{"id":2926,"date":"2021-05-23T10:48:15","date_gmt":"2021-05-23T16:48:15","guid":{"rendered":"http:\/\/meadowhill.net\/?p=2926"},"modified":"2021-06-17T08:46:59","modified_gmt":"2021-06-17T14:46:59","slug":"board-minutes-may-2021","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=2926","title":{"rendered":"Board Minutes May 2021"},"content":{"rendered":"

Board Minutes
\n<\/strong>Meadow Hill Board Meeting
\n<\/strong>May 19, 2021<\/strong><\/p>\n

\u00a0<\/strong>Executive Session<\/u><\/strong><\/p>\n

The executive board meeting was called to order at 1:08 PM.\u00a0 This was a zoom meeting. Present were Luther Weeks, Toni Dolan, Sandy O\u2019Leary, Connie Liscomb, Larry Abbott and Sheila Duncan<\/p>\n

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

The Open Board Monthly Meeting was called to order at 1:30 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

Sheila Duncan noted minutes from April board meeting, Special Meeting of 4-28-2021, and addendum to April board meeting are attached ad have been approved by the board.<\/p>\n

Connie Liscomb made a motion to move the covid committee report from the end of the meeting to the committee report section, allow residents to ask questions or comment in open forum and then call for a vote in new business section.\u00a0 Toni second the motion.\u00a0 Connie, Toni, Larry and Sandy voted in favor, and Luther opposed.\u00a0 The motion was approved.<\/p>\n

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

There is a lot on today\u2019s agenda and we will do our best to get through it all.<\/p>\n

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

Larry stated that the finances are in good shape and with timing adjustments look to be $10,000 under budget.\u00a0 Current active items to be taken from or charged to reserves: document revisions–$10000 allocated;\u00a0 garage bottom replacements, parking lot signs, and replacement of 2 flat roofs with pitch roofs.\u00a0<\/strong><\/p>\n

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

\u00a0Superintendent Report: <\/strong><\/p>\n

Darien stated the pool will be cleaned maintained and available to be opened by Memorial Day,\u00a0 The garden has been rototilled;\u00a0 top soil has been placed in areas of erosion; and work orders are up to date.<\/p>\n

Review of Project list stated by Sheila.\u00a0<\/strong><\/p>\n

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

\u00a0 Friends of the River<\/u>:\u00a0\u00a0\u00a0\u00a0 Roger stated that the mulching on the North bank has been completed.\u00a0 Weeding is next; then weed killer; issues regarding the pipe drainage system is held until the fall; the blueberry bushes may need to be transplanted although one of them is coming back to life.\u00a0<\/u><\/p>\n

Tree Committee:\u00a0\u00a0 <\/u>Gene stated that regarding the proposal for the board regarding unit #27 it is felt that Meadow Hill should take action where necessary and charge back the homeowners \u201cestate\u201d. The estimate for the work is $2552. Other trees proposed to be removed are near unit #33.<\/p>\n

Grounds Committee<\/u>:\u00a0\u00a0\u00a0 Mike stated that all the spring planting has been done. He also reiterated the issue at unit #27 which involves grounds and tree committees removing trees and bushes and overgrowth.<\/p>\n

Nominating Committee<\/u>:\u00a0 Larry stated we have received two nominee names to date.\u00a0 Ballots are due back by June 6th<\/p>\n

Covid\/Open Amenities Committee: \u00a0<\/u>Toni read the committee report and recommendations.\u00a0 Prose that when we vote that we vote on the phases. 1) all outdoor activities\u00a0 2) the pool reopening\u00a0 3) the club house, Hollister House, gym bathrooms etc<\/p>\n

We would require indemnification from homeowners for board members, association, management, employees and volunteers.<\/p>\n

As of May 20 the CAI stated 50% of the associations will be opening pools<\/p>\n

As of May 20th<\/sup> 72.5% of adult population in CT have been vaccinated<\/p>\n

79 surveys were returned—67%<\/p>\n

When amenities are open (at least at this time) no visitors will be allowed.<\/p>\n

All CDC, State and public health guidelines will be followed.\u00a0<\/u><\/p>\n

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

Todd Blais unit #242 asked if their will be limitations at pool, by reservation only and monitor compliance?<\/p>\n

Toni stated we at this time in accordance with State guidelines will have limitations and reservations but do not plan to hire monitors.\u00a0 It will, in accordance with state guidelines be an honor system<\/p>\n

Darien asked about the bathrooms in the clubhouse being open \/available as that is part of the town inspection process when inspecting the pool. Alo the first aid kit is inside the door of the clubhouse.\u00a0\u00a0 Toni answered we had not planned to have the bathrooms available.\u00a0 Darien will check with the town inspector.<\/p>\n

Gene Flynn related that Norma had checked on the bill that was proposed to state s\\representative did not move forward as they felt it was redundant to existing law.<\/p>\n

Walter Brownsword unit #276 He had a question regarding the roof at the back of his unit\u2014when it rains the moss etc. \u00a0falls onto his patio and deck. He questioned if it could be sprayed or power washed off and if they could get another company to come in to look at it and do that.\u00a0 Darien mentioned that the moss remaining is dead.\u00a0 Sheila mentioned that a concern would be that the power washing could ruin the roof shingles.<\/p>\n

Walter also asked if he could change his mailbox and does he need approval.\u00a0 Luther answered yes but needs a picture of the mailbox and size to have board approve. He also asked if he could paint the trim that was installed when he had a new front door installed.\u00a0 Answer: Luther yes as long as same color as before.<\/p>\n

Last question Walter had was regarding topsoil being put in some areas.\u00a0 Darien answered that it was being put where erosion had occurred and soil had washed away.<\/p>\n

