Board Minutes
Meadow Hill Board Meeting
October 21, 2020
Executive Session
The executive board meeting was called to order at 1:00 PM. This was a zoom meeting. Present were Luther Weeks, Larry Abbott, Toni Dolan, Sandy O’Leary, Connie Liscomb and Sheila Duncan.
The meeting adjourned at 1:28PM
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 September 16, 2020 were approved unanimously by email.
President Remarks
None.
Financial Reports
Larry Abbott stated that the reserves are good. It appears that we will be $10,000 under budget.
Maintenance and Committee reports
Superintendent Report :
The fire hydrants were flushed out. To have them painted we need to contact MDC to schedule. Sheila to do that. Sprinklers will be all blown out on the 26th. Grasses and hydrangeas and pruning to be done next week or 1st week in November. Dryer vents will be put on schedule to be cleaned as requested and where not a problem to access.
Committee Reports:
Social Committee: Sandy O’Leary shared that the 100th Birthday ride by and walk by for John Vollinger was a success. It was also covered in the Hartford Courant.
Grounds: Mike Proulx stated the committee is wrapping up all the fall projects.
Tree Committee: Gene Flynn stated that Watson tree service was here for 2 days and did a phenomenal job.
Next need to see what is left and needs immediate attention and what can wait.
Welcome Committee:
Linda Fillion reported that the welcome committee is still not functioning due to COVID-19. She is keeping track of all new residents.
Budget Committee: Larry Abbott indicated that open meetings were held in September and October and we are close to having a budget. There are a few fine points to go over and another meeting will be held on November 6th at 1:00 PM. Notice will be sent out to all owners.
OPEN FORUM
Walter Brownsword unit #276 asked about roof cleaning. Luther mentioned we would look at outside contracting for some that need cleaning. Darien also mentioned we are looking at purchasing a backpack sprayer that should be able to clean some areas.
Managers Report
Sheila reviewed calendar, correspondence and status reports
The by-laws amendment passed with 20% of residents responding and approving. The Secretary has signed it and now will be sent to our Attorneys. Filing to be done with the town by Imagineers.
The renewal contract with Imagineers has been approved and signed.
A hearing for unit #53 has been postponed until November board meeting.
Old Business
Regarding COVID-19 –there are no changes at this time
The flat roofs on unit # 33 and 65 have been completed.
New Business
A petition was received from some residents to consider opening the exercise room. Discussion was held regarding interpretation of State guidelines, Meadow Hill’s attorney, Imagineers, CAI attorneys and insurance advisors. At this time it still does not seem feasible.
Homeowner Variance Requests:
Unit #67 request for new front door; Luther moved to approve, Larry 2nd, all in favor. Motion approved
Unit #53 request for new storm door; Luther motion to approve, Larry 2nd; all in favor motion approved.
Unit #53 request for patio enclosure; Luther moved to decline since we have a hearing scheduled for November to address damage to landscaping and review their plan to repair. Connie 2nd All in favor of declining this request motion to decline approved.
Unit #276 request for new front door; Luther moved to approve, Toni 2nd’ all in favor, motion approved.
Unit #167 request to have parking sign moved 10 yards north. Luther moved to decline request Connie 2nd, Discussion ensued that parking would then be too close to the curve. All voted in favor to decline request.
Connie moved to adjourn, Toni 2nd;
Meeting adjourned at 2:43 PM
Submitted
Connie Liscomb
Secretary
The following requests were submitted and voted on by email between September 16th board meeting and the October21st board meeting.
On 9/18/2020 the grounds committee submitted a detailed proposal to complete the fall projects. The total dollar amount was $1483 and within the preapproved budget. Connie motion to approve, Larry 2nd all in favor. Request approved.
On 9/23/2020 Luther moved to approve $3720 from reserves to have AD Masonry repair the stonewall near unit #136; Connie 2nd, All in favor; motion approved.
On 9/29/2020 Luther moved to approve request from unit # 254 to remove grass plants but to table request to remove tree until the spring; Connie 2nd; all in favor; motion approved.
These minutes were unanimously approved by the board by email on 10/23/2020.