Minutes December 2022

.

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

Associated Package/Agenda <read>

Executive Session

The Executive Session convened at 12:15 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 participated remotely via ZOOM.

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 1:25 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, Secretary Jim Fuda, Treasurer Dawn Faucher, Directors Dave Faxon, and Ron King. Director Sandy O’Leary participated remotely via ZOOM.

President’s Remarks:President Dolan gave thanks and praise to the Social Committee _ Sandy O’Leary, Donna Whalen, and Caroline Rhodes – for the Meadow Hill Holiday party. Great event and well attended.

Minutes – Minutes of the November 16, 2022, Executive Board Meeting were unanimously approved by e-mail vote (6-0) on 11/22/2022 and are available on the Meadow Hill and Pilera Web sites. Director Sandy O’Leary did not vote and she was unable to attend the meeting due to illness.

Treasurer’s Report – Treasurer Dawn Faucher reported the 2023 Annual Budget was approved at the Annual Meeting and the current financials in good order

Maintenance Report

Darien Covert reported that Work Orders are done except for nine (9) work orders that involve trim and siding damage. Requested the Lark put a reminder in that staff will do Christmas tree pick-up. Salt has been ordered and delivered.

Items on the Project List is up to date and items complete.

Manager’s Report

Sheila Duncan reported the following items completed:

  • Deck Report has been received from the Architect and will be distributed to the Board for review
  • 2023 budget approval done. Letters sent out with 2023 HOA fees sent to Unit Owners
  • Resale Packets have been updated to reflect 2023 HOA fees
  • Rules – two comments received from residents and were passed on to the Board Lease extension for Hollister House was executed

 Committee Reports

  • Long-Term – Jim Fuda, Committee Chair reported the aluminum wiring remediation project will be starting construction once the order has been completed. The contractor is experiencing a slight delay in the delivery of the remaining connectors required. The Meadow Hill Community has been sent a flyer via email blast on procedures and contact to call to schedule the work. was underway with installations able to begin in midDecember once the order for materials is received. An additional Project Update including explanation of the timeline and requirements of the Special Assessment will be sent out by flyer to all residents in early January.
  • Rules –Toni Dolan, Committee Chairperson indicated two comments have been received the draft rules. She will convene the Rule Committee to review and address the public comments and comments off the Board to complete a Final Draft. The Final Draft once approved by the Board will be sent to our Attorney for review for legal consistency and conformity.
  • 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. The current target for completion is January 2023.

Letters have been delivered to the Unit Owners and the residents with garage outlining the costs of their share of the rebuild to begin the claim process under their HO6 policies

  • Maintenance – Bob Kolwicz, Committee Co-Chair reported the installation of a new drain line to relieve flooding at the rear of the clubhouse was completed and a screen cover t be installed at the grate near the Clubhouse to prevent leaves entering the system. The retaining wall near Unit #159 was rescheduled to the Spring 2023.

Repairs at the Hollister House (bathroom repairs, floor replacement, and stair replacement); retaining wall replacements, and the replacement of fencing around the stable and Maintenance Building will be done as winter projects as approved by the 2023 budget.

  • Finance – Dawn Faucher, Treasure will start a new committee to assist the Treasurer and the Board in budget tracking. Open Forum
  • Unit #182 (Dave Fillion) – suggested The Lark publish updates of new owners and identified areas that we should consider dry wells to address black ice conditions. Jim Fuda responded on behalf of the Maintenance Committee and will take under advisement.
  • Unit #182 (Linda Fillion) – had questions on a) the new rules requiring HO6 policies being required of all units and submitted to Imagineers, b). unit owner having family and toddler have an extended stay beyond the rules, and c), are we in compliance as an agerestricted community? Responses provided from Sheila Duncan to each question was as follows:
    1. HO6 Policies– unit owner will be required to have HO6 polices. They will not be required to be submitted to Imagineers.
    2. Extended Stay – Board did not approve the stay and sent the unit owner two violations for having the stay extended beyond the thirty days allowed in the ByLaws.
    3. Compliance – Imagineers tracks new owners and update the database every two years as required by law. Meadow Hill is in compliance
  • Unit #314 (Kathy Prouix) – can the Board make accommodations for remote participation by residents. The Board will investigate. Old Business

1) Deck inspection – Final Draft received from the Architect and will be reviewed by the Board for future discussion.

New Business

  • Homeowner Variance Requests:
  1. Unit #100 HWS– unit owner provided more clarity on the scope of the project and provided color of the tile section to match the existing. On Motion to approve by Dawn Faucher, second by Jim Fuda, the Board unanimously approved the variance request (7- Yes, 0- Nos). Variance was approved. Imagineers will notify the unit owner.
  • 2023 Insurance Renewal – Proposals were received from two qualified insurance companies. Policies include Guaranteed Replacement and a $25,000 deductible. Middle Oak, our previous provider and sole firm to provide coverage in past years dropped Meadow Hill for 2023. The aluminum wiring project did get us into a competitive market with good companies which will. The rates came in greater than budgeted. The increase will be managed by the Board through use of contingencies in the 2023 budget and tightly managing expenses.

