Board Minutes
Meadow Hill Executive Board Meeting
February 19, 2020
Executive Session
The monthly executive board meeting was called to order at 12:54 PM
In attendance: Sheila Duncan, Luther Weeks, Ed Litke, Larry Abbott and Connie Liscomb and Tom Lombardo
Executive session was adjourned at 1:15PM
Open Session
The Regular Board Monthly Meeting was called to order at 1:34 PM with the Directors and Manager noted above present.
President Remarks
Luther Weeks stated that the next board meeting will be held on Tuesday March 17, 2020. A change from normal Wednesday meeting day. Luther also discussed the issue of being able to open the garages when the power is out. Darien has some secondary keys for the garages which can be borrowed to get duplicate keys. One option is to have some made at L. E. Whitford Co, Locksmiths in East Hartford.
Financial Reports
Larry Abbott reviewed and recapped the current financial position. Ed Litke asked when the current road loan would be paid off. Larry stated estimation of spring/summer 2021.
Maintenance work order review
Darien indicated that we should remind home owners of the recycling mandate. Elaine Lembo agreed to have put in the Lark next month.
Project List for 2020
Bob Kolwicz reviewed making some amendments to the list.
OPEN MEETING
Committee Reports
Friends of the River and Tree Committee
Roger Bouchard discussed addendum regarding mulch and coordination with herbicide treatments.
Sheila agreed this would be coordinated by Allied.
Roger also addressed the beaver dam and how to avoid standing water and potential mosquito infestation. Darien to have looked at.
Barn Committee
Elaine Lembo requesting an additional gate be installed so when the corral floods the horses can have access to both being let out. This would be at the cost of the owners of the horses.
Luther motioned to approve, Ed second the motion, all board members in favor.
Welcome Committee
Linda Fillion requested 5 additional copies of the telephone directory for new home owners. Sheila to provide.
OPEN FORUM
Susan Wallace unit #227 asked if there would be future assessments for roofing and when. Luther explained there should be zero assessment, as part of the budget includes money put into reserves each year to cover the expense when the time arrives.
Susan also asked about procedure for bee issues. Sheila indicated to call or email Imagineers and it would be assessed and addressed.
Bob Kolwicz asked about the toner for the printers downstairs in the club house. After discussions it was determined to switch the one at Hollister House to the Club House and eliminate the oldest one.
Luther requested permission for a lockbox to be attached to his garage molding with extra key for the garages needed when the power is out. After discussions regarding uniformity, it was suggested that should a unit owner want to have a key lockbox, they can purchase and install/have installed on their entry door frame at their own expense.
Luther withdrew his request.
Managers Report
Sheila reviewed calendar and status
Old Business
Review of Bouvier Insurance Renewal
Luther moved to approve Hollister House front door replacement bid by Crystal Bay and if they cannot do it in a timely manner to accept Heritage Glass bid. Motion was approved unanimously.
New Business
The landscape Renewal from Allied should be prepaid and discount taken. Larry moved motion, Ed second, All in favor
Request by unit #85 for landscape plan and variance to expand into common area
Luther moved to consider approval, Ed second. Discussion about concerns with current common area and irrigation system, tree nearby and the layout of the proposed plan.
Luther moved to table the motion, Larry 2nd, All in favor.
Connie motion to adjourn ; Larry 2nd all in favor; adjourned at 2:31PM
Submitted
Connie Liscomb
Secretary
Previous email approvals:
- On 1/29/2020 Ed Litke moved to approve request from Unit #122 to have a Mitsubishi heating/cooling unit installed in their sunroom.
It was approved on 1/30/2020 by Ed Litke, Luther Weeks, Larry Abbott and Connie Liscomb.
Tom Lombardo abstained as it was his unit and request.
- On 1/29/2020 a request was submitted from unit #244 for a new front door and storm door.
Luther moved to approve on 1/29/2020, Ed second and all in favor and unanimously approved on 1/29/2020.
- On 1/16/2020 unit #85 requested to have a heat pump installed for a porch heater.
After further inspection of location Luther moved to approve. Larry second and all voted in favor on 1/16/2020
- On 1/7/2020 a request was received from unit #85 to replace patio door. Luther moved to approve, Ed second All voted in favor.
- On 12/23/2019 renewal from Middlesex Mutual was presented from agents Bouvier Insurance. After review and discussion Luther moved to approve on 12/27/2019. Larry second all approved.
- Minutes from the 12/18/2019 board meeting were approved by email on 12/19/2019.
These minutes from the February 19, 2020 board meeting were unanimously approved by email by 2/25/2020.