Meadow Hill Inc.
Minutes of the Executive Board Meeting
March 20, 2024
Associated Package/Agenda <package>
Open Session
Call to Order– The Open Session convened at 1:35 PM
Roll Call – Present: Jim Fuda, Brenda Berk, Walter Brownsword, Paul Jenkins. Deb Wellington attended remotely. Donna Whalen and Ron King were unable to attend. A quorum was met with five members in attendance.
lll. President’s Remarks—The Executive Session will be held at the end of the Open Session. The board will establish a timeline and priority for projects under discussion, trying to be sensitive to the community’s financial impacts while investing in areas that must be maintained for the property’s upkeep and offsetting risks and insurance exposure from claims.
lV. Minutes—The minutes of the February 2024 Board Meeting and the March 6th Planning Meeting were voted on and approved via email. The minutes are posted on the Pilera and Meadow Hill websites, e-blasted to the community, and included in the Board Packet.
Financial Report – Brenda Berk-, Treasurer, reported income of $65,489 accrued for the month, and CAI rental income of $695 for January was included in the February payment. Other income comprises miscellaneous fees in the amount of $375 and Clubhouse rental of $150. Key Bank CD interest of $1,080.57 was booked to reserve income. Last month’s late entries were booked in February, and TD revenue and expenses are on target, with no unusual items to report.
Vl. Manager’s Report—Kristin Davis of Imagineers reported that the Town of Glastonbury is scheduled to paint hydrants and flush the water mains system on June 1st. She announced that Danielle Merritt is on maternity leave until June 12th. An announcement will be sent out. The Activity List dated 03/20/3024 is attached to these minutes.
Vll. Maintenance Report—Darien reported that the work on the garage door insurance claim is complete, as is Unit 217’s garage damage. Both were at no cost to Meadow Hill, as the Unit Owners’ insurance covered the repairs. Clubhouse LED lights were installed on the upper level, and the lights were replaced in the lower-level meeting room. The High-Risk Annual Inspection was completed. Coil stock is being ordered as repairs for wind damage siding have depleted stock.
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. The committee will be testing four alternatives to experiment with sustainable turf grasses. Walter Brownsword requested the committee look at slope treatments to establish vegetation and reduce erosion. The committee will investigate.
- Trees—Gene Flynn reported that tree removal in the Paddock area, approved by the Board, will begin once the area is dry and safe to work in. His committee is scheduled to walk the area and update the tree condition report.
- Communication /Welcome—The Board is reviewing the committee’s proposal to use Facebook as a communication tool. Sue Field is scheduled to greet one new resident.
- Maintenance—Walter Brownsword reported that a walkway assessment was prepared, and Darien will solicit a proposal for the Board’s consideration. AD Masonry will provide a proposal for repairing a wall section near Unit #142. Damage to the fence in the paddock area will require estimating the cost of repair and identifying the funds to fix the damage.
- Long-Term Planning—Jim Fuda identified the sale of the Hollister House as the LTC’s key priority. The LTC report in the board packet provides further details of other activities and priorities under discussion.
- Risk Management Committee— Deb Wellington stated that a letter regarding insurance and risk management will be distributed among the community once the Board approves. Phase II of the Risk Management plan will include the development of a Risk Management Control Book. Further details regarding this will be shared in the future. Additionally, Bouvier’s educational presentation on insurance will be scheduled for the community in the near future.
Open Forum
Toni Dolan of Unit #10 suggested reminding residents about the four-foot area requirements. The Board agreed and will send a notice to all residents.
Old Business
- Increase of owner deductible-pending-more information before any decisions are made.
- Aluminum Wiring Project Update – input from Dan Levine, CPA received and under review by the Board
- Hollister House Update – working on a packet for unit owners to consider changes to the Declaration to approve the project.
- Imagineer’s contract – waiting for a final document for signature.
X New Business
- High Maintenance Items – letters were sent out to units that were not in compliance. 70% of units are in compliance.
- Dryer Vent Proposal review – four received. Approach and timing are to be discussed by the Board.
- Reserve Study status of proposals/selection process – in progress.
