Board Minutes
Meadow Hill Board Meeting
July 15, 2020
Executive Session
The executive board meeting was called to order at 12:58 PM. This was a zoom meeting.
Present were Luther Weeks, Larry Abbott, Sheila Duncan, Sandy O’Leary, Toni Dolan and Connie Liscomb
The meeting ended at 1:24 PM
Open Session
The Regular Board Monthly Meeting was called to order at 1:30 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 a number of residents were present online as well.
Minutes
The minutes from the online board meeting of June 17, 2020 were approved unanimously by email.
President Remarks
Luther again asked for patience in our new method of using Zoom for Board meetings.
Luther mentioned that he had offered two sessions for anyone having difficulty with accessing the board meetings via zoom. There were no participants.
Financial Reports
Larry Abbott reviewed and recapped the current cash position which at this time is quite good for both operating and reserve funds. We are underbudget to date but expect to be on budget by year end
Maintenance and Committee reports
Superintendent Report :
Darien stated that the golf cart has been purchased. The garage doors are being worked on to install new framing and painting of doors. Work orders are up to date.
Committee Reports:
Grounds:
Per Connie Liscomb, board liaison, the grounds committee has work orders requested to be voted on.
Friends of the River:
Roger Bouchard indicated that the beavers have again built dams.
Tree Committee:
Watson Tree has given us a quote of $2871.45 to trim all the flowering bushes that exceed the normal height to be trimmed by the landscape company. This will be voted on later in the meeting.
In October they will be looking at trees that need to be trimmed, removed or some replanted.
Maintenance and Amenities:
Luther stated there was a committee meeting and Darien will provide all updates for next month board meeting.
Welcome Committee:
Linda Fillion stated we have had new residents move in. We wish to formerly welcome:
Audrey Hurley unit #28 Diane Wilcox unit # 53 Len Matyia unit# 85
Jim and Nancy Fuda unit# 248 Patti McNamara unit #164 Kathryn Houston unit #89
Stable Committee:
Larry commented on repairs being done and needed in the barn, including floor that will be voted on later in the meeting.
OPEN FORUM
Vin Liscomb #191 asked about warranty on trees that were planted, since one may be struggling. Darien noted that we buy wholesale and there is not a warranty on these.
Vin Liscomb also asked for clarification on an item in financials. Larry stated it is due to lack of social activity income.
Sandy O’Leary asked about termite reports. Sheila will check out and provide the board with the information.
Sandy O’Leary asked about status of checking on emergency system calls to Imagineers. Sheila will follow up.
Managers Report
Sheila reviewed calendar and status reports
Old Business
Discussion regarding the pool and other amenities and any other changes regarding COVID-19 restrictions.
There are no changes at this time.
New Business
The tree committee requesting to spend $2871.45 to have Watson Tree trim all the flowering bushes, shrubs that have exceeded the height that Landscaping company can handle,
Larry made a motion to approve. Connie second. All in favor. Motion approved.
The grounds committee requested that the holly bush at unit 191, large arborvitae at unit 314, and large shrubs removed from deck area at unit #105 and unit #99. Luther motioned to approve, Larry second,
Larry, Luther, Sandy and Toni approved. Connie abstained since one of shrubs was at her property.
Motion approved.
Luther made a motion to approve Plan A of health insurance for employees with 25% contribution on part of the employees for health cost. Meadow Hill pays100% of dental cost. Larry 2nd the motion. all in favor. Motion approved.
Homeowner Variance Requests:
248W Jim Fudo Patio door and window replacements; Luther moved to approve, Sandy 2nd, all in favor
Request approved.
89N Kathy Houston requests approval to have new storm door installed. As well as additional insulation in the attic. Toni moved to approve, Sandy 2nd, all in favor. Request approved
276W Walter Brownsword Request to have for new sliding door installed. Luther motion to approve, Larry 2nd, all in favor, request approved
33 N Dave Faxon request o have 6 windows and sliding door replaced Luther moved to approve,
Sandy 2nd, all in favor, request approved.
Luther moved to approve quote from Crystal Bay for $3900 for Hollister House. Larry 2nd, All in favor. Motion approved
Luther moved the color of new Hollister House door should be painted a dark green to match Meadow Hill sign. Connie 2nd. Discussion regarding the shutters -one broken and others faded. Motion amended to include painting of the shutters this winter the same color green as the door. All in favor. Motion approved.
Luther made a motion to accept the quote of $900 from AD Masonry to replace the barn floor. Larry 2nd,
All in favor. Motion approved.
Luther moved to approve the quote of $1800 from AD Masonry to replace a 4 foot by 20 ft stonewall near units 122. These funds will be taken from reserves. Connie 2nd All in favor. Motion approved.
Luther moved to approve having our Attorney draw up an amendment for a fee of $350 or less to allow us to have video owners meeting and replace requirement of having to have one in person unit owners meeting per year.
Connie 2nd All in favor. Motion approved.
Video Owners Meeting Attorney Authorization
Whereas: State law requires Meadow Hill to hold at least one unit owners’ meeting a year; Whereas: State law requires a bylaws provision to hold video unit owners’ meetings; Whereas: It will likely be risky to hold an in-person unit owners’ meeting in 2020; Whereas: It will be preferable to hold an Annual Budget Meeting with a vote, rather than a mail-in ballot budget vote; Therefor: Be it resolved that our Attorney, Scott Sandler is authorized to draw up such an amendment and supporting materials which he has said “at fee that will be likely be $350.00 or less”
Connie motion to adjourn. Sandy 2nd. Meeting adjourned at 3:13PM
Submitted
Connie Liscomb
Secretary
These minutes have been unanimously approved by email on 7-19-2020
Previous Email approvals:
On June 30 the board approved unanimously the variance request from unit #248 Jim Fudo for new screen/storm door.
On June 30th the board unanimously approved by email the variance request for new HVAC for unit #129 Gene Flynn.
On June 25th the board unanimously approve the installation of a water spigot at unit # 113