Meadow Hill, Inc., Executive Board
October 20, 2021
The Executive Board Meeting and Executive Session were convened at 12:47PM by Manager Sheila Duncan. Board Members present: President T. Dolan, Vice-President J. Fuda, Secretary L. Weeks, Treasurer C. Liscomb, Director S. O’Leary, and Director A. DiMarco.
The Executive Session was adjourned at 1:27PM
The Open Session was convened at 1:37PM with all the same present plus Superintendent Darien Covert
President’s Remarks
President Dolan welcomed all of those present to the first in-person meeting in well over a year. Ms. Dolan thanked all who were in attendance. She then gave a brief update on the status of the governing document and the process by which the homeowners will be given an opportunity to review and to vote on them. Ms. Dolan then reported that a committee has been established, Jim Fuda and Sandy O’Leary, who will be taking on the task of reviewing and updating the condominium rules to insure that they are consistent with the newly proposed Declaration and Bylaws.
Hearing Unit #76
Present: Unit owner Judith Rudzki, resident Mark Pawshuk.
Sheila Duncan reviewed the hearing is based on an incident on 9/23/2021 which resulted in the police being called and to give the owner and resident the opportunity to provide input the Board. Later the Board will consider actions such as fines, suspension of use of facilities, and pursuing eviction.
Mr. Pawshuk stated his offense was actually public urination.
Minutes: Minutes for the September meeting were approved by email votes completed 9/17/2021.
Financial Reports by Treasurer
Meadow Hill cash position as of September 30, 2021 is very good. Legal fees of $1067.50 should be paid from reserves Which will bring expense in line with budget. Telephone indicates overbudget but is accurate since 2021 budget was underestimated. Truck taxes to be researched further by Kathy, accountant at Imagineers. Analyzing the Total YTD Income and expenses, it appears we will be underbudget at year end. 2022 budget process is almost completed and I hope you will all thank the committee who have spent a lot of time to develop a budget that keeps expenses down and yet keep Meadow Hill as one of the best communities in the state. We are only waiting on a couple of crucial numbers, quotes, including all insurance, all payroll related expenses, and some income items including rentals and leasing. The main objective is to keep expenses down. Just keep us in your prayers. It’s only a couple of numbers left that we’re waiting for and some of those are big numbers. We have another meeting next week and hope to be wrapping this up. Then we’ll send it to Sheila to take a look. By the end of October, the Budget committee will present to the Board to review and vote at the November board meeting. The Budget will then go out to all homeowners to review and vote on. Interesting when you look at the whole budget. We have about $650,000 budget. There are five main items that make up about 70% of it. They’re not always items that we can control, but, utilities, insurance, payroll, which includes all the payroll taxes and other benefits that go with that and grounds maintenance which also includes all other types of maintenance, not just Ground’s Committee, but all the fertilization etc. Then we try to keep enough to put into reserves. 70% of it comes down to those five items. We want to start looking at, how can we control the usage, how can we set thermostats, how can we do something for any of those areas. Those are things we’ll be looking at and look for any input from anybody to try to keep that down. Thank you.
Maintenance and Committee Reports
Covert reported that the irrigation systems are shut down for the year and working on gutters right now. We have been using 22 yards of topsoil beautification and plantings. Responding to a question from L. Weeks, D. Covert was unsure if we wanted to seal the roads this year and purchase the rest of the door bottoms. We should do one more flat roof repair. S. Duncan noted it is likely too late this year to get sealing bids.
Weeks moved to purchase the rest of the garage door bottoms from reserves, about $1,700, J. Fuda second
Approved unanimously
Fuda moved $4,500 for the flat roof repair from reserves, C. Liscomb second
Approved unanimously
Grounds. M. Proulx: We have pretty much wrapped up our season. What I’ve heard has been very positive feedback on the work that was done some of the fall decorations around the flowers. People seem very pleased with that. We’re all ready to get into looking forward to next year.
