{"id":2877,"date":"2020-12-01T05:17:41","date_gmt":"2020-12-01T11:17:41","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2877"},"modified":"2020-12-01T15:19:56","modified_gmt":"2020-12-01T21:19:56","slug":"board-minutes-november-2020","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2877","title":{"rendered":"Board Minutes November 2020"},"content":{"rendered":"

Board Minutes
\n<\/strong>Meadow Hill Board Meeting
\nNovember 18, 2020\u00a0 <\/strong>\u00a0<\/u><\/strong><\/p>\n

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

The executive board meeting was called to order at 12:45 PM.\u00a0 This was a zoom meeting. Present were Luther Weeks, Larry Abbott, Toni Dolan, Sandy O\u2019Leary, Connie Liscomb and Sheila Duncan.<\/p>\n

At 1:00 PM the board members and property manager were joined by owner of unit #53 for a hearing. Also in attendance was Darien Covert, maintenance supervisor.\u00a0<\/u><\/strong><\/p>\n

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

The Open portion of the \u00a0Meeting was called to order at 1:30 PM with the Directors and Manager noted above present as well as Maintenance Supervisor Darien Covert.\u00a0 This meeting was held online through zoom; access with a number of residents were present online as well.<\/p>\n

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

The minutes from the online board meeting of October 21, 2020 were approved unanimously by email.<\/p>\n

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

Luther thanked all owners that were present.\u00a0 He then moved that items relative to unit #53 be moved up on the agenda because unit owner has to return to work. \u00a0\u00a0Larry second the motion. All board members in favor.<\/p>\n

Luther moved that we assess a fine of $50 for each tree that was removed. Totaling $150.\u00a0 Connie seconded the motion.<\/p>\n

Amended to state $150 fine plus cost of restoring the landscape to a condition acceptable to the board.\u00a0 A landscape plan should be submitted by owner whether the other variance request for a sunporch is approved or not.<\/p>\n

All in favor.\u00a0 Unanimously approved.<\/p>\n

Owner of unit #53 also submitted a variance request to build a patio enclosure\/sunporch.<\/p>\n

Luther moved that we NOT Approve this variance request at this time until a better more detailed architectural drawing is submitted as well as a detailed landscape plan.\u00a0 Larry second.<\/p>\n

All in favor to NOT approve this request.\u00a0 Motion to deny this variance request was approved unanimously.<\/p>\n

Owner of unit #53 is also requesting to install a new mailbox and replace the front light.<\/p>\n

Luther moved to approve.\u00a0 Connie second.<\/p>\n

Motion to table request until next month.\u00a0 \u00a0\u00a0Larry opposed. Luther, Connie, Toni and Sandy in favor.<\/p>\n

Motion is tabled until next month.<\/p>\n

Owner of unit #53 also requested to have a gas insert installed into the fireplace. Luther moved to approve. Sandy second.\u00a0 All in favor.\u00a0 Motion was approved unanimously.<\/p>\n

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

Larry presented the financial status of Meadow Hill including the Cash balance sheet and Income and Expense Summary.\u00a0 We have more in reserves than anticipated and estimate balance of $200,000 at year end.\u00a0 Larry has asked Imagineers for a recap of certain expenses since it appears we will be overbudget by $5000.<\/p>\n

Larry asked that any committees having funds remaining in their budget put a hold on any purchases not needed.<\/p>\n

The budget committee is done. More details in New Business to schedule approval of board and schedule annual meeting for owners to vote.<\/p>\n

Lastly Larry has received the Audit Report for 2019 from Auditors.\u00a0 He has some questions of Imagineers Accounting Staff and the Auditors before sending it to the Executive Board for review before it is signed off on.<\/p>\n

Maintenance and Committee reports<\/strong><\/p>\n

\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Superintendent Report : \u00a0\u00a0<\/strong>Sample bottoms for garages are in.\u00a0 Highlight will be finalizing leaf blowing and pick up next week.\u00a0 Maintenance staff will be completing gutter cleaning.\u00a0 Final corral cleanup which includes brush hogging the flat area between the paddock fence and the top of the north slope is scheduled to be done by outside contractor.<\/p>\n

Larry suggests cancelling this corral area cleanup and saving estimated $425.\u00a0 All 0f the board in favor.\u00a0\u00a0 Approved to cancel this project.<\/p>\n

Project list is on track.<\/p>\n

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

Grounds:\u00a0\u00a0 <\/u><\/strong>Mike Proulx stated the committee is wrapping up all the fall projects.\u00a0 After request from Larry regarding budgets it was decided to hold off purchasing seed and topsoil until next year.\u00a0 Results in a Savings of about $200.\u00a0 All board members in favor. Approved to not purchase seed and topsoil at this time.<\/p>\n

RFP for Landscape bids has been completed and will be presented under new business to be voted on.<\/p>\n

