Board Minutes February 2024

.

Meadow Hill Inc.
Minutes of the Executive Board Meeting
February 21, 2024

Associated Package/Agenda <package>

Executive Session

The Executive Session convened at 12:30 PM. Board Members present: Jim Fuda, Donna Whalen, Ron King, Walter Brownsword, Paul Jenkins. Deb Wellington and Brenda Berk attended remotely. Kristin Davis of Imagineers was in attendance.

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 Open Session note below for any action necessary by the Board on any item discussed in Executive Session.

Open Session

  1. Call to Order– The Open Session convened at 1:35 PM
  2. Roll Call – Present: Jim Fuda, Donna Whalen, Ron King, Walter Brownsword, Paul Jenkins. Deb Wellington and Brenda Berk attended remotely.

lll. President’s Remarks –

The Rewire Project – CPA Dan Levine will check over the financial close to this project and the community will be given a final report.

Mr. Fuda discussed our long-term plans developing along three (3) lanes.

*Develop a Five (5) Year Master Plan in which we will prioritize and invest in our grounds and infrastructure. The plan will be a collaborative effort of Maintenance, Ground, Trees. The Master Plan effort will also include a Long-Term Finance component to develop financing options for the future to fund and prioritize the Master Plan.

* Capital Improvement Plan and Financing will be developed in parallel to the Master Plan and based on recommendations from the Reserve Study to be performed this year.

*Risk management and insurance are crucial aspects of our organization. To minimize loss claims, we need to adopt a proactive approach towards risk management. In order to achieve this, we will implement a multi-tiered effort that involves managing and evaluating our insurance policies and coverages, providing education to our community on managing risks, and developing strategies to reduce and mitigate our loss history.

lV. Minutes – Mr. Fuda informed us that the minutes of the January 2024 Board Meeting and the February 6th Planning Meeting were voted on and approved via email. The minutes are posted on both the Pilera and Meadow Hill websites and were e-blasted to the community.

  1. Financial Report – Brenda Berk- Income of $65,489 which is $8,687 higher than the prior year’s monthly revenue. CAI paid their January rent too late to be included in the January income. Also, the $514.47 interest on the key Bank CD was not booked. The miscellaneous income in the amount of $4301 is the money paid by those unit owners who had panel replacements completed. Salary expenses are over budget due to one week of December booked in January. In addition, there was extra payroll expense due to snow removal. There were two deliveries of salt and one round of applied to our roads by Highlight Landscaping.

Vl. Manager’s Report – Kristin Davis of Imagineers reported key activities completed and documented in the Executive Board Packet.

Vll. Maintenance Report – Darien reported that the red and gray units house numbers have been painted white and put back on the residences. High Risk inspections are almost complete. He reports that there are 4 more that need to be completed. Work orders are up to date.

Vlll. – Committee Reports –

Grounds – Mike Proulx. The committee will be doing their Spring walk-around to identify areas that need work. Also, Mike reminded everyone that they will be hosting a “Green Day Event” on May 18th at the clubhouse. This event will be educational and social. Look for a flyer in April!

Mike reported on the health impact the flooding had on the river garden. Bacterial pollutants will not be an issue. To get the ground tested for heavy metals we would have to know which heavy metals to test for. He was informed that the use of heavy metals has decreased. The river garden could be used for above ground plants, but not for root vegetables. He expressed concerns about putting money into the river garden because of the flooding. The committee is exploring the possibility of an alternative site for the garden. You can find more of their findings in the February Board Packet. The Board will take the report on the gardens under advisement for future discussion.

There was no report from The Tree, Communications, or Welcome Committees.

Social Committee– Donna Whalen

There are two upcoming events this spring. On April 25th at 4:00 PM, the Glastonbury Police will give a presentation on Elder Fraud. Residents will be receiving a flyer with more information.

May 18th-The Grounds Committee will be holding a “Green Day Event”. An educational and social event on all things gardening! More information to come.

lX. Long Term Planning Committee

Mr. Fuda informed us that Toni Dolan, Dana Kubachka, and Tim Reid have joined the committee.

