Meadow Hill, Inc., Executive Board
July 21, 2021
The Executive Board Meeting and Executive Session were convened at 1:00PM by Manager Sheila Duncan. All Executive Board Members were present: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, S. O’Leary, and A. DiMarco.
The Executive Session was adjourned at 1:27PM
The Open Session was convened at 1:30PM with all the same present plus Darien Covert, Superintendent.
Hearing for #106
Carl Guild owner present: He went over the items in the letter received from the association: Obstructing common area, he is not sure what that means; umbrellas on patios, not outside patios; window treatments now and always were neutral. Talked to unit residents and has cut down the number of items. Does not believe it takes away from character of Meadow Hill. Nothing now stored under stairway.
Duncan: Originally umbrellas off patio and pots stored.
Guild: Within rules, trying to work within rules
O’Leary stated that she will recuse herself from the discussion and voting on this matter.
Hearing concluded
President’s Remarks
A couple of quick comments, we have a full agenda today. I just actually wanted to thank you, Sheila, for all your response to this and cooperation through this whole transition from an old board to a new board and new members, it’s been an extraordinary amount of work of late and I want to thank you for your efforts in that that way. I also wanted to commend Angelo and Jim for their work on the analysis and report for the health insurance. That was a lot of detail work and a lot of time put in and we appreciate what you did. And one thing that’s coming up on the agenda, but I thought I’d mention it now quickly is Friends of the River, they deserve kudos for the eight plus years of hands-on hard work, not just writing reports, but getting their hands dirty, to make things prettier, especially that northern slope. So, just wanted to thank Roger and that whole committee for their efforts over the years.
Official minutes for May meetings were approved by email votes.
Financial Reports
Liscomb: Right now, the financial situation at Meadow Hill is stable. When adjusting for some timing issues and a couple of items that need to be reclassified to reserves, we project that everything is on budget. The reserves section of the report is going to be adjusted by Imagineers – it showed the actual amounts but not the budget amount so that was just a change in reporting. There’s a couple of areas that I’m going to be discussing with the Board, Sheila and Darien, to determine how we could cut expenses, a little more, we can’t always change what the electric company or gas company but how can we monitor it a little bit more. I’m also going to be sending an email out to all the committee chairs in the next couple of weeks, asking you to begin developing some budget numbers and with the details how you came up to that number, to me by the end of August, then the budget committee will be meeting, and will begin to set the parameters and look at all of the other items.
Maintenance and Committee Reports
Covert stated that they are up to date on the maintenance list and work orders. They are power washing units, working again on garage doors moldings, and after he returns from vacation on garage door bottoms.
Insurance Committee
J. Fuda reported their recommendation of a health and dental plan that will save about the 10% increase over keeping the current plan. It is similar to the current plan and includes dental, so there would no longer be a need for the separate dental policy.
Friends of the River (Final Report)
Roger Bouchard thanked President Dolan for her kind remarks. Over the years they have increased the value of Meadow Hill to all owners. He urged the Board to continue maintenance of the North Hill based on the current Landscape Contract. He said that also eliminated the need for $800 in the FOR budget.
Grounds
Mike Proulx starting soon on fall projects plan. Asked if minor recommended items could be moved quicker rather than waiting for a Board meeting.
S. Duncan will forward minor items to the Board when received for an email vote.
Welcoming
Nancy Maloney is just getting started and will begin welcoming soon.
Hearing for #76 began at 2:03pm.
No person present representing the unit.
Duncan went over the violation: Improper use of the Clubhouse also resulting in an arrest.
Weeks added also that is was a violation of COVID restriction on using Clubhouse.
Hearing concluded
Liscomb moved to prohibit the use of all amenities (Clubhouse, Hollister House, Pool, Tennis and other courts, Benches and Picnic Tables etc.) for the rest of the year, for all residents of the unit, and a $50 fine. L. Weeks second, approved unanimously. (Note later reconsidered and amended to a 1 year prohibition).
Owner Comments
#276 Walter Brownsword
Cardboard in bins spread around road apparently by upset owner. Not enough bins for recycling. Also observed AllWaste dumping recycling into trash compartment on trucks.
#314 Mike Proulx
Opposed to change to require space for vehicle in all garages and to park there and not allowed to use all for storage. Found over 66 open parking spaces one day.
S. Duncan parking needs vary by area
Proulx: Unequal effect on owners who have none, one, two or three vehicles.
