Board Minutes January 2024

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Meadow Hill, Inc.
Minutes of the Executive Board Meeting
January 17, 2024

Associated Package/Agenda <package>

Executive Session

The Executive Session convened at 12:30 PM by Sheila Duncan of Imagineers.  Board members present: Jim Fuda, Walter Brownsword, Ron King, and Paul Jenkins.  Deb Wellington and Brenda Berk attended remotely.  Sheila Duncan, Kristin Davis of Imagineers, and Scott Sandler of Sandler & Hansen attended. Absent: Donna Whalen

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.

Open Session 

  1. Call to Order -The Open Session convened at 1:33 PM.
  2. Roll Call – Present: Jim Fuda, Walter Brownsword, Paul Jenkins, Ron King. Deb Wellington attended remotely. Absent: Brenda Berk, Donna Whalen.

III. President Remarks – President Fuda thanked Sheila Duncan of Imagineers for her years of service to Meadow Hill and welcomed Kristin Davis, who was announced as Sheila’s replacement for the Meadow Hill account. Sheila announced at the start of the meeting that she had recently been promoted to the Rental Division of Imagineers and introduced Kristin Davis to the Board and Meadow Hill community.

President Fuda expressed condolences on behalf of the Board to the family of Kathy Hoogewerff and congratulations to Connie Abbott for celebrating her 100th birthday.

Mr. Fuda also provided a summary of the Planning Committee meeting of the Board held on January 10th and documented in the Meeting Minutes, which were available at the meeting.

  1. Financial Report – Sheila Duncan of Imagineers summarized the financials in the distributed Board Meeting packet. The financials closed the year better than projected with a loss of $9,348.
  2. Manager’s Report -Sheila Duncan reported key activities completed and documented in the Executive Board Packet

Vl. Maintenance Report –Darien reported that 36 units remain to be completed for the Annual Inspection, work on the Project List will start on March 1st, the winter project of white house numbers will start (garages will remain black), and siding and trim will be done when the weather is warmer.

VII. Committee Reports

  • Grounds: Mike Proulx reported that the Committee is working on the proposed spring planting plan for presentation to the Board. They are also evaluating and reviewing the testing results with a soil expert to identify alternatives to turf grass and potential next steps for sustainable planting. An evaluation of the soil at the river garden is also being done. At the request of the President, Mike will coordinate with maintenance (Walter Brownsword and Darien Covert) for a possible alternative location for the garden.
  • Maintenance: Walter Brownsword reported that 36 units remain to complete the Annual Inspection. The Committee is also looking at developing vendors who will provide preferred pricing for dryer vents and gas fireplace logs for cleaning. Notices will be provided to Unit Owners one year before the 10-year milestone listed in the Rules.
  • Communications: Gene Flynn is working with Kim Trella on a proposal for consideration by the Board for the use of Facebook as a community communication tool.
  • Welcoming: Two new residents were welcomed – Unit #170, Tom and Janie Spada, and Unit #108, Bernice Bernstein.
  • Long-Term Planning: Mr. Fuda reported that their focus will be on the Hollister House. The committee is working on prioritizing the list for 2024.

VIII. Open Forum

Residents were given time to express their opinions and suggestions at this time. Comments or suggestions made were a) water heater warranties are less than the 10-year rules, b) an increase in insurance of about $43 if the Association deductible changes to $50,000 (Board welcoming resident input on increases in HOA policies of residents), c) response to financial questions on credits in financial report clarified by Mr. Fuda as given for the wiring project, and d) concern of the use of Facebook.