  1. Risk Management Committee

Deb Wellington and Tom Bailey are working with Bouvier to review our current insurance policies and will develop a report for the Board.

Xl. Capital Improvement

We need volunteers for this committee. Anyone interested in joining, please contact Mr. Fuda. 

Xll. Legislative Committee

Luther Weeks will be our point of contact for all State Legislature and CAI actions relating to Condo Associations.

Xlll. Open Forum

Residents were given time to express their opinions and suggestions at this time. Comments and suggestions were made on a. Continuing to use the mosquito dunks in the catch basins, b. A concern that moving the garden up to the road would take away from the curb appeal of the community, c. There should be a handicap accessible bathroom in the clubhouse, or a way to access the bathroom for those who cannot use the stairs. d. Concerns about giving individuals credits for the rewire wasn’t in the spirit of the condo association and may set a bad precedent.

XlV. Old Business

  • Increase of owner deductible-pending-more information before any decisions are made.
  • Aluminum Wiring Project Update – Pending –
  • Dryer Vent and gas log cleaning – in progress – every 2 years
  • Hollister House Update – offers have been extended and a recommendation from the LTC to the Board is being reviewed and considered.
  • Garage Damage to Units 100,112, 126, 128 – Work is completed. Zero loss to the association.
  1. New Business
  • Reserve Study status of proposals/selection process – in progress.
  • Water heaters in bedrooms. Walter Brownsword gave us this update: Gas water heaters cannot be put in bedrooms in NEW construction. Gas heaters can be replaced in existing structures but will require unit owners to pull a PERMIT from town hall. The installation must be completed by a certified contractor and inspected by the town. Unit owners are responsible for getting a permit and inspection.
  • River flooding and garden report – This was covered by Mike Proulx in his Grounds Committee Report.
  • Identify the nomination committee and schedule. Directors Ron King and Paul Jenkins will be heading this committee. Ed Litke has also volunteered to help the Committee. The committee will be meeting in March.
  • Litigation on Stevas/Unit 6 against the Association and Unit#10 – This is in the hands of our insurance and attorney.

XVl. Votes

A motion to approve the True Green Contract for fertilization cost of $9,100, was made by Mr. Brownsword, and seconded by Mr. King. The vote was unanimously approved. (7 yes-0 No)

XVll. Adjournment – Motion to adjourn was made by Mr. Jenkins, and seconded by Mr. King, and unanimously approved (7 yes, 0 no)

Time of Adjournment: 2:38 PM

Minutes Submitted by: Donna Whalen-Secretary

Minutes Approved: By email on February 28, 2024

Next Meeting:  Planning Committee – March 6th, Executive Board Meeting – March 20th.

Meadow Hill Executive Planning Committee Meeting Minutes
February 7, 2024

The Executive Board is adding a meeting with the purpose of planning and discussing topics regarding the operation and functioning of Meadow Hill. The planning meeting allows more time for the Board to discuss topics in more detail and depth than time permits at the monthly Executive Board Meetings. The planning meeting is open to residents’ attendance as it is an open meeting per our by-laws. No actions will be voted on or taken at this meeting. Discussion is limited to Agenda items.

The Planning Committee meeting convened at at 10:00 AM by President Jim Fuda—board members present: J. Fuda, D. Whalen, W. Brownsword, P. Jenkins, R. King and Kristin Davis, our new property manager from Imagineers. D. Wellington present through Zoom/B. Berk absent.

Agenda

  1. Updates from out 1/10 meeting
  2. Feedback on the premium increase for homeowners, if the Master Policy increases to $50,000.

Discussion on this subject looked at both sides of the issue. The pros of increasing the Master Policy is that Meadow Hill will save $20,000. The increase would also reduce our claims, which would positively affect our insurance premiums.

The Cons of the increase- It would mean that our residents will have to increase their Loss Coverage to be at $50,000. This means individual unit owner premiums could increase in the range of $43-$100, depending on their carrier. The Board discussed making the change later in the year to give the community a reprieve from additional expenses.

The Board will also explore changing the date of our premium for our annual renewal to the fall, allowing the Budget Committee to have firm numbers for the preparation of next year’s budget.

Imagineers will contact Bouvier for a Board presentation discussion on insurance targeting the March Board meeting with April as the fallback date.

  1. Status of the recruitment effort for the Risk Management Committee – Tom Bailey is joining this committee and additional volunteers are desired.
  2. Annual Inspection of High-Risk Components.
  3. Brownsword informed the committee that 80% of the units have been completed for the Annual Inspection of High-Risk Components. Some of the remaining units may be delayed until spring when owners return to Meadow Hill. These units will be inspected at the time access is available. Units not in compliance will be notified in writing by Imagineers.

Some of the high-risk components discussed:

  • Dryer Vents– Suggestion that everyone should have their vent cleaned this year, then we all start on the same page going forward. Imagineers will contact contractors to solicit interest and preferred pricing for residents to take advantage of.
  • Water Heaters in the Bedroom-Current Building Code may prohibit a flammable component (I.e gas water heater) to in a bedroom. Thie potential affects our four-plex units and possibly a handful of other units. Darien will send the new code information to Walter upon receipt from the Town of Glastonbury and update the Board at our February meeting. Per our current Rules, all new hot water heaters require a shut-off valve and leak pan.
  • Cleaning of Gas fire logs – the Board will evaluate a preferred vendor(s) and targeted schedules for the gas fire logs similiar to the approach with dryer vents and alternate years required. i.e. dryer vents in even years, gas logs in odd years.
  1. Feedback on the Residents Handbook – the Board had no changes or comments on the draft outline for the Resident’s Handbook.
  2. Rules and Regulations Summary. Mike and Kathy Prouix offered to edit and condense the Summary of the Rules and Regulations. The document will be provided to all unit owners and will be posted in our Resale Certificates.
  3. Status of Centralized Filing – Ms. Berk is on vacation and will report next month.
  4. New Items
  5. Information and discussion on Corporate Transparency Act – Davis will contact Scott Sandler and will report on this in the future.
  6. Board member education and budget. Board Members discussed and agreed to the importance of education programs and materials offered by the CAI-CT. All members have Membership Ids previously distributed and are encouraged to review and take advantage of the programs. Board members are willing to pay personally as there is no budget to pay for attendance to the seminars.
  7. Water heaters in the bedrooms. Jim recommended unit owners contact the town to check on any code changes. It is the unit owner’s responsibility.
  8. Board Communications and protocol. Board members’ concerns should be brought to President Jim Fuda first. He will then contact Kristen Davis of Imagineers, and they will address them together. The President is the point person for the organization, internally and externally and will channel requests with Kristin Davis, our property manager. Our contractors and professional services firms- legal, insurance, accounting etc. will take direction through Kristin and the President. The treasurer (Brenda) will have direct communication to the accounting lead at Imagineers. This protocol will be used moving forward.
  9. Establishing a Nominating Committee for the June 2024 Annual Election -We have four (4) members whose terms are up. J. Fuda, R. King, D. Wellington, P. Jenkins. Ron King volunteered to be part of the Nominating Committee. Brenda Berk has also expressed interest. Ed Litke will be contacted for his interest.
  10. Email Communication – There is a recommendation to manage Meadow Hill documentation and communication through email. A multi-tiered communication would reduce costs and paper consumption. This plan must include everyone-Those with email and those who do not have email. Eileen Rothfarb has volunteered to work with Paul Jenkins and Kristin Davis to compile this information.

Open Forum

Time was given for residents to weigh-in on these agenda items. The Board thanks all who participated.

Adjournment: A motion of adjournment was made by Walter Brownsword and seconded by Paul Jenkins and unanimously approved by those in attendance (6 – 0).

Time of Adjournment: 11:24 AM

Minutes Submitted by: Donna Whalen, Secretary

Minutes approved by email: 11:00 AM, February 10, 2024/Vote yes-6/No-0 Ms. Berk was absent, therefore did not vote.