Meadow Hill, Inc., Executive Board
Emergency Meeting, June 28, 2021
The Executive Board Emergency Meeting and Executive Session were convened at 4:00PM by S. Duncan, Property Manager. Present were all Executive Board Members: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, S. O’Leary, and A. DiMarco, along with Attorney Scott Sandler
The Executive Session and Emergency Meeting were adjourned at 4:57PM
Luther Weeks
Secretary, Meadow Hill, Inc.
Approved by email vote 7/1/2021, unanimously.
The following votes by email were approved since the last minutes:
T. Dolan moved to approve and adopt recommendations from the Amenities Reopening Committee appended below. Approved 7/1/2021. Yes T.Dolan, J. Fuda, C. Liscomb, L. Weeks, A. DiMarco. No S. O’Leary
Recommendations from the Amenities Reopening Committee
June 30, 2021
The committee met for a final meeting on Tuesday, June 29, 2021 at 9:30 a.m. Attending were:
Connie Liscomb, Norma Flynn and Toni Dolan. Kathy McCarthy-Proulx was unable to attend.
Discussion ensued as to when the remaining amenities should be reopened. They are the clubhouse and gym, and the Hollister House. The following are the recommended steps for board consideration:
- Hollister House:
Continue to remain closed without rentals.
- Clubhouse:
Recommended date to reopen would be September 1, 2021. This date can be revised should the state positivity rate remains consistently low and the variant strains of the COVID virus is contained. Also conditional on state DPH guidelines, so, if there is a spike or reversal of the progress made, we would recommend that the restrictions on keeping the clubhouse closed remain in place. In the interim, signs indicating that the clubhouse is closed until further notice will be posted due to COVID restrictions.
We will hope to re-establish in-person Executive Board meetings at that time. Capacity will be limited to one-half of allowable capacity; 120 to 60.
No rentals and/or guests.
Board should discuss restrictions on use of office and computers.
- Gym
Would reopen when clubhouse opens
No guests would be allowed
Capacity: Maximum of two people at one time
- It is strongly recommended that a professional cleaning service be hired to do a thorough cleaning and sanitizing of the entire clubhouse and gym prior to reopening. It was also suggested that a professional cleaning be done periodically, especially after it had been rented, once that practice has been re-established.
- The issue of installing a Ring doorbell at the entrance to the clubhouse and the feasibility of security cameras in common areas should be discussed by the Executive Board. There are privacy concerns that would have to be researched as well as cost.
Meadow Hill, Inc., Executive Board
June 16, 2021
The Executive Board Meeting and Executive Session were convened at 1:03PM by Karl Kugler, Director of Property Management, Imagineers LLC, in place of Manager Sheila Duncan. Present were all Executive Board Members: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, S. O’Leary, and A. DiMarco.
The Executive Session was adjourned at 1:26PM
The Open Session was convened at 1:30PM with all the same present.
President’s Remarks
President Dolan congratulated J. Fuda and A. DiMarco on their election to the board, and for stepping up and volunteering; thanked L. Weeks for his long tenure and leadership as President; thanked L. Abbott for his years as Treasurer. She stated her goal was to work as a team and with transparency. She encouraged all residents to consider volunteering for an advisory committee.
Minutes.
Official minutes for May meeting do not have date approved by email. C. Liscomb will check records and update the official minutes.
Financial Reports
Liscomb stated that she is honored to have been elected as Treasurer. Connie has a BS in Accounting and Finance and over 30 years of experience in these fields with 15 years as Director of Real Estate investments. She thanked Larry Abbott, former Treasurer, for his ongoing assistance in this transition and explaining systems and processes and Sheila for all of her assistance. Imagineers has in the last month changed banks and a new accountant will be handling our records. Connie appreciates that reserve items are now being split out of the financial reports.
From a bird eye review over the last 3 days, it seems that we are pretty much on track with the budget except for the water account, and the telephone account. There also appears to be some reclassification of some expenses needed. Connie stated she will be delving deeper into the records and will present any questions on Monday at meeting with Kathy Wallace.
Maintenance and Committee Reports
Darien reported that we added sand to the horseshoe pits, the pool is open with one filter shut down and the heater needing calibration – making a weird noise, advised not to run it much until inspected next week. Need to check stone walls and create list of issues. Still some plants in Greenhouse wondering if everyone got the notice that it should be emptied. Started AC at Clubhouse and Hollister House. Needed Andrews Oil to address problem at Hollister, now all up and running.
The Grounds Committee submitted a report with several recommendations, it is attached to the minutes. J. Fuda moved, C. Liscomb second that all recommendations be approved. Approved unanimously.
Bouchard reporting for the Friends of the River Committee stated that the North bank was sprayed for weeds, as yet has not been weeded, and they are growing fast. Darien will call the spraying company. Weeding has been delayed by COVID and arrival of summer staff for Highlight. That has been resolved so weeding should begin shortly
Weeks reported that the Rules Committee met with the Attorney and has a list of items for the Board to address in the package, such that the Committee can get back to the Attorney with recommended changes to the proposed document revisions.
Flynn Tree Committee Chair recommended that a dead tree near the South entrance be removed by staff. C. Liscomb moved, S. O’Leary 2nd that it be removed by staff. Approved unanimously.
Fillian for the Welcome Committee. In-person welcome stopped by COVID. Now she is unable to continue welcoming and is resigning from that responsibility. The Board thanked her for her years of service in Welcoming and as Board Secretary.
Open Forum
No owners offered comments.
Old Business
None
New Business
#184 Grounds Request. L. Weeks moved to disapprove request because of the use of stones as ground cover, C. Liscomb 2nd. Approved unanimously.
