Minutes May 2022

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Meadow Hill, Inc.
Minutes of Executive Board Meeting  Of
May 18, 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 Sandy O’Leary, Dave Faxon, and Gene Flynn.

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 1:24 PM

Open Session

The Open Session of the Executive Board Meeting convened at 1:35PM.

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

President’s Remarks President Toni Dolan reported the Emergency Presentation on May 12th by representatives from the Town of Glastonbury was very informative and handouts available. She also reminded all in attendance that variance requests to the Board needs to be submitted to Imagineers no later than seven days before the Board meeting to allow adequate time for the Board to review each request. Late submittals may be reviewed at the discretion of the Board. She also noted that bird feeders are specifically addressed in the By-Laws and defined specific types and times allowed. The Board will be addressing this issue later in the meeting.

Minutes – Minutes of the April 20, 2022, Executive Board Meeting were unanimously approved by e-mail vote on April 20, 2022 (6-0) and are available on 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 continued focus for 2022 is to control expenses. There are a few items over budget primarily due to increases and inflation. The overall budget is tight, but strong and stable. The Board is keeping a tight watch on expenditures to maintain the strength and stability.  Connie stated that the fire rebuild expenses are not part of the operating budget.

 

Maintenance Report

Darien Covert reported that Work Orders are being worked on as they are submitted and being caught up now that Mike has received medical clearance to return to work. Items from the Project list for April and May are being performed. The pool is targeted for opening by Memorial Day weekend. The greenhouse cannot be cleaned until unit owner plants are removed. The Board will send out an e-blast to residents with the deadline for removal extended to June 1st. Committee Reports

  • Grounds – Mike Prouix praised and acknowledged the past service and contributions of Norm Gordon who recently passed. Mike, on behalf of the Committee, provided the proposed Spring Planting Plan for Board approval and noted the Pollinator Garden Project was started and plants are getting established.
  • Trees – Committee is scheduled for a site walk through on 5/19 and will submit a Fall Plan to the Board for review and approval.
  • Maintenance Committee – Bob Kolwicz identified that improved drainage at the clubhouse needs to be addressed. Two walls are being evaluated by AD Masonry for recommended solutions. A Work Order has been placed for the cleaning of catch basins at the Clubhouse. Roger Bouchard further suggested that catch basins be professionally cleaned periodically and that the staff install mosquito control devices (“Donuts”) to reduce mosquitos.
  • Nominating – Connie Liscomb reported that there are four candidates being nominated for four open positions on the Board. The Candidates are – Dave Faxon, Dawn Faucher, Ed Litke, and Ron King. The Annual Meeting will be June 9th at 6 PM at the Clubhouse. Bios will be included in the Annual Meeting Notice.
  • Long Term Planning – Jim Fuda and Dave Faxon summarized the detailed committee report in the Board packet and noted the Committee is narrowing the priorities for the Board to consider improving life-safety and to reduce insurance premiums with a well-crafted and accepted plan for insurance providers. The main infrastructure investment is resolving and addressing the aluminum wiring issue. Research and discussions with our insurance agent, Rob Bouvier of Bouvier Insurance, Bill Lawrence of AL Wiring, one of two state-wide recognized experts in aluminum wiring in Connecticut, and research with nationally recognized expert Jeffery Aronstein, author of a book on aluminum wiring entitled “Hot Connections” are indicating an urgency and high priority be given to addressing the aluminum wiring. Financing options are being explored and being led by our Treasurer, Connie Liscomb and the Budget Committee.

Next steps of the Committee will be to meet with Scobar Electric, the other state-wide recognized aluminum wiring contractor, and then to prepare a recommended approach for the Board to adopt. The target for the recommendation is the June Board meeting with a target project completion of the end of the year if the plan and financing are in place.

  • Rules and Regulations – Toni Dolan reported the Committee has been established and will begin starting the review of the Rules and Regulations with a kick-off meeting next week. Committee members are Sandy O’Leary, Kathy Prouix, Chris Keating, Vicky Germaini, and Jim Fuda.
  • Rebuild of Units 6 and 10 – Jim Fuda noted that pre-demolition activity was starting at the rebuild site this week and demolition to start with the issuance of a demo permit from the Town. A progress report was e-blasted to the Meadow Hill community on Monday, May 16th.
  • Communication Committee – Gene Flynn noted the Emergency Alert System is being uploaded with contact info from Imagineer’s database and will be activated shortly after the upload is completed and a test run completed.

