2025-12-02 Special Meeting Snow Removal Contract
Agenda
Meeting Validation:
- Meeting called to order by current President, Nelda Fink at 8:15 PM
- Validate Meeting as per bylaws,
- notice was sent via email November 28, 2025 to all BOD members, BOD quorum met,
- BOD members validated.
Motion & Discussions
Review of below on-call snow removal services submitted by Price Landscaping. Price was the only contractor to respond to Ms Fink’s request for on-call snow removal services after also contacting the road work crew, Got Paving, who replaced the Sussex Square property roads in April 2025. It is unclear why Got Paving did not respond.
For on-call services the BOD takes full responsibility for the conditions of the property. To perform on-call snow removal services in a manner that balances the cost with the safety of the community, a point person needs to be designated to make a determination if and when services are needed. This decision should be based on the current conditions as well as the conditions forecast over the next 48 hours. The goal is to minimize costs but ensure that vehicles (especially emergency vehicles) have passage in the community. Service should be requested when the snow reaches 4″ and snow fall is expected to continue. Otherwise services should be requested as the snow fall is stopping if necessary. If the weather conditions suggest that the snow will be melted naturally over the next 48 hours, services should be minimized. If the snow fall is occurring or is forecast to end over the weekend, snow services will not be provided until the snowing stops as most people do not need to travel to work on the weekend.
In most cases pre-treatment is not recommended by the BOD.
It is imperative that the BOD monitor the accumulated costs of services to ensure that the estimated budgeted amount is rationed over the full snow season.
Motion to approve the on-call services, as per proposal below with Ms Fink and one other BOD member designated as the point persons to determine if and when service is needed according to the current conditions and forecast conditions for the next 48 hours following the guidelines above, and to instruct Price Landscaping of the services needed via email so that the request is fully documented. Motion seconded by Mr. Payne:
Motion passed 3 in favor, 0 opposed.
Meeting adjourned at 8:35 PM.
