Updated 10\/5\/2018 with three email votes.<\/p>\n
Meadow Hill Executive Session<\/strong><\/p>\n Manager Sheila Duncan convened the Executive Session at the Clubhouse First Floor Office at 12:30pm.\u00a0 A quorum was present with the following in attendance:\u00a0 Manager \u2013 Sheila Duncan, Directors: Polly Labombard, Ed Litke, Luther Weeks, Kathy Wanat and Gene Flynn.\u00a0 Not present:\u00a0 Larry Abbott<\/p>\n The Executive Session was adjourned at 1:21pm.<\/p>\n Open Session<\/strong><\/p>\n The Executive Board Monthly Meeting was called to order at 1:32pm with the Directors and Manager named above being present.<\/p>\n Maintenance \u2013 Capital Projects Review<\/strong><\/p>\n Darien Covert reported that capital projects listed on page 26 are 90% done. Light- post painting and garage door painting underway as per schedule.\u00a0\u00a0 Darien also reported attending to stair inspections\/repairs and was asked to notify owners as he works on their steps.\u00a0 Finally, commenting on the proposed Greenhouse heater, Darien indicated that the proposed heater is too big for the area.\u00a0 He is investigating alternatives with CNG next week.<\/p>\n Committee Reports<\/strong><\/p>\n Tree Committee<\/strong> – Bob Kolwicz reports that the committee is close to replacing some trees which were taken down. \u00a0Working on scheduling with Darien.\u00a0\u00a0 They have also submitted a 2019 budget request.<\/p>\n Friends of the River<\/strong> \u2013 Roger Bouchard will take over as Chair from Donna Goselin.\u00a0 They secured a cost for Highlight to dump their trimmings off premises \u2013 quote $2400.\u00a0 Concerns with dwindling room in our Dump area and are discussing ideas with Darien on maximizing use of the space.<\/p>\n FOTR has priced out clearing the South Bank, to the tune of $2000. \u00a0Alternatives would be to trim ten feet down from the top of the bank only from the first to second wall.\u00a0 Priced at $700 by Highlight if done once\/year — $1000 if done twice per year. Final alternative is to have MH staff do it as time permits later this fall.\u00a0 On the North side, native plants need to be trimmed once the ground is more solid.\u00a0 Priced at $1000.\u00a0 Alternative is to have Moe Ethier come in and bushwack at $400.\u00a0 Darien did not believe that Staff could get to this piece this year.\u00a0\u00a0 See motions later in the agenda.<\/p>\n New Residents<\/strong> – Linda Fillion welcomed Loretta and Robert Ricker (#20) and Kelly and Walter Brownsword (#276).<\/p>\n Grounds Committee<\/strong> \u2013 Mike Proulx reported for Norm Gordon.\u00a0\u00a0 One item on the action list for approval today.<\/p>\n Pool Committee<\/strong> \u2013 Kathy Wanat reported reviewing all submitted proposals for the pool overhaul.\u00a0 Also mentioned visiting a completed pool for Splash Pools the day before.<\/p>\n Open Forum for Owners<\/strong><\/p>\n Sandy MacGregor(# 288) Urges Board action on the greenhouse heater.\u00a0 Concern with high humidity in the greenhouse and last winter\u2019s temporary solution not being permanent. \u00a0\u00a0Bob Kolwicz (#268) Asked how old the greenhouse heater is.\u00a0 Estimated at 9 years, with two major failures.<\/p>\n Sue Simmons (#97) – She is the daughter of the Vollenger\u2019s and expressed concern that her parents are being singled out with three violations in a short time.\u00a0 Sheila reviewed the situation with the blinds, corregated roofing and personal posted sign.\u00a0 All were deemed violations of MH Rules and were in keeping with the compliance process we observe at MH. \u00a0All violations have been or are being remedied per Ms. Simmons.<\/p>\n Sandy O\u2019Leary\u00a0 (#112) \u2013 Status requested on issue with washed out walkway and steps during storms. Highlight estimated $5000 to repair with no guarantee that this would fix the problem.\u00a0 Darien was asked to investigate cost of a larger drain which might help fix the issue.\u00a0 Sandy also asked about how the new birdseed rule is enforced.\u00a0 Just as with other MH rules, it is enforced if observed by staff or in response to a complaint from another resident.\u00a0 She is concerned with chipmunks and mice. \u00a0\u00a0Linda Fillion observed a hawk getting a rodent recently on our grounds.<\/p>\n Presidents Report \u2013 <\/strong>Luther Weeks asked the following Board Members to update.<\/p>\n Amenities \u2013 <\/strong>Kathy Wanat made an appeal for Amenities members.\u00a0 Good opportunity for new residents to understand and appreciate all the amenities that MH has to offer.\u00a0 See Kathy if interested.<\/p>\n Communications<\/strong> – Gene Flynn announced that a Lark Committee, comprised of about 8 residents will begin producing the Lark on a monthly basis, beginning about November 1st<\/sup>.\u00a0 Denise Weeks will be the technical producer and teams of two people will handle the article research and writing.\u00a0 Quarterly issues are likely to be larger, with pictures and more feature articles, while the other months will be news-only updates.<\/p>\n Financials <\/strong><\/p>\n Cash balances as of 8\/31\/18. Operating funds are $30,409 and investments total $319,744.\u00a0 The Income Statement and Balance Sheet were reviewed in summary.\u00a0 While we have a variance at this point, we have anticipated insurance reimbursements and capital expenses not part of the operating budget.