 12:56pm. 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 1:14pm.
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 April 17, 2019 meeting and action taken via email vote since the April meeting were approved by email votes.
President’s Remarks
President Luther Weeks announced the upcoming Board elections on June 13th at 7 pm at the clubhouse. He encourages all interested parties to submit their names in nomination for Board openings. See Nominating Committee report below.
Financial Reports
Larry Abbott reviewed a list of 2019 projects which will draw from Reserves, included as page 8 in the Board package.
Income Statement shows budget performance as on target in total. Expenses are good except for utilities which are about 6% over budget and Insurance at 16% over. If we move to a $10,000 deductible, that will help. Building maintenance on page 14 shows a charge for two roofs done in April but are really a capital expense.
Open Meeting
Maintenance – Project List and Work order review
Darien Covert reported on the maintenance items. Work orders are mostly on hold until the pool is done. While the pool is prepped, he and Mike need five good weather days to paint. Mulch is about 70% done. Will start delivering around Memorial Day weekend to those who have requested mulch. Summer worker – Nick Sconzo has started. Upcoming work – patio block walkway by pool and north fence replacement.
Committee Reports
New Residents – Linda Fillion, Welcoming Ambassador, this month welcomed Bill and Valerie Driscoll, Unit #135. She has requested ten copies of the phone directory when ready as she gives those to new residents she visits.
Friends of the River – Roger Bouchard provided a brief status and his committee’s need for about 20-25 hours of staff time this year for watering system, spreading wood chips, etc.
Nominating – Ed Litke also commented on the 6/13 annual meeting. For owners interested in Board positions as a service to the community – in order to have resumes included in the formal meeting announcement that Imagineers will send out on May 24th, resumes must be submitted by May 20th to Manager Sheila Duncan. Candidate names will still be accepted up to the night of the election, even if a resume is not provided.
Open Forum for Owners
Open Session
Linda Fillion, #182 – she and other residents have noticed that lights going to the flagpole are on during the daytime. Lenses could be dirty. Sheila Duncan to generate a work order to investigate. Linda also mentioned Arborvitae removal in her area. Grounds has recommended to cut one at the stump (by stone wall) and pull two others by roots and replant area-appropriate plantings.
Sandy MacGregor, # 288 – asked about deck cleaning/staining. Darien will provide the paint color at Home Depot for her son to use.
Vin Liscomb, # 191 – questioned who maintains motion sensing lights as he has a light out. Sheila Duncan will generate a work order.
Elaine Lembo, # 229 – asked about procedures for moving her horse to the barn. We are waiting for written notice by one horse owner who is moving, before Elaine can be given ok to move her horse. Ed Litke can provide all details about the barn.
Manager’s Report – Calendar review and Correspondence
Sheila Duncan covered actions on the Disposition Report, page 34. Calendar activities are current except for community garden rototilling due to river water level. Correpondence – Amended Meadow Hill Rules were mailed to owners on April 22, 2019. Rule 7 was not included in its entirety. May republish all rules in June or July, incorporating all amendments.
Old Business
Pool Fence – The new fence is installed and looks great. Still outstanding – how to handle the gate lock and the sign in process. Pool opening is still dependent on these being resolved, the pool painting and the final town inspection. Still shooting for Memorial Day weekend but weather will be the major determining factor.
Pool Sidewalk – see paving projects below.
Tennis Court Renovations – are underway. Several weeks of work remain by the vendor and staff for painting. Still looking at mid-July to be open.
New Business
Items Raised in Owners’ Forum and Committee Reports
Grounds Committee – A detailed, illustrated set of recommendations was included in the Board package by the Grounds Committee, totaling an estimate of $1390. Luther Weeks moved to adopt all recommendations, including the items on pages 66 and 67, with Ed Litke seconding. A few clarifying questions were answered, including the fact that Staff has responsibility for watering new plantings for the first year. Approved unanimously.
Erosion Problem with Unit 122 – Darien believes that the best solution is a small retaining wall and will secure estimates for Board evaluation.
Consideration of Homeowner Variance Requests
Unit 268 HVAC Request
Request from Tillie and Bob Kolwicz (Unit 268) to add a ductless heat pump. Meets Meadow Hill rules and any conduit pipe will be painted to match the siding. Luther Weeks moved with Ed Litke seconding. Approved unanimously.