Manager’s Report

Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet. Notice for the Annual Meeting scheduled for June 9th at 6 PM will be sent out in accordance with the By- laws. The notice will include bios of candidates nominated for election to the Board.

Open Forum

  1. Unit #89/Sue Gainey – Board provided input for procedure to file a Variance request for proposed work on her patio and deck.
  2. Unit #182/Linda Fillion – thanked the Board for passing on the complex map to the Glastonbury Fire and Police Departments at the meeting on May 12th. Gene Flynn updated the residents on interaction with Police and Fire Department representatives to discuss improved emergency access and safety at Meadow Hill. As a result of the two sessions and a site walk through of Meadow Hill, the Board is pursuing safety enhancements – more visible numbers at each unit, improved wayfinding signage, and identification of best path access to units for emergency responders to reduce their response time. The best path access will provide notes to Dispatchers to guide emergency vehicles to the best path and location to units.
  3. Unit #171/Roger Bouchard – identified that some units have had electrical improvements done with copper wire and connections. The Long-Term Committee will factor this into the remediation of aluminum wiring project.
  4. Unit #191/ Vin Liscomb noted a dead ash tree near Unit 147 was identified by a tree expert as dead and should be removed. Gene Flynn, as Chairman of

the Tree Committee, acknowledged the Committee was aware and that the tree is on the Committee’s watch list.

Old Business – None New Business

  1. The Board approved the detailed Spring Planting Plan proposed by the Grounds Committee. Motion by Gene Flynn, second by Connie Liscomb. Unanimously approved (6-0).
  2. Homeowner Variance Requests:
    1. Unit #178 – Voted to approve the request for the installation of a generator. Motion by Toni Dolan, second by Jim Fuda. Unanimously approved (6-0).
    2. Unit #171 – Voted to approve the request for the installation of a safety rail at Unit #171. Motion by Gene Flynn, second by Toni Dolan. Unanimously approved (6-0).
    3. Unit #105 – Voted to approve the request for plantings as recommended by the Grounds Committee. Motion by Toni Dolan, second by Sandy O’Leary. Unanimously approved (6-0).
    4. Unit #77 – Voted to approve the request for the installation of an outdoor grab handle to be installed by Darien Covert. Motion by Gene Flynn, second by Sandy O’Leary. Unanimously approved (6-0).
    5. Unit #242 – Voted to approve the request for replacement of an existing flagstone walkway to the unit with pavers and a cobblestone border. Motion by Toni Dolan, second by Jim Fuda. Unanimously approved (6-0).
  3. The Board agreed to issue a community reminder on the use of birdfeeders.
  4. The Board is evaluating deck repairs and the fair apportionment of costs and will report their findings at a future meeting.

Adjourn

Meeting was adjourned by unanimous vote (6-0) at 2:44 PM. Toni Dolan moved, Sandy O’Leary second. Board unanimously approved (6-0).

Time of adjournment – 2:44 PM

Email Votes – 04/21 to 05/17 2022

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

  • 04/22/2022 – Approved recommendation from the Tree Committee on the removal of trees adjacent to the home of a Mallard Drive neighbor and the addition of two maple trees on Meadow Hill property on the fence side of Meadow Hill. Motion by Gene Flynn, second by Toni Dolan. Unanimously approved (6-0).
  • 04/24/2022 – Approved the minutes of the April 20, 2022 Executive Board Meeting. Motion by Jim Fuda, second by Gene Flynn. Unanimously approved

(6-0).

  • 04/27/2022 – Approved the contract from TSN for an Emergency Alert System for Meadow Hill and authorized the President to execute the agreement. Motion by Gene Flynn, second by Jim Fuda. Unanimously approved (6-0).
  • 05/04/2022 – Approved the proposal for a Pollinator Garden requested by the Grounds Committee as detailed in their proposal. Motion by Jim Fuda, second by Gene Flynn. Members Dolan, Fuda, Flynn, Faxon, and Liscomb voted Yes to approve. Member O’Leary voted to abstain. Motion approved – Yes – 5, No – none, Abstain – 1.

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 05/26/2022; Unanimous (6-0)

Attachments: None