Board Minutes
Meadow Hill Board Meeting
May 19, 2021
Executive Session
The executive board meeting was called to order at 1:08 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
Sheila Duncan noted minutes from April board meeting, Special Meeting of 4-28-2021, and addendum to April board meeting are attached ad have been approved by the board.
Connie Liscomb made a motion to move the covid committee report from the end of the meeting to the committee report section, allow residents to ask questions or comment in open forum and then call for a vote in new business section. Toni second the motion. Connie, Toni, Larry and Sandy voted in favor, and Luther opposed. The motion was approved.
President Remark
There is a lot on today’s agenda and we will do our best to get through it all.
Financial Reports
Larry stated that the finances are in good shape and with timing adjustments look to be $10,000 under budget. Current active items to be taken from or charged to reserves: document revisions–$10000 allocated; garage bottom replacements, parking lot signs, and replacement of 2 flat roofs with pitch roofs.
Maintenance and Committee reports
Superintendent Report:
Darien stated the pool will be cleaned maintained and available to be opened by Memorial Day, The garden has been rototilled; top soil has been placed in areas of erosion; and work orders are up to date.
Review of Project list stated by Sheila.
Committee Reports:
Friends of the River: Roger stated that the mulching on the North bank has been completed. Weeding is next; then weed killer; issues regarding the pipe drainage system is held until the fall; the blueberry bushes may need to be transplanted although one of them is coming back to life.
Tree Committee: Gene stated that regarding the proposal for the board regarding unit #27 it is felt that Meadow Hill should take action where necessary and charge back the homeowners “estate”. The estimate for the work is $2552. Other trees proposed to be removed are near unit #33.
Grounds Committee: Mike stated that all the spring planting has been done. He also reiterated the issue at unit #27 which involves grounds and tree committees removing trees and bushes and overgrowth.
Nominating Committee: Larry stated we have received two nominee names to date. Ballots are due back by June 6th
Covid/Open Amenities Committee: Toni read the committee report and recommendations. Prose that when we vote that we vote on the phases. 1) all outdoor activities 2) the pool reopening 3) the club house, Hollister House, gym bathrooms etc
We would require indemnification from homeowners for board members, association, management, employees and volunteers.
As of May 20 the CAI stated 50% of the associations will be opening pools
As of May 20th 72.5% of adult population in CT have been vaccinated
79 surveys were returned—67%
When amenities are open (at least at this time) no visitors will be allowed.
All CDC, State and public health guidelines will be followed.
OPEN FORUM
Todd Blais unit #242 asked if their will be limitations at pool, by reservation only and monitor compliance?
Toni stated we at this time in accordance with State guidelines will have limitations and reservations but do not plan to hire monitors. It will, in accordance with state guidelines be an honor system
Darien asked about the bathrooms in the clubhouse being open /available as that is part of the town inspection process when inspecting the pool. Alo the first aid kit is inside the door of the clubhouse. Toni answered we had not planned to have the bathrooms available. Darien will check with the town inspector.
Gene Flynn related that Norma had checked on the bill that was proposed to state s\representative did not move forward as they felt it was redundant to existing law.
Walter Brownsword unit #276 He had a question regarding the roof at the back of his unit—when it rains the moss etc. falls onto his patio and deck. He questioned if it could be sprayed or power washed off and if they could get another company to come in to look at it and do that. Darien mentioned that the moss remaining is dead. Sheila mentioned that a concern would be that the power washing could ruin the roof shingles.
Walter also asked if he could change his mailbox and does he need approval. Luther answered yes but needs a picture of the mailbox and size to have board approve. He also asked if he could paint the trim that was installed when he had a new front door installed. Answer: Luther yes as long as same color as before.
Last question Walter had was regarding topsoil being put in some areas. Darien answered that it was being put where erosion had occurred and soil had washed away.
Mike Proulx unit #314 stated he was in favor of reopening amenities in a phased in process with restrictions/guidelines in place as required by CDC, State of CT and Department of Public Health
Ed Litke unit # 179 asked Sheila what the property management firms recommendation was for opening of the amenities. Sheila stated the recommend adhering to the Association’s Attorney and insurance agents recommendations. She also stated that Atty Sandler, our Attorney and Attorney to other condo associations that they manage, has prepared indemnification documents and if greater than 50% of those returned votes are in favor then the association, the board, the management company, employees and volunteers would be protected.
