Meadow Hill, Inc., Executive Board
August 18, 2021
The Executive Board Meeting and Executive Session were convened at 1:00PM by Manager Sheila Duncan. Board Members present: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, and A. DiMarco.
Per state law, voting on any issue discussed in Executive Session is done in Open Session of the Board of Directors meeting. See the Open Session notes for any action, if necessary, by the Board on any item discussed in Executive Session.
The Executive Session was adjourned at 1:15PM
The Open Session was convened at 1:32PM with all the same present plus Darien Covert, Superintendent.
Rob Bouvier, Bouvier Insurance Presentation
Mr. Bouvier did not join the Zoom call
President’s Remarks
President T. Dolan announced that the August 25 informational meeting with the attorney to discuss the bylaw revisions, is going to be in person at the clubhouse, rather than Zoom. Then the presentation by the Glastonbury Police Department regarding community and personal safety is going to be August 26 at 6pm at the Clubhouse. The Clubhouse has been professionally cleaned, and they will be doing one more cleaning before those two meetings. All must wear masks.
Minutes: Minutes for July meetings were approved by email votes.
Financial Reports
Treasurer C. Liscomb: Mentioned that we’re starting a budget process 2022. All the committee chairs have been notified and they will be sending their budget requests with details to her by September 3. The Budget Committee is having our first introduction meeting tomorrow morning – setting our objectives and schedules and looking at the year-to-date information so far. Our Keybank CD in the amount of 121,408 has matured. After a lot of research with other financial institutions and meeting to discuss other options with Keybank, we as a board felt the safest option at this time was to just roll it over for another six months. It is only at five hundredths of a percent interest but it’s the safest thing out there without incurring penalties. As far as the year-to-date expenses, our electrical expense and our water expense was quite high, quite a bit over budget, delving into that a little bit to see where or how or why that has occurred, especially when we had so much rain. We have some reallocations of expenses that were done, they were either in the wrong accounts, e.g. a Home Depot bill that all went to maintenance supplies, where some of it was actually Grounds, some of it was Friends of the River, some of it was moved because it was fertilizer and seed so we made those adjustments. After spending and thank you again Darien, and Mike and Jim we had a Zoom meeting going through a lot of those issues to figure out what it was used for. The only other area that we’re looking at it may still be some issues with his bill-backs I’ve had some initial conversations with Sheila and Toni and Darien but just putting something in place to be sure we have a good procedure and process in place.
Maintenance and Committee Reports
Covert: Irrigation GFI tripped on one circuit resulting in brown grass. Electrician here today. Darien is working on garage doors, Michael on power washing. One pine gutter guard installed on #96, two more soon. Highlight to cut grass they missed this week and lower weeds on banks on both sides of garden.
Proulx, Grounds: Responded to all requests up to yesterday. Fall project plans under development.
Weeks, Expanded Maintenance: Met this week and will be providing budget requests to Budget Committee by Sept 3rd. Also. will work on Reserve Estimates with Darien and submit them at same time.
Maloney, Welcome: Welcomed #89. Looking at proposing “Welcome Mug” similar to program at previous condo she owned.
Owner Comments
#174 I. Rotharb: Concerned about mosquito infestation.
#314 M. Proulx: What steps going forward for document revisions. How will meeting with attorney be structured next week?
S. Duncan: Board will finalize documents with attorney, vote to have owners vote on documents, the sent to owners for vote. Meeting primarily for attorney to address owners’ questions and concerns.
#314 K. Proulx: Also concerned with mosquitoes. Believes changes to documents are a big overreach.
Old Business
Clubhouse cleaning, S. Duncan and Darien: Very well done by vendor. D. Covert purchased fans to help circulate air on 1st floor.
Declaration and Bylaws Amendments: Covered previously.
New Business
Grounds Recommendation for #272 bare area remediation by maintenance: Moved by T. Dolan, L. Weeks 2nd. Approved unanimously.
Grounds Recommendation for #70 request to remove rose bush: Grounds recommends not to remove. No action.
Walkway replacement request for #272 with same materials: Moved by T. Dolan, L. Weeks 2nd. Approved unanimously.
Adjournment: At 2:22pm T. Dolan moved to adjourn, C. Liscomb second, approved unanimously.
Luther Weeks
Secretary, Meadow Hill Executive Board
Passed by email vote 8/24/2021
T. Dolan, J. Fuda, C. Liscomb, L. Weeks, A. DiMarco in favor, S. O’Leary did not attend and did not vote.
The following email votes were taken, with the following member votes received and recorded by the Secretary since the last meeting:
Fuda Moved: I move we request the Unit Owner of #106 HWS:
1. remove the both patio umbrellas
2. remove any element that lights up, and
3. remove the large “sunburst” decorative fixture.
All requests are to be completed no later than 14 days from receipt if a letter of notice of the decision of the Board. Failure to remedy these violations in whole or in part will result in a fine of $25 per day for each violation not remedied.
Passed: J. Fuda, C. Liscomb, T. Dolan, A. DiMarco, L. Weeks in favor. S. O’Leary recused herself from discussion and voting.
Liscomb moved that we reinvest a $121,408.37 Keybank CD at the current rate of .05%.
Passed unanimously.
Dolan moved to change the phone reimbursement methods. Meadow Hill will no longer be providing a phone plan and Darien paying us a reimbursement but Darien and Mike will have their own plans and MH will reimburse them for business use. Meadow Hill will reimburse Darien $28.20 per week and Mike $19.20 per week for business usage. Disbursement is at the discretion of our Treasurer, Connie Liscomb in either a monthly reimbursement or in weekly reimbursements.
Passed unanimously.
Dolan . moved that the board approve the $1400 bid for cleaning the Clubhouse.
Passed: T. Dolan, L. Weeks, J. Fuda, C. Liscomb, A. DeMarco in favor. S. O’Leary, no vote recorded with Secretary.