Minutes April 2022

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Meadow Hill, Inc.
 Minutes of Executive Board Meeting
of  April 20, 2022  

Executive Session

The Executive Session convened at 12:45 PM by Property Manager Sheila Duncan. Board Members present:  President Toni Dolan, Secretary Jim Fuda, Treasurer Connie Liscomb, and Directors Dave Faxon, Gene Flynn, and Sandy O’Leary. Sandy O’Leary joined via a remote connection. Darien Covert, Maintenance Supervisor, by invitation, joined for a portion of the meeting.

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 1:22 PM

Open Session

The Open Session of the Executive Board Meeting convened at 1:30PM.

Present were: Executive Board-President Toni Dolan, Secretary Jim Fuda, Treasurer Connie Liscomb, and Directors Dave Faxon, Gene Flynn, and Sandy O’Leary, Maintenance Supervisor Darien Covert; Sheila Duncan of Imagineers. Sandy O’Leary joined via a

remote connection.

President Toni Dolan opened the meeting with a moment of silence for recently deceased Board Member Angelo DiMarco.

President’s Remarks President Toni Dolan thanked Marge DeMay and Darien for their service and efforts to Meadow Hill. Marge has informed the Board she would no longer handle the rentals. Toni announced rentals would be scheduled through Imagineers and keys obtained from Darien.

Toni introduced the guest speakers who were invited to report to the Meadow Hill Board and Community to provide an update on the Rebuild of Units #6 and #10.

In attendance were Glastonbury Fire Marshall Chris Siwy and his assistant Greg ?,  Karl
Kuegler, Chris Floyd of Imagineers, Rob Bouvier of Bouvier Insurance, Attorney Scott

Sandler of Sandler &  Hansen, and Carmelo Rosa, Architect of Hibbard & Rosa. President Dolan then recused herself and joined the residents for the duration of the presentation on the Fire Rebuild. Sheila Duncan of Imagineers moderated the Rebuild Presentation and Question & Answer period.

Rebuild Update/Resident Open Forum

The following is a summary of the presentation of the Glastonbury Fire Marshal, and the professional team of Meadow Hill – Imagineers, Bouvier Insurance, Sandler & Hansen, and Hibbel & Rosa.  The Board will issue separately a detailed report to the Meadow Hill residents to inform and update all those that could not attend. The following is an outline of the presentation with key points discussed.

Fire Marshall Report – Chief Chris Siwy

  • Overview of the report – what happened?
  • Overview the zero-clearance fireboxes – how they work and manufacturer limitations
  • Impact of wood burning in fireplaces Suggestions for Meadow Hill:
    • Use of gas or electric fireplace
    • Considerations for testing and unit owner maintenance for wood burning

Imagineers/Bouvier/ Attorney Scott Sandler

  • Overview – Karl Kuegler o Progress and key issues being taken care of since the fire o Highlight how an Insurance Rebuild works and is different than a conventional Design-Bid-Build Construction process
    • Summary of the costs and the gap or shortfall o Imagineer’s experience–Norwalk rebuild as an example
  • Insurance – Rob Bouvier o Discussions with Middle Oaks o How is funding coming together? o On-going discussions to close the gap
  • Funding the gap-Scott Sandler o The gap and how we close it
  • What’s next? Imagineers – Chris Floyd, Imagineers/Carmelo Rosa, Hibbel

& Rosa, architects o Demolition status and schedule  o Status of drawings o Submit for Building Permit  o Start Construction

  • Open Forum for Questions and Answers
  • Closing remarks – Executive Board – Jim Fuda

Minutes – Minutes of the March 20, 2022, Executive Board Meeting were unanimously approved by e-mail vote (5-0) and are uploaded to the Meadow Hill and Pilera Web sites.

Financial Report from the Treasurer

Treasurer Connie Liscomb reported that our Operating budget is generally on track. Snow removal was understandably high due to the winter storms experienced. The tracking for the Fire Rebuild and insurance proceeds is being tracked separately from the Operating Budget.

Connie thanked the Board and the Committees for their efforts and cooperation as we work to keep a tight rein on expenses in 2022.

Maintenance Report

Darien Covert reported that new Trash and Recycling Guidelines have been posted in the Trash Receptacle enclosures. The guidelines reflect the contractual requirements of Meadow Hill’s contract with All Waste. Darien is keeping pace with the Work Orders while being temporarily short staffed. Recruitment for temporary summer help is on-going. Response to recruiting has been limited.