Kathy McCarthy-Proulx unit #314 and member of the open amenities committee stated her support and reemphasized the positive feedback from the community.
Larry Abbott, chair of the nominating committee, stated that the 2 candidates that have sent in applications to run for the board are Luther Weeks unit #334, and Jim Fuda unit #248. applications need to be in by May 24th.
Managers Report
Correspondence and approval letters are in packet. Annual election mailing information has been sent out. Variance ramp for unit #93 was approved. Latest Atty revision to documents are enclosed.
Calendar review was discussed.
Correspondence: candidate profile sheets had been mailed out. Pool information from the town of Glastonbury is in the packet.
Old Business
Variance request for unit #53 landscaping: Luther made a motion to approve installation of the boxwoods but with the amendment also per grounds committee recommendation 2-3 trees, shrubs be installed to complete the barren space total cost of materials not to exceed $500. Connie second. Discussion: Connie stated that this would all be at the owners’ expense. Owner agreed d is on board with that. All in favor. Approved.
Luther made a motion to approve the awning for unit #53 as it complies with Meadow Hill color and guidelines. Sandy 2nd. All in favor. Approved.
Luther moved that regarding the Annual election and 1st board/organizational meeting :
Sheila will receive all ballots. Count will take place at 1:00 PM June 9th with Larry and Connie counting with Sheila. At 4:00 PM will be the first organizational meeting. Larry 2nd. All in favor. Approved.
New Business
Motion by Toni to approve the opening of the amenities in phases. The first is to open all the outdoor activities (except the pool) asap. Larry 2nd. Luther amended the motion to include after indemnity document is prepared by Atty Sandler, sent out to all homeowners and over 50% of those return vote in favor and that only the details of the 1st phase for tennis courts, pickleball, shuffleboard, and horseshoes be approved at this time.
Questions by Luther: signs to be used are to be voted on by board. Instructions to residents are to sanitize areas and equipment only prior to using. Larry 2nd with these amendments in place. All in favor. Approved.
Comments for the next phase of pool openings: bring own chairs or sit on lawn/picnic bench. Reserving pool times in advance and training of all volunteers.
Home owner Variance Request:
168 HWS : front door replacement. Luther move to approve. Toni 2nd. All in favor. Approved
240 HWW : Entry door replacement. Conni move to approve. Luther 2nd. All in favor. Approved
7 HWN: new chimney liner. Larry motion to approve. Toni 2nd. All in favor. Approved.
40 HWS new sidewalk pation. Luther move to approve. Larry 2nd. All in favor. Approved.
120 HWS step replacement. Replace with granite. Toni motion to approve. Luther 2nd. All in favor. Approved.
191 HWN replace deck stairs, replace rotten board on deck, paint all with MH red barn stain. Larry move to approve. Toni 2nd. Luther, Larry, Toni and Sandy in favor. Connie abstained since it is her unit. Approved.
Attorney Title search: Title search of Meadow Hill property to determine if there are easements and/or rights of way.
Toni motion to approve up to $500 for title search of easement to the Town of Glastonbury .
Luther 2nd. All in favor. Approved.
Luther moved to hold discussion on the revised by-laws and declarations fo a later time and move to adjourn. Connie 2nd. All in favor. Approved.
Submitted
Connie Liscomb
Secretary
Board approvals done by email between April 21, 2021 and May 19,2021
- On 4/26 Luther proposed we purchase additional 30 yards of mulch. Highlight will spread on bank and MH staff remainder of areas needed around trees etc. Connie 2nd. All in favor. Approved
- On 4/30 Luther moved to accept proposal for portion of roof on #227 to be replaced. All in favor. Approved
- On 5/3 Connie motion to accept the planting plan for unit #203. All in favor. Approved
- On 5/10 Toni moved to approve planting plan for unit #70. Larry Luther, Toni and Connie approved.
Sandy no vote. Motion approved.
These minutes were unanimously approved by email on May 23, 2021