For the Trees Committee, R. Bouchard discussed the oak near the pool which provides shade but drops acorns and other debris on the deck and in the poll. It has been trimmed twice. To remove it would be about $5,000. To put in a canopy would be about $15,000-$20,000. It is a healthy tree.
Owner Comments
#182 Linda Fillion: Thanked the Board for its work. Suggests that while beautiful the oak by the pool provides too much shade after 2:00PM and the acorns make it hard for residents walking on the pool deck.
# 276 W. Brownsword: Mowing should be more careful around Hollister House to prevent gouging. Meadow Hill should pay for repairing interior damage caused by roof leaks, S. Duncan that is homeowner’s responsibility up to $10,000 deductible for damage.
Need more recyclizing bins in his area. Some could use two handrails in pool, S. Duncan will look into, if that would be within code – will be researched by D. Covert.
Complemented new roof spraying method that did a good job on his roof.
#314 M. Proulx: Mike Proulx thanked the board for listening and in responding to the concerns expressed by residents relative to the proposed revisions of the governing documents
#314 K. Proulx: Same complements. she asked that the board look into the possibility of linking in by phone to the board meetings when residents are not on site for a board meeting.
Old Business
- Fuda moved a March 1, 2022 return date for the Documents ballot vote, T. Dolan second
Approved unanimously. - Weeks moved that COVID restrictions on the Clubhouse going forward be those specified by the Town or State, C. Liscomb 2nd
Approved unanimously.
New Business
Weeks moved (as amended) for #76 a $50 fine, a continuing one-year prohibition from amenities for M. Pawshuk starting today, noting that if similar violations continue the Board may move to evict, C. Liscomb second
Approved unanimously.
Dolan moved to approve #276 request for a gas line and gas fireplace, J. Fuda, 2nd
Approved unanimously.
Fuda moved to approve roof request of #67 for owner expense of $2,200 and Meadow Hill expense of $1,800 for roof partially the responsibility of Meadow Hill and the owner, if the owner agrees, T. Dolan second
Approved unanimously.
Liscomb moved #53 request for grass seeding and a replacement lamp, L. Weeks second
Approved unanimously.
Weeks moved to hold the Annual Budget Meeting in person with an in-person budget vote at 7:00PM on 12/13/2021 with a snow date of 12/16/2021, C. Liscomb second
Approved unanimously.
Liscomb move to adjourn, L. Weeks second
Approved unanimously.Meeting adjourned at 2:47PM.
Luther Weeks
Secretary, Meadow Hill Executive Board
Approved by email vote 10/29/2021, unanimously
The following email votes were taken, with the following member votes recorded by the Secretary since the last meeting:
Dolan moved
Reopening of the Clubhouse and Gym: Clubhouse:
No guests
Masks required
1/2 capacity at any one time-60 (120 is the capacity amount that Darien
provided)
Social distancing
Use of sanitizer upon entering
Gym:
Maximum: two people at one time
Masks required
1/2 hour limit on time
Use sanitizer upon arrival
wipe down machines before and after use
Approved unanimously
Fuda moved
The Board to finalize the proposed changes to the Declaration with our Attorney and solicit support of the changes to the Meadow Hills Unit Owners by Ballot in accordance with our current By-laws, except that for insurance coverage that the by-laws to be updated to “meet or exceed the State statutory requirements” and the Board review and evaluate at the time of policy renewals with our insurance agents coverage and approaches to provide full replacement value. The approaches could be through coverage of the policy, a rider to the policy, a self-funded approach, a combination of approaches as determined by the Board prior to policy renewal.
Approved unanimously
Fuda moved
To keep the inner door of the Clubhouse open to provide full access to the clubhouse for Meadow Hill’s owners/renters and restrict access to residents when an event is scheduled. Restricted access will lock the door, post a sign to indicate access is restricted including the dates and times of restrictions.
Approved T. Dolan, J. Fuda, S. O’Leary, A. Dimarco in favor, C. Liscomb opposed.
Fuda moved
To correct the amounts for #67 roof and approve them, the owner paying $1,800 and Meadow Hill paying $2100.
Approved unanimously