{"id":2569,"date":"2018-07-25T11:46:32","date_gmt":"2018-07-25T17:46:32","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2569"},"modified":"2018-07-26T05:17:03","modified_gmt":"2018-07-26T11:17:03","slug":"board-minutes-july-2018","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2569","title":{"rendered":"Board Minutes July 2018"},"content":{"rendered":"

MEADOW HILL
\n<\/strong>EXECUTIVE BOARD MEETING
\nJULY 18, 2018<\/strong>\u00a0<\/strong><\/p>\n

EXECUTIVE SESSION<\/strong><\/p>\n

The Executive Session was convened at 12:30 pm by Manager Sheila Duncan at the Clubhouse, 1st<\/sup> Floor.\u00a0 A quorum was present with the following in attendance:\u00a0 Directors – Gene Flynn, Polly Labombard, Ed Litke, Cathy Wanat and Luther Weeks, along with Manager Sheila Duncan.\u00a0\u00a0 Not present:\u00a0 Larry Abbott.<\/p>\n

The Executive Session was adjourned at 1:23pm.<\/p>\n

MONTHLY MEETING OPEN SESSION \u2013 <\/strong><\/p>\n

Executive Board Monthly Meeting opened at 1:30 pm with the Directors and Manager named above.<\/p>\n

HEARING<\/strong>. Manager Sheila Duncan presided and started with an overview of the process to be followed during the hearing on complaints received concerning a dog owned by Carolyn Wray of #320 Hollister Way W.\u00a0 The Executive Board called for the hearing, will take any offered testimony and provide a decision under \u201cNew Business\u201d later in the meeting.<\/p>\n

Two written complaints concerning Mazie, a dog owned by Carolyn Wray of #320 Hollister Way W. were received by the Manager and are included in the July Executive Board agenda materials.\u00a0 Both complaints involved the dog roaming unleashed and unsupervised on the grounds as well as attacking other Meadow Hill resident dogs. A total of four occurrences are covered in the two written complaints.\u00a0 All involved other resident dog owners protecting their dogs from the attacks.<\/p>\n

Carolyn Wray, the dog\u2019s owner appeared and indicated that she does not let the dog roam free.\u00a0 A faulty door latch is the cause of the dog\u2019s escapes.\u00a0 She asserts that Mazie is aggressive with other dogs but not humans.\u00a0 She only became aware of Mazie attacking another dog last month and is unaware of other incidents.\u00a0 She offered to replace the door as a solution.<\/p>\n

Moira Finnegan, #74S offered that Mazie is not a threat to other residents.<\/p>\n

Suz Fields, #147N \u2013 author of one of the two received written complaints, shared that she is afraid to walk her dog in the area closest to the residence of Carolyn Wray and her dog, Mazie.<\/p>\n

Linda Fillion, 182S, is concerned for residents who are afraid of dogs and has seen first-hand, Mazie roaming free. On one occasion, her husband brought Mazie back home.<\/p>\n

Kathy Wanat, #264W indicated that she witnessed an unleashed and unsupervised Mazie attacking another dog being walked by another Meadow Hill resident.\u00a0 The owner of the dog being attacked was calling out for help and quite fearful for her own personal safety.<\/p>\n

President Luther Weeks asked Manager Sheila Duncan to report on any history of previous pet issues with this owner.\u00a0 Sheila Duncan reported that the Owner\u2019s file shows (at two units owned by C. Wray) ten violation letters over the years.\u00a0 Most of these were for dog off leash.\u00a0 Two hearings resulted in $50 fines, with a mandatory fine of $50 for any subsequent occurrences.<\/p>\n

Manager Sheila Duncan closed the hearing at 1:42.\u00a0\u00a0<\/strong><\/p>\n

MAINTENANCE:\u00a0\u00a0 <\/strong>Darien Covert on vacation.\u00a0 No report.<\/p>\n

COMMITTEE REPORTS<\/strong><\/p>\n

Amenities<\/u><\/strong> \u2013 <\/strong>Kathy Wanat announced that Amenities Committee lost two valuable members in the past month.\u00a0 Both Bob Kolwicz and Roger Bouchard were supportive and active members who contributed greatly to the work of this important committee.\u00a0 Both were thanked for their service.<\/p>\n

