Minutes December 2021

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Meadow Hill, Inc., Executive Board
Special Meeting
December 6, 2021

The Executive Board conducted a Special Meeting in accordance with our current By-laws. The meeting convened at 3:07 PM were convened at 1:00PM by President Toni Dolan. Board Members present:  T. Dolan, J. Fuda, C. Liscomb, S. O’Leary and A. DiMarco. The Board acknowledged with regrets the resignation of Luther Weeks submitted to Toni Dolan earlier in the day.

Discussion as follows:

  1. CAI/Hollister House Letter of Agreement Board unanimous of a Lease Engagement Letter for lease renewal for a one-year term at $675 per month. Toni to contact Kim and transfer communications from Luther.
  2. Imagineers items:

a. 2020 Audit – Connie finalizing input to Dan Levine for the 2020 Audit and will distribute to the Board upon receipt of the Draft Audit. Board will review and comment and send comments to Connie.

b. Insurance Renewal – renew as provided by proposal from Bouvier and develop a strategy for 2023 renewal after the first of the year.

c. Truck Tax / Registration- Registration of truck and trailer resolved. Name correction still need on vehicle registration. Connie pursuing clarity on breakdown and payment to confirm late fees and penalties are not paid by Meadow hills.

3. Other Items;

a. Toni requested names for future Board Member seats bye submitted. Nominating Committee (Connie and Angelo) will vet out for future Board. Discussion.

b. Future items for Board consideration – should Boarding at the stable have some fee.

c. Maintenance Schedule – seek Work Plan from Darien in future. Will be discussed at Staff Reviews in December.

Meeting Closed 3:48 PM

Meadow Hill, Inc.
Glastonbury, CT 06033
Annual Budget Meeting
Meeting Minutes
December 13, 2021

Sheila Duncan of Imagineers called the Annual Budget Meeting to order at 7:00 PM.

a.  Roll Call:  Members of the Executive Board present and noted were President Toni Dolan, Vice President Jim Fuda, Treasurer Connie Liscomb, and Directors Angelo DiMarco and Sandy O’Leary.

b.  Introductions: Board Members present and Sheila Duncan of Imagineers, Property Manager for our management company, introduced themselves for the record. Toni Dolan, President, thanked the Budget Committee for their work and diligence in preparing the budget under Connie Liscomb’ s leadership.

c.   Proof of Notice of Meeting: Sheila Duncan provided that the Notice of the Annual Budget Meeting was duly noticed in accordance with Meadow Hills By-laws through a mailing to all Unit Owners on 11/23/2021.

d.  Resolution: A motion was made to “Authorize the executive Board to approve the Minutes of the 2021 Annual Budget Meeting.” Motion by Jim Fuda, second by Connie Liscomb and unanimously approved by the Board (5 – 0)

e.  Minutes of previous Annual Budget Meeting: the reading of the minutes from the 2020 Annual meeting were waived by consensus of all present.

f.  Reports: Connie Liscomb, Treasurer acknowledged the gratitude to the Budget Committee working with her on the Annual Budget. provided a summary of the 2022 Annual Budget – Angelo DiMarco, Larry Abbott, Dave Faxon, and Chris Keating.  The following are highlights presented:

    •  Objective was to maintain the quality of the Meadow Hill community and to keep the Homeowner Association (HOA) fees down.
    •   The Budget Committee received input from all Committees and from Imagineers in crafting the budget and Executive Board approval at the November Board meeting on 11/17.
    •  Items in the current budget for Maintenance and Amenities were identified and shifted to the Long-term and Capitol Expenses and for the Long-term Committee to review and develop a plan.
    • $20,000 was provided as a placeholder for Special Projects and classified under Capitol Expenses.
    •  Insurance costs increased primarily due to the limited number of providers willing to provide insurance because of the aluminum wiring at Meadow Hill. The Board will be seeking in 2022 alternatives to reduce the premiums in future years.
    •  Utilities are a significant cost in the budget and areas of cost savings realized through mitigation measures – setback thermostats etc. Larry Abbott explained the water line item for 2022 was budgeted at $38,000 a slight increase from the 2021 budget. Larry noted Meadow Hills received a $6,000 rebate from the MDC in February of 2021 which reduced the actual for 2021 below the budgeted amount. The 2022 budget assumed no rebate in 2022.
    • Areas of generating income to offset expenses will be part of the Long-term Committee to undertake.
    • Dave Faxon noted that the MHA is financially strong and in good position with our reserves for roof replacement/repairs to be done in future per the long-term plan developed by prior Boards and supported by the current Board.
    • The good news – no increase in HOA fees for 2022.

g.     Owner Comments

    •  Gene Flynn – thumbs up to the budget
    •   Mike Proulx – asked for a clarification on the reduction in mulch and fertilization.

