Board Minutes May 2023

.

Meadow Hill, Inc.
Minutes of Special Board Meeting
May 10, 2023

Associated Package/Agenda <read>

The Executive Board conducted an informational meeting on May 10, 2023, with representatives of Chase Bank of Glastonbury. The meeting was duly posted five (5) days in advance of the meeting in accordance with the Meadow Hill By-laws and was an informational meeting only. No Board action was contemplated, nor was formal action taken.

The meeting started at approximately 3:30 PM.

Board members in attendance were President Toni Dolan, Vice-President Ed Litke, Secretary Jim Fuda, Directors, Dave Faxon, and Ron King. Sandy O’Leary was unable to attend due to.  A family event out of state.

Representatives of Chase Bank in attendance were Sheila Iglesias, Vice President and Branch Manager, Luis Gavilanes, Vice President and Senior Relationship Manager for Non-Profits, and Roberto Rabassa, Vice President of Investments.

Director Dave Faxon moderated the discussion which included an informal presentation of investment options and programs for the Executive Board to consider on the Meadow Hill Reserve Funds to improve the returns on our funds while minimizing risk.

Residents in attendance participated with questions to the Chase representatives.

Adjourn – The meeting was adjourned at approximately 4:45 PM. Jim Fuda moved, seconded by Ron King, and unanimously approved by the Board (5- Yes, 0 – No).  Sandy O’Leary abstained as she was unable to attend.

Time of adjournment – 3:30 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote: 06/02/2023; Yes, 5– No, 0.  Sandy O’Leary abstained as she was unable to attend the meeting.

 

Meadow Hill, Inc.
Minutes of Executive Board Meeting
May 17, 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, 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 1:32 PM

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 made a special announcement as this was her last Board meeting as President. She expressed gratitude and praise to all the volunteers, committees, and past Board members for all their support to her during her Presidency and for the unselfishness of all who volunteer at Meadow Hill to make it the community it is.

Hearings 

Public hearings were conducted by the Board.

  • Unit #258 / John Brendal –prior to the start of the hearing, Secretary Jim Fuda recused himself as he is a direct neighbor of Mr. Brendal. Mr. Fuda left the table and sat in the audience. The hearing was conducted following two notices of violation were sent and no response was received from the Unit Owner. Mr. Brendal shared he has been hampered by supply chain issues and the measurements of the door require a custom non-stock door. He indicated he has placed an order with Home Depot. The door should be installed in 6 to 8 weeks. The Board will render a decision within 30- days.

Mr. Fuda returned to his Board seat after the hearing of Unit #258.

  • Unit #76 / Mark Pawshuk – Mr. Pawshuk requested the Board consider ending his suspension of the use of the amenities. He stated he was sorry for his past behavior and has not had any recent incidents. Testimony of support was provided by Unit Owners Theresa Purcell (#50), Kathy Collins (#272), and Linda Fillion (#182).

At the request of Vice President Litke, Sheila Duncan noted the history of past behaviors resulting in the suspension of privileges to use the amenities and the fines. Noted were the initial improper use of the clubhouse and behavior, public urination leading both resulting in arrests by the Glastonbury Police Department, and alleged harassment of a female at the pool.

The Board will render a decision within 30 days. 

Minutes – Minutes of the April 19, 2023, Executive Board Meeting were unanimously approved by e-mail vote (Yes-6, No-0) on 5/4/2023.

Treasurer’s Report – Sheila Duncan provided an overview of the financials included in the Board Packet.

Maintenance Report – Darien Covert reported that Work Orders are being responded to and addressed. Work completed this month from the Project List were – garden plots rototilled, irrigation system running, the pool being prepped for Memorial Day weekend opening, and stairs near the pool and Unit #129 to be repaired.

Manager Report – Sheila Duncan of Imagineers reported the annual review of the employee dental plan was in process, the pool inspection is scheduled for May 24th, and an executed Hold Harmless Agreement from Unit # 324 (Luther Weeks) was received.

 Committee Reports

  • Grounds – Mike Prouix, Committee Chair reported the approved Spring Planting Plan is underway with plants being ordered this week and planting to start the week of 5/22. A second pollinator garden has been tilled and seeded and Mike is looking for volunteers to water the garden until it is established. He also noted that signs have been added in memory of former Ground Committee volunteers – Jack Raycroft and Norman Gordon. Consultation with the District Soil Conservation Service for evaluation of planting grass recommended soil testing be done. This is a free service of the SCS and will be done prior to the fall.
  • Trees – The budget will be submitted to the Board once the estimate from Watson Tree is submitted to the Tree Committee.
  • Long-Term – Jim Fuda, Committee Chair reported the aluminum wiring remediation project is continuing with 40% of the units completed as of last week. Work will continue to be scheduled as long as the connectors are available. The delay in the supply chain for connectors in filling the order is delaying the estimate of a completion date.

