Meadow Hill, Inc.
Executive Board
June 15, 2022
Executive Session – The Executive Session convened at 12:48 PM by Property Manager Sheila Duncan. Board Members present: President Toni Dolan, VicePresident Ed Litke, Jim Fuda, Secretary, and Director Sandy 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 1:28 PM
Open Session – The Open Session of the Executive Board Meeting convened at 1:30PM and was presided by President Toni Dolan.
Present were: Executive Board- President Toni Dolan, Vice-President Ed Litke, Jim
Fuda, Secretary, and Director Sandy O’Leary constituting a quorum, along with Maintenance Supervisor-Darien Covert; Meadow Hill Account Manager-Sheila Duncan of Imagineers.
Minutes – Minutes of the May 18, 2022, Executive Board Meeting were approved by e-mail vote unanimously (6-0) and uploaded to the Meadow Hill and Pilera Web sites.
President’s Remarks – President Dolan welcomed the new Board and looking forward to the next year.
Treasurer’s Report – Connie Liscomb, recent Treasurer, reported the 2021 audit was completed Meadow Hill received a positive report for Meadow Hill. Two housekeeping recommendations were made for the Board to consider. These recommendations will be documented in the final report for the Board’s review and consideration. Overall financials continue to be strong but tight as we navigate through the end of the year.
Maintenance Report
Darien Covert reported that Work Orders are slightly behind but being worked on. Activities noted as follows:
- Pruning to start on Tuesday, the 21st
- Garage door bottoms – 15 remain up to date.
- Bench for south entrance purchased and needs the location to be identified. Grounds will be consulted.
- Power washing will start next week. Committee Reports
- Communication Committee – Toni reported on Gene Flynn’s behalf stating the contract with TCN for an emergency notification system was terminated and another vendor is being researched. The emergency signage for access to the units is taking next steps with a mock-up of wayfinding signage discussed with the Town of Glastonbury. The signage once fully implemented, coupled with changing the unit numbers to a contrasting, reflective paint color, will provide improved visibility and quicker access to units.
- Grounds – Kathy McDonald- Prouix reported spring plantings have been completed and the pollinator garden is sprouting ( thanks to the volunteer water crew). The Ground Committee is beginning to discuss plans for the fall season.
- Trees – Bob Kolwicz noted the committee would be meeting with Watson Tree services for estimates on tree care and will have a report to the Board for the July Board meeting.
- Maintenance – Bob Kolwicz noted the Committee would be getting a report and recommendations on wall repairs to the new Board. The Committee has met with Alex of A&D Masonry for proposals. Funds for repairs are allocated in the 2022 Budget.
- Long Term Planning – Jim Fuda reported the Committee will submit a report and a recommendation to the Board for remediation of the aluminum wiring connections at Meadow Hill. Report will be distributed to the Board the week of June 20th for discussion and action at the July Board meeting.
- Rules – Toni Dolan reported the rules are being reviewed and evaluated. Initial observations identified the need for clarity and specifics in some of the existing rules.
- Social – Sandy O’Leary announce the 4th of July Brunch will take place on Sunday, June 26th. Flyers have been distributed.
- Rebuild – Unit #6 and 10 – Jim Fuda reported equipment was being moved to the site for the start of demolition the week of June 20th. Residents will be notified prior to the start of construction. Plans have been completed by our Architect and submitted to the Town for application for the Building Permit.
Manager’s Report – Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet. Variance letters approved by the Board have been sent out to Unit Owners and Annual Meeting Notice for the June 9th meeting was sent in accordance with the Association By-Laws.
Open Forum – Comments received as follows:
- Unit #57 (Ann D’Auria) – trash areas messy and dog owners leave pet waste bags on the ground
- Unit #272 (K. Collins) – concerned with outside grilles being in violation.
- Unit #171 (Roger Bouchard) – identified two issues. One, identified a concern for poor sight distance at North entrance and second asked for a clarification on how the aluminum wiring remediation costs would be apportioned to Unit Owners. The Board clarified aluminum wiring costs will be apportioned to the specific unit and scope of work encountered and required for that unit. There will be an adjustment if a unit has had upgrades to copper.
- Unit #191(Vin Liscomb) – the Board provided clarification that aluminum wiring remediation is for connections and not rewiring of the unit in response to Vin’s comment.
Old Business – none New Business
- #89 HWN – Variance request for patio with pavers of grey or grey/brown was approved 4-0 by the Board on a motion by Jim Fuda and seconded by Ed Litke. A separate request for building a paved ramp to eliminate the step up at the front door was approved prior to the meeting by e-mail vote (7-0).
- Unit #179 – Unit owner request for removal of overgrown pine tree as reviewed and recommended by the Ground Committee was approved by unanimous vote (4-0) by the Board on a motion by Toni Dolan and seconded by Sandy O’Leary.
- Units #99 and 105 – Work Order #464033 request for removal of overgrown shrubs as reviewed and recommended by the Grounds Committee was approved by unanimous vote (4-0) by the Board on a motion by Ed Litke and seconded by Jim Fuda.
Adjourn – Meeting was adjourned by unanimous vote (4-0) at 2:38 PM. Jim Fuda moved, Ed Litke second.
