Board Minutes
Meadow Hill Board Meeting
April 21, 2021
Executive Session
The executive board meeting was called to order at 1:11 PM. This was a zoom meeting. Present were Luther Weeks, Toni Dolan, Sandy O’Leary, Connie Liscomb, Larry Abbott and Sheila Duncan
Open Session
The Open Board Monthly Meeting was called to order at 1:30 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
Luther moved to approve the minutes of the March board meeting. Toni motioned to amend. Not carried. Larry 2nd original motion. Luther and Larry approved. Toni not in favor. Connie Liscomb and Sandy O’Leary were not in attendance at March meeting and abstained from voting. The motion to approve carried.
President Remark
Luther mentioned how good the mulch looked and what a good job was being done.
Luther mentioned the special meeting on March 28th to discuss changes in the By-Laws and rules.
Luther mentioned that he has heard only compliments on the example sign up for Lot I.
Financial Reports
Larry stated that the finances are in good shape and after summer expenses looks to be right on budget.
Maintenance and Committee reports
Superintendent Report:
Darien stated that about 75% of the mulch is done. They are painting the while lines on road and stairs and some arrows in roadway. The pool filter needs the sand changed. Work orders are almost completed.
Committee Reports:
Maintenance committee: The new sign in parking lot I is completed. Vote to take place later in meeting to order remining ones
Friends of the River: Roger Bouchard stated there is No report
Tree Committee: Gene Flynn mentioned that acorns from descendent of Charter Oak Tree were grown and donated by Luther and two will be planted at Meadow Hill.
The tree committee is asking up to $1600 for recommendations to plant 5 trees. Detail to be voted on later in meeting. This is within their budget.
Grounds Committee: Mike Proulx stated that project proposal was attached to be voted on later in the meeting. The committee is requesting $1450 be approved for these projects. This is within the committee budget.
He also stated that the most frequently asked questions are 2 topics: 1. Lack of grass/dead grass and 2. Fertilizer and pesticide application.
Perhaps another most asked is about irrigation systems
Nominating Committee: Larry Abbott mentioned that he and Connie Liscomb make up the committee and are looking for candidates. An article will be in the Lark, Imagineers is sending out information and anyone can call Connie or Larry with any questions.
Garden Committee: Larry Abbott asked Dave Fillion to report. Discussion took place on fertilizer or compost for the soil. Dave to check about free compost at Bulky Waste as Darien suggested.
OPEN FORUM
Vicky Germani #105 asked questions about Covid restrictions.
Todd Blais #242 discussed grounds committee and thankful for such a good team
Bill Driscoll #135 asked about color of fabric he wanted to order to replace fabric on his awning. All agreed it was brown and ok
Marge Demay #90 expressed concern about the blade height being used as stated in landscape flyer
Susan Wallace #227 stated that the landscape flyer was very helpful and also asked about Covid restrictions
Vin Liscomb #191 asked about if soil had ever been tested at garden area
Mike and Kathy Peoulx #314 referred to letter to board regarding lifting of covid restrictions
Angelo DiMarco #328 questioned why some of lawn is green and some dead
Linda Fillion #182 spoke about communication through The Lark
Gene and Norma Flynn #129 asked about referendum before representatives about liability in lifting restrictions of covid
Walter Brownsword #276 spoke about CDC stating Covid could not be communicated by contact surface.
Walter also mentioned that on the sign for parking lot G it is incorrect street for some units.
Some of units are in West and some in North
Vicki Gemain # 105 expressed concern about liability for people trespassing at Meadow Hill property.
Managers Report
Correspondence and approval letters are in packet
Old Business
Variance request for a permanent ramp for #93 –Luther motion to approve Connie 2nd Some questions and discussion
Luther motion that board move to executive session. Larry 2nd
Back to Open meeting. Motion to include a hold harmless agreement. Luther, Connie, Larry and Toni in favor. Sandy not in favor. Variance request approved.
New Business
Mail Voting for Elections: Larry motion to approve; Toni 2nd; All in favor; Approved
Approval of SJR Construction bid to replace flat roof at #312 for $4500. Larry motion to approve; Connie 2nd; All in favor; Approved
Ground Committee request for $1450 Connie motion to approve; Toni 2nd; All in Favor Approved
Tree Committee request for $1600 Toni motion to approve; Sandy 2nd; All in favor. Approved
Garden request has been tabled.
Purchase of Parking Lot signs: Luther motion to approve for under $2000 to include posts where needed.
Also to change sign for parking lot G to only include unit numbers and eliminate “West” or “North”
Larry 2nd; All in favor. Approved
Request for heat tape to be installed at units #133, 10 and 6. Larry motion to approve; Connie 2nd; All in favor; Approved. Darien to install in the fall.
Home owner Variance Request:
Unit #24 S request to have hand rails installed on front and back steps; Luther motion to approve; Toni 2nd; All in favor Approved
#197 shrub planting Luther motion to approve; Connie 2nd; . All in favor; Approved
#167 Juniper planting request Luther motion to approve; Larry 2nd; All in favor; Approved
COVID DISCUSSION:
Luther introduced the fact that most of the board members attended a webinar last week regarding this subject of opening amenities. How could we meet guidelines?
Set committee to research made up of 2 board members and 2 residents to come up with a plan
This plan would be designed with input from property manager and Attorney where needed. Then present to board for review.
Connie Liscomb and Toni Dolan representatives from board.
Connie as secretary can set a special meeting for all homeowners to attend via Zoom. Sheila will send out eblast and mailings.
This committee would be reviewing Gov Lamont’s latest announcements for lifting restrictions and the State of CT Health Department’s Guidelines or mandates.
Board members went back to executive session.
Back to open meeting
Meeting adjourned at 4:30 PM
Submitted
Connie Liscomb
Secretary
These minutes were unanimously approved by all on April 24, 2021
Email Votes by Board:
On 4-26-2021 There was a motion by Luther Weeks to purchase one parking lot sign as a test prior to ordering all.
The cost will be less than $200.
Larry Abbott seconded the motion
All were in favor. Motion approved.
Submitted by Connie Liscomb
Secretary
April 30, 2021
Minutes of Special meeting held 4-28-2021 regarding changes in Condo documents and by-laws
The meeting was called to order at 1:00 PM
In attendance was Luther Weeks, Larry Abbott, Toni Dolan, Sandy O’Leary, Connie Liscomb and Sheila Duncan as well as several homeowners
The purpose of the meeting was to review the Declaration and by-laws as changed by our Attorney with input from rules committee.
MOTIONS AND VOTES:
- Sandy made a motion to amend sections 9.1 (b) and 1.39(b) that will state garages may be used for only storage that still allows room for a car to be parked in the garage with doors closed.
Toni 2nd the motion.
Connie, Toni and Sandy in favor.
Luther and Larry opposed. Motion is approved.
- Luther made a motion to include in section 20.2 that Meadow Hill requires all homeowners to maintain insurance and provide proof of insurance annually.
Larry 2nd. All in favor. Motion approved.
- Luther made a motion to approve an estimate of $2000 for Atty Sandler to continue preparations of changes to Declaration and By-Laws
Toni 2nd. All in favor. Motion is approved.
Motion to adjourn meeting by Toni Dolan. Connie 2nd Meeting adjourned at 4:00 PM
Submitted by Connie Liscomb
Secretary
These minutes were unanimously approved by the board by email on May 4, 2021