Friends of the River<\/u><\/strong> \u2013 Roger Bouchard reported that last month the Board directed that Watson Tree Service be consulted about two trees of questionable condition in the wetlands area. \u00a0The Ash by the river was found to be infested with ash beetles.\u00a0 Watson estimates $400 to prune and $800 to take the tree down, with advice that the beetle issue will continue if the pruning option is chosen.\u00a0 The committee recommendation is to take the tree down and leave the stump.<\/p>\n

The second tree in question is to the west of the bridge.\u00a0 One leader is dangerous to anyone walking near the bridge and should come down.\u00a0 Cost is $400 but is unbudgeted. Norm Gordon of Grounds Committee was consulted and agreed to pay for this item from their budget.\u00a0 Committee recommends taking down this leader before the recently approved bridge railings are built. \u00a0<\/strong>Finally, the FOTR committee distributed an annual budget breakdown, reflecting all planned and executed work.<\/p>\n

Tennis Court Committee<\/u><\/strong> \u2013 \u00a0<\/strong>Roger Bouchard distributed options for possible changes to the existing tennis courts.\u00a0 One option involves repairing both courts at a cost of $22,000.\u00a0 The second option is to pare down to one court and repair at a cost of roughly $20,000.<\/p>\n

The committee does not support spending great money to do more quick fixes.\u00a0 Recommends going with one court, versus the two current ones.\u00a0 Believes that there is liability with the major cracks.\u00a0 The committee suggests the Board meet with the committee on the court to explore further, understanding that the committee has completed its recommendations and members are stepping down.<\/p>\n

With the tennis courts outlined as a Meadow Hill amenity, scrapping the courts completely would require owner vote changing the Meadow Hill Declaration.\u00a0 It is noted that currently, one court is used primarily for Pickleball, which makes this underutilized amenity a concern for major expense.\u00a0\u00a0 This is currently not budgeted as a capital item.<\/p>\n

Tree Committee <\/u><\/strong>Bob Kolwicz reported that Phase I of this multi-year project is done.\u00a0 Additional, unexpected costs have been incurred, including one tree leaning over the new South fence.\u00a0 Stump grinding also added expense.\u00a0 Further, a double trunk Elm, by Unit 203, which had been cabled in the past now has the cable broken.\u00a0 Cost to repair is $400-500.\u00a0 Adding this expense would zero out the Tree Committee budget, which was also to include the replanting to replace the trees taken down in this phase.<\/p>\n

OPEN FORUM FOR RESIDENTS<\/strong><\/p>\n

Wray #320W and M. Finnegan #74 \u2013 is there an alternative to the Tennis Court overhaul? Concerned about expense involved in this seldom used amenity.<\/p>\n

Angelo DiMarco #328W- \u00a0recommends the Tennis Committee investigate astroturf for a new surface.\u00a0 He also is concerned about the loss of trees in South and West as well as the length of time for the logs to be removed.\u00a0 He also believes that we need sprinklers in some areas of the complex to make the lawn more presentable. And the South bank needs attention to maintain the newly cleared area.\u00a0 R. Bouchard offered that FOTR will bring a recommendation to the Board in August on this last point.<\/p>\n

Kathy Collins # 272 W has two concerns.\u00a0 First is residents and guests not signing into the pool area along with other Pool rules not being followed (food, swimming alone).\u00a0 Second is a concern with her dog (and others) experiencing sickness after lawn fertilization is done.\u00a0 Manager Sheila Duncan to investigate with Highlight Landscaping.<\/p>\n

Linda Fillion # 182S also has concerns with the pool.\u00a0 The south hedge at the pool should be trimmed so that the pool can be seen from the street as an important amenity. Also, the gate does not close and lock automatically and residents often don\u2019t lock the gate.\u00a0 She suggests an automatic gate be installed with a keypad instead of a separate lock.\u00a0 Luther Weeks indicated that while not part of the Pool RFP, we would consider this further as a safety measure and expressed concern that an automatic lock could prevent those outside the pool from rushing in to assist a person in peril.<\/p>\n

Marge DeMay #90S asked about stone wall inspections.\u00a0 L. Weeks responded that Darien has this on his work list for the fall.<\/p>\n

PRESIDENT\u2019S REPORT<\/strong><\/p>\n

Luther Weeks asks all Committees and residents to submit Board requests\/reports a minimum of 10 days before Board meetings so that all materials to be discussed by the Board at the monthly meeting and could be in the published Board package for all Board Members and attendees to review.<\/p>\n

