Meadow Hill, Inc.
Minutes of Executive Board Meeting
October 18, 2023
Associated Package/Agenda <agenda> <package>
Executive Session
The Executive Session convened at 12:30 PM by President Jim Fuda with Board members present: Ed Litke, Brenda Berk, Dave Faxon, Ron King, Walter Brownsword, and Donna Whalen. Sheila Duncan of Imagineers joined the meeting at 1:00 PM
Per state law, voting on any issue discussed in the 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 the Executive Session.
The Executive Session closed at 1:20
Open Session
The Open Session convened at 1:30 PM
Roll Call: Present: J. Fuda, E. Litke, B. Berk, D. Faxon, R. King, W. Brownsword, D. Whalen.
President’s Remarks: Mr. Fuda thanked the committee members who organized the Transitional Living seminar. The seminar was very informative and well attended. A big thanks to Deb Wellington, Bonnie Brooks, Kathy McCarthy-Proulx, Joann Guild, and Joan Wentworth. Great job, Ladies!
Hearings Scheduled
The residents of 76 HWS have requested a private hearing on the outstanding balance on fines from rules violations. The private hearing will be held on Monday, October 23rd, at 1:00 PM.
The hearing regarding the unresolved rules violation about a door at 258 HWW was closed because the owner was not present at the time. The Board will decide on fines in 30 days.
The owner came later to the meeting. He explained that the door had been delivered and was in his garage. It will be installed next week.
Minutes of the September 20, 2023, Executive Board Meeting were approved by email.
Treasurer’s Report: Ms. Berk reported the following.
*Key Bank CD earned $522.44 in the month of September. Total expected to earn over the 10 month period will be over $5.5K
*Line items over budget year-to-date include legal fees, Electricity, Master Insurance Policy, Health Insurance, Tree Maintenance, Mulching, Fertilization, Pool Supplies, and Maintenance and Repairs.
*Interest paid on the wiring project will be returned to the reserve account when the project is finalized.
Maintenance Report:
Pool closed, Irrigation System closed, Greenhouse to open soon, and most roof moss has been removed.
Manager’s Report: Sheila Duncan
This report can be found in the October packet on page 29.
Committee Reports:
Grounds: Mike Proulx announced that Fall projects were all wrapped up.
Trees: Gene Flynn
We will be removing the smaller tree stumps, left behind from the tree removal in the next week. The larger stumps will be removed next month.
Maintenance Committee: Walter Brownsword
The committee budget has been finalized. Flat roof remediation has started-The 2 large and 2 small roofs will be replaced by year’s end. Road sealing will begin soon. The retention walls have been reviewed, and there are no immediate problems.
Social Committee: Donna Whalen
Halloween Party Flyers have been sent out by email. Please RSVP if you plan to attend. We will need a head count.
Save the Date!!: Meadow Hill Holiday Party will be on Friday, December 1st! This will be a catered affair.
Welcome Committee: Gene Flynn
Suz Fields has been trained to be our new Welcome Ambassador.
Long Term Planning Committee: Jim Fuda
Our 2 major projects are coming to an end. (13 Units remaining for the Wiring Project)
The garages will be wired and inspected at the end of October.
Hollister House Proposal: See New Business
Open Forum
*Connie Liscomb (191) Asked when the garages will be wired.
Answer: At the end of October. Residents will be notified 3 days in advance.
Connie also thanked “The Cat Rescue Team” of Darien, Mike, and others who rescued a very scared cat from a tree last week!
*Mike Proulx (314) asked if our HOA fees will be substantial. Mr. Fuda let everyone know that the budget has not been finalized yet. When the budget is finalized, there will be a letter explaining the increase.
*Deb Wellington (292) Has asked everyone who attended the Transitional Living Seminar to fill out the feedback form. She would also like recommendations for future seminars. What would you like to see next?
Deb also asked about the option of Zoom Board Meetings for the winter months. Yes! There will be that option!
*Linda Fay is having difficulty reading the emails on her Apple Devices. The answer to those having the same difficulty is to use a different browser-like Chrome. Hope this works!
New Business
Hollister House Proposal is in the October packet on page 41. We encourage all residents to read this over carefully. We will need 80% approval from the residents to move forward with the proposal. There will be a letter going out to explain this proposal. There will be a community vote on this item. A formal Packet is to be distributed to all residents.
- Bouchard #171-New Railings etc. The Board reviewed the Variance Application. Motion to approve the Variance Application made by W. Brownsword, seconded by E. Litke. Vote: Yes-7, No-0. Unanimously approved.
Board Positions: Mr. Fuda announced that Dave Faxon and Ed Litke are retiring from the Executive Board. We all thank them both for their time, wisdom and insight. Jim also proposed a motion be made to appoint Deb Wellington and Paul Jenkins to the Board to finish their terms. Motion to appoint Deb Wellington and Paul Jenkins to the Executive Board was made by R. King and seconded by E. Litke. Vote: Yes-7, No-0
Adjourn: The meeting was adjourned at 2:23 PM. Motion to adjourn was made by W. Brownsword and seconded by R. King. Vote Yes:7, No:0
Time of Adjournment: 2:23 PM
Minutes Submitted by: Donna Whalen Minutes approved by email. Vote: Yes-5, No-0. D. Faxon and Ed Litke are no longer board members, and therefore did not vote.