Meadow Hill, Inc., Executive Board
September 15, 2021
The Executive Board Meeting and Executive Session were convened at 1:01PM by Manager Sheila Duncan. Board Members present: T. Dolan, J. Fuda, L. Weeks, C. Liscomb, S. O’Leary, and A. DiMarco.
Per state law, voting on any issue discussed in Executive Session is done in Open Session of the Board of Directors meeting. See the Open Session notes for any action, if necessary, by the Board on any item discussed in Executive Session.
The Executive Session was adjourned at 1:27PM
The Open Session was convened at 1:32PM with all the same present plus Darien Covert, Superintendent and Rob Bouvier, Bouvier Insurance
Rob Bouvier, Bouvier Insurance
Mr. Bouvier stated that they will go out to bid shortly for our policies. Our four-year loss ratio of 46% is good as it is less than 50% which would be a concern. He answered member questions that he cannot predict next year’s rate increases until bids come in; that we could change from a replacement value policy if our documents allowed that; and that our worker’s comp policy does not preclude staff from checking issues on roofs, yet does preclude roof repairs etc.
President’s Remarks
President Dolan thanked Bonnie Brooks for taking the lead and organizing the presentation by the Glastonbury Police Department and hopes that everyone who attended left armed with information on how to safely protect themselves and their property. President Dolan then explained that the board would be voting today on the Declaration and Bylaw documents, voting on each of the pending items individually. Once these votes are taken, the board would then vote to send the documents, with any revisions made, to the attorney who would prepare the package and ballot to be sent out to the homeowners for a vote.
Minutes: Minutes for July meetings were approved by email votes.
Financial Reports
Treasurer Liscomb: Right now, the cash, cash position is good. Expenses seem to be pretty much in line. The board has really been doing a lot of work on looking at areas that we can reduce costs, the health insurance was reduced telephone internet and cable was reduced. Angelo is working with Sheila, as part of the budget committee to see if there’s any other way we can reduce other insurance costs. Our auditor should be starting the 2020 audit shortly. The budget committee will be having our second meeting next week. The objective of the Budget Committee is to keep the cost of the HOA fees down to a minimum, while ensuring the protection of the assets of the community and the quality of Meadow Hill. That’s a big job so we need everybody’s help and trying to get to that we’re trying to take an out-of-the-box approach to really challenge, to be proactive and not reactive. There’s certain fixed expenses that we cannot control, but we can control the usage or putting guidelines on things that might be able to reduce that expense, And there’s always ways to try to increase income, forget about COVID for a minute, but outside of that, we will be looking at some long term things too and trying to decrease the cost and increase income to keep the life and quality of life up but are our costs down. I don’t think there are any of us here as we’re all retired can continue to take, certainly not 5% or 8% a year increase in HOA fees, because our incomes are certainly not going up that much. So that’s our objective.
Maintenance and Committee Reports
Covert reported that he continues to work on garage doors; has completed gutter guards except #168 which must wait for an awning to come down.
Grounds Committee: One request in Board package and another emailed to the Board.
Trees Committee: Report in Board Package
Owner Comments
#182 Linda Fillion requests that the Oak tree near the pool be looked at again as it makes a mess of the pool and deck, including bird droppings. Response there is a recent workorder requesting that which will be referred to the Tree Committee.
#174 Eileen Rotharb would like handrail on both sides of steps near her unit. Darien: Town standard is one rail. Concerned that if we do one, we might need to do all. The Board will look at the stairs associated with her concern.
Old Business
It was agreed, without objection to ask the attorney to consider removing the replacement value insurance clause from the Declaration and replace it with something in-line with state law.
Fuda moved to make no changes to Declaration Draft #3 1.39(b) and that changes could be considered under rules review, L. Weeks second.
Approved unanimously.
Fuda moved for Declaration Draft #3 9.1(b)(i) to change ‘and’ to ‘and/or’, T. Dolan second.
Approved unanimously.
Fuda moved for Declaration Draft #3 9.1(b)(i)(B) to replace ‘If personal goods’ with ‘If a vehicle and personal goods’ and to remove the final ‘and’, T. Dolan second.
Approved unanimously.
Fuda moved to delete Declaration Draft #3 9.1(b)(i)(C), L. Week second.
Approved T. Dolan, J. Fuda, L. Weeks, C. Liscomb, A. DiMarco in favor, S. O’Leary opposed.
Fuda moved no changes to Declaration Draft #3 6.2 (regarding responsibility for owner installed sidewalks), S. O’Leary second.
Approved unanimously.
Fuda moved that there are problems with parking in front of garages and oversize vehicles but that controlling that through rules was preferable to changes to the documents, L. Weeks second.
Approved unanimously..
New Business
Weeks moved on the unit 48/50 Grounds Owner Request item that based on precedent the shrubs be removed and grass planted by Meadow Hill, T. Dolan second.
Approved unanimously.
Fuda moved the remainder of the Grounds Owner Request items, T. Dolan second
Approved T. Dolan, J. Fuda, C. Liscomb, A. DiMarco, S. O’Leary in favor, L. Weeks abstained.
Dolan moved the Fall Grounds Recommendations except the Hollister House hydrangeas be cut back rather than removed as the Committee recommended and that the Committee also consider more permanent additions to the South Entrance, C. Liscomb second.
Approved unanimously.
Dolan moved the Tree Committee Fall Recommendations, C. Liscomb second.
Approved unanimously.
Adjournment: At 3:14pm T. Dolan moved to adjourn, C. Liscomb second, approved unanimously.
Luther Weeks
Secretary, Meadow Hill Executive Board
Approved by email vote 9/17/2021, unanimously
The following email votes were taken, with the following member votes recorded by the Secretary since the last meeting:
Moved by J. Fuda:
1) the pool be closed before the end of September
2) the sealing contract be awarded to Central Paving
3) Owner of Unit#53 be advised the color of the privacy fence needs tone corrected to be in compliance with the approval received by the Board
Approved 9/9/2021, unanimously