Manager’s Report

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

Committee Reports

  • Nominating – Connie Liscomb, Committee Chair, encouraged residents to consider joining the Executive Board as it takes “a village” to maintain the community nature of Meadow Hill. Application forms were provided, and a due date of May 15th The election is on the second week in June. The Lark will have an article informing residents nominations are being sought.
  • Communication Committee – Gene Flynn, Committee Chair, reported the Committee is following up on their recommendations to the Board and pursuing two key areas – the use of Pilera and the Meadow Hill website and the implementation of an Emergency Alert System. The Committee has been expanded with the addition of Luther Weeks who will provide details of cost and technical improvements for content, archives with search capability, etc. Costs will also be identified for the Board’s consideration.

The Board is finalizing a contract for an Emergency Alert System at Meadow Hill. The system could be in place within 30 days.

  • Safety – Gene Flynn reported a recent discussion with the Glastonbury Fire Chief Michael Thurz and Glastonbury Police Community Officer, Michael Magrey was held to improve access of first responders to units in the complex. The village layout and lack of clear signage has created delays and is confusing to those not familiar with the complex. Solutions discussed focused on improved visibility and identification of units through improved color and contrasting of house numbers and improved graphic wayfinding signage at each parking area pod.

On May 12th at 7 PM Meadow Hill will host another Safety Meeting where police, fire, and emergency personnel will present practicals for life-safety issues and answer questions from residents.

  • Long Term Planning – Jim Fuda, Committee Chair, reported the Committee with consultation with our insurance agent, Rob Bouvier of Bouvier Insurance, has prioritized a Risk Management approach to manage our insurance premiums. The goal is to increase competition for our business and reducing and controlling increases in insurance premiums. A Risk Management Plan addressing key life safety priority at Meadow Hill – aluminum wiring and fireplace/chimney use and maintenance/inspection procedures for chimney/fireplace, clothes dryers/dryer vents, and hot water tanks including maintenance by certified technicians would be a positive step to bring to the insurance market prior to the 2023 renewal of our current plan. A key component of the Risk Management Plan is addressing the aluminum wiring issue through industry accepted remediation of the use of COPALUM connections. The Committee anticipates a presentation to the Board of the Risk Management Plan by June 1. Detailed information from the Committee’s meeting with Bouvier are included in the Board packet.
  • Maintenance Committee – Bob Kolwicz noted the Committee has initiated inspection of the walls at Meadow Hill. The inspection will be completed next week and a report to the Board provided prior to the next Board meeting.
  • Grounds – Mike Proulx, Committee Chair. reported the Spring projects planning is close to completion. Mulching has started and on-going. Seeding has been pushed to the fall. The Committee will be doing a walk around the Meadow Hill property with Highlight this week as per contract.

Flyers for the May Day Celebration scheduled for May 1st will be distributed.

The Board provided support of the preliminary plan for a Pollinator Garden. The final plan will be submitted to the Board for review and approval at the next Board meeting.

Old Business – none

New Business

  1. Homeowner Variance Requests:
  2. 229 HWS – front door replacement unanimously approved on motion to approve by Connie Liscomb, second by Gene Flynn and unanimously approved (6 in favor, 0 opposed). Imagineers to notify the Unit Owner.
  3. 106 HWS – request for roll up shades for porch in grey discussed by the Board. Sandy O’Leary recused herself from the discussion as she is an immediate neighbor. The initial motion to deny the request failed to carry.

Motion was made by Gene Flynn and seconded by Toni Dolan to approve the request for the grey color and with the conditions the blinds will remain in the up position and used during times when the sun is at its peak and only when occupants are using the porch as noted in the Applicant’s letter. Further, the hanging lanterns are to be removed as they have not been authorized by the Board. The Board voted as follows: Yes – 3, No – 1, Abstain – 1, Recused – 1. The motion for approval as conditioned carried. Imagineers is to notify the Unit Owner.

Adjourn

Meeting was adjourned by unanimous vote (6-0) at 3:49 PM. Connie Liscomb moved, Toni Dolan seconded. Board unanimously approved (6-0). 

Email Votes – 03/21 to 04/19/2022

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

04/12/2022 – Unanimously approved Central Sealing proposal of $1,050 plus tax for improving drainage and ponding at the sidewalk in proximity to the trash/recycle area near Unit #129. Motion by Connie Liscomb, Second by Gene Flynn (6 in favor, 0-opposed). Toni Dolan to execute the contract and Darien to advise Central Sealing

04/20/2022 – Unanimously approved Work Order # 446704 dated 03/26/2022 for the removal of two overgrown shrubs at Unit #292. Replacement planting to be done by Unit Owner at their expense. Motion by Jim Fuda, second by Gene Flynn (6 in favor, 0- opposed). Mike Proulx of Grounds and Darien Covert authorized to proceed.

Time of adjournment – 3:49 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote –