Minutes November 2022

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Meadow Hill, Inc.
Minutes of Executive Board Meeting
November 16, 2022  

Associated Package/Agenda <read>

Executive Session

The Executive Session convened at 12:45 PM by President Toni Dolan with Board Members present:  Vice-President Ed Litke, Secretary Jim Fuda, Treasurer Dawn Faucher, Directors Dave Faxon, and Ron King. Director Sandy O’Leary was unable to attend due to illness.

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 1:36PM.

Roll Call: Present were President Toni Dolan, Vice-President Ed Litke, Secretary Jim Fuda,

Treasurer Dawn Faucher, Directors Dave Faxon, and Ron King constituting a quorum of the Board. Director Sandy O’Leary was unable to attend due to illness. President Dolan presided over the meeting in the absence of Sheila Duncan of Imagineers who was ill and unable to attend.

Minutes – Minutes of the October 19, 2022, Executive Board Meeting were unanimously approved by e-mail vote (5-0) on 10/26/2022 and are available on the Meadow Hill and Pilera Web sites. Officers Toni Dolan and Dawn Faucher did not vote as they were not able to attend the meeting.

Treasurer’s Report – Treasurer Dawn Faucher reported the 2023 Annual Budget was submitted to the Board and extended thanks to the Budget Committee – Connie Liscomb, Larry Abbott- and President Toni Dolan for the effort in preparation of the budget. The Board later in the meeting accepted the proposed budget and established the Annual Budget meeting for December 13th with a snow date of December 15th.

Maintenance Report

Darien Covert reported that Work Orders are keeping current.

Items on the Project List were – tennis courts closed, gutters cleaned heat tape installed where needed, and snow preparation completed – salt boxes, snow stakes etc.

Highlight has completed the fall clean-up and pruning.

Manager’s Report – see reports submitted in the Board packet.  Committee Reports

  • Grounds – Mike Prouix, Chairman reported that two new volunteers have joined the committee – Dave Fillion and Peter Rothfarb.
  • Trees – Watson Tree Services will be on site the week of 11/21 for tree removal of four trees as previously approved by the Board.
  • Communications – Toni reported on behalf of Gene Flynn, Chairman that the new wayfinding signs have been installed and thanked Gene for his vision and his steadfast work to bring the project through to fruition.
  • Long-Term Committee – Jim Fuda, Committee Chair reported the aluminum wiring remediation project was underway with installations able to begin in mid-December once the order for materials is received. Communication with the community is being prepared and will be issued at the end of the month. The report will provide details of the process of how the work is done and a contact information for residents to schedule the work in their unit. The Project Information Report will also outline the financial timeline and payment options for payment of the Special Assessment.
  • Rules – draft Rule changes has been submitted to the Board and will be distributed to unit owners for comments. The changes were updates to provide clarity and to comply with the changes to the Declaration and the By-laws approved earlier this year. Imagineers will send the packets out to the unit owners.
  • Social Committee – Donna Whalen reported a flyer will be distributed with details of Meadow Hill Holiday party on 12/11. Caroline Rhodes, new resident, is assisting.
  • Hospitality – no report
  • Fire Rebuild – Jim Fuda reported progress is continuing to proceed well. Siding will begin to be installed at the end of the month and the interior work proceeding as scheduled. Imagineers Construction met with the Unit Owners to select 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 for safety reasons.

  • Maintenance Committee – Bob Kolwicz, Committee Co-Chair reported the installation of a new drain line to relieve flooding at the rear of the clubhouse started this week and the repair/replacement of two retaining walls completed. The retaining wall near Unit #159 was rescheduled to the Spring 2023. The Committee has 8 to 10 locations of walls on the watch list for future repairs.

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 will be done as winter projects pending the approval of the 2023 Budget.

Open Forum

  • Unit #182 (Dave Fillion) – suggested The Lark publish updates of new owners.
  • Unit #314 (Mike Prouix) – aluminum wiring project can be completed while they are away.
  • Unit #102 – the Board extended a welcome to new residents Brenda Berk and Frank Cisz

Old Business

1) Deck inspection – waiting for final draft from the Architect. Imagineers is following up.

New Business

  • Homeowner Variance Requests:
    1. Unit #100 HWS– application was tabled seeking more detail and clarity on the unit owner’s request. Imagineers will contact the unit owner.
  • 2023 Proposed Annual Budget
    1. Motion to adopt the proposed 2023 Annual Budget submitted by the Budget Committee was made. Motion was made by Ed Litke, seconded by Dave Faxon and approved by the Board (6 Yes, 0 No). Director Sandy O’Leary did not vote as she was not able to attend the meeting due to illness.
    2. Motion to notify the residents in accordance with our by-laws of the 2023 Annual

Budget meeting will be held on Tuesday, December 13, 2022, at 7 PM at the Clubhouse with a snow date of December 15th at 7 PM. Motion was made by Dawn Faucher, seconded by Jim Fuda and approved by the Board (6 Yes, 0 No). Director Sandy O’Leary did not vote as she was not able to attend the meeting due to illness. Notices and the budget packet will be distributed to the unit owners by Imagineers.

Adjourn – Meeting was adjourned at 2:07 PM. Ron King moved, Dawn Faucher seconded and approved by the Board (6- Yes, 0 – No). Member Sandy O’Leary did not vote as she was not present.).

Time of adjournment – 2:07 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 11/21/2022; 6 Yes, 0 No; Sandy O’Leary did not vote as she was unable to attend the meeting 

Email Votes – 10/20/2022 to 11/15/2022  The following votes were made since the last Board meeting and are recorded as part of these notes:  

10/23 – Approved minutes of October 19, 2022 Executive Board meeting. Motion by Ed Litke, second by Jim Fuda. 5 yes, 0 no with Toni Dolan abstaining and no vote received from Dawn Faucher as both were unable to attend the meeting.

10/23 – Approved the recommendation of the Ground Committee to accept Watson Tree Service’s proposal for the removal of four trees and the staff to complete the pruning list and the removal of three ornamental trees subject to the 10-day tagging period as outlined in the

By-laws. Motion made by Jim Fuda, second by Ed Litke. Members Dolan, Litke, Fuda, King, O’Leary voted yes. Member Faxon voted no and Dawn Faucher not voting as she was unavailable due to business travel. (5 Yes, 1 No, 1 not taken).

11/18 – Approved the variance for a railing installation at Unit # 7 HWN. Motion by Toni Dolan, second by Jim Fuda. Members Dolan, Litke, Faxon, Fuda, Faucher, and King Yes, Member Sandy O’Leary did not vote. (6 Yes, 0 No, 1 not taken).