{"id":2663,"date":"2019-05-22T05:51:36","date_gmt":"2019-05-22T11:51:36","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2663"},"modified":"2019-06-25T05:26:17","modified_gmt":"2019-06-25T11:26:17","slug":"board-minutes-may-2019","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2663","title":{"rendered":"Annual and Organization Meeting Minutes May 2019"},"content":{"rendered":"

Meadow Hill Executive Board Meeting
\nMay 15, 2019<\/strong><\/p>\n

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

Luther Weeks convened the Executive Session at the Clubhouse First Floor Office at 12:56pm.\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 1:14pm.<\/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 April 17, 2019 meeting and action taken via email vote since the April meeting were approved by email votes.<\/p>\n

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

President Luther Weeks announced the upcoming Board elections on June 13th<\/sup> at 7 pm at the clubhouse.\u00a0 He encourages all interested parties to submit their names in nomination for Board openings.\u00a0 See Nominating Committee report below.<\/p>\n

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

Larry Abbott reviewed a list of 2019 projects which will draw from Reserves, included as page 8 in the Board package.<\/p>\n

Income Statement shows budget performance as on target in total. Expenses are good except for utilities which are about 6% over budget and Insurance at 16% over.\u00a0 If we move to a $10,000 deductible, that will help.\u00a0\u00a0 Building maintenance on page 14 shows a charge for two roofs done in April but are really a capital expense.\u00a0<\/strong><\/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 Work orders are mostly on hold until the pool is done.\u00a0 While the pool is prepped, he and Mike need five good weather days to paint. Mulch is about 70% done.\u00a0 Will start delivering around Memorial Day weekend to those who have requested mulch.\u00a0\u00a0 Summer worker – Nick Sconzo has started.\u00a0 Upcoming work \u2013 patio block walkway by pool and north fence replacement.<\/p>\n

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

New Residents – <\/strong>Linda Fillion, Welcoming Ambassador, this month welcomed Bill and Valerie Driscoll, Unit #135. \u00a0She has requested ten copies of the phone directory when ready as she gives those to new residents she visits.<\/p>\n

Friends of the River – <\/strong>Roger Bouchard provided a brief status and his committee\u2019s need for about 20-25 hours of staff time this year for watering system, spreading wood chips, etc.<\/p>\n

Nominating<\/strong> \u2013 Ed Litke also commented on the 6\/13 annual meeting. For owners interested in Board positions as a service to the community – in order to have resumes included in the formal meeting announcement that Imagineers will send out on May 24th<\/sup>, resumes must be submitted by May 20th<\/sup> to Manager Sheila Duncan.\u00a0 Candidate names will still be accepted up to the night of the election, even if a resume is not provided.<\/p>\n

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

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

Linda Fillion, #182 – she and other residents have noticed that lights going to the flagpole are on during the daytime.\u00a0 Lenses could be dirty.\u00a0\u00a0\u00a0 Sheila Duncan to generate a work order to investigate.\u00a0 Linda also mentioned Arborvitae removal in her area.\u00a0 Grounds has recommended to cut one at the stump (by stone wall) and pull two others by roots and replant area-appropriate plantings.<\/p>\n

Sandy MacGregor, # 288 \u2013 asked about deck cleaning\/staining.\u00a0 Darien will provide the paint color at Home Depot for her son to use.<\/p>\n

Vin Liscomb, # 191 \u2013 questioned who maintains motion sensing lights as he has a light out.\u00a0 Sheila Duncan will generate a work order.<\/p>\n

Elaine Lembo, # 229 \u2013 asked about procedures for moving her horse to the barn.\u00a0 We are waiting for written notice by one horse owner who is moving, before Elaine can be given ok to move her horse.\u00a0 Ed Litke can provide all details about the barn.<\/p>\n

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

Sheila Duncan covered actions on the Disposition Report, page 34.\u00a0 Calendar activities are current except for community garden rototilling due to river water level. Correpondence \u2013 Amended Meadow Hill Rules were mailed to owners on April 22, 2019. Rule 7 was not included in its entirety.\u00a0 May republish all rules in June or July, incorporating all amendments.<\/p>\n

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

Pool Fence \u2013 <\/strong>The new fence is installed and looks great.\u00a0 Still outstanding – how to handle the gate lock and the sign in process.\u00a0 Pool opening is still dependent on these being resolved, the pool painting and the final town inspection.\u00a0 Still shooting for Memorial Day weekend but weather will be the major determining factor.<\/p>\n

Pool Sidewalk \u2013 <\/strong>see paving projects below.<\/strong><\/p>\n

Tennis Court Renovations <\/strong>\u2013 are underway.\u00a0 Several weeks of work remain by the vendor and staff for painting.\u00a0 Still looking at mid-July to be open.\u00a0<\/strong><\/p>\n

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

Items Raised in Owners\u2019 Forum and Committee Reports<\/strong><\/p>\n

Grounds Committee \u2013 <\/strong>A detailed, illustrated set of recommendations was included in the Board package by the Grounds Committee, totaling an estimate of $1390.\u00a0 Luther Weeks moved to adopt all recommendations, including the items on pages 66 and 67, with Ed Litke seconding.\u00a0 A few clarifying questions were answered, including the fact that Staff has responsibility for watering new plantings for the first year.\u00a0 \u00a0Approved unanimously.<\/p>\n

Erosion Problem with Unit 122 \u2013 <\/strong>Darien believes that the best solution is a small retaining wall and will secure estimates for Board evaluation. \u00a0\u00a0<\/strong><\/p>\n

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

Unit 268 HVAC Request<\/strong><\/p>\n

Request from Tillie and Bob Kolwicz (Unit 268) to add a ductless heat pump.\u00a0 Meets Meadow Hill rules and any conduit pipe will be painted to match the siding.\u00a0 Luther Weeks moved with Ed Litke seconding. Approved unanimously.<\/p>\n

Unit 167 Variance Request on Outlet\/Awning\/Plantings<\/strong><\/p>\n

Request from Norm and Marilyn Gordon to add an electrical outlet and retractable awning on the deck similar to Unit162.\u00a0 A licensed electrician \u2013 State Wide Electric will be used.\u00a0 Luther Weeks moved to accept, with Gene Flynn seconding, with the stipulation that the awning color be the same as Unit 162 and gutter removed. \u00a0Approved unanimously.<\/p>\n

Norm also requested installation of 2 or 3 plants against the new fence opposite his unit at his expense.\u00a0 Plant selection has met guidelines of the Grounds Committee.\u00a0 Luther moved with Kathy Wanat seconding to adopt the request. Approved unanimously.<\/p>\n

Unit 28 Variance Request on Windows, Lights, Sidewalk, Deck<\/strong><\/p>\n

Package request by homeowner \u2013 <\/strong>Replace 7 windows meeting MH requirements to be done by the owner who is experienced in window replacement.\u00a0\u00a0 Secondly, to remove the green carpet on the cement patio and paint the railing.\u00a0 Third, to replace existing external light fixtures with approved style fixtures and Fourth, to replace broken steps.<\/p>\n

Luther Weeks moved to accept, subject to the usual hold harmless agreement.\u00a0 Kathy Wanat seconded.\u00a0 Darien Covert reminded that the light fixtures will require special handling due to the aluminum wiring. Approved unanimously.<\/p>\n

Reconsider $15,000 for summer help, consider reducing approval to $10,000.\u00a0 <\/strong>Item died without motion.<\/p>\n

Consider approving contract for pool sidewalk, drainage problem near #54 and raising a sidewalk that floods near unit #32.\u00a0 \u00a0<\/strong>We were fortunate to have a bid for this small job.\u00a0 Luther Weeks moved with Gene Flynn seconding to accept New England Blacktop\u2019s bid.\u00a0 Approved unanimously.<\/p>\n