#193 Stoop Replacement. L. Weeks moved to approve, C. Liscomb 2nd. Approved unanimously.
CAI Education Resolution. L. Weeks moved, J. Fuda 2nd. Approved unanimously.
Declaration Revision Items Open with Attorney:
Note:” #’s refer to item #’s listed in document starting on page 54 of the Board Package, “Luther Weeks Notes from Meeting with Attorney Sandler” update 6/01/2021
#28. 1.39(b) no motions made and seconded. The approved vote of the board on 4/28 remains in effect.
#29. 6.3(c) C. Liscomb moved to table and ask further clarification from Attorney, T. Dolan second. Approved: T. Dolan, J. Fuda, C. Liscomb, S. O’Leary, A. DiMarco in favor. L. Weeks opposed.
#30. 9.1(g) no motions made and seconded. Pet limit will be discussed during review of the rules.
#31. 9.1(j) L. Weeks moved to raise the limit on overnights per year that anyone under the age of 18 can stay at Meadow Hill from 14 to 30, A. DiMarco second. Approved unanimously.
#32. 9.5(c) L. Weeks moved that to put in a 10% cap on leased units as another question on same ballot, S. O’Leary 2nd. Approved unanimously.
#33 20.2 L. Weeks moved to not require owners to have homeowners insurance. C. Liscomb second. Approved: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, A. DiMarco in favor. S. O’Leary opposed.
Bylaws Revision Items Open with Attorney:
#9. 2.1(a) C. Liscomb moved to increase number of directors from 6 to 7, S. O’Leary second. Approved: T. Dolan, J. Fuda, C. Liscomb, S. O’Leary, A. DiMarco in favor. L. Weeks opposed.
#10. 2.1(f) L. Weeks that would allow a minority of residents to be directors, and serve on the Board only when they reside in units owned by immediate relatives for tax, inheritance, or other purposes, such relatives to be defined by the Attorney. C. Liscomb second. Approved unanimously.
#11. 2.16(b) J. Fuda moved to leave requirements for reporting email votes as Attorney drafted, C. Liscomb 2nd. Approved: T. Dolan, J. Fuda, C. Liscomb, S. O’Leary in favor. L. Weeks, A. DiMarco opposed.
#12. 6.1 J. Fuda moved to raise maximum fine from $50 to $75, S. O’Leary 2nd. Approved unanimously.
#13. 8.5 No motions made and seconded. Attorney to remove the word “draft”.
Luther Weeks
Secretary, Meadow Hill, Inc.
Approved by email vote 6/23/2021, unanimously.
Attachments:
Subject: Grounds input for Board mtg
Sheila, Toni, and all, I will be away for part of this week and won’t attend the Board mtg on Wed. Here is an update on a few outstanding work orders and action items.
- Work Request from Unit 99 (upper unit) to remove large shrub in lower owner’s perimeter space, and replace it with smaller flowering shrubs at requestor’s expense, also requests to clean out overgrown shrubs in corner near unit 103: Grounds is ok with removing large shrub (Maintenance will do the removal, likely flush cut, not pull, because of proximity to inground wires), if there is agreement from the lower unit owner. I have left a message with the owner and will update after I speak with him. Regarding the overgrown shrubs in the right-hand corner, Grounds recommends removing the leggy, overgrown shrubs except the lilac. Unit 103 owner is also in favor of removing.
- Work Request from unit 49 to remove small fir tree that is crowding garden and replant with smaller rhody. Recommend approval. Also noted at this unit there is a large evergreen at the rear of the unit that is close to the house and may warrant removal (owner agrees). Contacted Trees Committee and they agreed. Recommend removal.
- Work Request from unit 264 for trimming of very large rose of Sharon and viburnum. These are both very large and should be cut way down or removed; however both are over 15 ft, and appear out of scope for MH Maintenance or Highlight. Further discussion with owner is needed before making a recommendation.
- Unit 53- replacement plantings (action from May Board meeting). Grounds recommends one small to medium “specimen” shade tree and 3 Montauk daisies. After reviewing a list of suggestions with Pride’s Corner, our recommendation on the specimen tree is Ivory Silk Japanese Lilac Tree ($290 at Pride’s) and 3 Montauk daisies.
Mike Proulx
Meadow Hill, Inc., Executive Board
Organization Meeting Minutes
June 9,2021
The organization meeting was convened at 4:00pm by Manager Sheila Duncan. Present were all Executive Board Members: C. Liscomb, A. DiMarco, T. Dolan, J. Fuda, S. O’Leary, and L. Weeks.
Liscomb nominated T. Dolan for President, second S. O’Leary. Approved unanimously.
Weeks volunteered for Secretary, C. Liscomb second. Approved unanimously.
Dolan nominated C. Liscomb for Treasurer, L. Weeks second. Approved unanimously.
Dolan nominated J. Fuda for Vice-President, S. O’Leary second. Approved unanimously.
Liscomb moved to adjourn, J. Fuda second. Adjourned at 4:07pm,
Luther Weeks
Secretary, Meadow Hill, Inc.
Approved by email vote 6/13/2013, unanimously.
The following votes by email were approved since the last minutes:
Weeks moved to install a permanent bench to the South of the Clubhouse ramp. Approved 5/27 unanimously.
Dolan moved:
1. Approval to spend up to $125 for signs at the tennis courts and clubhouse and to order now so that we can be ready to place them as soon as these amenities are reopened.
2. Approval of the report and recommendation as stated in the May 27, 2021 revision to reopen the outside amenities as soon as possible after indemnification agreements are approved.
Approved 5/28 unanimously.