Board Minutes
Meadow Hill Board Meeting
February 17, 2021
Executive Session
The executive board meeting was called to order at 1:05 PM. This was a zoom meeting. Present were Luther Weeks, Toni Dolan, Sandy O’Leary, Connie Liscomb and Sheila Duncan. Larry Abbott was not in attendance.
The meeting adjourned at 1:19 PM
Open Session
The Open Board Monthly Meeting was called to order at 1:31 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 January 20, 2021 were approved unanimously by email.
President Remark
Luther complemented Mike on a job well done during last snow storms with Darien out sick.
He also mentioned that there is a state wide salt shortage and we will be doing the best possible.
Financial Reports
In Larry Abbott’s absence Sheila stated that we are $12593 under budget.
Maintenance and Committee reports
Superintendent Report :
Darien stated work orders are being worked on by priority and they are mainly bracing for the next expected storm.
Committee Reports:
Maintenance committee:
The new signs for the parking lots are being worked on. A sample will be produced for the board to review and vote on.
OPEN FORUM
Roger Bouchard unit #171 also echoed Luther’s complements about a job well done by Mike during snow storm.
Roger also asked if we could develop a registry of how many people get vaccinated and if that would be instrumental in opening amenities. Sheila will check with state guidelines and attorneys.
Denise Weeks unit 334 requested that a stop sign be installed at the south end of dogwood lane facing towards the barn. Near Hollister Way West.
Managers Report
With regard to the landscape contract, RFP’s were sent to 9 contractors. 4 responded and 2 were then interviewed by the committee, Darien and Sheila in zoom meetings.
The contract will be voted on later in this meeting.
Calendar review—pest control contract, furnace filters and hot water heater replacement list to be reviewed.
Correspondence: a letter was sent to Kim McClain at CAI regarding reduction in rent of Hollister House to $600 per month for the remainder of the year. This was approved in an email vote by the board.
Copy of Form and Do Not Touch List instructions has been mailed out.
Old Business
Regarding COVID-19 –there are no changes at this time
Document revision: Deposit and information has been sent to Atty Sandler.
Luther mentioned that garage door bottoms will be purchased and booked as a reserve item. Luther made a motion to have this approved; Connie 2nd, all in favor. (Larry absent). Motion approved.
New Business
A variance request was made by Bob and Tillie Kolwicz unit #268 for window replacement. Connie motion to approve; Toni 2nd; All in favor. Motion approved.
Luther moved to have landscape contract approved with 3 revisions: term scalping be applied to all areas not just sidewalk; Mowing once per month around paddock area “when horses are not in the paddock”; and thirdly Add that Darien will be the liason.
Connie 2nd the motion; All in favor. Motion and contract approved.
Luther moved to approve a stop sign be installed as per request of Denise Weeks as previously stated. No second to the motion. Motion withdrawn.
Luther moved to approve the sale of garage from unit 116 E to unit 122. Connie 2nd. All in favor. Motion approved.
Connie moved to adjourn. Toni 2nd;
Meeting adjourned at 2:08 PM
Submitted
Connie Liscomb
Secretary
The following motions were approved by email:
On February 7, 2021 Luther made a motion to award a $100 gift card to Mike Curtis as a gift for a job well done during the last snow storm. Toni 2nd. All in favor. Motion approved.
On 1/29/2021 Luther made a motion to reduce the rent at Hollister House to $600 per month going forward through the end of December and negotiate next year at that point.
Connie 2nd the motion. All in favor. Motion approved.
These minutes were approved by Luther, Toni, Sandy and Toni on February 19th. Larry was not in attendance at the meeting so did not vote on minuters.