April 2020 Board Minutes

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Board Minutes
Meadow Hill Board Meeting
April 15, 2020 

Executive Session

The monthly executive board meeting was called to order at 12:40 PM The meeting was online.

In attendance: Sheila Duncan, Luther Weeks, Ed Litke, Larry Abbott, Tom Lombardo and Connie Liscomb.

Executive session was adjourned at 1:08 PM

Open Session

The Regular Board Monthly Meeting was called to order at 1:33 PM with the Directors and Manager noted above present as well as Maintenance Supervisor Darien Covert.  This meeting was held online through zoom; access with residents plugged in as well.

Minutes

The minutes from the emergency online board meeting on March 19, 2020 were approved unanimously by email.

President Remarks

Luther Weeks stated that Connie Liscomb had been added to the nominating committee.  Luther also mentioned that since this was our first open meeting by Zoom online, please all be patient and we will get through it together

Financial Reports

Larry Abbott reviewed and recapped the current financial position which at this time is quite good.

Maintenance and Committee reports

Darien asked that we remind everyone, perhaps in a notice in the Lark, that all requests, work orders and emergencies please call Imagineers. It will be forwarded to Darien as deemed necessary.

We also need to remind residents to not approach landscapers or other vendors directly.

Discussions regarding the Do Not Prune List and mulching also took place. The board will need to discuss and make a decision.

It was discussed and decided that a sign needs to be placed on the rails of the bridge as a Warning—Keep Off –Danger 

Project List for 2020

All projects on the list appear to be on target

OPEN MEETING 

Committee Reports

Nominating Committee:   Larry Abbott discussed that we have contacted some people but no commitments as yet.  June elections will be held by ballots.  An article will be in the Lark encouraging residents to consider running for the board of directors.

Friends of the River Committee:   Roger Bouchard unit #171 spoke of concerns.  The weeds on the bank need to be treated prior to mulching.  There are two options: a) Allied spray prior to mulching but there is a concern that will affect the plantings as well or

  1. b) hire someone to hand pull the weeds then have Allied apply some weed killer then mulch

Roger will provide a quote to the board.

Managers Report

Sheila reviewed calendar and status

Open Forum

Marge DeMay unit #90 expressed concern about directional sign for her unit. It is incorrect and in case of an emergency could provide a problem for police, Emt or ambulance or fire personnel.

Linda Fillion unit #182 expressed concern about the pool being closed indefinitely.

Old Business

NONE

New Business

  • Pool heater: 

We have received quotes from 4 vendors.  Luther moved to accept the bid from Splash Pools with the caveat that they include a three (3) year warranty on the heat exchange; a two (2) year warranty on parts; and a one (1) year warranty on labor.  Larry second the motion; all in favor; motion carried

  • The proposed backyard plan request for unit #84:

Luther moved to reject the request as it:  1) does not correspond to the character of other areas in Meadow Hill and 2) the proposal includes stone and not mulch

Ed second the motion and all voted in favor.     The request is rejected

  • Unit #106 requested approval to have front step replaced; pictures and contractors insurance certificate was provided

Luther moved to approve; Larry 2nd;  all in favor;  motion to approve carried

  • Marge DeMay unit # 90 requested that direction sign to her unit be moved to correctly show how to reach her unit; in case of emergency it currently is incorrect.

Luther moved to have it moved near where it originally was, as depicted in the Board Package.  Larry 2nd;  all in favor  motion approved

  • Annual meeting will not be held and all voting will be done by ballot

                     Larry made a motion to approve;  Connie second;  all in favor;  motion approved

  • Request that pool be opened

             Discussion on COVID-19 policy and CT State Governor mandates and interpretation by Associations Attorney

Larry moved to keep pool closed until quarantine is lifted or State mandates are changed ;  Ed 2nd ;  all in favor  motion approved

Larry motion to adjourn ; Ed  2nd  all in favor;  adjourned at 2:54 PM

Submitted
Connie Liscomb
Secretary

Previous email approvals:

Unit #46 –requested to have patio door replaced;  Luther moved to approve request

As of March 17, 2020 motion was unanimously approved.

Unit #44 — pending sale of condo potential owner wants to ensure that they have permission to replace stove and install a gas line and also install a gas fireplace;

Approved unanimously by email on April 9th

On April 7, 2020 the Meadow Hill Board of Directors, on the advice of our insurance broker and management company adopted policies and notices that were subsequently sent out to all homeowners.

On March 25, 2020 the board of directors had an online meeting with Attorney Scott Sandler as an interview to engaging him as Meadow Hill Attorney.  After interview and receipt of engagement letter, Luther moved that the board accept the proposal.  Connie 2nd;  all in favor and motion approved.

These minutes were unanimously approved on April 16, 2020 by email.