{"id":2634,"date":"2019-03-28T05:36:19","date_gmt":"2019-03-28T11:36:19","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2634"},"modified":"2019-04-06T08:56:11","modified_gmt":"2019-04-06T14:56:11","slug":"board-minutes-march-2019","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2634","title":{"rendered":"Board Minutes March 2019"},"content":{"rendered":"

Meadow Hill Executive Board Meeting
\n<\/strong>March 20, 2019<\/strong><\/p>\n

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

Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 1:00pm.\u00a0 A quorum was present with the following in attendance:\u00a0 Directors: Larry Abbott, Luther Weeks, Kathy Wanat, Gene Flynn, Ed Litke and Manager Sheila Duncan. \u00a0The Executive Session was adjourned at 1:27pm.<\/p>\n

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

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

Minutes<\/strong><\/p>\n

Minutes to the February 20, 2019 meeting were approved by email vote.<\/p>\n

President\u2019s Remarks<\/strong><\/p>\n

President Luther Weeks announced that Polly Labombard resigned from the Board for personal reasons.\u00a0\u00a0 He also announced that Ed Litke heads the Nomination process for Board positions, the election for which occurs at the Annual Meeting to be held on June 13, 2019 at 7pm.\u00a0 He noted that rules would be voted upon today for Notice and Hearing.\u00a0 Owners can comment until the April meeting, when the rules will be voted upon for implementation.<\/p>\n

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

Larry Abbott reviewed Reserves and Operating Cash exhibit on Page 4, reflecting reserves in a good position, being $7K over projection.\u00a0 On the Balance Sheet, pages 5-8, Larry reported that assets are gradually rising, as is the Owner\u2019s Equity.\u00a0 On the Income Statement, page 11, the bottom line, after adjusting for reserved items shows our budget at $850 better than budget.\u00a0\u00a0 Larry cautioned the group and alert to the community at large that Water costs continue to increase \u2013 encouraging all to conserve as much as possible.<\/p>\n

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

Maintenance \u2013 Project List and Work order review<\/strong><\/p>\n

Darien Covert reported on the maintenance items.\u00a0\u00a0\u00a0 He has been working on estimates for some roof repairs as well as upcoming tree trimming.\u00a0\u00a0 Washouts from recent rains created clean up efforts which he and Mike have addressed.<\/p>\n

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

New Residents – <\/strong>Linda Fillion, Welcoming Ambassador, this month welcomed George and Judy Fay, Unit 217.<\/p>\n

Trees Committee \u2013 \u00a0<\/strong>Roger Bouchard submitted the bill for the Drone photos recently taken.\u00a0\u00a0 He shared a sample drone-produced community photo with attendees.\u00a0 We will produce a version of this aerial photo for hanging in the Clubhouse.\u00a0 The electronic version of these photos will benefit the Grounds, Trees and Friends of the River Committees.<\/p>\n

Nominating<\/strong> \u2013 Ed Litke announced the Annual Meeting to be held on 6\/13.\u00a0 Nominations for open Board positions should be submitted to Ed.\u00a0 The May Lark will remind residents of the upcoming meeting and election.<\/p>\n

Amenities <\/strong>\u2013 Kathy Wanat brought forth a request to purchase and install a lock box for Social Committee use in the Clubhouse and made it as a motion.\u00a0 Cost expected to be about $30.\u00a0 Luther Weeks seconded.\u00a0 Passed unanimously.<\/p>\n

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

Linda Fillion (33) updated the group that Eversouce fixed the light at the parking lot stairs near her unit.\u00a0\u00a0 She also questioned when the arborvitae, near her steps which has been trimmed, will be removed.\u00a0 This has been referred to the Grounds Committee for review.<\/p>\n

Vin Liscomb (191) asked how to get in touch with the Board.\u00a0 Luther Weeks suggested use of the form on the website or use Manager Sheila Duncan to submit requests and suggestions.<\/p>\n

Susan Rochford (50) brought forth her concern for the community about the safety issue associated with ice storms this winter.\u00a0 While she is complimentary of Darien and Mike\u2019s caring work, she wonders what can be done to reduce risks even more when ice becomes a safety issue.\u00a0 She suggests use of more salt containers, perhaps more part time staff and use of water repellent paint on handrails.\u00a0\u00a0\u00a0 Darien Covert responded with how he and his team approached treating ice during the numerous ice storms this winter.\u00a0 In spite of numerous compliments paid to our staff on their hard work this winter, both Darien and the Board are open to any improvement opportunities.\u00a0 All ideas presented herein and submitted by other residents will be reviewed by the Manager, Superintendent and the Board.<\/p>\n

Roger Bouchard (171) reminded all that we need to be careful when chemicals are applied versus when seeding will be done.\u00a0 Darien Covert responded that Allied coordinates with Staff before doing an application.<\/p>\n

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

Manager\u2019s Report \u2013 Calendar review and Correspondence<\/strong><\/p>\n

An information session with Bouvier Insurance will be held on April 30 at 7pm to answer MH insurance questions, especially around implications of moving to a $10,000 deductible on our community property coverage and what that means to individual owners\u2019 homeowners policies. Sheila will confirm this date with the agency.<\/p>\n

Calendar review \u2013 Sheila Duncan reviewed the February and March maintenance items.\u00a0 All are current except soliciting bids for crack filling of road, sidewalks and sealing of roads which has been moved to August as a better time of year for this task.<\/p>\n

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

Tennis Courts<\/strong><\/p>\n

Ed Litke reminded attendees of the long-standing need to perform work on our tennis courts.\u00a0 After the Board determined that the costs of a complete overhaul were excessive, Ed moved to accept some tasks outlined in the Constantine Sealing Service bid to cut, fill, clean and repair the tennis courts.\u00a0\u00a0 Our Staff has agreed to paint and re-line after the contractor\u2019s work with a total cost for all work and materials not to exceed $13,000. \u00a0Passed unanimously.<\/p>\n

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

Consideration of Homeowner Variance Requests<\/strong><\/p>\n

Unit 268 Request for Power installation, usage and reimbursement<\/strong><\/p>\n

Request from Tillie and Bob Kolwicz (Unit 268) to add necessary electrical equipment to charge an electric vehicle in their garage.\u00a0 This proposal is identical to the one approved last month for Unit 334, including a Hold Harmless Agreement, use of a non-adjustable KWH meter, annual reporting, 2% service\/carrying fee and use of a licensed electrician.<\/p>\n

With a Hold Harmless agreement, this garage enhancement would pass automatically to another owner.\u00a0\u00a0 Motion to accept by Luther Weeks, seconded by Ed Litke. The Board approved unanimously.<\/p>\n

Roof Replacements on Units 227 and 298<\/strong><\/p>\n

After reviewing contractor proposals, Luther Weeks moved and Ed Litke seconded to accept the proposal by Klaus Larsen.\u00a0 The warranty is 20 years on workmanship, significantly better than the competition. Total cost is $7,471 for both roofs.\u00a0 Passed unanimously. \u00a0<\/strong><\/p>\n

Rules Amendments<\/strong><\/p>\n

Nine formal Meadow Hill Rules changes have been proposed.\u00a0 All nine proposed rules will go to Meadow Hill owners via US mail package by Imagineers for comments.\u00a0 Final action will be taken by the Board at the April Board meeting after review of owner\u2019s comments.<\/p>\n

Proposed Rule changes:<\/p>\n