Meadow Hill, Inc.
Executive Board
January 19, 2022
Executive Session
The Executive Session convened at 12:55 PM by Property Manager Sheila Duncan.
Board Members present: President T. Dolan, Vice-President J. Fuda, Treasurer C. Liscomb, and Director A. DiMarco. Director S. O’Leary.
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 below for any action necessary by the Board on any item discussed in Executive Session
The Executive Session closed at 1:26 PM
Open Session
The Open Session of the Executive Board Meeting convened at 1:31PM.
Present were: Executive Board-President T. Dolan, Vice-President J. Fuda, Treasurer C. Liscomb, and Director A. DiMarco. Director S. O’Leary; Maintenance Supervisor Darien Covert; Imagineers – Karl Kuegler, Sheila Duncan, and Chris Floyd; Bouvier Insurance- Rob Bouvier and Ellie Winzler. Attorney Scott Sandler was unable to attend due to illness and Fire Marshall Chris Siwy had a conflict with the meeting due to a previously scheduled vacation time.
President’s Remarks
President Dolan expressed on behalf of the Dolan family the personal gratitude and the overwhelming support of the Meadow Hill Community, Imagineers, Darien Covert, and the Board. She expressed how the caring of the community helped get through the shock and upheaval to their lives caused by the fire.
Fire Update-Units 6 &10 HWS
Karl Kuegler and Chris Floyd of Imagineers provided a report of the fire and the activity on site in the aftermath. Highlights of their presentation were:
• Activities of Imagineers and Darien the night of the fire
• The Meadow Hills Board approved a Memorandum of Understanding for
Imagineers to proceed with a scope of work to manage the process
• Reminder of Imagineers letter temporarily restricting the use of burning wood in the fireplaces pending
• Minor exterior damage to two adjacent units which will be part of the insurance claim
• The process of securing the site in the aftermath of the fire and the initiation of the claims process.
• The assessment of rebuilding costs by Middle Oak, the insurance provider
• Addressing connecting electricity to one of the garage units with a temporary service until the rebuilding occurs
• Getting permission from the Fire Marshall and the insurance adjusters for access to the garages under Units 6 and 10
• Demolition will start once the Fire Marshall releases the site from under “Active Investigation“ status.
Rob Bouvier and Ellie Winzler provided an overview of the insurance process and coverage and responded to questions from the residents on insurance coverage. Bouvier also confirmed that upgrades in units are covered under the policies as “Improvements and benefits”. In response to a question, Sheila Duncan replied it was also too early in the process to determine if HOA fees would be impacted.
Minutes – Minutes of the December 13, 2021 Budget Meeting and the December 6th Executive Board Special Meeting were approved by e-mail vote unanimously (50) and are uploaded to the Meadow Hill and Pilera Web sites.
Treasurer’s Report
Treasurer C. Liscomb reported that our December and Year End financials have Meadow Hills in a strong cash position. Although income was down slightly from the budgeted amount, overall expenses were less resulting in the strong financials to end the year. Connie reported the 2020 audit was completed and there were no significant findings. Connie will be reconciling misplaced entries with Imagineers to close out the books for 2021.
Maintenance Report
Darien Covert reported that they are keeping pace with Work Orders and making sure maintenance on equipment is proactive to prevent breakdowns during storm events. The extreme cold weather created two units with frozen pipes which was mitigated quickly avoiding burst pipes. The storms experienced to date have required more hand shoveling due to the nature of the events.
Committee Reports
1) Trees – Gene Flynn reported a Work Order for removal of a damaged tree has been submitted. The Maintenance Committee had discussed this at the Maintenance Meeting of January 12th and support the request subject to the Board approval. The Board unanimously approved the request later in the meeting under New Business.
2) Grounds – Mike Proulx reported the Grounds Committee was beginning to plan projects for 2022 and requested input from residents for ideas. The Committee is taking the general direction to eco-friendly and sustainability projects including a small pilot project of a pollinator meadow.
3) Communications – Gene Flynn suggested the Board review posting of their Agenda and Board Packets. He is willing to post info in the Lark to advise residents where, when, and how the documents can be accessed.