Consider approving contract for flat roof on Unit #328 – <\/strong>Bid from SJR Construction for replacing this flat roof.\u00a0 Moved by Luther Weeks, seconded by Larry Abbott.\u00a0 Approved unanimously. \u00a0<\/strong><\/p>\n

Consider approving contract for Barn Roof \u2013 <\/strong>Barn roof leakage prevents use of the upper level for storage.\u00a0 While originally unplanned for this year, we have a good bid from Klaus Larsen and the current need requires action.\u00a0 Luther Weeks moved with Ed Litke seconding.\u00a0 Approved unanimously. \u00a0<\/strong><\/p>\n

Consider approving two permanent benches \u2013 <\/strong>Rather than continuing to purchase average quality benches, this recommendation by Amenities is to purchase two high quality, six-foot benches.\u00a0 Will be placed west of HWN looking towards the river.\u00a0 Luther Weeks moved with Kathy Wanat seconding.\u00a0 Passed unanimously. \u00a0<\/strong>Kathy asked for possible relocation of an existing bench to the area at the bottom of the ramp to the clubhouse to accommodate people dropped at the ramp.<\/p>\n

Adjournment:\u00a0 <\/strong>Motion by Gene Flynn, seconded by Luther Weeks to adjourn.\u00a0 Approved unanimously at 2:34 pm.<\/p>\n

Gene Flynn
\nSecretary<\/p>\n

Approved unanimously by email vote on May 17, 2019.<\/p>\n

Board action since the 5\/15\/19 Board meeting:<\/strong><\/p>\n

    \n
  1. On 5\/17\/19, Kathy Wanat moved via email as follows: I\u2019d like an email vote for permission to spend approximately $100 of the Amenities budget on annual flowers to be placed in pots near the pool entrance.\u00a0 I already have the pots.\u00a0 It will be frosting on the cake.\u00a0 Approved unanimously via email vote on 5\/18\/19.<\/li>\n<\/ol>\n
      \n
    1. On 5\/17\/19, Luther Weeks moved to approve a request from the owner of Unit 217 to install a gas line at the patio per submitted plan, by a licensed contractor. It is a relatively isolated location and I have added a photo to the submission.\u00a0 Approved unanimously via email vote on 5\/21\/19.<\/li>\n<\/ol>\n
        \n
      1. On 5\/21\/19, Luther Weeks moved as follows: I propose hiring Jordan Covert, currently a junior in high school @ $13 per hour for approximately 15 hours per week, for a maximum of $2,000.\u00a0 For example, the work she would do would include pool maintenance, watering of plants, and power washing siding.\u00a0 This is necessary to get all this done along with the many items on the maintenance list.\u00a0 It should leave us well within the overall limit of the $15,000 allocated.\u00a0 Approved unanimously via email vote on 5\/22\/19.<\/li>\n
      2. On 5\/30\/19, Ed Litke emailed fellow Board Members that Tom Lombardo, Unit 122 is requesting permission to replace and extend an existing patio and to construct a patio wall at the rear of his unit. The patio will be approximately 27 feet long and 9 feet deep.\u00a0 The 3 ft. wall will incorporate two existing drains and will run along the length of the patio.\u00a0 The project has been reviewed with Darien Covert, Mike Proulx and has been approved by the Brimleys next door in unit 120.\u00a0 A hold harmless will be signed.\u00a0 A&D Masonry will do the work using their signature style of stonework with pavers to match.\u00a0 I move the request.\u00a0 Approved unanimously via email vote on 5\/31\/19.<\/li>\n
      3. On June 10, 2019, Larry Abbott moved via email to ask the Board to vote an additional $100 to complete the overhead pictures for tree planning and planting per Roger Bouchard\u2019s\/ (Tree Committee) request.\u00a0 Approved unanimously on June 11, 2019 by the Board via email vote.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"

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