Board Minutes September 2022

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Meadow Hill, Inc.
Minutes of Executive Board Meeting
September 21, 2022  

Associated Package/Agenda <read>

 

Executive Session

The Executive Session convened at 12:50 PM by Property Manager Sheila Duncan. Board

Members present:  President Toni Dolan, Vice-President Ed Litke, Treasurer Dawn Faucher, Secretary Jim Fuda, and Directors Sandy O’Leary, and Ron King. Dave Faxon was not able to attend.

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.

Roll Call: Present were President Toni Dolan, Vice-President Ed Litke, Treasurer Dawn Faucher, Secretary Jim Fuda, and Directors, Sandy O’Leary, and Ron King. Dave Faxon was not able to attend.

Minutes – Minutes of the August 24, 2022, Executive Board Meeting were unanimously approved by e-mail vote (5-0) on 08/31/2022 and are available on the Meadow Hill and Pilera web sites. Dawn Faucher abstained from voting as she was not present at the meeting and Board Member Dave Faxon abstained as he left the meeting due to illness.

President’s Remarks –Toni Dolan welcomed all in attendance and introduced the hearing for 76 HWS.

Hearing – 76 HWS

President Dolan opened the hearing for on-going infractions by Mark Pawshuk of Unit #76 which were documents in a Notice of Violations dated 08/04/2022 to the Unit Owner.  President Dolan outlined the Board’s concern for the on-going pattern of behavior which started with the original infraction on 6/21/2021 for inappropriate behavior in the clubhouse and violating the restriction of the use of amenities due to COVID at which time all amenities were closed to the community. He was arrested by the Glastonbury Police Department (GPD) and charged with Breach of Peace. A second violation of Breach of Peace (public urination) occurred on 09/21/2021 while Mr. Pawshuk was on probation. The second violation was witnessed by three female residents of the complex. The Glastonbury police were involved and made an arrest for the second incident. Both incidents which resulted in arrests of Mr. Pawshuk and Board imposed suspension of privileges for use of amenities at Meadow Hill.

In addition, Mr Pawshuk was found to use the Clubhouse and the Greenhouse during his restrictions on use of the amenities. Each violation was recorded.

Additional rule violations were documented in a letter to the Unit Owner and dated August 4,  2022. The additional violations were as follows:

  • Harassment of a guest at the pool for a reported violation that Mark Pawshuk, was seen harrassing a young lady at the pool while hanging over the fence.
  • Complaints received reporting excessive noise coming from the unit during late night hours which include loud tv/music, heavy walking and talking, causing a disturbance to neighboring residents in th eground floor unit directly below Mr Pawchuk’s residence.

3.)There has also been reports that a resident is smoking on the deck and cigarettes butts are being dropped on the deck which falls through the cracks and to the ground, along with this resident spitting through the deck.   Section 19.2, 19.3, 19.4 speak to smoking and that there is no smoking outside within 10′ of another unit, etc.  Cigarette butts must be discarded properly and not on the ground.

Mr. Pawshuk apologized for the August 4th violations in the August 4th letter; however, blamed his Mother for Item #2 – late night disturbances.

Unit #184-Unit Owner and Unit Owner #164 confirmed they witnessed the Breach of Peace (public urination and indecent exposure) incident and conveyed the emotional trauma they experienced with this inappropriate behavior. Mr. Pawshuk’s response was defensive stating “ok you will never see my p_ _ _ _ again” and later in the exchange stated “it was your words against mine”.

The Board will take the matter under advisement consider possible further sanctions for the on-going pattern of behavior and disregard of the Rules and previously issued sanctions. A decision will be issued within 30-days.

Treasurer’s Report

Dawn Faucher reported that the 2023 budget process is underway with draft requests from the Committees requested to be submitted on 09/22/2022. The overall finances continue to be in good shape.

Maintenance Report

Darien Covert reported that Work Orders are keeping current.

Items on the Project List will be completed with the pool being closed on 9/27, the irrigations systems shut down by 10/15, and the greenhouse ready by 10/15.

Projects from the Project List are scheduled to be done – paint wrought iron railings (100% complete) power wash paddock fence, jet washing sewer line at Units 100/102.