XII. Votes
A motion to close out the wiring project and finalize Meadow Hill financing with Windsor Federal was made by Brenda Berk, Treasurer. The motion was amended by Deb Wellington and seconded by Walter Brownsword to amortize the loan to a not-to-exceed principal of $230,000 using approximately $397,000 of funds collected for the wiring project. The vote was unanimously approved. (5 yes-0 No)
XIII. Adjournment—Paul Jenkins motioned to adjourn, seconded by Deb Wellington, and unanimously approved (5 yes, 0 no).
Time of Adjournment: 2:33 PM
Minutes Submitted by: Jim Fuda, Temporary Secretary
Minutes Approved: Unanimously of Members in attendance (5-0) on 3/26/2024
Next Meetings: Planning Committee – April 3rd, Executive Board Meeting – April 17th. Both meetings start at 10 AM
Minutes Approved by e-mail (February 22nd to March 19th, 2024)
- 03/18/2024 – Unanimous approval of a variance for installation of gas fireplace log for Unit #167. The motion to approve the Variance request was made by Ron King and seconded by Jim Fuda. Vote: 6- Yes, 0-No; Paul Jenkins abstained from voting.
- 03/10/2024 – Unanimous approval of the March 6, 2024, Planning Meeting Minutes. The motion to approve was made by Brenda Berk and seconded by Ron King. Vote: 7-Yes, O-No.
- 03/07/2024—The Tree Committee’s proposal for removing trees in the paddock was unanimously approved, subject to confirmation that the staff is using appropriate safety equipment per QSHA guidelines. The motion to approve was made to Deb Wellington and seconded by Brenda Berk, Vote: 7-Yes, 0-No.
- 02/28/2024 – Unanimous approval of the 02/21/2024 Executive Board Meeting. The motion to approve was by Brenda Berk and seconded by Paul Jenkins, Vote: 7-Yes, 0_No.
Executive Session
The Executive Session convened at 2:45 PM. Board Members present: Jim Fuda, Brenda Berk, Walter Brownsword, Paul Jenkins. Deb Wellington attended remotely. Kristin Davis of Imagineers was in attendance, along with Attorney Scott Sandler of Sandler & Hansen. CPA Dane Levine of Tomasetti, Kulas, & Company also attended remotely. The meeting adjourned at 4:15 PM.
Attachment: Activity Report dated 3/20/2024
ACTION POINTS: DISPOSITION REPORT AS OF : 3/20/2024
ACCOUNT NAME: Meadow Hill Association, Inc.
DATE OF SUBJECT BOARD MEETING: 02/16/2024
NEXT BOARD MEETING WILL BE HELD ON: 03/21/2024
Dis osition: Action Point: Comments:
| 158479
Date: 2/15/2024 Type: Administrative Status: DONE |
BOD REQUESTED I CONTACT ATTY
SANDLER REGARDING THE POTENTIAL SALE OF THE HOLLISTER HOUSE FOR DRAFT DOCS |
ATTY SANDLER PRODUCED AN AMENDMENT
INCLUSING DEVELOPMENT RIGHTS AS WELL AS AN AMENDMENT WHICH THE BUIDER CAN EXERCISE DEVELOPMENT RIGHTS |
| 158487
Date: 3/4/2024 Type: Administrative By: Kristin Davis Status: DONE |
OBTAIN ANOTHER RESERVE STUDY PROPOSAL | QUOTE AND FULL PROPOSAL BY CONNECTING
ENGINEERING BY TIM LYNCH WHO HAS DONE ENGINEERING WORK IN THE PAST FOR MH |
| 158483
Date: 3/6/2024 Type: Administrative By: Kristin Davis Status: DONE |
ATTEND BOUVIER ZOOM CALL HOSTED BY
DEB WELLINGTON IN REGARDS TO INSURANCE RELATED QUESTIONS |
ATTENDED ZOOM WITH ELLIE AND ROB BOUVIER,
JIM FUDA, DEB WELLINGTON REGARDING INSURANCE RELATED QUESTIONS AND CONCERNS |
| 158485
Date: 3/7/2024 Type: Administrative By: Kristin Davis status: DONE |
REQUESTING DETAIL IN THE CLOSE OUT OF
THE WIRING PROJECT IN RELATION TO INCLUDING INTEREST AS A PROJECT COST |
DAN LEVINE GAVE OPINION ON CLOSING OUT THE