Mike Proulx unit #314 stated he was in favor of reopening amenities in a phased in process with restrictions\/guidelines in place as required by CDC, State of CT and Department of Public Health<\/p>\n

Ed Litke unit # 179 asked Sheila what the property management firms recommendation was for opening of the amenities.\u00a0 Sheila stated the recommend adhering to the Association\u2019s Attorney and insurance agents recommendations.\u00a0 She also stated that Atty Sandler, our Attorney and Attorney to other condo associations that they manage, has prepared indemnification documents and if greater than 50% of those returned votes are in favor then the association, the board, the management company, employees and volunteers would be protected.<\/p>\n

Kathy McCarthy-Proulx unit #314 and member of the open amenities committee stated her support and reemphasized the positive feedback from the community.<\/p>\n

Larry Abbott, chair of the nominating committee, stated that the 2 candidates that have sent in applications to run for the board are Luther Weeks unit #334, and Jim Fuda unit #248.\u00a0 applications need to be in by May 24th<\/sup>.\u00a0<\/u><\/strong><\/p>\n

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

Correspondence and approval letters are in packet.\u00a0 Annual election mailing information has been sent out.\u00a0 Variance ramp for unit #93 was approved. Latest Atty revision to documents are enclosed.<\/p>\n

Calendar review was discussed.<\/p>\n

Correspondence:\u00a0 candidate profile sheets had been mailed out.\u00a0 Pool information from the town of Glastonbury is in the packet.\u00a0<\/strong><\/p>\n

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

Variance request for unit #53 landscaping: Luther made a motion to approve installation of the boxwoods but with the amendment also per grounds committee recommendation 2-3 trees, shrubs be installed to complete the barren space total cost of materials not to exceed $500. Connie second.\u00a0\u00a0 Discussion:\u00a0 Connie stated that this would all be at the owners\u2019 expense.\u00a0 Owner agreed d is on board with that.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

Luther made a motion to approve the awning for unit #53 as it complies with Meadow Hill color and guidelines.\u00a0 Sandy 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

Luther moved that regarding the Annual election and 1st<\/sup> board\/organizational meeting :<\/p>\n

Sheila will receive all ballots.\u00a0 Count will take place at 1:00 PM June 9th<\/sup> with Larry and Connie counting with Sheila.\u00a0 At 4:00 PM will be the first organizational meeting.\u00a0 Larry 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

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

Motion by Toni to approve the opening of the amenities in phases. The first is to open all the outdoor activities (except the pool) asap. Larry 2nd<\/sup>.\u00a0 Luther amended the motion to include after indemnity document is prepared by Atty Sandler, sent out to all homeowners and over 50% of those return vote in favor and that only the details of the 1st<\/sup> phase for tennis courts, pickleball, shuffleboard, and horseshoes be approved at this time.<\/p>\n

Questions by Luther:\u00a0 signs to be used are to be voted on by board. Instructions to residents are to sanitize areas and equipment only prior to using.\u00a0 Larry 2nd<\/sup> with these amendments in place.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

Comments for the next phase of pool openings: bring own chairs or sit on lawn\/picnic bench.\u00a0 Reserving pool times in advance and training of all volunteers.\u00a0\u00a0 \u00a0<\/strong><\/p>\n

Home owner Variance Request:<\/strong><\/p>\n

168 HWS :\u00a0\u00a0 front door replacement.\u00a0 Luther move to approve.\u00a0 Toni 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved<\/p>\n

240 HWW :\u00a0 Entry door replacement.\u00a0 Conni move to approve.\u00a0 Luther 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved<\/p>\n

7 HWN:\u00a0 new chimney liner.\u00a0 Larry motion to approve.\u00a0 Toni 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

40 HWS\u00a0 new sidewalk pation.\u00a0 Luther move to approve.\u00a0 Larry 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

120 HWS\u00a0 step replacement.\u00a0 Replace with granite.\u00a0 Toni motion to approve.\u00a0 Luther 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

191 HWN\u00a0 replace deck stairs, replace rotten board on deck, paint all with MH red barn stain.\u00a0 Larry move to approve.\u00a0 Toni 2nd<\/sup>.\u00a0 Luther, Larry, Toni and Sandy in favor. Connie abstained since it is her unit.\u00a0 Approved.<\/p>\n

Attorney Title search:\u00a0 Title search of Meadow Hill property to determine if there are easements and\/or rights of way.<\/p>\n

Toni motion to approve up to $500 for title search of easement to the Town of Glastonbury .<\/p>\n

Luther 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

Luther moved to hold discussion on the revised by-laws and declarations fo a later time and move to adjourn.\u00a0 Connie 2nd<\/sup>.\u00a0 All in favor.\u00a0 Approved.<\/p>\n

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

Board approvals done by email between April 21, 2021 and May 19,2021<\/p>\n

    \n
  1. On 4\/26 Luther proposed we purchase additional 30 yards of mulch. Highlight will spread on bank and MH staff remainder of areas needed around trees etc. Connie 2nd<\/sup>. All in favor. Approved<\/li>\n
  2. On 4\/30 Luther moved to accept proposal for portion of roof on #227 to be replaced. All in favor. Approved<\/li>\n
  3. On 5\/3 Connie motion to accept the planting plan for unit #203. All in favor.\u00a0 Approved<\/li>\n
  4. On 5\/10 Toni moved to approve planting plan for unit #70. Larry Luther, Toni and Connie approved.
    \nSandy no vote.\u00a0\u00a0 Motion approved.<\/li>\n<\/ol>\n

    These minutes were unanimously approved by email on May 23, 2021<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

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