The committee is developing a report on options for revenue generation for the Hollister House. The report will be submitted to the new Board for their review.

  • Rules –Toni Dolan, Committee Chairperson reported comments from the April meeting from residents were reviewed and changes made. The final version was included in the May Board packet. Comments from the residents expressed a concern that changes to Section 21.3 was a major change from the April version and wanted more time and a process for input before the Board voted on the Rules. After hearing further comments from those in attendance the Board acted. on as follows: Jim Fuda proposed the following motion: to approve the proposed Rule Changes dated 05/08/2023 which were included in the May 17th Board Packet except for Section 21.3. Section 21.3 will be open to comments in writing from residents for the Board to consider before finalizing Section 21.3 at a later date. The motion was seconded by Ed Litke and unanimously approved by the Board (Yes-6, No-0). Motion passed.
  • Fire Rebuild – Jim Fuda reported the building construction is complete and the units are both occupied by the Dolans and Molly. Site work and restoration of grass and landscape areas are being completed by our Maintenance Staff as part of the Rebuild project. The final electric service is still delayed. Once the parts are received, permanent electric service connections will be made, and the units and all garages able to have power. The resolution of insurance funding is ongoing and will be finalized in the next thirty days. The approximate Unit Owner cost is $1,200 per unit. Once the number is finalized a letter will be sent to each Unit Owner.
  • Maintenance – Bob Kolwicz, Committee Co-Chair reported the inspection for walls and stairs was completed. The report identified two locations of stairs that need repair. A Work Order was submitted and discussed at the weekly Maintenance meeting. Darien is addressing the request. Bob also identified a section of rotting facia board at the Clubhouse to be replaced and an area of erosion near a section of the wall which will be discussed with the Unit Owner.
  • Social– Sandy O’Leary, Chair of the Committee information has been sent out for the May 25th “Meet and Greet” event and plans are being formulated for an early summer event.

Open Forum

  • Deb Wellington (#292) – questioned why the proposed rule changes did not restrict access to Dogwood Lane. She also suggested we should allow residents to pay for their estimated costs of the Special Assessment for the Aluminum Wiring Remediation Project to save interest costs.
  • Roger Bouchard (#171) noted one dead tree and one stressed from trees near the tennis courts. Darien to address.
  • Walter Brownsword (#272) – noted many areas of mature landscaping needs to be evaluated and addressed. He also inquired what the process is for the enforcement of the Rules.
  • Mike Proulx (#314) – was not in favor of the change to paragraphs 21-3 and suggested more time is needed.
  • Kathy Prouix (#314) – opposed the proposed change to paragraph 21.3 of the Rules and suggested more time is needed.
  • Susan Wallace (#227) – suggested more time is needed for the review of the recent changes to the Rules.

Old Business – None

New Business

  • Unit #105 (Vicki Germani) Variance request for the installation of new windows was approved unanimously. The motion for approval was made by Jim Fuda and seconded by Sandy O’Leary and received 6 Yes, 0 No votes. Motion carried.
  • Unit #102 (Brenda Berk) Variance request for the conversion of her existing three-season room to a year-round room was approved unanimously. The motion for approval was made by Jim Fuda and seconded by Dave Faxon and received 6 Yes, 0 No votes. Motion carried.
  • Central Paving Proposal dated 10/11/2022 and revised and explained by Darien. The proposal contains three items. Item 1 and 2 provides a scope and fee for paving at two locations (near Unit #112 and near Unit #139). The third item is to provide a paved ramp in place of stairs near Unit #50. The Board took the following actions:
    • A motion was made by Jim Fuda, and seconded by Ed Litke to not approve Item #3, the paved ramp in place of stairs at Unit #50 and to direct Darien Covert to repair the existing two stairs. The motion was unanimously approved. 6 Yes, 0 No votes. Motion carried.
    • A motion was made by Jim Fuda and seconded by Ron King to approve the proposal for Items 1 (Unit #139) and 2 (Unit #112) totaling $797.63. The motion was unanimously approved. 6 Yes, 0 No votes. Motion carried.

Adjourn – The meeting was adjourned at 3:13 PM. Jim Fuda moved, seconded by Ron King, and unanimously approved by the Board (6- Yes, 0 – No).

Time of adjournment – 3:13 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote 06/02/2023; Yes, 6– No, 0 

Email Votes – 04/20/2023 to 05/16/2023 The following votes were made since the last Board meeting and are recorded as part of these notes:  

  • 05/04 – The motion to approve the minutes of the April 19, 2023, Executive Board Meeting by Toni Dolan and seconded by Jim Fuda, was unanimously approved by e-mail vote (Yes-6, No-0) on 5/04/2023.