WIRING PROJECT AND RELATABLE PROJECT COSTS |
| 158482
Date: 3/8/2024 Type: Administrative By, Kristin Davis Status: DONE |
BOD REQUESTED ATTY SANDLERS OPINION
REGRDING HOLD HARMLESS AGREEMENT FOR PICKLEBALL COURTS AND LAYERS WHO DO NOT LIVE AT MH |
ATY SANDLER RESPONDED BACK REGARDING NO
NEED FOR HOLD HARMLESS AGREEMENT (BY EMAIL) |
| 158484
Date: 3/9/2024 Type: Administrative By. Kristin Davis Status: DONE |
UPDATE PROJECT LIST FROM 2023 | UPDATED 2024+ROJECT LIST WITH 2024 DATES AND A FEW ADDITIONS PER JIM FUDA |
| 158486
Date: 3/9/2024 Type: Administrative By: Kristin Davis status: DONE |
REQUEST ACCOUNTING FIGGURE IF WE
PAY LOAN DOWN TO $285,000, WHAT WOULD BE THE MONTHLY PAYMENT |
ACCOUNTING CANNOT QUOTE MONTHLY COST
DUE TO THRE NEED TO REAMORITIZE THE LOAN. ONLY WINDSOR FEDERAL CAN QUOTE |
| 158488
Date: 3/9/2024 Type: Administrative By: Kristin Davis status: DONE |
RESEARCH HOW cors ARE TRACKED BY IMAGINEERS | PROVIDED BOD WITH IMAGINEERS PROTOCOL ON TRACKING COIS THROUGH ACCOUNTING |
Dis osition: Action Point: Comments:
| 157551
Date: 1/4/2023 Type: Administrative By: sheila duncan Status: IN PROGRESS |
REQUESTED FUNDS FROM WINDSOR
FEDERAL FOR FINAL PAYMENT TO ALWIRE |
HOLDING INVOICE UNTIL BOARD APPROVES FINAL PAYMENT BE RELEASED |
| 157797
Date: 1/24/2024 Type: Maintenance By: Kristin Davis status: IN PROGRESS |
ADDED UNIT 272 TO THE OUTSTANDING WORK ORDERS FO ALL WIRE FOR SERVICE ON 1/26. | |
| 157801
Date: 1/24/2024 Type: Maintenance By: Kristin Davis Status: IN PROGRESS |
INSPECTION OF ALL UNITS FOR WASHER
HOSES, WATER HEATERS, SMOKE AND C02 DETECTORS. AND DRYER VENT CLEANING AND PIPING. SEND LETTERS TO VIOLATIONS AND REITERATE THE NEED FOR TH ORK TO BE PERFORMED BY |
|
| 157806
Date: 1/24/2024 Type: Financial By: Kristin Davis Status: IN PROGRESS |
WORK WITH BOARD PRESIDENT ON
RECONCILING THE WIRING PROJECT INCOME AND EXPENSES WITH TH GOAL OF CLOSING OUT THE PROJECT. |
|
| 157800
Date: 1/24/2024 Type: Maintenance By: Kristin Davis status: NOT DONE |
COMMUNICATE WITH CHRIS FROM
CONSTUCTION ON UPDTE OF GARAGE CLAIM AND SUBROGATION AGAINST THE INSURANCE COMPANY. GARAGE DOORS ON ORDER 6-8 WEEK LEAD TIME. |
|
| 157802
Date: 1/24/2024 Type: Maintenance By: Kristin Davis status: NOT DONE |
COORDINATE WITH DARIEN THE REMOVAL.
PAINTING AND REINSTALLATION OF HOUSE NI=UMBERS OVER FRONT DOORS OF ALL UNITS |
|
| 157803
Date: 1/24/2024 Type: Administrative By: Kristin Davis Status: NOT DONE |
PUBLISH PLANNING MEETING ONCE
SCHEDULED BY BOD AND PRIOR MONTH MINUTES TO CREATE BETTER TRANSPARENCY |
|
| 157804
Date: 1/24/2024 Type: Administrative By: Kristin Davis Status: NOT DONE |
COLLECT RESERVE STUDY PROPOSALS FOR 2024 | |
| 157805
Date: 1/24/2024 Type: Administrative By: Kristin Davis status: NOT DONE |
POST NEED FOR RISK MANAGEMENT COMMITTEE ONCE INSTRUCTED | |
| 158480
Date: 2/16/2024 Type: Maintenance By: Kristin Davis Status: NOT DONE |
OBTAIN 3 COMPETITIVE PROPOSALS FOR DRYER VENT CLEANING OF ALL UNITS | PROVIDED THE BOD WITH FOUR QUOTES OR
DRYER VENT CLEANING WITH #5 ON ITS WAY |
Dis osition: Action Point: Comments:
| 158481
Date: 2/20/2024 Type: Administrative By: Kristin Davis Status: NOT DONE |
BOD REQUESED I CONTACT DAN LEVINE IN
REGARDS TO HIS OPINION ON CAPITAL GAINS RE: THE POTENTIAL SALE OF THE HOLLISER HOUSE |
DAN LEVINE WILL ATTEND EXECUTIVE SESSION
BY ZOOM ON 3/20/24 TO DISCUSS IN DETAIL WITH THE BOD AND ATTY SANDLER |
Number of Action Points on report: 19