#314 Kathy Proulx: Please refrain from voting on documents until there is a live meeting so owners not using Zoom can attend and comment. Requests printed copies of proposed documents delivered to all owners.
#179 Sue Litke: Suggests one piece of paper for new residents listing things they cannot do as residents to help with a more uniform look and less misunderstanding of rules.
#144 Mike Yingling: Also concerned about parking change – taking private space. Maybe add parking where there is a problem.
#229 Elaine Lembo: Agree with Mike and Kathy Proulx on parking, it is overreach.
#105 Vicki Germani: Does not think 6 months is sufficient penalty for #76
#183 Larry Abbot: Congratulations to new Board with best wishes.
#129 Norma Flynn: Residents did not get Board packages this time
#314 Mike Proulx: No live link to zoom meeting in emailed agenda.
Duncan: Will look into packages and Zoom links going forward.
#276 Walter Brownsword: Observed cracks in tennis courts.
Covert fill court cracks once or twice a year with clear filler.
Management Report
Duncan went over items in the Board Packet
Old Business
None
New Business
Dolan moved, health and dental insurance as recommend by committee, C. Liscomb second, approved unanimously.
#106 Hearing: Board members will view the unit and vote after that on this matter.
Dolan moved #57 patio door request, L. Weeks second, approved unanimously.
Fuda moved #102 front door replacement request, C. Liscomb second, approved unanimously.
Weeks moved #53 privacy fence replacement with proof of neighbor’s concurrence, J. Fuda second, approved T. Dolan, J. Fuda, L. Weeks, C. Liscomb, and A. DiMarco in favor, S. O’Leary opposed.
Dolan moved #86 window replacement request, C. Liscomb second, approved unanimously.
With no objection, L. Weeks will append Committee List to minutes.
O’Leary moved to reconsider the penalty for #76 and extend the amenities prohibition to 1 year, A. Demarco second, approved unanimously.
Duncan will invite Meadow Hill’s insurance agent, Dave Pilon to address the Board at the August meeting to, among other things, address the insurance outlook for 2022 and what can be done to reduce Meadow Hill’s insurance premiums.
Fuda moved to place ring cameras on three entrances to Clubhouse with video only available to Maintenance Staff, Manager, and President, S O’Leary second, approved unanimously.
#48 request to lead yoga at the Clubhouse: Under the assumption that classes will be limited to residents and no fees will be charged, it is allowed under existing rules, subject to COVID limitations and Clubhouse reservation requirements.
Dolan moved to open the Clubhouse on August 18th under the previously approved Reopening Committee report terms, C. Liscomb second, approved unanimously (the August Board Meeting will be in-person at the Clubhouse)
At 3:30pm L. Weeks moved to adjourn, J. Fuda second, approved unanimously.
Luther Weeks
Secretary, Meadow Hill Executive Board
Approved by email vote 7/28/2021 unanimously
Current Committees:
Budget:
Connie Liscomb, Chairperson & Treasurer of the Executive Board
Angelo DiMarco, Director, Executive Board
Larry Abbott, former Treasurer of the Executive Board
David Faxon and Christine Keating
Communications:
Gene Flynn, Chairperson
Luther Weeks, Liaison from the Executive Board
Members: Denise Weeks, Mike Proulx, Norma Flynn, Elaine Lembo, Nancy Maloney
Grounds:
Mike Proulx, Chairperson
Jim Fuda, Liaison and Vice President of the Executive Board
Jack Raycroft, Todd Blais, Norman Gordon, Vicky Germani, Kim Trela, Sandy Marshall, Kathy McCarthy-Proulx
Nominating:
Members: Sandy O’Leary and Angelo DiMarco
Social:
Sandy O’Leary, Chairperson and Liaison from the Executive Board
Members: As assigned
Trees:
Gene Flynn, Chairperson
Board Liaison: Sandy O’Leary
Members: Bob Kolwicz, Roger Bouchard
Maintenance and Amenities:
(combine Stables, Greenhouse, Garden as subcommittees under this committee)
Board Liaison: Luther Weeks, Chairperson and Secretary of the Executive Board
Members: Bob Kolwicz, Vin Liscomb, David Fillion, Elaine Lembo, Nancy Roberts, Sandy MacGregor
Rules Committee:
Toni Dolan, Chairperson and President of the Executive Board
Jim Fuda, Vice President of the Executive Board
Sandy O’Leary, Director, Executive Board
Rental:
Marge DeMay