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, Sandy O’Leary, and Ron King. 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 1:30 PM. The meeting was a hybrid meeting with the Board and residents attending in person at the Clubhouse and four residents 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, Sandy O’Leary, and Ron King.

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. President Dolan recused herself to avoid the perception of a conflict of interest relative to the fire rebuild and related insurance issues and turned the meeting over to Jim Fuda, Secretary for the Insurance Presentation. Toni left the table and seated herself in the audience.

Insurance Presentation – Attorney Scott Sandler of Sandler & Hansen, the Association’s attorney provided a presentation of insurance for condominiums. The PowerPoint Presentation was distributed by e-blast by Sheila Duncan during the meeting and will be uploaded and available to residents at the Meadow Hill and Pilera websites.

After completion of the presentation and Q&A was done, Jim Fuda turned the meeting back to President Dolan who returned to the table to conduct the meeting.

Minutes – Minutes of the March 15, 2023, Executive Board Meeting were approved by e-mail vote (Yes-5, No-0, Abstain – 1) on 3/25/2023. Sandy O’Leary abstained as she was unable to attend the meeting. 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 over budget by approximately $4,000 through the end of March.

Maintenance Report – Darien Covert reported that Work Orders are being responded to and addressed. Siding issues identified during the winter months will begin to be addressed after the spring clean-up and start-up is completed. Mulch and the first application of fertilizer are scheduled to begin the week of 4/24. Items on the April Project List were completed.

Committee Reports

Grounds – Mike Prouix, Committee Chair reported the Spring Planting Plan with priorities will be submitted next week to the Board for review and approval. Grass seeding requests are being collected. Implementation of approved requests will be deferred to late summer/early fall.
Trees – Gene Flynn, Committee Chair reported the Committee walked the property today and will submit a report with their recommendations next week to the Board for review and approval.
Communications – President Dolan expressed deep appreciation for The Lark staff – Gene and Norma Flynn, Mike Prouix, and Denise Weeks- who have provided a valuable service to the Meadow Hill community with the monthly publication of The Lark. She asked and encouraged the need for volunteers to step up and join committees which are the lifeblood of MH. The Lark is one of many that need to add new volunteers to continue the work and publication of The Lark as we currently have received it.

To raise awareness of the need for volunteers and the Committees available, a Volunteer Fair will be held on May 25^th, details to be forthcoming.

Long-Term – Jim Fuda, Committee Chair reported the aluminum wiring remediation project is continuing with 36 units completed at the end of March. Work is continuing with the influx of part of the delayed order. Alwire will provide an updated project schedule in May when the full order of clips to complete the project should arrive. 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. One project under consideration is options for the Hollister House.
Rules –Toni Dolan, Committee Chairperson reported additional comments have been received and are being evaluated by the Board. 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.

Comments received from residents in attendance were received by the Board and will be considered for the final version. Comments were heard on – pool hours, what is allowed in the four-foot area, weight limits placed on dogs, and desired restrictions to vehicles using Dogwood Lane.

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 scheduled to be completed in the spring. The resolution of insurance funding is ongoing and will be reported at the April Executive Board meeting.
Maintenance – Bob Kolwicz, Committee Co-Chair reported the inspection for walls and stairs started and will be completed by April 24^th.

Social– Sandy O’Leary, Chair of the Committee reported details for the May 25^th Volunteer Fair would be forthcoming.

Open Forum

Unit #334, Luther Weeks – complimented Highlight for their landscaping work, and suggested we purchase permanent benches and the possible rental of Hollister House to non-residents.

Old Business – None

New Business

Unit #334 Variance request for the installation of a vent through the roof was reviewed. Ed Litke moved for approval as submitted, Second by Dave Faxon. Motion was amended to include the requirement of a Hold Harmless document be executed by the Unit Owner. The Unit Owner agreed. The motion as amended was approved unanimously 6 Yes, 0 No.
The replacement of the existing 2006 skid steer was raised by Jim Fuda and discussed by the Board. Motion by Jim Fuda to approve the lease of a replacement skid steer, seconded by Ed Litke did not pass. Fuda – Yes, Dolan, Litke, Faxon, O’Leary – No, Ron King – abstained. Not approved.
Dave Faxon sought the Board’s support to invite Chase Manhattan Bank of Glastonbury to present their investment banking services. Dave is suggesting we consider moving our reserves into higher interest-bearing accounts. A motion was made by Dave Faxon to approach the bank and set a date for the presentation. Ron King seconded the motion. The motion was unanimously approved Yes- 6, No-0 (6-0) Approved.

Adjourn – The meeting was adjourned at 3:30 PM. Jim Fuda moved, seconded by Ron King, and unanimously approved by the Board (6- Yes, 0 – No).

Time of adjournment – 3:30 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote 05/02/2023; Yes, 6 – No, 0

Email Votes – 03/15/2023 to 04/18/2023 The following votes were made since the last Board meeting and are recorded as part of these notes:

03/25 – The motion to approve the minutes of March 15, 2023, Executive Board Meeting was approved by e-mail vote (Yes-5, No-0, Abstain – 1) on 3/25/2023. Sandy O’Leary abstained as she was unable to attend the meeting.

03/18 – Motion to approve the variance request of Unit #161 by Ed Litke to approve the variance request of Stanley Murzyn, unit 161, as submitted at our March 15 board meeting, pages 37-39, with the following additions:
1 the walkway will provide a brief drop-off and pick-up “only.”
2.2 when working with the curbing, the contractor will be ADA compliant. “
The Second was received by Jim Fuda and unanimously approve (6 Yes, 0 No).