Board Minutes
Meadow Hill Board Meeting
September 16, 2020
Executive Session
The executive board meeting was called to order at 12:52 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 1:27 PM
Open Session
The Regular Board Monthly Meeting was called to order at 1:29 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 August 19, 2020 were approved unanimously by email.
President Remarks
There is an extended agenda with some additional items.
Financial Reports
Income for August was good. Expenses are running $8-9,000 under budget
Reminder that next Wednesday at 1:00 is the next budget meeting and committees will be submitting their requests.
Luther asked about line item for walks, roads and repairs in the negative amount of $8454.
Per Larry it was a result of a double posting and he is requesting the correct adjustments from Imagineers accountant to remove this posting as well as offsetting posting in account 7205.
Maintenance and Committee reports
Superintendent Report :
Highlight will be pruning this week; all work orders are up to date; power washing to be completed and some additional gutter guards are being installed;
Additional equipment needed will be addressed and voted on later in the meeting
Larry questioned the termite company billing for termite checks; Sheila to contact them to let them know they must contact Darien before coming out to the property
Committee Reports:
Grounds:
Mike Proulx noted they will be finalizing the cost of the fall plantings in the next few days and will submit to board for approvals. The estimated cost is about $1000 and within the budget.
The committee has submitted input for the landscape contract that will be put out for bid.
Friends of the River:
Roger Bouchard discussed the proposal for billing to clear the South bank in the amount of $2400 and to weed the north bank in the amount of $425.
Board to vote later in the meeting
Tree Committee:
Gene Flynn noted what an outstanding job that Darien and Mike did with the hurricane clean-up
Outline of tree work to be done will be presented later in the meeting as the board votes on request.
Kayak and Dock committee:
Toni Dolan noted that from their initial research the cost of this project and the amount of time and work to be done is more than originally expected. Looking for direction from the board as how to proceed.
Welcome Committee:
Linda Fillion reported that the welcome committee is still not functioning due to COVID-19
OPEN FORUM
Linda Fillion unit # 182 asked if work order from July 30th had been received. Response, Yes, and is in the tree committee report.
Roger Bouchard unit #171 wanted to mention that he felt the system in place for requests and work orders is working
Managers Report
Sheila reviewed calendar, correspondence and status reports
Old Business
Regarding COVID-19 –there are no changes at this time
Luther moved that the amendment to allow electronic meetings be sent to all owners; Toni 2nd—All in favor; Motion approved
Luther moved that we purchase the parking signs to be put throughout the community estimated cost about $1200; Larry 2nd; Sandy O’Leary abstained ; Luther, Toni, Connie and Larry in favor; Motion approved
Larry moved that we approve Highlight proposal to clear the South bank for $2400; Connie 2nd; all in favor; Motion approved
Luther moved that we approve Highlight proposal to weed the North bank for $425; Connie 2nd; after some discussion Luther withdrew the motion.
New Business
Tree committee recommendations for work to be done was presented. Requesting approval for $2700.
Luther moved to approve subject to 14 day notification to owners; Connie 2nd; All in favor; Request approved
Kayak committee—presented report; Connie motion to not move forward at this time; Luther 2nd; All in favor; Motion to not move forward approved
Luther made motion to lease equipment needed to remove beaver dam—estimated cost of $350
Larry 2nd; All voted in favor; Motion approved
Luther moved to remove and rebuild stairs near the pool; Toni 2nd; All in favor; Motion approved
Celebration for resident turning 100; Sandy moved to allow drive by– walk by parade with balloons to wish him well; Larry 2nd; Amended to include no gatherings of residents, all must stay in parade. All in favor; Motion approved
Larry moved to approve purchase of snow blower and back pack blower for $1225 to be taken from reserves; Toni 2nd All in favor; Motion approved
Larry moved to approve purchase of snow plow blade for $412 to be charged to equipment maintenance and to purchase tires for truck in amount of $1285 to be charged to truck maintenance; Connie 2nd; All in favor; Motion approved
Homeowner Variance Requests:
Unit 191 N request replacement of 2 large windows; Larry moved; Toni 2nd; All in favor; Motion approved
Unit #106 requested removal of shrubs; Toni moved to approve; Connie 2nd; All in favor; Motion approved
Luther moved to approve the 2 year renewal of Imagineers Management Contract; Connie 2nd; discussion: 2% increase the first year and no increase for the 2nd year; All in favor; Motion approved.
Submitted
Connie Liscomb
Secretary
These minutes were all approved by email on September 19, 2020
Since the meeting there was one additional request from the Grounds Committee;
Request for $1483 for fall planting and some lattice work with details of areas and plantings provided
This amount is still well within their budget
Connie motion to approve request
All in favor Motion approved on September 20th by email