4) Welcome – Nancy Maloney reported cards were sent to Nancy Roberts (loss of her horse Duchess) and Kathy Collins (loss of her dog Max).
5) Long Term Planning – President Toni Dolan announced the formation of a
Long-Term Planning Committee (LTC) naming Jim Fuda as Chair and Angelo DiMarco, Larry Abbott and Dave Faxon as Committee Members. Toni identified the objectives and framework for the Committee, as well as a list of projects for consideration. Many of the ideas developed from the 2022 Budget Process identified the list of projects referenced by Toni. Roger Bouchard noted a Long-Term Plan was created in 2009 and should be updated for costs and used as a resource by the LTC. The Board later in the meeting unanimously approved the Committee (5-0).
Manager’s Report
Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet. The Calendar will be updated by Sheila prior to the next Board meeting.
Open Forum
1) Eileen Rothfarb – provided clarification on wiring and outlets.
2) Luther Weeks – noted he did not receive documents to upload to the site and requested the spring landscaping alternate from front to back and back to front in alternating years.
3) Todd Blais – expressed the need for a timelier communication system and protocol. Board will evaluate.
4) Nancy Maloney – asked for clarification of freezing pipes. (Note: email from Imagineers sent out today provides recommendations for residents).
5) Roger Bouchard – reference a 2009 Long Range Plan available to be updated and used by the Long-term Committee
Old Business
Declaration and By-law Amendment votes are due back from the Unit owners by March 1st. Sheila to provide a list of Unit Owners that have responded.
New Business
1) Motion to approve the Long-Term Planning Committee proposed by President Toni Dolan and including Jim Fuda, Chair, Angelo DiMarco, Larry Abbott, and Dave Faxon. Motion by Jim Fuda, second by Connie Liscomb. Unanimously voted in favor (5-0).
2) Motion to approve WO #424392 – removal of a damaged tree identified by the Tree Committee and recommended by the Maintenance Committee. Removal is to be completed by Meadow Hills Staff. Motion by Jim Fuda, second by Sandy O’Leary. Unanimously voted in favor (5-0).
Adjourn
Meeting was adjourned by unanimous vote (5-0) at 2:35 PM. Toni Dolan moved, Sandy O’Leary second.
Minutes approved unanimously by email vote
01/10/2022 – Move to approve the Memorandum of Understanding between Imagineers, LLC 635 Farmington Avenue, Hartford, CT 06105 and Meadow Hill Inc., located in Glastonbury, CT regarding repairing/rebuilding fire damages at 6-10 in order to perform professional service in the aftermath of the fire. Motion by Connie Liscomb, second by Jim Fuda, Board voted 4-0 in favor with Toni Dolan recusing herself from the discussion and the vote.
Time of adjournment – 2:35PM
Minutes submitted by: Connie Liscomb/ Jim Fuda,
Minutes approved by: E-mail vote. Unanimously (5-0)
Attachments: Long-Term Strategic Planning Committee
LONG TERM STRATEGIC PLANNING COMMITTEE
History: During our 2022 budget planning meeting many items arose and were discussed that better fit into a long-term planning status. These were very productive ideas and suggestions, therefore determined that a long term planning committee would be the best way to address and prioritize these items.
Some of these items have been previously considered by the maintenance committee and are on their project list so it is important that there is coordination between the two committees to insure that there is no overlap of responsibilities and that there are clearly defined tasks and duties.
Broad categories to be considered:
1. Hollister House
Maintenance and Use, both current and future; savings and revenue
2. More efficient and effective water and sewer use and review of costs
3. Review of all utilities: electric/gas/ heat/air-conditioning
4. Review of all common lighting fixtures, poles, etc.
5. Impact of Electric cars; need for charging stations
6. Solar energy conversions
7. Review of policies and procedures; contracts, vendors, etc. Establishment of process for bids, hiring
8. Aluminum wiring resolution
9. Inspection of all infrastructure in Meadow Hill
10.Solar energy conversions—panels
11. Review of all policies and procedures
12.Insurance issues—contracts, vendors, agents, coverage, market value evaluations,
13. Inspection program for buildings, walls
Long-term Study Committee members: Jim Fuda, Chair; Angelo DiMarco, David Faxon, Larry Abbott