Manager’s Report

Sheila Duncan of Imagineers reported activities performed and completed as reported in

Board Packet – highlights are: insurance release from #227 HWN  the loan application to Windsor Federal for the Aluminum Wiring Remediation Project, receiving proposals for healthcare plans, initiation of draft operating budget for 2023, notification of Special Meeting of 8/24, and processing of variance requests to the Board.  Committee Reports

  • Grounds – The Board reviewed the report submitted by Mike Prouix, Chairmen and approved the report. On a motion by Sandy O’Leary and a second by Ed Litke, the Board approved the Fall Plan submitted by Ground Committee. 6- Yes, 0 – No. Motion passed.
  • Trees – Gene Flynn, Chairman reported sitework for removals, fertilization and trimming will be started on Monday, September 26th. Additional stumps for grinding have been identified. Gene and Darien will coordinate.
  • Emergency Signage Plan – Gene Flynn reviewed the Emergency Signage Plan submitted to the Board via email on 9/23/2022. The Board was complimentary of Gene’s effort and collaboration with Darien Coviert and the Town of Glastonbury emergency officials with the completeness and attention to detail reflected in the proposal. On a motion by Jim Fuda, Seconded by Ron King, the Board approved the plan with the provision that the Treasurer would identify the costs come from the Operating budget or the Reserves. 6 -Yes, 0-No. Motion passed.
  • Long-Term Committee – Jim Fuda, Committee Chair summarized the Committees progress over the last month:
    1. Approval by the community of the Aluminum Wiring Remediation

Project

  1. Provision of a Draft recommendation for eliminating burning of wood in fireplaces for the Board’s consideration. The recommendation is being reviewed by our insurance agent. Upon receipt of our insurance agent’s recommendation, the report will be finalized and a final recommendation made to the Board.
  2. Future areas the Committee will work on are: assisting the Rules Committee on enhancing the Maintenance Standards, and beginning the investigation of Irrigation and grass restoration.
  • Rules – Toni Dolan, Committee Chair, reported that the group is working on certain rules that overlap with the Long-term Committee and is hoping to have a draft set of revised rules in late Fall, once those conflicts have been resolved. The Committee has a November target for a revised set of Rules for consideration by the Board.
  • Social Committee – Sandy O’Leary, Committee Chair, identified the Halloween Party would be October 28th and Bingo Night may be dropped due to light attendance.
  • Hospitality – Nancy Maloney, Committee Chair, reported there have been a high number of new residents coming to Meadow Hill and resource packets are being provided to all. The packets are being well received by our new residents.
  • Fire Rebuild – Jim Fuda reported progress is proceeding well with window installation staring this week and will be followed by the installation of the HVAC (heating and cooling systems). Reminder to all residents that this is a construction site and only accessible to the construction crews.
  • Maintenance Committee – Jim Fuda, Committee Chair welcomed Ray Dolan to the Committee and reported fall projects planned will begin on October 1st after the pool closing is complete. The fall projects will include installation of a new drain line to relieve flooding at the rear of the clubhouse and the repair/replacement of two retaining walls approved by the Board.

Projects submitted to the Budget Committee for the 2023 Capital Improvement projects were: repairs at the Hollister House (bathroom repairs, floor replacement , and stair replacement); retaining wall replacements, and the replacement of fencing in the area of the stable and Maintenance Building.

The Board was presented with a proposal to replace the existing Skid Steer in

2022, one year ahead of plan. this year. The existing skid steer was purchased in 2006 and is slated for tire replacement in 2023 as part of the Capital Improvement Plan.Darien was asked to research costs for  used and a new one, trade-in value for the existing one, and the life expectancy  of the existing skid steer. The board was open to reviewing this information after the budget committee has determined if the funds are available from the 2022 budget to purchase by the end of 2022 instead of the current planned purchase in 2023.  The Board was positive about the request and have asked the Budget Committee to review and advise the Board. Darien will research and seek proposals.

Open Forum

  • Roger Bouchard (Unit #171) expressed concern for the security of the greenhouse. Last year plants were lost because the door was left open dropping the temperatures and damaging the plants. Darien reported that the short-term solution for this season would be the installation of a Winter Watchman alarm and flashing beacon which will flash if temperatures drop to levels that would endanger the plants. A longer-term option is being evaluated to provide wi-fi connection and the installation of a security camera with recording capabilities.
  • John Vollinger (Unit #97 ) requested on behalf of his neighbor (Unit #99) the Board review the landscaping and blocked views to the parking lot. Grounds and Maintenance will review and report back to the Board its findings and recommendations.
  • Bob Kolowicz (Unit #268) suggested a reminder to residents be sent our regarding the wood burning restrictions in fireplaces. New residents may not be aware. The Board agreed and will have Imagineers issue a reminder. Old Business 

1) Deck Inspections completed by Architects Hibbard & Rosa and is preparing the report for submission to the Board. Report due by October 1st.

