{"id":2578,"date":"2018-08-22T05:26:21","date_gmt":"2018-08-22T11:26:21","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2578"},"modified":"2018-08-22T05:26:21","modified_gmt":"2018-08-22T11:26:21","slug":"board-minutes-august-2018","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2578","title":{"rendered":"Board Minutes August 2018"},"content":{"rendered":"

Meadow Hill<\/strong>
\nExecutive Board Meeting<\/strong>
\nAugust 15, 2018<\/strong><\/p>\n

Executive Session<\/strong><\/p>\n

Manager Sheila Duncan convened the Executive Session at the Clubhouse First Floor Office at 12:35pm.\u00a0 A quorum was present with the following in attendance:\u00a0 Manager \u2013 Sheila Duncan, Directors: Polly Labombard, Ed Litke, Luther Weeks, Larry Abbott and Gene Flynn.\u00a0 Not present:\u00a0 Cathy Wanat<\/p>\n

The Executive Session was adjourned at 1:20pm.<\/p>\n

Open Session<\/strong><\/p>\n

The Executive Board Monthly Meeting was called to order at 1:30pm with the Directors and Manager named above.<\/p>\n

Maintenance<\/strong><\/p>\n

Darien Covert reports that capital projects are on schedule.\u00a0 Painting the fence and work on about one third of the garage doors should be completed as planned this year.<\/p>\n

Committee Reports<\/strong><\/p>\n

Tree Subcommittee<\/strong> \u00a0– Bob Kolwicz provided an overview of the remaining work on areas where trees were removed this year.\u00a0 The Committee asks for approval for Seed, Topsoil, 5 trees, peat moss, fertilizer, cabling for an ailing elm and 5 tree gators (for watering).\u00a0 Total requested $1506, all of which was reserved in the Tree Subcommittee budget.\u00a0 Resulting total for their work this year will be slightly under the full year budget.\u00a0 See Board discussion\/action later in the meeting.\u00a0 The Board requested the Committee to provide an estimate on the next priority trees to be addressed in the 2019 budget.<\/p>\n

Friends of the River<\/strong> \u2013 Roger Bouchard provided the committee report which is attached to these minutes.\u00a0\u00a0 The committee is concerned about available space in the brush and clippings dumping area. Suggest private contractors haul away their debris and for Highlight to let us know what the cost would be in they hauled community landscaping debris versus placing it in this area.\u00a0\u00a0 The committee is evaluating what to recommend on the south slope growth which had been removed last year.\u00a0 Also working with staff on when and where to spread wild grass seed in the slope\/river area.\u00a0 See action step taken in New Business.\u00a0 The committee was asked to write an article for the Lark on Dump area rules.<\/p>\n

Open Session for Owners<\/strong><\/p>\n

Marge DeMay (90) asked if a date has been set for stone wall work in her area.\u00a0 Not determined yet.<\/p>\n

Dick Brimley (120) concerned about walkway in parking area K washing out continually in rainstorms.\u00a0 Stone has been added and staff thought problem was under control, not realizing that Dick and others have been cleaning the walkway as a safety issue.\u00a0 Will monitor ongoing.\u00a0 Also, behind units 120 and 126, not able to grow any grass there due to the slope. \u00a0\u00a0Owner asked to refer this to the Grounds Committee.<\/p>\n

Sandy O\u2019Leary (112) –\u00a0 Also concerned about dirt and sand washed onto walkways which she considers a safety hazard.\u00a0 This area is being monitored by Staff.\u00a0\u00a0 Luther Weeks asked maintenance for suggestions on a solution.<\/p>\n

Angelo DeMarco (328) \u2013 South bank discussion, he does not agree with the FOTR recommendation; does not see this as very costly.\u00a0 Does not want the south slope left as is.<\/p>\n

Presidents Report<\/strong><\/p>\n

Committee chairs are being approached about 2019 budget needs.\u00a0 All groups looking for funding need to provide input to the Budget Committee by the end of September.<\/p>\n