Unit 167 Variance Request on Outlet/Awning/Plantings
Request from Norm and Marilyn Gordon to add an electrical outlet and retractable awning on the deck similar to Unit162. A licensed electrician – State Wide Electric will be used. Luther Weeks moved to accept, with Gene Flynn seconding, with the stipulation that the awning color be the same as Unit 162 and gutter removed. Approved unanimously.
Norm also requested installation of 2 or 3 plants against the new fence opposite his unit at his expense. Plant selection has met guidelines of the Grounds Committee. Luther moved with Kathy Wanat seconding to adopt the request. Approved unanimously.
Unit 28 Variance Request on Windows, Lights, Sidewalk, Deck
Package request by homeowner – Replace 7 windows meeting MH requirements to be done by the owner who is experienced in window replacement. Secondly, to remove the green carpet on the cement patio and paint the railing. Third, to replace existing external light fixtures with approved style fixtures and Fourth, to replace broken steps.
Luther Weeks moved to accept, subject to the usual hold harmless agreement. Kathy Wanat seconded. Darien Covert reminded that the light fixtures will require special handling due to the aluminum wiring. Approved unanimously.
Reconsider $15,000 for summer help, consider reducing approval to $10,000. Item died without motion.
Consider approving contract for pool sidewalk, drainage problem near #54 and raising a sidewalk that floods near unit #32. We were fortunate to have a bid for this small job. Luther Weeks moved with Gene Flynn seconding to accept New England Blacktop’s bid. Approved unanimously.
Consider approving contract for flat roof on Unit #328 – Bid from SJR Construction for replacing this flat roof. Moved by Luther Weeks, seconded by Larry Abbott. Approved unanimously.
Consider approving contract for Barn Roof – Barn roof leakage prevents use of the upper level for storage. While originally unplanned for this year, we have a good bid from Klaus Larsen and the current need requires action. Luther Weeks moved with Ed Litke seconding. Approved unanimously.
Consider approving two permanent benches – Rather than continuing to purchase average quality benches, this recommendation by Amenities is to purchase two high quality, six-foot benches. Will be placed west of HWN looking towards the river. Luther Weeks moved with Kathy Wanat seconding. Passed unanimously. Kathy asked for possible relocation of an existing bench to the area at the bottom of the ramp to the clubhouse to accommodate people dropped at the ramp.
Adjournment: Motion by Gene Flynn, seconded by Luther Weeks to adjourn. Approved unanimously at 2:34 pm.
Gene Flynn
Secretary
Approved unanimously by email vote on May 17, 2019.
Board action since the 5/15/19 Board meeting:
- On 5/17/19, Kathy Wanat moved via email as follows: I’d like an email vote for permission to spend approximately $100 of the Amenities budget on annual flowers to be placed in pots near the pool entrance. I already have the pots. It will be frosting on the cake. Approved unanimously via email vote on 5/18/19.
- On 5/17/19, Luther Weeks moved to approve a request from the owner of Unit 217 to install a gas line at the patio per submitted plan, by a licensed contractor. It is a relatively isolated location and I have added a photo to the submission. Approved unanimously via email vote on 5/21/19.
- On 5/21/19, Luther Weeks moved as follows: I propose hiring Jordan Covert, currently a junior in high school @ $13 per hour for approximately 15 hours per week, for a maximum of $2,000. For example, the work she would do would include pool maintenance, watering of plants, and power washing siding. This is necessary to get all this done along with the many items on the maintenance list. It should leave us well within the overall limit of the $15,000 allocated. Approved unanimously via email vote on 5/22/19.
- On 5/30/19, Ed Litke emailed fellow Board Members that Tom Lombardo, Unit 122 is requesting permission to replace and extend an existing patio and to construct a patio wall at the rear of his unit. The patio will be approximately 27 feet long and 9 feet deep. The 3 ft. wall will incorporate two existing drains and will run along the length of the patio. The project has been reviewed with Darien Covert, Mike Proulx and has been approved by the Brimleys next door in unit 120. A hold harmless will be signed. A&D Masonry will do the work using their signature style of stonework with pavers to match. I move the request. Approved unanimously via email vote on 5/31/19.
- On June 10, 2019, Larry Abbott moved via email to ask the Board to vote an additional $100 to complete the overhead pictures for tree planning and planting per Roger Bouchard’s/ (Tree Committee) request. Approved unanimously on June 11, 2019 by the Board via email vote.