FINANCIALS REPORTS<\/strong><\/p>\n

Manager Sheila Duncan reported for Treasurer Larry Abbott.\u00a0 Balances as of 6\/30\/18 show $38,258 in operating funds, $315,673 in reserves, totaling $353,931.\u00a0 Luther Weeks wants the budget reports to reflect Capital improvements differently so that it does not appear that we are exceeding our budget on items (e.g. salaries) where we have taken from reserves.\u00a0 S. Duncan will investigate with our bookkeeper.<\/p>\n

MANAGERS REPORT<\/strong><\/p>\n

Manager Sheila Duncan reported on the calendar list of projects.\u00a0 She also noted correspondence from All Waste on a monthly rate increase of $129.\u00a0 Finally, the new Birdfeeder rule has been distributed to all owners.<\/p>\n

OLD BUSINESS<\/strong><\/p>\n

POOL RFP \u2013 Last month, the Board approved with proceeding with Pool Committee recommendations and to prepare a Request for Proposal (RFP).\u00a0 Luther Weeks moved\/Kathy Wanat seconded to proceed with the RFP having an 8\/31\/18 response date.\u00a0\u00a0 Passed unanimously.\u00a0 Kathy Wanat will supply the vendor list, to which Sheila Duncan may add some names due to Imagineers\u2019 experience with other vendors.<\/p>\n

NEW BUSINESS<\/strong><\/p>\n

Friends of the River<\/strong> \u2013 (see previous discussion) Motion made by Luther Weeks, with Kathy Wanat second, to accept the committee recommendation on both trees and to endorse the FOTR budget breakdown and work plan. The $400 cost of one of the two trees would come from the Grounds Committee budget.\u00a0 Passed unanimously.<\/p>\n

Tree committee<\/strong> (see previous discussion) Luther Weeks moved to accept the committee recommendation to re-cable the double trunk Elm.\u00a0 Polly Labombard seconded.\u00a0\u00a0 Passed unanimously.<\/p>\n

Grounds Committee recommendations<\/strong> 7\/12\/18 email list<\/p>\n

#191- Remove front rhody.\u00a0 Luther Weeks moved\/Kathy Wanat seconded.\u00a0 Approved unanimously.<\/p>\n

#312 \u2013 tree\/shrub removal.\u00a0 Luther Weeks moved\/Ed Litke seconded.\u00a0 Approved unanimously.<\/p>\n

#258 \u2013 topsoil needed\/seed in September.\u00a0 Owner promises to water new grass. Kathy Wanat moved\/Polly Labombard seconded. Passed unanimously.<\/p>\n

#84 \u2013 recommendation to not remove low junipers but rather prune. \u00a0Kathy Wanat moved\/Gene Flynn seconded.\u00a0 Tabling motion by Luther Weeks.\u00a0 Board to review further.<\/p>\n

#86 – trees adjacent to the building to be removed.\u00a0 Luther Weeks moved\/Ed Litke seconded.\u00a0 Passed unanimously.<\/p>\n

#80 \u2013 bench ordered.\u00a0 No action.<\/p>\n

#99 \u2013 2 dogwood trees need trimming \u2013 holly needs trimming.\u00a0 Ed Litke moved\/Gene Flynn seconded.\u00a0 Passed unanimously.<\/p>\n

#105 – removal of tree.\u00a0 Ed Litke moved\/Polly Labombard seconded.\u00a0 Luther Weeks interviewed the downstairs neighbor, who is not in favor of the tree removal.\u00a0 Luther Weeks moved to table for further discussion.<\/p>\n

#191 –\u00a0 expanded garden by previous owner has deteriorated.\u00a0 Current owner does not want responsibility for an expanded garden bed. Committee supports Owner request.\u00a0 Motion by Luther Weeks to remove the existing ground cover and bushes and plant grass from the sidewalk to the usual four-foot planting bed on the side of the deck at no expense to the owner.\u00a0 Seconded by Ed Litke.\u00a0 Owner will water the new grass.\u00a0 Owner given permission to replant in the four-foot garden bed.\u00a0 Passed unanimously.<\/p>\n

