Board Minutes October 2022

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Meadow Hill, Inc.
Minutes of Executive Board Meeting
October 19, 2022

Associated Package/Agenda <read>

Executive Session

The Executive Session convened at 12:45 PM by Property Manager Sheila Duncan. Board Members present:  Vice-President Ed Litke, Secretary Jim Fuda, and Directors Sandy O’Leary, Dave Faxon, and Ron King. President Toni Dolan and Treasurer Dawn Faucher were unable 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 Vice-President Ed Litke, Secretary Jim Fuda, and Directors Sandy O’Leary, Dave Faxon, and Ron King constituting a quorum of the Board. President Toni Dolan and Treasurer Dawn Faucher were unable to attend.

Minutes – Minutes of the September 21, 2022, Executive Board Meeting were unanimously approved by e-mail vote (6-0) on 09/26/2022 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 –Vice President Litke chaired the meeting in President Dolan’s absence welcoming all in attendance.

Treasurer’s Report

Sheila Duncan of Imagineers reported that the 2023 budget process is underway and highlighted key metrics from the financial report.

Maintenance Report

Darien Covert reported that Work Orders are keeping current. Work orders average 30 to 40 requests per week.

Items on the Project List were – pool closed, paddock fence power washed, topsoil and plantings done for Grounds Committee, greenhouse opened, irrigation system closed, and tennis courts are scheduled to be closed at the end of October.

Highlight will perform the lasty pruning and trimming by the end of the month.

The Board discussed an estimate for repair and replacement of two flat roofs estimated at $4,750 each roof. The Board weighed the risks and higher costs, and possible loss claims if the work was put off. Motion was made to proceed with one roof immediately as the roofer has Meadow Hills scheduled to perform the work and to discuss with the Budget Committee proceeding with the second roof. Funds will be transferred from our reserves for the work. Motion to approve was made by Jim Fuda, second by Ed Litke. and approved by the Board (5- Yes, 0 – No, 2. Members Dolan and Faucher did not vote as they were not present.).

Manager’s Report

Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet – highlights are – completion of draft budget for the Budget Committee, notification of semi-annual dump run, completion of loan closing with Windsor Federal Savings for the Aluminum Wiring Remediation project, requesting changes from the Architect at the Board’s request to the Deck Inspection Report, insurance, and processing of variance requests to the Board.

Reminder was sent out to resident on the continued ban on burning wood and other combustibles in fireplaces. Gas logs and electric fireplace units are still acceptable.

Committee Reports

  • Grounds – Mike Prouix, Chairman reported that the fall plantings were done with acknowledgement to Darien and Mike for their work and assistance. The Committee will begin planning for 2023 after budgets are established at the conclusion of the 2023 Budget Process. The Committee’s 2023 focus will be to start addressing the internal islands while maintaining the perimeter.

Mike concurred with Dave Faxon’s comment that established trees provide an improved environment for grass to grow.  

  • Trees – Gene Flynn, Chairman reviewed the proposal to remove seven trees, three on HWN which are dead and need to be removed by Watson Tree service. A fourth on HWS (maple) and three ornamentals can be removed by staff. In addition, a separate request was submitted to the Board for trimming branches all of which can be performed by the staff in early December. The Board asked Gene to secure a proposal for the removal of the three dead trees and committed to review the trimming list and respond by e-mail vote prior to the next Board meeting.
  • Communications – no report.
  • Long-Term Committee – Jim Fuda, Committee Chair summarized the Committees progress over the last month:
    1. Aluminum Wiring Remediation Project funded, and contract executed. Notice will be sent out as a Progress Update on schedule and logistics after the meeting with the Contractor on 10/21.

The Committee will be supporting the Rules Committee by providing updates to rules and maintenance standards. This work will be completed over the next two months.

The next topic scheduled for study and evaluation is Grass restoration and irrigation. Preliminary discussion with Bob Kolwicz and Roger Bouchard indicated initial exploration and consideration was given to alternate sources o irrigation which the LTC will use as a starting point. Grounds, Trees, Maintenance, and the LTC will meet in the early part of 2023 to discuss an overall Master Plan of sustainable treatments and irrigation methodology.

