Minutes February 2023

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Meadow Hill, Inc.
Minutes of Executive Board Meeting
February 15, 2023  

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, Directors, Sandy O’Leary, and Ron King. Treasurer Dawn Faucher and Director Dave Faxon were ill and unable to attend. Sheila Duncan of Imagineers was also in attendance.

Per state law, voting on any issue discussed in Executive Session is done in the 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 1:31 PM. The meeting was a hybrid meeting with the Board and residents attending in person at the Clubhouse and two residents attending remotely using the ZOOM link provided.

Roll Call: Present were President Toni Dolan, Vice-President Ed Litke, Secretary Jim Fuda, and Directors, Sandy O’Leary, and Ron King. Treasurer Dawn Faucher and Director Dave Faxon were ill and unable to attend.

President’s Remarks: President Dolan greeted and thanked all attending.

Minutes – Minutes of the January 18, 2023, Executive Board Meeting were unanimously approved by e-mail vote (6-0) on 02/01/2023. Dawn Faucher did not vote as she was unable to attend the meeting due to illness. The Minutes are posted on the Meadow Hill and Pilera websites.

Treasurer’s Report – Sheila Duncan provided an overview of the financials with income on target with collections and expenses in-line to start the new fiscal year.

Maintenance Report

Darien Covert reported that Work Orders are done except for nine (9) work orders that involve trim and siding damage.

Items on the Project List to be done are – coordinating landscape and pest contracts, starting furnace filter replacements, put a notice in The Lark on sign-up for garden plots.

Maintenance projects:

  • Hollister House basement stairs and landing replaced – completed.
  • Hollister House bathroom floor and toilet replacement to be started.
  • Clubhouse Men’s bathroom upgrades to start.
  • Unit lettering project – red units completed, brown units will be completed by the 17th, and gray units are scheduled for the week of 2/20.
  • Plan and schedule for the replacement of the fence near the maintenance area and the painting of the corral fence at the barn

Manager’s Report

Sheila Duncan reported the following items completed:

  • The annual notice to unit owners opting out of pruning by Highlight was mailed out.
  • The Board decision on the hearing for Unit #105 was mailed to the Unit Owner.
  • A violation notice was sent to the unit owner of #258 for the repair of the stormdamaged storm door. Committee Reports
  • Grounds – Mike Prouix, Committee Chair reported remotely the Committee would be convening to develop the spring plan for submission to the Board for review and approval.
  • Trees – Darien Covert reported on behalf of the Tree Committee that all trimming was completed, and three of four trees identified for staff to remove have been completed. The fourth tree is scheduled to be removed by the end of the week (February 17th).
  • Long-Term – Jim Fuda, Committee Chair reported the aluminum wiring remediation project was started on January 17th and is progressing with one unit per day completed. Work is scheduled through mid-March and will resume in late April/early May when the second part of the order is delivered from the manufacturer.
  • Rules –Toni Dolan, Committee Chairperson reported the Proposed Draft Rules are under review by our attorney, Scott Sandler. The Board will review the comments from our attorney and circulate a final draft to the residents before formal adoption by the Board.
  • Fire Rebuild – Jim Fuda reported the current completion is the end of February with garage and site work to be completed in March.

Letters have been delivered to the Unit Owners and the residents of garages 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 Hollister House basement stairs and landing were replaced, replaced and the bathroom floor and toilet replacement to be started. The replacement of fencing around the stable and Maintenance Building will be scheduled for late spring/early summer. The Committee will reconvene the monthly meeting schedule on March 2nd.
  • Social – Sandy O’Leary, Committee Chairwoman reported a potential spring event is under discussion with the Committee.

Open Forum

Comments received from unit owners during the Open Session were on the Aluminum Wiring Remediation Project.

  • Unit #182 (Linda Fillion) – praised the contractor for the work performed on her unit.
  • Unit #171 (Roger Bouchard) – was informed project is moving as scoped and contracted.
  • Unit #89 (Sue Gainey) – concern with her cats not being able to leave the unit when work is performed.

Old Business – None New Business – None

Adjourn – The meeting was adjourned at 1:55 PM. Ed Litke moved, seconded by Ron King, and unanimously approved by the Board (5- Yes, 0 – No).

Time of adjournment – 1:55 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 02/28/2023; 5 Yes, 0 – No, 2 abstentions (Dawn Faucher and Dave Faxon abstained as they were unable to attend the meeting. 

Email Votes – 01/19/2023 to 02/14/2023 The following votes were made since the last Board meeting and are recorded as part of these notes:  

02/09 – Motion to approve the issuance of a letter to the unit owner of Unit#105 providing the notice of the decision of the hearing and the issuance of a $50 fine to the unit owner. The motion was made by Jim Fuda and seconded by Ed Litke. The motion was approved with six (6) votes in favor and one abstention. Dawn Faucher abstained as she was unable to attend the hearing due to illness. Motion carried.