Committee drafting the RFP (request for proposal) is Connie Liscomb, Mike Proulx and Toni Dolan.<\/p>\n

Welcome Committee:\u00a0 <\/u><\/strong>Linda welcomed new owner to unit #44 as she happened to meet while walking. In person welcoming is still not taking place due to COVID-19 restrictions,\u00a0<\/u><\/strong><\/p>\n

Darien Covert\u2014Maintenance Supervisor:\u00a0 <\/u><\/strong>Request that we consider and approve purchasing additional lights to decorate the clubhouse for the Holiday season.\u00a0 Estimated costs $250.\u00a0 Larry moved to approve, Toni 2nd<\/sup>,\u00a0 All in favor.\u00a0 Motion approved.\u00a0<\/u><\/strong><\/p>\n

OPEN FORUM<\/u><\/strong><\/p>\n

Eileen Rothfarb unit #174\u00a0 asked about having a \u00a0heater outside while sitting with others in cold weather.\u00a0 She needs to submit as a variance with details.<\/p>\n

Angelo DiMarco unit #328 suggested that all contracts require a request for proposal\u00a0 and return of sealed bids. He also questioned if major contracts go out for bid.\u00a0 Luther answered yes.<\/p>\n

Bev Willsey asked about her request for removal of 6 bushes.\u00a0 This will happen in the spring along with their proposal with what they will replace them with. This should all be presented to board.<\/p>\n

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

Everything is currently up to date.<\/p>\n

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

Regarding COVID-19 \u2013there are no changes of restrictions at this time<\/p>\n

Luther moved to approve request from homeowner to open the tennis courts for dogs to run during the winter. Only one person\/dog at a time.\u00a0 Larry second.<\/p>\n

Luther and Larry voted in favor.<\/p>\n

Connie, Sandy and Toni opposed.\u00a0 The request was denied.<\/p>\n

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

RFP (request for proposal) for landscape contract was presented to the board for approval.<\/p>\n

Connie motion to approve, Toni 2nd<\/sup>;<\/p>\n

Larry questioned on page 3 \u201cpasture mowing\u201d and suggests that once a month vs bi-weekly is sufficient.<\/p>\n

Luther suggested highlighting request for contractors to provide 3 references and a sample of their standard contract.<\/p>\n

Connie moved to approve as amended.\u00a0 Toni 2nd<\/sup><\/p>\n

All in favor.\u00a0\u00a0 The motion was approved unanimously.<\/p>\n

Homeowner Variance Requests:<\/strong><\/p>\n

Unit #61 variance request to install pavers.\u00a0 Luther moved to approve; Toni second; All in Favor. Approved<\/p>\n

2021 Proposed Budget<\/strong><\/p>\n

Larry reviewed the number of meetings and process in developing this budget by the budget committee with input from Imagineers and Committee Chairs.<\/p>\n

Larry moved for the board to approve the 2021 budget with a 2.26% increase in association fees and the capital project plan and reserve analysis as presented.\u00a0 Connie 2nd<\/sup>; All in Favor.\u00a0 Budget approved by board.<\/p>\n

Annual Budget meeting is set for December 9th<\/sup> at 7:00 PM with a snow date of December 14th<\/sup> at 7:00 PM<\/p>\n

Imagineers will send out information to all homeowners after review by President.<\/p>\n

Notice \u201cIntent to enforce\u201d\u00a0 Meadow Hill Rules <\/strong><\/p>\n

Rule #6 \u2013regarding anything within the 4 ft area needing approval.<\/p>\n

Luther moved to approve; Connie 2nd<\/sup>; All in favor.\u00a0 Motion approved.\u00a0 Imagineers will send to all homeowners after review by President.<\/p>\n

A second executive session was held after the open meeting. In attendance were Luther, Larry, Connie, Toni and Sandy.<\/p>\n

Meeting adjourned at 4:49 PM<\/p>\n

Submitted
\nConnie Liscomb
\nSecretary<\/p>\n

The following requests were submitted and voted on by email between October 21st<\/sup> board meeting and the November 18th<\/sup> board meeting.<\/p>\n

On Nov 11, 2020 Luther moved that we accept bid from Central Sealing Company $1329.38 to repair cracks in sidewalks. The bid was amended and voted by email on November 12, 2020 to approve revised bid of $2658.75\u00a0\u00a0 All board members voted in favor.\u00a0 Unanimously Approved.<\/p>\n

On Nov 11, 2020 the tree committee requested approval to purchase 2 dogwood trees for $190.<\/p>\n

Additionally, request to remove dead tree near the dump gate.\u00a0 This is in budgeted amount.\u00a0 Luther motion to approve; Connie 2nd<\/sup> All in favor.\u00a0 Unanimously Approved<\/p>\n

These minutes were unanimously approved by email on \u00a0November 21, 2020.<\/p>\n","protected":false},"excerpt":{"rendered":"

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