Meadow Hill Inc.
Minutes of the Executive Board Meeting
October 16, 2024
Executive Session
The Executive Session convened at 9:15 AM. Board Members present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Jenkins, and Tim Reid. Also in attendance was Kristin Davis of Imagineers.
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 taken by the Board on any item discussed in the Executive Session.
Open Session
Call to Order – 10:06 AM
1.Board members present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Jenkins, Tim Reid. Manager Kristin Davis of Imagineers, and Darien Covert MH Maintenance Manager.
- President’s Welcome Remarks
President Jim Fuda’s key remarks was an update of the Hollister House Project. The town has requested additional information on the sale, and we have put together a packet that answers all their requests. It will be sent to the town. Jim assured us that Meadow Hill and the builder are committed to the success of the project.
- Financial Report – Brenda Berk- September 2024 Finance Report
Monthly Income of $65,525 accrued for the month.
There is a total of $35K in outstanding fees associated with seven owners. We still have one unit owner who has not paid their wiring assessment.
Follow up on the MDC late payment issue.
We have not heard back from Imagineers on our initial e-mail inquiry as to a credit on our late fees (which continue to accumulate)
The most recent invoice dated 9/9/24 shows $6,997.17 in overdue charges which equates to a late fee in the amount of $69.97 added to the account. The total amount due currently is $8,659.55. A suggestion was made to the Director of Accounting to pay the MDC a large one-time payment to clear the $8K and an additional amount to prepay the October invoice which has not yet been added to Strongroom. We are still awaiting a response.
Budget Update
The board reviewed the proposed 2025 budget. The current version is updated with September financials. Once we have the October Financials loaded into the model and year end projections updated, we will have a version to be presented to the community at the December Budget Meeting. We are currently forecasted to stay within the 2024 budget and the increase for 2025 is expected to be 10.4%.
Insurance Mailing Update
The invoice from Imagineers for the insurance mailer is $351.92. In reviewing the contract with the management company, it seems that we may have been overcharged.
We pay .20 per printed page for copies. The envelope to mail the letter is free. The postage charged for 129 units was .72. These numbers are all tied to the invoice.
The postage paid envelope is .20 plus .20 handling charge to apply the postage. At .73 postage, the total cost of the postage paid envelope is 1.13 x 129 = 145.77. the charge on the invoice is 176.73.
- Maintenance Report – Darien Covert
The pool and irrigation systems have been drained. They will be aerating the perimeters of the property this week. Work orders are up to date. Gutter cleanup is ongoing because of the amount of leaves falling right now. Most of the small trees recommended by the tree committee, have been cut down or pruned, 75% complete.
- 5. Manager Report – Kristin Davis
Ms. Davis’s complete report can be found in the Board Packet.
- Committee Reports –
All committee Reports can now be found in the Board Packet.
The Amenities Committee has been reinstated. Ron King will be the Chairperson.
- Open Forum
During this time of the meeting, residents can share questions and concerns about the community. A resident expressed concern about the letter sent out to the owners with an amendment to the Declaration of Meadow Hill. The resident was concerned that raising your deductible to $50,000 and agreeing the change to the Declaration could be a financial burden to some or our residents. The Board acknowledged the comment.
Another resident praised the return of the amenities committee and the importance of maintaining our amenities.
- 8. Business Pending
Roofing Consultants -The Board has received the proposals of two roofing consultants. They will now invite both candidates to Meadow Hill to make presentations. The Board will have the opportunity to ask questions and express concerns, before deciding.
Draft changes to Phase 1 Rules
The Board will distribute the changes of Phase I to inform the unit owners. The Board will hear comments of those changes at the November meeting.
Retaining Wall Concern-Unit Owner#324
This is a follow-up to the concerns raised by unit owner #324. She was worried that the retaining wall would collapse, causing the slope to collapse. After investigating the property, Maintenance Manager Darien Covert and Board Members Jim Fuda, Walter Brownsword, and Paul Jenkins are recommending no action on the retaining wall and discussing erosion control measures, such as shrubs with strong roots to hold the hill in place to reduce erosion in that area, with the Grounds Committee.
- New Business
Variances/Votes
Two Variances Requests from Iannini Development LLC were approved by the Board of Directors.
- To replace the existing windows to the Hollister House with windows with U-Value windows with grills. These windows will match the existing windows but be more efficient.
- The second request was to build a 12’X20′ stone curved patio with a stone wall to match the existing walls in the complex.
The two variances were voted on by email and unanimously passed.
Deb Wellington made a motion, seconded by Brenda Berk, \to send the letter written by Sadler and Hansen LLC to Klaus Larsen Roofing. The letter informs him that the association will consider proceeding with legal action if he doesn’t fulfill his legal obligation to fix the leaking roof he installed in 2019. Vote: Yes, 7/No, 0.
- Adjournment: Motion made to adjourn by Tim Reid, seconded by Brenda Berk. Vote: Yes,7/No,0
11.Adjournment:11:36 AM
- Minutes submitted by: Donna Whalen, Secretary.
!3. Minutes approved by email: October 19, 2024 Vote: Yes,7/No,0.
Executive Board Planning Committee Meeting Minutes
October 2, 2024
Background and Purpose
The Executive Board Planning Meeting will provide a forum for the Board to discuss the operation and functioning of Meadow Hill, allowing 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 action will be voted on or taken at this meeting. Discussion is limited to Agenda items and time permitting.
Board Members in Attendance: Jim Fuda, Deb Wellington, Donna Whalen, Brenda Berk, Paul Jenkins. Tim Reid joined the meeting in progress. Absent: Walter Brownsword.
The Meeting convened at 10:01 AM
Items Discussed.
- The Reserve Study
Treasurer, Brenda Berk took us through the new Reserve Study from the National Consulting Group (NCG) conducted in July 2024 and presented an updated plan for the Board to consider adding in more detail on elements that were placeholders or not included in the NCG report. There was a lengthy conversation/discussion of the items in the study, including future capital expenses like the replacement of the roofs. The discussion was noted to keep the start of the roofing project to 2026 to be consistent with the NCG study and seek the recommendation of the roofing consultant the Board is considering engaging to assist the Board in managing the roofing project. There will be more information on this subject in the near future.
- The 2025 Draft Budget
Ms. Berk announced that the budget is almost complete. She assured us that we have not taken any money out of the reserves and stressed the importance of building up our reserves to tackle the upcoming capital expenses. The Board provided comments and suggested revisions. The Board will review the final draft at the November Board meeting and vote to send the budget to the community in November, and it will then be presented to the community at the Annual Budget Meeting in December.
A motion to adjourned was made by Deb Wellington and seconded by Brenda Berk. Vote: Unanimous.
Meeting adjourned: 12:24PM
Minutes submitted by: Donna Whalen, Secretary
Minutes approved by email: October 9, 2024. Vote:Unanimous.