Lark \u2013 Gene Flynn advised the group that Judy Soule wishes to retire as the editor for the Lark.\u00a0 In order to continue this communications tool, we need volunteers to step forward.\u00a0 Judy has done a great job with the Lark but rather than discontinue it, perhaps we can scale it back to make it easier to produce.\u00a0 Gene is looking for anyone to offer their ideas and time.\u00a0 Perhaps a team approach could be successful if one single person does not want to carry the full responsibility.<\/p>\n

Financials <\/strong><\/p>\n

Larry Abbott discussed the Cash balances as of 7\/31\/18. Operating funds are $32,742 and investments total $320,088.\u00a0 The Income Statement shows common fees, expenses, etc.\u00a0 If you focus on Year to Date, we are under budget by $27,000.\u00a0\u00a0 When we add in the loans which are not reflected, we find ourselves over budget by $1000, almost fully balanced.<\/p>\n

Calendar review<\/strong><\/p>\n

Staff is on schedule for planned work, although they are waiting for cooler temps for grass seeding.\u00a0 Tree work is as planned and only one edging is being done.<\/p>\n

Correspondence<\/strong><\/p>\n

One letter from an owner regarding trees.\u00a0 Being addressed by Trees Subcommittee priorities.<\/p>\n

Old Business<\/strong><\/p>\n

Pool renovations \u2013 7 contractors received the Request for Proposal with only one response thus far.\u00a0 Proposals are due by end of August.<\/p>\n

Request from #84 regarding low junipers, reviewed by some Board members and staff.\u00a0 Luther Weeks moved and Gene Flynn seconded that the junipers and one tree be clear cut at ground level with mulch added to the area.\u00a0 Darien to advise owner and proceed with their agreement.\u00a0 The shrubs cannot be pulled due to issues with wall safety.\u00a0 Passed unanimously.<\/p>\n

Requests for tree cutting by Units 105 and 99 \u2013 Upper and Lower level owners cannot agree to removal.\u00a0 Luther Weeks moved and Ed Litke seconded, to cut two feet off the tops of the two trees in question.\u00a0\u00a0 .\u00a0 Passed unanimously.<\/p>\n

Request from Unit 191 \u2013 to remove ivy and plants alongside deck in expanded common area garden.\u00a0 Neighbor is concerned with the slope and ability for grass to be used as a replacement.\u00a0 Gene Flynn moved to remove the shrubs and ivy and replace \u2013 outside of the four-foot owner planting bed, with sod to control the washout on the neighbor\u2019s patio.\u00a0 Larry Abbott seconded.\u00a0 General concern about the cost of sod.\u00a0 Owner asked if we would consider use of low junipers instead of sod.\u00a0 Ed Litke moved to amend the motion to replace sod with up to six low junipers, with Polly Labombard seconding the amendment motion.\u00a0 Motion approved with a split vote.\u00a0 In favor:\u00a0 Gene Flynn, Polly Labombard, Ed Litke, Larry Abbott.\u00a0 Against:\u00a0 Luther Weeks. The original motion now is modified to say to take out the shrubs and ivy alongside and behind the deck, and plant up to six low junipers, and mulch in the common area garden which is outside the owner\u2019s four-foot planting bed.\u00a0 \u00a0Motion approved with a split vote.\u00a0 In favor:\u00a0 Gene Flynn, Polly Labombard, Ed Litke, Larry Abbott.\u00a0 Against:\u00a0 Luther Weeks.<\/p>\n

Tree Committee report \u2013 Committee recommendations on moving forward with the purchase and placement of the five trees and planting materials outlined in the committee report noted above was moved by Luther Weeks, with Larry Abbott seconding.\u00a0 Approved unanimously.<\/p>\n

FOTR committee report \u2013 Committee recommendations in their report on moving forward with adding four fence sections and replacing the gate to the clippings dump area was moved by Luther Weeks, with Ed Litke seconding. Work to be done by this fall.\u00a0 Passed unanimously.<\/p>\n