Meadow Hill Inc.
Executive Board Meeting Minutes
August 16, 2023
Associated Package/Agenda <read>
Executive Session
The Executive Session convened at 1:00 PM by Manager Sheila Duncan. Board members present:
Mr. Fuda, Ms. Berk, Ms. Whalen, Mr. Brownsword, Mr. Faxon, Mr. Litke. Absent: Mr. King
Per state law, voting on any issue discussed in the Executive Session is done in the Open Session of the Board of Directors meeting.
The Executive Session closed at 1:30 PM
Open Session
The Open Session convened at 1:35 PM.
Mr. Fuda’s opening remarks centered around the completion of our big projects this year. The Fire Rebuild/Insurance Payments and the Aluminum Wiring Remediation are expected to be completed this fall. He stated that it’s time to start looking ahead to what’s next for Meadow Hill. He suggested our October Meeting should be an evening meeting to gather community input to help us determine some long-term goals for Meadow Hill.
Financial: Ms. Berk
*Income on target with budget.
*We are currently not funding the reserve account and have taken additional money out as has been deemed necessary. We are overspending.
* As we budget for next year, our goal is to fund a budget to enable us to contribute to the reserve fund.
Maintenance: Mr. Covert
*Working on summer work orders. 80% complete.
* New fencing installed and to be painted in the barn area.
* New paving near trash receptacles of Unit #159.
Manager’s Report: Ms. Duncan
Special Assessment Notices have been sent out for the Fire Rebuild shortfall.
Committees
Grounds: Mr. Proulx
*Grounds has money in the budget to tackle the pre-fall list.
Trees: Mr. Flynn
*Trees are being removed by Watson’s. These three trees are being taken down for safety reasons. A thanks to Darien for negotiating this job at a reduced price.
*We will be seeking an estimate on the stump removal.
Maintenance: Mr. Brownsword and Mr.Kolwicz
*Planning to meet more frequently to address issues in a timely manner.
*More mosquito doughnuts have been added to the drains.
Communications: Mr. Flynn
*Suz Fields and Denise Weeks have volunteered to replace Nancy Maloney as our Welcome Committee. Thank you, Ladies!
*Robin Castano and Diane Sikorsky have volunteered as contributors to The Lark. They would like to get back to a monthly publication. Thank you, Robin and Diane!
Social: Ms. Whalen
*Les Rottner’s quartet will be at the clubhouse on Sunday, August 20th. Come and enjoy the music.
Long-Term Planning: Mr. Fuda
*In the future the committee will share some ideas about how to best utilize the Hollister House.
*Looking forward to completing the Fire Rebuild to reconcile our finances.
*It’s time to designate and prioritize our long-term projects.
Open Forum
Linda Fillion #182-When talking to her insurance agency, about her fire rebuild coverage, they let her know that Bouvier Insurance was a great firm. That’s good to hear!
Deb Wellington #292-Asked about the cost of the tree removal. We spent $7,500+ on the tree removal because they were deemed a safety hazard.
Also, asked how we got to overspending. Mr. Fuda assured her we are aware of the overspending and will have more answers as the finance committee delves deeper into the books. Ms. Berk would like to see if there was an accountant at Meadow Hill who would volunteer their time to the finance committee to help with that task. Ms. Wellington volunteered to help find one! Thanks, Deb!
Eileen Rotharb #174-Would like to see the trash and recycle labels enhanced. A reminder to all that sometimes the trash collectors replace the bins in the wrong place. Remember blue for recycling and green for trash.
Bonnie Brooks #240-Suggested Meadow Hill provide a seminar on transitional living. The Social Committee will work with Bonnie to bring this to fruition.
Kathy Proulx #314-Wanted the Board to know that she liked what she sees happening with the new Board. She is working with a few other residents to bring any issues that arise from their discussions to the Board. We hear you, Kathy, and will continue to listen to all!
Old Business
Mosquito Update
*More mosquito doughnuts have been put in.
*Darien informed us that they did spray at the pool, and it seems to be working. They will spray again.
*A decision was made not to have the whole community sprayed at this time- as it is expensive and not effective.
Fire Rebuild
Insurance letters have gone out and payments are coming in. If any resident finds this a financial hardship, speak with Sheila Duncan at Imagineers. We can always work something out.
Aluminum Wiring Remediation
This project should be completed by October. This is 6 months past the deadline, because of material shortages. We have asked Windsor Federal to extend the loan, and they cannot. We have decided to move forward as planned. Letters will be sent out with the final assessment. We want to start paying for the loan.