  Response: Committee analysis revealed mulch was being applied and in greater depth than needed and Highlight had no incentive to control the amount of mulch applied since MH purchase the mulch and all that was purchased was spread. Fertilizer in a similar way will be controlled and reduce costs by management and diligence.

h.  Ratification of the Budget: the budget was unanimously approved by ballot with 21 votes in favor, and none opposed. (21-0)

i.   Unfinished Business: None

j.   New Business: None

k.  Adjournment: Motion to adjourn was made by Toni Dolan, seconded by Connie Liscomb, and unanimously approved by the Board (5 -0).

Time of adjournment – 7:20PM

Minutes submitted by:  Jim Fuda, Vice President

Minutes approved by:  Board via e-mail (5-0)

Attachments: 2022 Annual Budget and Long-term Roof Replacement Plan <Click>

Date Mover Text Toni Jim Luther Connie Sandy Angelo
9/22/2021 Toni 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

 22-Sep 22-Sep 22-Sep 22-Sep 29-Oct 22-Sep
10/4/2021 Jim “I amend the motion to keep the inner door open to provide full access to the clubhouse for Meadow Hills 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.” 4-Oct 4-Oct 4-Oct NO 5-Oct 29-Oct 5-Oct
10/12/2021 J. Fuda “I move 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 and the by-laws to be updated to “meet or exceed the State statutory requirements for insurance” 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. 10-Oct 12-Oct 12-Oct 12-Oct 29-Oct 12-Oct
10/17/2021 Toni  I will, therefore move to send them [revised documents] out on October 25th, and vote yes. 17-Oct 17-Oct 18-Oct 17-Oct Overriden at board meeting.
10/21/2021 Toni Secondly, however, I would like to move that a separate letter be sent directly to Judith to respond to her comments that “she had nothing to do with this”, 21-Oct 21-Oct
10/27/2027 Jim I am in favor of moving forward with the correct amounts as stated in Sheila’s email. (Gleora is paying $1800 for the sunroom roof replacement.  The Association’s share is $2100) 27-Oct 27-Oct 28-Oct 27-Oct 28-Oct 29-Oct
10/29/2021 Luther Minutes D3 for approval 29-Oct 29-Oct 29-Oct 29-Oct 29-Oct 29-Oct
11/4/2021 Jim #97 Replacement Mailbox Request 5-Nov 4-Nov 4-Nov 4-Nov 7-Nov 4-Nov
11/23/2021 Luther Minutes November 23-Nov 23-Nov 23-Nov 23-Nov 23-Nov 23-Nov
11/29/2021 Luther $2000 for Watson to drop two trees, Southwest property line 29-Nov 29-Nov 29-Nov 29-Nov 30-Nov 29-Nov
12/2/2021 Toni Accept if accepted by CAI $675 a month rent for Hollister House for one year 1-Dec 1-Dec 2-Dec 1-Dec No 2-Dec 1-Dec
12/3/2021 Toni Additional $400 for Moe Either to brush hog north bank 3-Dec 3-Dec 4-Dec 3-Dec 4-Dec
12/9/2021 Toni Minutes for 12/06/2021 Special Meeting 9-Dec 9-Dec resigned 9-Dec 10-Dec
12/16/2021 Jim Minutes for 12/13/2021 Annual Budget Meeting 18-Dec 18-Dec n/a 18-Dec 19-Dec 18-Dec
12/20/2021 Jim Approval for 2022 Umbrella Policy and premium payment 20-Dec 20-Dec n/a 20-Dec 21-Dec 22-Dec
12/29/2021 Jim Marge Demay (#90) outside light replace/repair payment $185.00 30-Dec 29-Dec n/a 29-Dec 30-Dec 30-Dec
1/5/2022 Toni Approve payment of electrician invoice of $6183 for Units 120/122 5-Jan 5-Jan n/a 5-Jan 6-Jan 6-Jan