# 147 North Variance Request<\/strong><\/p>\n

Two requests by the Owners.\u00a0 First is to remove the front entry ramp and replace it with an expanded concrete step, which removes the safety hazard of an uneven entry surface by the door.\u00a0 Second is to add a paver patio in the rear, to replace the dirt\/mud off the deck area.\u00a0 Motion by Luther Weeks\/ Second by Ed Litke to approve.\u00a0 Passed unanimously.<\/p>\n

Dog Hearing Action <\/strong>(testimony earlier in the meeting)<\/p>\n

Luther Weeks moved \/ Ed Litke seconded to fine owner $50. \u00a0Cathy Wanat expressed concern about safety and liability.<\/p>\n

Gene Flynn spoke against the motion and asked the motion be amended.\u00a0 Five dog attack occurrences are cited. \u00a0\u00a0Some residents now walk their leashed pets in fear of this dog. There is a strong likelihood that further attacks will occur and involve not only the dogs being attacked but the Meadow Hill dog owners as well. Further, our Meadow Hill Rules dictate the \u201cAny pet causing or creating a nuisance or unreasonable disturbance or noise shall<\/u> be permanently removed from the Property upon Notice and Hearing from the Executive Board.\u201d\u00a0 \u00a0This liability must be removed.<\/p>\n

Luther Weeks amended the motion, with Ed Litke seconding the amendment, to add to the $50 fine.\u00a0 To declare under Meadow Hill Rule 10.1, Mazie is not deemed a gentle disposition dog and has caused disturbances; that Mazie must be removed from the unit\/Meadow Hill community within 10 days of written notification by the Board; the Owner to promptly notify the Manager once the dog is removed; and that after the ten days, if the Owner has not removed the dog and notified the Manager, a $20 per day fine to be assessed.\u00a0 Kathy Wanat asked to adjust the amendment to lengthen the action timeframe to 30 days.\u00a0 Luther Weeks and Ed Litke accepted the change to the amendment. \u00a0The amendment to the original motion passed unanimously.<\/p>\n

Vote on the motion:\u00a0 In favor:\u00a0 Gene Flynn, Kathy Wanat, Ed Litke, Luther Weeks.\u00a0\u00a0 Absention:\u00a0 Polly Labombard. \u00a0\u00a0Motion passes.<\/p>\n

Motion to adjourn by Gene Flynn\/ Kathy Wanat seconding. Passed unanimously. Monthly meeting adjourned at 3:27pm.<\/p>\n

Minutes reviewed via email. In favor:\u00a0 L. Weeks, K. Wanat, E. Litke, P. Labombard, G.Flynn. Abstention:\u00a0 L. Abbott<\/p>\n

Gene Flynn, Secretary<\/p>\n

Board Actions by email<\/p>\n

On 7\/22\/18, Luther Weeks moved to rescind our approval of the request of #99, passed on 7\/18\/18 and reconsider the correct, more detailed request.\u00a0 Tabled until our August meeting.\u00a0 Approved unanimously by email vote.<\/p>\n

On 7\/22\/18, Gene Flynn moved that we rescind the approval of the Unit 191 landscaping request, approved at the July 2018 meeting, to meet with the owners of #191 and 175 to adjust the solution for terrain issues.\u00a0 Tabled until the August meeting.\u00a0 Approved:\u00a0 Gene Flynn, Ed Litke, Luther Weeks, Kathy Wanat.\u00a0 Not voting:\u00a0 Polly Labombard.\u00a0 Abstention: Larry Abbott.\u00a0 Motion passes by email vote.<\/p>\n

On 6\/27\/18, Luther Weeks moved to approve the Porch Renovation Request of Unit 229, subject to the usual conditions:\u00a0 Licensed contractor, hold harmless, permits, etc.\u00a0 Approved unanimously by email vote.<\/p>\n

On 6\/25\/18, Gene Flynn moved that we permit a suspension of the maximum two household dog rule for Unit 229, until such time as (1) one of these older dogs passes away and is not replaced or (2) the determination by the Meadow Hill Executive Board that a filed nuisance complaint concerning the number of pets and their actions is legitimate.\u00a0 In Favor:\u00a0 Gene Flynn, Polly Labombard.\u00a0 Against:\u00a0 Ed Litke, Luther Weeks, Larry Abbott and Kathy Wanat.\u00a0 Motion fails.<\/p>\n","protected":false},"excerpt":{"rendered":"

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