Minutes March 2022

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Meadow Hill, Inc.
Minutes of Executive Board Meeting
Of  
March 16, 2022

 Executive Session

The Executive Session convened at 12:49 PM by Property Manager Sheila Duncan.

Board Members present:  President T. Dolan, Vice-President J. Fuda, Treasurer C. Liscomb, and Director A. DiMarco, and 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 1:34 PM

Open Session

The Open Session of the Executive Board Meeting convened at 1:34PM.

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; Sheila Duncan of Imagineers.

President’s Remarks President Toni Dolan reported the proposed changes to the Declaration and By-Laws was approved by the Meadow Hills community. The amended documents were signed by the President and Secretary and filed with the Town Clerk earlier this week by the Association’s attorney, Scott Sandler. Copies will be distributed to the Unit Owners. The Board will begin evaluating changes and updates to the Rules and Regulations next.

Minutes – Minutes of the February 16, 2022, Executive Board Meeting were unanimously approved by e-mail vote (5-0) and are uploaded to the Meadow Hill and Pilera Web sites.

Treasurer’s Report

Treasurer Connie Liscomb reported that our financials continue to be in good shape and the focus for 2022 is to control expenses. The insurance funds received from the fire are currently showing cash as a liability. The February financials will correct the tracking with a Special Account to track the funds related to the fire which will offset the current expense/insurance loss account. The accounting procedure  will not affect the Operating Budget.  The gas account showed an anomaly due to a three-month posting of bills that were not accrued. Overall finances remain solid at this time. 

Maintenance Report

Darien Covert reported that Work Orders are up to date and Projects for the Wall/Clubhouse completed. Spring clean-up and furnace filters, deck inspections, and roof cleanings for moss and mildew are on the schedule to begin. The analysis of trash/recycle bins was completed, and adjustments made. All Waste contract being revised.

 Committee Reports

  • Communication Committee – Gene Flynn, Committee Chair, reported the Committee submitted to the Board recommendations on communications. Key areas identified 1) implementing changes for the Pilera site to be more user-friendly, 2) education to the community on computer use, and 3) investigating an Emergency Notification System.
  • Grounds – Mike Proulx, Committee Chair. reported the Spring projects were planned and in process. Ground Committee was identifying initial projects for the Spring including – planting at the entrance to the complex, a pollinator meadow near the tennis courts, and a project near #288 Hollister. The Committee provided a preliminary plan for the Pollinator Garden to the Board for Board feedback.

Spring Community Event – Todd Blais, Ground Committee member, provided a summary of a May Pole Day event proposed. The event will be May 1, rain or shine. The Board supported the concept and requested details be provided. The Board’s feedback to the plan suggested 1) coordination with the Social Committee through Sandy O’Leary, 2) check with the Town to see if any permits are required, and 3) reconsider the plan to hand out sunflower seedlings.

  • Long Term Planning – Jim Fuda, Committee Chair, reported the Committee is working on three initiatives 1) Aluminum wiring mitigation and impacts to insurance coverage)2) Fireplace use, and 3) Cost savings with reduction in water usage. Initial reports will be completed and presented to the Board in late Spring/ early summer.
  • Maintenance Committee – Connie Liscomb, Committee liaison, reported the Maintenance Committee of Vin Liscomb, Bob Kolwicz, and Darien met to review projects to be completed – fix drain near the clubhouse and replace fire extinguishers in the clubhouse. The Committee will begin wall inspections of the stone walls in the spring and evaluate additional leaf guards in early August for installation prior to leaf drop.
  • Nominating – Connie Liscomb, Committee Chair, noted the Committee of Her, Angelo DiMarco, and Sandy O’Leary will be fielding and reviewing Nominations for candidates for three open seats on the Board. The Lark will have an article informing residents nominations are being sought. Deadline for submission of Nominations is April 30th with the election on the second week in June.

Manager’s Report

Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet.

Open Forum – no comments from residents received

Old Business 

  1. Amended Declaration and By-laws were approved and are in effect
  2. Rebuild of Units 6 & 10
    1. The Fire Marshall will attend the April Board meeting to report his finings of the fire at Units 6&10 and respond to questions of the Board and residents.
    2. Architect is under contract to develop the drawings required to get a Building Permit from the Town
    3. The Board will meet next week with our Attorney and Insurance provider on next steps and schedule to get demolition started.

New Business

  1. Irrigation system for the Garden Area was recommended by the Maintenance Committee to be deferred. Motion made by Connie Liscomb, second by Toni Dolan and unanimously approved (5-0).
  2. The painting of the pool was recommended by the Maintenance Committee to be deferred. Motion made by Connie Liscomb, second by Toni Dolan and unanimously approved (5-0).
  3. The installation of a bench and concrete pad at the intersection of Hollister Way South entry was recommended for approval in the budgeted amount of $1,200. Motion made by Connie Liscomb, second by Jim Fuda and unanimously approved (5-0).
  4. The Board held off execution of the revised All-Waste contract and directed Sheila Duncan of Imagineers to get clarification from All Waste on details of items in the contract the Board had questions on.
  5. Homeowner Variance Requests:
    1. 142 HWS – approved. The Board voted on the motion of Connie Liscomb, seconded by Jim Fuda on the request for the installation of a Ring Doorbell provided installation of the Unit Numbers was on the post, the doorbell was attached using adhesive to avoid screw holes in the sidong, and the Unit Owner would work with Darien on the location of the doorbell. Prior to the vote, Attorney Scott Sandler provided an opinion to the Board on privacy and security issues. The Board voted unanimously to approve the motion (5-0).
    2. 61 HWN – approved the request for a storm door and entry door replacement. Motion to approve was made by Connie Liscomb, second by Toni Dolan. Unanimously approved (5-0)
  6. Future Meetings
    1. April, May, and June Board meeting will be held in person at the Clubhouse. Options will be explored to have call in phone access for this unable to attend. The hybrid option of live and Zoom access was determined difficult to orchestrate and not an option at this time.
    2. Night meetings were discussed, and the Board will consider potentially Information Meetings as an option for access to residents unable to attend meetings during the day. Past Board experience has not shown any increase in participation when night meetings were held.
    3. The Board will explore other options for accessibility such as recording the meetings and making the recordings available.

Adjourn

Meeting was adjourned by unanimous vote (5-0) at 2:49 PM. Connie Liscomb moved, Jim Fuda second. Board unanimously approved (5-0). 

Email Votes – 02/17 to 03/15 2022

The following votes were made since the last Board meeting and are recorded as part of these notes:

02/18/2022 – Unanimously approved the contract of Hibbard & Rosa Architects of

Middletown for architectural services for the Rebuild of 6 & 10. Motion made by Jim Fuda, second by Connie Liscomb. Board unanimously approved the motion (4-0).

Toni Dolan recused herself.

02/28/2022 -Unanimously approved extending the deadline for the response for the Amended Declaration and By-laws to March 8, 2022. Motion made by Jim Fuda, second by Connie Liscomb. Board unanimously approved the motion (5-0).

Time of adjournment – 2:49 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 03/22/2022

Attachments: None