<\/p>\n Manager\u2019s Report<\/strong><\/p>\n Sheila Duncan reported receiving RFP\u2019s from the Pool Vendors, notifying the CPA about Board acceptance of the Audit, supplying the Board with Tree information and handling the lease renewal negotiations with CAI in Hollister House.<\/p>\n Sheila reviewed the Calendar planned maintenance items on Page 25 in the Board Package.\u00a0 Of special note is the upcoming Dump Run for bulk items on October 16, closing of the pool by and tennis courts by October 1 and shutting down the irrigation system soon.<\/p>\n Correspondence \u2013 the CPA letter on pages 39-41 in the Board Package for another association was mistakenly included.<\/p>\n Old Business<\/strong><\/p>\n Pool Committee<\/strong> – Kathy Wanat reported that the Subcommittee secured several proposals on the pool renovation and selected Splash Pools of South Windsor.\u00a0 References were checked, internet investigation done and several of the Board Members visited a recently completed pool by Splash, the low bidder on this work effort.\u00a0\u00a0 Work will begin on or after October 1, 2018. Kathy moved that the Board authorize the Manager and the President in consultation with the Superintendent and the Pool Committee to negotiate, finalize and sign a pool renovation contract with Splash Pools as outlined in the RFP and the RFP response, paid from Reserve Funds and further that Splash Pools be used to close the pool this year.\u00a0 Seconded by Luther Weeks.\u00a0 Passed unanimously.<\/p>\n New Business<\/strong><\/p>\n FOTR \u2013 <\/strong>The work effort on the South slope \u2013 After checking availability, Luther Weeks moved to have staff perform this work in late fall.\u00a0 Kathy Wanat seconded.\u00a0 Passed unanimously.\u00a0\u00a0 For the Pasture area, Luther Weeks moved to hire Moe Ethier to do the bushwacking at a cost of $400.\u00a0 Kathy Wanat seconded.\u00a0\u00a0 Approved unanimously. \u00a0<\/strong><\/p>\n Grounds Committee – <\/strong>Plantings in island at entrance to HWW \u2013 Polly Labombard moved with Ed Litke seconding to accept the recommendation from Grounds committee on thinning this island at a cost of $500.\u00a0 Motion approved unanimously.<\/p>\n Homeowner variance request –\u00a0 <\/strong>Unit 129 (Norma and Gene Flynn) requested approval to plant arborvitae behind their unit as well as two Hawthorn trees on the hillside to hide the new clubhouse air conditioning equipment and clubhouse windows. \u00a0\u00a0Luther Weeks moved to accept; Kathy Wanat seconded.\u00a0 All Board members present voted in favor.\u00a0 Gene Flynn abstained.<\/p>\n Kathy Wanat moved to adjourn, with Ed Litke seconding at 2:55pm.<\/p>\n Minutes approved unanimously by attending Board members via email on 9\/24\/18.<\/p>\n Motions approved by the Board via email since the September 19, 2018 Board Meeting:<\/p>\n <\/p>\n <\/p>\n Whereas: Two retaining walls near the parking lot near #90 have been in need of rebuilding,<\/p>\n Whereas: There is $5,000 in this years Capital Plan for retaining walls,<\/p>\n Whereas: We have a reasonable quote of $3,600 for the repair of those walls from our usual wall contractor,<\/p>\n Therefor: I move that we accept that bid.<\/p>\n Passed unanimously by email vote October 5, 2018.<\/p>\n <\/p>\n Whereas: We have been working over five years on painting vent stacks on all our units, eliminating that rusty look, and avoiding high replacement costs for all owners,<\/p>\n Whereas: There remains 43 stacks that our maintenance staff cannot reach,<\/p>\n Whereas: We have secured a reasonable quote of $75 per stack ($3,225).\u00a0 That is four separate climbs up each roof to scrape and apply three coasts to each stack,<\/p>\n Whereas: We have been working three years to secure even a single quote from a vendor willing to do this small job,<\/p>\n Therefor: I move that we accept that bid and charge to the remaining funds in the maintenance budget, that may go over based on other normal items between now and the end of the year.<\/p>\n Passed unanimously by email vote October 5, 2018.<\/p>\n <\/p>\n","protected":false},"excerpt":{"rendered":" Updated 10\/5\/2018 with three email votes.<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6],"tags":[],"class_list":["post-2582","post","type-post","status-publish","format-standard","hentry","category-boardminutes"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/posts\/2582","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/meadowhill.net\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=2582"}],"version-history":[{"count":4,"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/posts\/2582\/revisions"}],"predecessor-version":[{"id":2590,"href":"https:\/\/meadowhill.net\/index.php?rest_route=\/wp\/v2\/posts\/2582\/revisions\/2590"}],"wp:attachment":[{"href":"https:\/\/meadowhill.net\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=2582"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/meadowhill.net\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=2582"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/meadowhill.net\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=2582"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\n<\/strong>Executive Board Meeting
\n<\/strong>September 19, 2018<\/strong><\/p>\n\n
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