Executive Session

The Executive Session convened at 12:30 PM by President Toni Dolan with Board Members present: Vice-President Ed Litke, Secretary Jim Fuda, Directors, Dave Faxon, and Ron King. Director Sandy O’Leary was out of Town and did not 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 1:28 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 one resident attending remotely using the ZOOM link provided.

Roll Call: Present were President Toni Dolan, Vice-President Ed Litke, Secretary Jim Fuda, and Directors, Dave Faxon, and Ron King. Director Sandy O’Leary was out of town and did not attend.

President’s Remarks: President Dolan greeted and thanked all attending and announced Treasurer Dawn Faucher has moved out of Meadow Hill and resigned from the Board.

Minutes – Minutes of the February 15, 2023, Executive Board Meeting were approved by e-mail vote (5-0) on 2/28/2023 with two members abstaining as they were not present. Dave Faxon and Dawn Faucher abstained. 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 through the end of February.

Maintenance Report

Darien Covert reported that Work Orders are done except for nine (9) work orders that involve trim and siding damage. These will be addressed in the upcoming months as the weather gets warmer. Unit numbers for the fire rebuild units (#6 and #10) need to be installed.

Items on the Project List to be done are – placing benches, power washing the tennis courts, and ordering mulch. A dump run for April 18^th will be noticed in the April edition of The Lark.

The maintenance projects status was reported as follows:

Hollister House bathroom floor and toilet replacement are done.
Clubhouse Men’s bathroom upgrades to start.
The unit lettering project of changing the brass numbers to white is done.
Replacement of the fence near the maintenance area and the painting of the corral fence at the barn will be done in the spring. The Board approved the project (See New Business).

Manager’s Report

Sheila Duncan reported the following items completed:

The annual notice to unit owners opting out of pruning by Highlight is waiting for unit owner responses due 3/17.
Comments on the proposed Rule changes were received from the Association’s attorney, Scott Sandler of Sandler & Hansen. The comments are under review by the Board.
Variance requests were received and distributed to the Board (Unit #161- walkway, Unit #240 – emergency generator).
Bill back sent to the unit owner for after-hours emergency response for frozen pipes.

Committee Reports

Grounds – Toni Dolan communicated the report provided by Mike Prouix, Committee Chair indicating the approach this year will be for sustainable grasses and additional locations for pollinator gardens. The Committee will submit a plan for Spring planting to the Board for review and approval.
Trees – Gene Flynn, Committee Chair indicated stumps from the trees cut down in the Fall will be removed this coming season. The Tree Committee will review the damaged tree at the rebuild site near Unit #10.
Long-Term – Jim Fuda, Committee Chair reported the aluminum wiring remediation project is continuing with 30 units scheduled to be completed by the end of March. A delay in the supply chain for red connectors will delay the project. The Committee is evaluating projects that could generate revenue for the Community and will report progress on the viable projects at a future meeting.
Rules –Toni Dolan, Committee Chairperson reported the Proposed Draft Rules have been reviewed by the Association’s attorney, Scott Sandler. The Board is reviewing the comments and will circulate a final draft to the residents before formal adoption by the Board.

6) Fire Rebuild – Jim Fuda reported the project is substantially complete and the unit owners for #10 (the Dolans) moved back in the weekend of 3//11. Unit #6 (Molly) is going through the final items for her to move in the weekend of 3/18. Work on the garages, permanent electric service to the units and all the garage units, and final site work is being completed with anticipated completion by May 2023. The resolution of insurance funding is ongoing and will be reported at the April Executive Board meeting.

6) Maintenance – Bob Kolwicz, Committee Co-Chair reported the Hollister House basement stairs and landing were replaced, replaced and the bathroom floor and toilet replacement was completed by Darien at significant savings to the Association. The replacement of fencing around the stable and Maintenance Building will be scheduled for late spring/early summer (approval by the Board was received – see New Business).

The Committee is reviewing the tennis courts for both short- and long-term solutions which will be developed with the Long-Term Committee and presented to the Board at a future meeting.

Open Forum – no comments received.

Old Business – None New Business

Fence Replacement near the Maintenance Building and carried in our 2023 budget was discussed and a motion was made to authorize the project to be scheduled and to authorize the transfer of the $1800 estimated cost from reserves to the operating account to pay for the project. The motion to approve the project and the transfer of funds was made by Jim Fuda and seconded by Dave Faxon. The motion was approved with five (5) votes in favor, and zero (0) votes opposed.
Unit #161 Variance request was tabled at the request of Ed Litke. The location of the walk will be reviewed by the Board before acting on the variance request.
Unit #240 Variance Request for the installation of an Emergency Generator was approved by the Board by a vote of five in favor and no votes in opposition. The motion to approve the variance request was made by Ed Litke and seconded by Ron King. The motion was approved with (5) votes in favor, and zero (0) votes opposed. Motion carried and variance approved.

Adjourn – The meeting was adjourned at 2:16 PM. Jim Fuda moved, seconded by Ron King, and unanimously approved by the Board (5- Yes, 0 – No).

Time of adjournment – 2;16 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote 03/25/2023; 5- Yes, 0 – No, 1- Abstention. Sandy O’Leary did not vote as she was not able to attend the meeting.

Email Votes – 02/16/2023 to 03/14/2023 The following votes were made since the last Board meeting and are recorded as part of these notes:

02/28 – Motion to approve the minutes of February 15, 2023, Executive Board meeting was made by Toni Dolan, and seconded by Jim Fuda. The motion was approved with five (5) votes in favor, zero (0) votes opposed., and two (2) abstentions. Dave Faxon and Dawn Faucher abstained as they were unable to attend the meeting. Motion carried.