E-mail votes from May 19 to June 15, 2022 – The following is a record of e-mail votes since the last Board meeting:
- 06/14/2022 – On a motion by Toni Dolan and seconded by Jim Fuda, the Board voted unanimously (7-0) to approve the variance request for the installation of an asphalt ramp to the front door of Unit #89 per the Application request on file.
- 06/13/2022 – On a motion by Ed Litke and seconded by Dave Faxon, the Board voted unanimously (7-0) to approve the Minutes of the Annual Meeting and the Executive Board Meeting for Election of Officers held on June 9, 2022.
- 06/09/2022 – On a motion by Toni Dolan and seconded by Jim Fuda, the Board voted unanimously (6-0) to approve the renewal of our dental plan with Anthem Blue.
- 06/07/2022 – On a motion by Connie Liscomb and seconded by Jim Fuda, the Board voted unanimously (6-0) to approve the findings of the 2021 audit as submitted by our auditor.
- 06/06/2022 – On a motion by Gene Flynn and seconded by Sandy O’Leary, the Board voted unanimously (6-0) to sever the contract with TCN immediately and to terminate the $50 monthly charge.
- 06/06/2022 – On a motion by Toni Dolan and seconded by Jim Fuda, the Board voted to allow unanimously (6-0) to allow guests at the pool effective immediately.
- 05/27/2022 – On a motion by Toni Dolan and seconded by Jim Fuda, the Board approved unanimously (6-0) the minutes of the 05/18/2022 Executive Board Meeting.
- 05/24/2022 – On a motion by Gene Flynn and seconded by Jim Fuda, the Board approved unanimously (6-0) the planting of two trees with a purchase price of up to $800.
Time of adjournment – 2:38 PM
Minutes submitted by: Jim Fuda,
Minutes approved by: 06/20/2022 email vote (4-0)
Attachments: None
Meadow Hill, Inc.
Minutes of Executive Board Meeting
Of June 9, 2022
The Executive Board Meeting convened at 6:45 PM for the sole and expressed purpose of the Election of Officers.
Present were: Executive Board-President Toni Dolan, Secretary Jim Fuda, Directors Sandy O’Leary, Dave Faxon, Dawn Faucher, Ron King,and Ed Litke; and Sheila Duncan of Imagineers.
Election of Officers:
President Toni Dolan nominated by Ron King, second by Ed Litke, unanimous (7-0)
Vice President: Ed Litkenominated by Toni Dolan, second by Ron King, unanimous (7-0)
Treasurer: Dawn Faucher nominated by Jim Fuda, second by Toni Dolan, unanimous (7-0)
Secretary: Jim Fuda nominated by Toni Dolan, second by Ron King, unanimous (7-0)
Meeting adjourned at 6:55 PM on motion made by Ron King, seconded by Jim Fuda and unanimously approved (7-0).
Minutes submitted by: Jim Fuda, Secretary
Minutes approved by email vote – 06/13/2022; Unanimous (7-0)
Meadow Hill, Inc.
Glastonbury, CT 06033
Annual Meeting Meeting Minutes
June 9, 2022
Sheila Duncan of Imagineers called the Annual Meeting to order at 6:07 PM.
a. Roll Call: Members of the Executive Board present and noted were President Toni Dolan, Secretary Jim Fuda, Treasurer Connie Liscomb, and Directors Sandy O’Leary, Dave Faxon, and Gene Flynn.
b, Introductions: Board Members present and Sheila Duncan of Imagineers, Property Manager for Imagineers of Farmington, our management company, introduced themselves for the record. Prior to the start of the Annual Meeting, Toni Dolan, President, on behalf of the Board, expressed gratitude and presented gifts of appreciation to outgoing Board members who served this year – Connie Liscomb, Gene Flynn, and Luther Weeks.
c. Proof of Notice of Meeting: Sheila Duncan provided that the Notice of the Annual Meeting was duly noticed in accordance with Meadow Hills By-laws through a mailing to all Unit Owners on May 20, 2022.
d. Resolution: A motion was made to “Authorize the Executive Board to approve the Minutes of the 2022 Annual Meeting.” Motion by Luther Weeks, second by Ron King and unanimously approved by the Unit Owners in attendance.
e. Reading of the Minutes of Previous Annual Meeting: the 2021Annual Meeting was done by ballot vote due to COVID and therefore no minutes were required.
f. Reports: None
g, Number and Terms of Membership: Sheila Duncan reported in accordance with our current by-laws there are three, three-year terms and one two-year term open for election of Directors.
h. Election of Inspectors of Elections: Norma Flynn and Connie Liscomb were elected as Inspectors of Elections.
i. Election of the Board of Directors: After presentations by each candidate and no nominations from the floor, the ballots were counted resulting in the following results: Dave Faxon, Dawn Faucher, Ed Litke each elected to a three-year term, and Ron King to a two-year term. j. Unfinished Business: None
j. New Business: None
k. Adjournment: Motion to adjourn was made by Dawn Faucher, seconded by Ron King and unanimously approved by the Board (6 -0).
Time of adjournment – 6:28PM
Minutes submitted by: Jim Fuda, Secretary
Minutes approved by: The Board via e-mail (7-0) on 06/13//2022.