Ed Litke motioned to approve the NY Mutual proposal with a $25,000 deductible. Jim

Fuda provided a second. The motion was approved unanimously (7 – Yes, 0-Nos)

Adjourn – Meeting was adjourned at 2:11PM. Ron King moved, Jim Fuda seconded and unanimously approved by the Board (7- Yes, 0 – No).

Time of adjournment – 2:07 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 12/23/2022; 7- Yes, 0 – No 

Email Votes – 11/17/2022 to 12/20/2022  The following votes were made since the last Board meeting and are recorded as part of these notes:  

12/02– Approved the request by Unit Owner #6 for an expansion by approximately 40 square feet. On a motion by Jim Fuda and a second by Jim Fuda, the Board voted 6 – Yes, 0 – Nos, and 1 abstention. Toni Dolan abstained as she is an adjacent unit owner. The motion was to approve the minor expansion contingent on the Unit Owner paying for the work. Imagineers will confirm and execute in writing the owners agreement to pay.

12/13 – Approve the minutes of the December 13,202 Annual Meeting. Motion was made by Jim Fuda, second by Ed Litke and unanimously approved by the Board (7- YES,- Nos). Motion approved.

 

Meadow Hill, Inc.
Annual Budget Meeting
Meeting Minutes
December 13, 2022

Sheila Duncan of Imagineers called the Annual Budget Meeting to order at 7:00 PM.

  1. Roll Call: Members of the Executive Board present and noted were President Toni Dolan, Vice

President Ed Litke, Treasurer Dawn Faucher, Secretary Jim Fuda and Directors Dave Faxon, Sandy O’Leary, and Ron King.

  1. Introductions: Board Members present and Sheila Duncan of Imagineers, Property Manager for our management company, introduced themselves for the record. Toni Dolan, President, thanked the Budget Committee for their work and diligence in preparing the budget under Dawn Faucher’s leadership.
  2. Proof of Notice of Meeting: Sheila Duncan provided that the Notice of the Annual Budget Meeting was duly noticed in accordance with Meadow Hills By-laws through a mailing to all Unit Owners on 11/21/2022.
  3. Resolution: A motion was made to “Authorize the Executive Board to approve the Minutes of the 2022 Annual Budget Meeting.” Motion by Ron King, second by Ed Litke and unanimously approved by the Board (7 – 0)
  4. Minutes of previous Annual Budget Meeting: the reading of the minutes from the 2021 Annual meeting were waived by a unanimous approval on a motion to waive the reading of the minutes by Dave Faxon and second by Toni Dolan.
  5. Reports: Dawn Faucher, Treasurer acknowledged gratitude to the Budget Committee working with her on the Annual Budget. provided a summary of the 2023 Annual Budget – Larry Abbott, Connie Liscomb and ex-officio, Toni Dolan. Work began in August and the Committee worked diligently to develop the 2023 budget. 2023 was an extraordinary year with inflation, rising costs, and increases in utilities, labor, and insurance providing stiff challenges to controlling costs and developing a lean budget to maintain the quality of the Meadow Hill community and to keep the Homeowner Association (HOA) fees down.
    • The Budget Committee received input from all Committees and from Imagineers in crafting the budget and Executive Board approval at the November Board meeting on 11/19.
    • $20,000 was provided as a placeholder for Special Projects and classified under Capitol Expenses.
  • Insurance increased from 2022 due to the unprecedented two years of catastrophic losses experienced by the insurance industry and the loss history at Meadow Hill with the fire a major item on our Loss History.
  • Sheila Duncan of Imagineers highlighted key areas of the 2023 budgets
    • Professional Fees +2.5 %
    • Utilities     +4.2%
    • Administrative +8.96%
    • Insurance     +14.75%
  • HOA fees for 2023 will increase by 5.17%. Imagineers will send out letters to Unit Owners within the next two weeks.
  1. Owner Comments
    • Tom Bailey raised a concern that the aluminum wiring project did not resu;lt in savings in our insurance premiums
    • The Board responded and noted the following:
      • The industry trend this year to address catastrophic losses nationwide
      • Aluminum wiring project dampened the increase which would have doubled had          the community not proceeded with the project.
      • The commitment to the aluminum wiring project put Meadow Hill in a          competitive market for the first time in 18 years
      • Future years the premiums should trend more favorably as the wiring project is            completed and we reduce our loss history
      • The presentations on the aluminum wiring project did not communicate we would            see a savings in insurance in 2023
  1. Ratification of the Budget: In accordance with the Common Interest Ownership Act (CIOA), the budget is automatically ratified unless 51% of the entire community votes to reject it. Unfinished Business: None
  2. New Business: None
  3. Adjournment: Motion to adjourn was made by Roger Bouchard, seconded by Bob Kolwicz and unanimously approved by the Board (7-0).

Time of adjournment – 7:22PM
Minutes submitted by:  Jim Fuda, Secretary
Minutes approved by:  Pending Board Review/Approval