{"id":2913,"date":"2021-04-27T05:54:02","date_gmt":"2021-04-27T11:54:02","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2913"},"modified":"2021-04-27T05:54:02","modified_gmt":"2021-04-27T11:54:02","slug":"board-minutes-march-2021","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2913","title":{"rendered":"Board Minutes March 2021"},"content":{"rendered":"

Meadow Hill, Inc.<\/strong>
\nBoard Meeting<\/strong>
\nWednesday, March 17, 2021<\/strong><\/p>\n

Executive Session<\/p>\n

The Executive Session was called to order at 1:00 p.m. via zoom.\u00a0\u00a0 In attendance were:\u00a0 Luther Weeks, Larry Abbott, Toni Dolan, and Sheila Duncan.\u00a0 Connie Liscomb and Sandy O\u2019Leary were not in attendance.<\/p>\n

The Executive Session ended at 1:19 p.m.<\/p>\n

Open Session<\/p>\n

The Open Session was called to order at 1:30 p.m.\u00a0 In attendance were:\u00a0 Luther Weeks, Larry Abbott, Toni Dolan, Sheila Duncan, and Darien Covert, Maintenance Supervisor.\u00a0 The meeting was held via Zoom and several residents were in attendance.<\/p>\n

Minutes<\/p>\n

The minutes of the February 17, 2021 were previously approved by the Executive Board via email on February 19, 2021 and were approved unanimously.<\/p>\n

President\u2019s Remarks<\/p>\n

Luther Weeks, President, asked without objection that the discussion regarding COVID-19 Changes be moved until the end of the meeting.<\/p>\n

Luther also asked that board members and residents review the sample parking lot sign installed in parking lot \u201cI\u201d, Hollister Way West and to provide comments.\u00a0 The older signs will be replaced in an effort to provide more clarity as to the location of units for emergency personnel, mail and delivery persons, as well as for visitors.<\/p>\n

Luther reported that he and Darien are currently working on a building list project and the cost of replacement of roofs; this project may take a couple of years to complete.<\/p>\n

The by-law review by the association attorney, Scott Sandler, is underway.\u00a0 Our current by-laws were written in 1995 and need to be updated.\u00a0 Once a draft is provided, the Rules Committee will review, after which the full board will have the opportunity for input and comments in an open committee meeting similar to the budget meetings last fall. \u00a0Once a final draft is developed, it will be sent to all association owners and there will be an information meeting held with our attorney available for discussion.\u00a0 A vote of the homeowners is required before approval.<\/p>\n

Financial Reports (Treasurer)<\/p>\n

Treasurer Larry Abbott reported that the financial statements reflected being on target with the 2021 Budget to date.\u00a0 There are some items about which Larry had questions and Imagineers\u2019 accountant will be providing clarification.<\/p>\n

Financial Reports<\/p>\n

Roger Bouchard, Unit 171, inquired as to whether Meadow Hill had received the credit rebate from MDC?\u00a0 Luther responded that the credit had been received but that the MDC fees had been increased, so it would probably result in a break even account for the year.<\/p>\n

Maintenance and Committee Reports<\/p>\n

Superintendent Darien Covert reported on the status of the work orders and that he was developing a chart of high-risk components.\u00a0 The project list is all caught up and questioned whether picnic benches will be placed outside this year.\u00a0 Luther stated that this would need a vote of the board.<\/p>\n

Grounds Committee<\/p>\n

Mike Proulx reported that the spring project proposal is being developed and will be presented at the April board meeting.\u00a0 Mike stated that the committee had discussed the suggestion that a stop sign be placed at the end of Dogwood Lane.\u00a0 The committee recommends that the two large bushes be pulled out allowing for a better site line and that would negate the need for a stop sign.\u00a0 Mike reported that the committee will be discussing the type of replacements for the bushes in that area.k<\/p>\n

Roger Bouchard asked about the item in the new Highlight Landscape Contract relative to weeding.\u00a0 Roger stated that the phragmite weed is under control but expressed concern about other weeds impacting the cultivated bed area and asked about the need for the Friends of the River Committee to provide funds from their budget to provide additional services for weeding.\u00a0 Roger asked for a meeting with a representative from Highlight and Darien to discuss.<\/p>\n

Tree Committee<\/p>\n

Gene Flynn stated that there will be a proposal regarding the planting of new trees at the April meeting.<\/p>\n

Gene also reported that Bob Kolwicz and Roger Bouchard will be meeting with the vendor to discuss what types of trees will be available in the spring.<\/p>\n

Nominating Committee<\/p>\n

Larry Abbott reported that there will be two open positions on the board for the upcoming election; one that has been open and there is one term expiring.\u00a0 Larry stated that the committee (he and Connie Liscomb) have had some suggested names and asked that if anyone has any ideas as to candidates to please submit them as soon as possible so that their bios can be put in The Lark for the May edition.\u00a0 Luther stated that the votes would be via mail-in ballots.<\/p>\n