Adoption of Rule 21.3
Mr. Fuda called for a motion to adopt Rule 21.3. The motion was made by Mr. Litke to adopt the new 21.3 rule. This motion was seconded by Mr. Faxon.
Vote: Yes-Fuda, Berk, Whalen, Brownsword, Faxon, Litke. No:0 Absent: R. King
A reminder that going forward starting in the Spring of 2024, you will not be allowed to grow vegetables in the ground at your condo. They must be in pots.
Dogwood Lane
Mr. Fuda reported the Board has received input from our Attorney Scott Sandler on Dogwood Lane. The Board will review the letter and discuss potential options for traffic controls requested by the residents of Dogwood Lane.
New Business
Mr. Fuda called for a motion to send a letter to the owner of Unit #258 to inform him that he has gone beyond his 90 days to install a new door. Motion made by Mr. Brownsword and seconded by Ms. Berk.
Vote: Yes-Fuda, Berk, Whalen, Brownsword, Faxon, Litke. No:0 Absent: R. King
Mr. Fuda called for a motion to approve the revisions to Unit#84, with provision of changing the location of the AC compressor and ensuring the grids for the French doors are brown. Motion made by Mr. Brownsword and seconded by Ms. Berk.
Vote: Yes- Fuda, Berk, Whalen, Brownsword, Faxon, Litke. No-0. Absent: R King
Mr. Fuda called for a motion to approve Unit#7 Window replacement plan. Motion by Mr. Brownsword, Seconded by Ms. Whalen
Vote: Yes-Fuda, Berk, Whalen, Brownsword, Faxon, Litke. No:0 Absent: R. King
As there was no more business to discuss, Mr. Fuda asked for a motion to adjourn the meeting. The motion was made by Mr. Brownsword and seconded by Mr. Litke.
Meeting adjourned at 3:05 PM
Minutes Approved: August 21,2023-11:30 AM–Yes: Fuda, Berk, Whalen, Brownsword, Faxon, Litke -No:0
Minutes Submitted By: Donna Whalen
The following are e-mail votes recorded since the last Executive Board meeting on July 19th:
08/03 On a motion made by Jim Fuda and seconded by Ed Litke to approve the Cigna Healthcare plan recommended by Bouvier with an effective date of 09/01/2023. Unanimously approved (7-0)
08/07 On a motion by Brenda Berk and seconded by Ed Litke, the Board voted to approve the request of Gene Flynn, Chairman of the Tree Committee to transfer $7,600 from the Reserve Funds for the removal of three trees which pose a significant risk to the community. Unanimously approved (7-0).
Meadow Hill Executive Board
Record of e-mail Votes
May 16 to June 23, 2023
The following are the email votes from May 16 to June 23, 2023.
06/02 – Public Hearing of Mark Pawshuk of Unit #76 requesting the release from his suspension to use the amenities at Meadow Hill was denied. The motion to deny was made by Ed Litke, seconded by Ron King and approved 5 Yes, 0 No. Sandy O’Leary did not vote. Denied.
06/02 – Public Hearing for Violation at #258 HWW, John Brindel. A motion to approve the replacement of a damaged storm door to the unit was approved with a 60-day schedule starting May 17, 2023, for the completion of the installation based on the applicant’s representation was made by Ed Litke, seconded by Ron King, and approved 5 Yes, 0 No, and one abstention. Jim Fuda recused himself from the hearing and did not vote on the motion.
06/02 – Minutes of 05/17/2023 Executive Board Meeting Upon a motion to approve the Minutes of the 05/17/2023 Executive Board meeting was made by Ed Litke, seconded by Dave Faxon was approved by the Board with 5 yes, and 0 No votes. Sandy O’Leary did not vote.
06-02 – Awning Replacement for Unit #6< Caroline Stevas Upon a motion made by Toni Dolan, seconded by Jim Fuda, the Board voted unanimously to approve the replacement of the powered awning. 6 Yes, 0 No (6-0 unanimously approved)
06/02 – Tree pruning and removal Request from the Tree Committee Upon a motion by Toni Dolan and seconded by Ed Litke, the Board voted unanimously to approve the request for tree pruning and removal submitted by Gene Flynn, Chairman of the Tree Committee. 6. Yes, 0 No (6-0)
06/23 – Minutes of 06/21/2023 Executive Board Meeting – Upon a motion to approve the Minutes of the 06/21/2023 Executive Board meeting was made by Dave Faxon, seconded by Jim Fuda was approved unanimously by the Board with 7 yes, and 0 No votes. (7-0. Approved).