Executive Board Planning Committee Meeting Minutes
August 7, 2024
Purpose: The Executive Board Planning Meeting was held on August 7, 2024, per the Meadow Hill By-Laws. This is a summary of the discussions. No actions are voted on at Planning Meetings, and the President will summarize the meeting at the next Executive Board meeting as per our Meadow Hill By-Laws.
Call to Order: President Jim Fuda convened the meeting at 10 AM.
Roll Call: Members in attendance: J. Fuda, D. Wellington, B. Berk, T. Reid, W. Brownsword, and P Jenkins. D Whalen is out of town.
Summary of Discussion
- Reserve Study – Brenda Berk updated the Board. Evaluating and soliciting the professional services of a roofing consultant will be pursued by the Long-Term Committee.
- Variance Process – Jim Fuda will draft a document for Board review and discussion reflecting comments received at today’s meeting.
- Privacy fences – Walter Brownsword will inventory the existing privacy fences, and the Board will have further discussion. Unit Owners #74 and #78 had submitted Work Orders to replace their respective privacy fences. They asked for the Board’s approval to replace the fences at the cost of the Association. The Board took this request under advisement.
- Centralized Filing – The board supports creating a centralized digital system of Meadow Hill documents. Tim Reid will research options and report to the Board for further discussion.
- Update MH Documents, Rules, Declarations, and By-laws – Jim Fuda will work with Imagineers and Attorney Scott Sandler to develop a schedule for housekeeping changes to the Declaration, By-laws, and Rules. Changes for increasing the insurance deductible and housekeeping changes will be completed by the end of the year. An Ad Hoc committee will be organized for this effort.
- Maintenance – discussion for smoke and CO detectors was deferred for a future meeting. Our Rules 2025 requires all detectors installed in 2015 to be replaced in 2025.
- Risk Management – Deb Wellington will distribute the current draft of the proposed Unit Owner Handbook and the draft outline of the proposed Executive Board Handbook to the Board. The target completion of each handbook is the first quarter of 2025.
- Open Forum
- #74 and #78 – Privacy fences should be replaced in kind, and the unit owners’ responsibility
- #105 – Privacy fences replaced in kind. They should be inspected and repaired
- #80 – The Board recommended deck repairs be discussed with the Town to define repairs that need a permit and completion by a licensed contractor
The motion to adjourn was made by Brenda Berk, seconded by Paul Jenkins, and unanimously approved. The Open Session ended at 11:40 AM. The Board entered Executive Session at 11:45 AM to discuss contracts. The Executive Session adjourned at 12:08 PM.
Minutes submitted by Jim Fuda, President
Minutes approved by email: 08/13/24 (6 Yes, 0 No, One abstention)