Community Garden<\/p>\n

Larry asked for those interested to sign-up for a plot.\u00a0 The notice will be in the April edition of The Lark. The garden will be rototilled in May.<\/p>\n

StablesLarry reported that one horse, Gooch, has been temporarily moved to a new location for training.<\/p>\n

Open Forum<\/p>\n

Two items that were brought up were deferred to the agenda items further down on the agenda.<\/p>\n

Manager\u2019s Report<\/p>\n

Sheila Duncan reported that a copy of the signed and executed landscape contract was included the in board packet for resident information.<\/p>\n

Sheila reported that the attorney was reviewing the by-laws and that a draft should be provided in a couple of weeks.<\/p>\n

Sheila inquired about the patching of the tennis courts; Darien Covert reported that had been done.<\/p>\n

Old Business<\/p>\n

COVID 19 -Consider Changes<\/p>\n

Sheila Duncan reviewed a letter from Atty. Sandler regarding updates on the status of COVID regulations and his recommendation that we continue to restrict use of amenities at this point.<\/p>\n

Document revisions were discussed previously on the agenda.<\/p>\n

No further old business to discuss.<\/p>\n

New Business<\/p>\n

Stump Grinding<\/p>\n

Discussion ensued with Gene Flynn and Mike Proulx relative to the budgets for Tree, Grounds and Friends of the River committees and the need for soil and grass seed throughout the development. \u00a0It was decided that the cost be shared by each of these committee.\u00a0 Luther moved that Darien be authorized to purchase grass seed, top soil and starter fertilizer and straw for a total of $750; $200 from Friends of the River, $200 from Tree Committee, and $350 from Grounds Committee budgets.\u00a0 Toni Dolan seconded the motion and it was approved unanimously.\u00a0 Luther further moved that each committee can contribute $100, not to exceed $200.\u00a0 Toni Dolan seconded the motion and it was approved unanimously.<\/p>\n

Larry Abbott moved that $968 be approved for weed control for Friends of the River budget.\u00a0 Toni Dolan seconded the motion and it was approved unanimously.<\/p>\n

There were no items discussed in executive session that need to be voted on in open forum.<\/p>\n

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

#57 HWN Generator Request<\/p>\n

Darien Covert reported that the homeowner had provided him with the additional paperwork as required relative to the placement of the generator.\u00a0 Holly bush will have to be removed.\u00a0 Luther made a motion that this location be approved with the stipulation that the generator be 18 inches from the building.\u00a0 Larry Abbott seconded the motion and it was approved unanimously.<\/p>\n

Roger Bouchard asked that the board consider a policy that requires homeowners with generators to shut them off at night.<\/p>\n

#106 HWS Patio Request<\/p>\n

Toni Dolan moved that the request to replace the bluestone patio with granite within the existing footprint be approved.\u00a0 Luther Weeks seconded and the motion was approved unanimously.<\/p>\n

#61 HWN Lattice Installation<\/p>\n

Luther Weeks moved that this request to install lattice around the generator be approved.\u00a0 Larry Abbott<\/p>\n

Seconded the motion.\u00a0 Darien Covert expressed concern as to the placement of the four foot posts given the proximity to the electrical, irrigation lines and gas lines in the area.\u00a0 It was agreed that Darien will meet with Lynn Rosenthal and will place flags indicating where the irrigation lines are and that the Generac representative contact CBYD to determine where the gas lines and electrical lines are located.\u00a0 The motion was then approved with those conditions and approved unanimously.<\/p>\n

Emergency Request-Unit #288 HWW<\/p>\n

Toni Dolan made a motion to approve the request for a temporary, portable handicap ramp for the entrances to the unit.\u00a0 Larry Abbott seconded the motion.\u00a0\u00a0 Luther expressed concern that the elevation of these ramps might be too steep and offered an amendment to the motion that would require the homeowner to sign a hold harmless waiver.\u00a0 Larry Abbott seconded the amendment and the amendment was approved unanimously.\u00a0 The motion as amended was approved unanimously.<\/p>\n

Larry Abbott moved that Darien Covert be authorized to cut the two bushes at Dogwood Lane that are interfering with the site line.\u00a0 Luther seconded the motion.\u00a0 Darien asked that he be allowed to cut them rather than pull them; Luther accepted this as a friendly amendment and the motion as amended was approved unanimously.<\/p>\n

#93 HWN<\/p>\n

This request for an asphalt ramp to be installed to marry the sidewalk with the step was deferred until such time as additional information is received.\u00a0 Darien to discuss the project with Luther Weeks and an email vote can be taken when proposal is complete.<\/p>\n

COVID 19-Consider Changes<\/p>\n

There was an open forum in which opinions were expressed about the opening of the association\u2019s amenities.\u00a0 It was agreed that a letter from President Weeks should be placed in the April edition of The Lark as to the status of any potential changes to the existing restrictions.<\/p>\n

Luther Weeks moved adjournment at 3:05 p.m.\u00a0 It was approved unanimously.<\/p>\n","protected":false},"excerpt":{"rendered":"

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