  1. Old Business:
  • Aluminum Wiring is completed, and the Board will develop the Project Analysis to close the project.
  • Hollister House is waiting for two potential offers.
  • Garage Repairs for Units 100,112,126,128,142,144 – insurance claim completed and construction to repair the damages to begin within two weeks. Unit Owner’s insurance will pay for the damage. The Association has no financial exposure to this claim.
  1. New Business: No new business came before the Board. E-mail votes taken since the last meeting are as follows:
  2. 1/17/2024 – Planning Committee minutes of 1/10/2024 unanimously approved (7-0).
  3. 1/15/2024 – Variance request from Unit #179 for an outside railing was unanimously approved (7-0).
  4. 1/15/2024 – Variance request from Unit #170 for replacing a patio door unanimously approved (7-0).
  5. 1/16/2024 – Authorized the President to execute the contract from Imagineers Construction to complete the garage repairs for the insurance claim. Motion made by Jim Fuda, second by Ron King, and approved (5 yes, 0 no; no vote received from Ms. Berk or Ms. Whalen).
  6. Adjournment: A motion to adjourn was made by Paul Jenkins and seconded by Ron King and unanimously approved (5 yes, 0 no)

Time of Adjournment: 2:35 PM

Minutes Submitted by: Jim Fuda

Minutes Approved: Yes: 5, No: 0. Ms. Berk and Ms. Whalen abstained.

Next Meeting: The next meeting of the Meadow Hill Executive Board is the Planning Committee meeting scheduled for February 7th at 10 AM and the Executive Board meeting on February 21st at 1:30 PM.

 

MEADOW HILL, INC.
EXECUTIVE BOARD PLANNING MEETING
January 10, 2023
MINUTES

ATTENDEES: Jim Fuda, Brenda Berk, Walter Brownsword, Paul Jenkins, Ron King, Deb Wellington (Remote)

SUMMARY OF DISCUSSION

  1. Insurance – The board discussed the possibility of increasing the deductible on the Master Policy from $25,000 to $50,000. The change in the deductible would provide a $20,000 decrease our policy premium. The Board will further research to understand the potential impact on Unit Owners.
  2. Risk Management Committee – Deb Wellington will lead in reaching out to the community for interested members to serve the committee. The primary function is evaluating and assessing insurance coverage for the Board, working with our insurance agent, educating the community, reducing losses, being proactive on maintenance, and taking care of our infrastructure.
  3. Reserve Study – will have Imagineers pursue proposals to update our 2009 Reserve Study.
  4. Maintenance
    1. Discussed High-Risk elements and the value of seeking preferred vendors for water heaters, gas log fireplace burners, and dryer vents. Walter Brownsword is handling it.
    2. The annual inspection is 30% complete.
    3. The Maintenance Committee will identify water heaters that need to be replaced to comply with the ten-year rule requirement. It will coordinate with Imagineers to send this notice one year before the replacement is required.
    4. The committee is working on prioritizing a list of deck repairs. The Maintenance recommendations will be made to the Board in the first quarter. The approach will need further discussion.
    5. The Maintenance Committee is developing an inventory of walks to deal with erosion and poor drainage areas, which create potential areas prone to slips and falls.
    6. Additional volunteers are needed for the Committee.
  5. Documentation – The board discussed a range of topics surrounding documentation. Highlights of those topics are as follows:
    1. Rules and Regulations Summary – a draft of a summary of our rules will be circulated by Deb Wellington to the Board and Committees (Communication, Maintenance, Trees, and Grounds) for review and comment. The summary will educate all unit owners of the Rules and Regulations at Meadow Hill.
    2. Resident Handbooks – Deb Wellington will circulate an outline of a proposed Resident Board Handbook. The guideline aims to document processes and procedures for Residents to understand living in a condominium community without duplicating areas covered in our Condominium Documents.
    3. Centralized Filing – The board wishes to develop a centralized system for document storage and archiving old documents and placing them in a secure central location. Brenda will discuss the potential of the MeadowHill.net website for this purpose with Luther Weeks.
    4. Rules and Regulations – update on areas – furnace filters, pets (adding cats), and adding rules regarding gas grilles and “live” Christmas trees. Grilles may be an ad hoc committee focusing on that one issue.

Approval: Unanimously approved by e-mail vote (6 yes, 0 no, 1 abstention by Donna Whalen).