New Business

  • Homeowner Variance Requests:
    1. Unit #292 – request for exterior bathroom vent outlet from wall was tabled.

Board had not received requested detail of the vent size and type. Imagineers to reach out to applicant.

  1. Unit #191 – request for a replacement slider. Motion was made to approve the requested as presented in the Variance Application submission. Motion by Ed Litke, seconded by Ron King. 6-Yes, 0-No. Request was approved. Imagineers to notify applicant.
  • Increasing Insurance Deductible – On the recommendation of Imagineers and consistent with the general practice of other associations, the Board discussed increasing our Master Policy deductible to $25,000. A motion was made to increase our Master Policy deductible effective January 1, 2023 and to notify unit owners of the change in deductible so that they can adjust their HO6 policies upon their respective renewal dates. Motion was made by Jim Fuda, seconded by Dawn Faucher. 6 – Yes, 0-No. Motion was approved.

Adjourn – Meeting was adjourned at 2:27 PM. Ron King moved, Ed Litke seconded and approved by the Board (6- Yes, 0 – No).  

Time of adjournment – 2:27 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 09/26/2022 – 6 Yes, 0 No and one abstention (Dave

Faxon who was not able to attend the meeting.)

Email Votes – 08/23/2022 to 09/20/2022

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

08/30/2022 – Motion to approve the Minutes of the Executive Board meeting of August 24, 2022. Motion by Ed Litke, second by Toni Dolan. Approved (5-0), 2 abstentions as Dave Faxon left the meeting early due to illness and Dawn Faucher was out of the country on travel and unable to attend the meeting.

09/19/2022 – Motion to approve the Minutes of the Unit Owner Meeting of September 14th.  Motion by Jim Fuda, , seconded by Ed Litke. Approved (6-0), 1 abstention. Toni Dolan abstaining as she was unable to attend due to a personal conflict.

Meadow Hill, Inc.
Glastonbury, CT 06033
Special Meeting of Unit Owners
Meeting Minutes

September 14, 2022

Sheila Duncan of Imagineers called the Unit Owner Meeting Annual Meeting to order at 7:15 PM.

a. Check-in: Members of the Executive Board present were Vice President Ed Litke, Secretary Jim Fuda, Treasurer Dawn Faucher, and Directors Sandy O’Leary, Dave Faxon, and Ron King.  President Toni Dolan was unable to attend due to a schedule conflict from a previous scheduled commitment. Sheila Duncan of Imagineers, Property Manager for Imagineers of Farmington, our management company, and Attorney Scott Sandler of Sandler & Hansen, the attorney for Meadow Hill were also present.

b. Proof of Notice of Meeting: Sheila Duncan confirmed the Notice of the Special Meeting of Unit Owners was duly noticed in accordance with Meadow Hills By-laws through a mailing to all Unit Owners on September 7, 2022.

c. Discussion: After introductory remarks from Vice President Litke and a summary presentation of the aluminum wiring remediation project by Jim Fuda, the floor was opened for comments and questions from Unit Owners. Responses were provided by Jim Fuda as Chairman of the Long-Term Planning Committee and by Scott Sandler.

d. Resolution: A motion was made by the Unit Owners to approve the Assignment of Common Charges” borrow up to $700,000 from Windsor Federal Savings and Loan Association to fund the aluminum wiring remediation project at Meadow Hill. Motion by Roger Bouchard, second by Bob Kolwicz. Approved by unit owner votes: 76 Yes, 6 No votes. Motion passed.

Note: Executed resolutions approved by the Unit Owners for the assignment of future income and by the Executive Board of approval of the assessment to repay the loan are attached to these minutes and incorporated by reference as part of the Unit Owner processs and proceedings.

e. Unfinished Business: None

f. New Business: None

g. Adjournment: Motion to adjourn was made by Ed Litke, seconded by Jim Fuda and unanimously approved by the Board (6 -0).

Time of adjournment – 8:45 PM
Minutes submitted by:  Jim Fuda, Secretary
Minutes approved by:  The Board via e-mail (6-0) on 09/26/2022.

Attachments:

  • Unit Owner Resolution approving Assignment of Common Shares (executed- 09/14/2022) <read>
  • Board Resolution Concerning Assessment (Executed 08/24/2022) <read>