  • Rules – Jim Fuda on behalf of Toni Dolan, Committee Chair, reported that the group is continuing to work on draft changes and continues to have a November target for a revised set of Rules for consideration by the Board.
  • Social Committee – Sandy O’Leary, Committee Chair, noted the Meet and Greet event scheduled for 10/28 and expressed concern for the small number of sign-ups to date.
  • Hospitality – no report
  • Fire Rebuild – Jim Fuda reported progress is continuing to proceed well. The building is fully enclosed and plumbing, HVAC, electrical systems starting to be installed. Imagineers Construction will be meeting at the end of the month with the Unit Owners to discuss fit and finishes of their respective units. To date, the project has not experienced any supply chain issues. The current target for completion is January 2023.

Reminder to all residents that this is a construction site and only accessible to the construction crews.

  • Maintenance Committee – Jim Fuda, Committee Chair reported fall projects in the next two weeks. 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 one two retaining wall near Unit #159. One wall near Unit #120 was completed last week.

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.

Bob Kolwicz reported that the Committee has begun their annual review of walls and stairs and will update the Board at the November Board meeting. One wall near Units #142-144 is being watched closely.

Darien has received two proposals and is waiting three more from vendors for the replacement of the Skid Steer which we have had since 2006 and is scheduled for replacement in 2023.

Open Forum

  • Unit #174 (Eileen Rothath)
    1. Garage trim is on Work Order list and being scheduled
    2. Staff can clean dryer vent once Unit Owner places plywood in attic floor for ladder to be placed.
    3. Requested second handrail on north steps. Maintenance will review and report back to the Board at the November meeting.
  • Unit #90 (Marge Demay) – requested branches be trimmed. They are on the Trim list and will be completed by staff in December.
  • Unit #314 (Kathy Prouix) expressed a desire to be on ad hoc committee being discussed to deal with sustainable grass and plantings at Meadow Hill.

Old Business

  • Aluminum Wiring Remediation project moving forward. Funds are in place and contract with AL Wire executed. Project kick-off meeting is scheduled for 10/20/2022. The Long-Term Committee will issue an update to residents.

New Business

  • Homeowner Variance Requests:
    1. Unit #292 – the applicant submitted supplemental information to respond to the Board’s request at the September Board meeting. Darien Covert confirmed he and the unit owner agree with the location of the proposed vent and the size and type of the vent.

A motion was made to reconsider the application with the supplemental information provided. Motion made by Jim Fuda, second by Ron King. Vote was 5-Yes, 0-No, Members Dolan and Faucher did not vote as they were not present.

A second motion was made to approve the application inclusive of the supplemental information provided. Motion made by Jim Fuda, second by Ron King. Vote was 5-Yes, 0-No, Members Dolan and Faucher did not vote as they were not present. Request was approved. Imagineers to notify applicant.

  1. Unit #193 – request for replacement windows was reviewed by the Board. Sheila Duncan confirmed the proposed colors were consistent with the Meadow Hill Rules and Regulations – exterior color brown and blinds white -via e-mail on 10/12 with the unit owner.  Motion was made to approve the request. Motion by Ed Litke, seconded by Dave Faxon. Vote was 5-Yes, 0-No, Members Dolan and Faucher did not vote as they were not present. Request was approved. Imagineers to notify applicant.

Adjourn – Meeting was adjourned at 2;27 PM. Ron King moved, Dave Faxon seconded and approved by the Board (5- Yes, 0 – No, 2. Members Dolan and Faucher did not vote as they were not present.).

Time of adjournment – 2:29 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 10/26/2022

Email Votes – 09/22/2022 to 10/18/2022

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

09/26/2022 – Motion to approve the Minutes of the Executive Board meeting of September 21, 2022. Motion by Toni Dolan, second by Jim Fuda. Approved (6-0), Dave Faxon abstained as he was unable to attend the meeting.