Board Minutes November 2024

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Meadow Hill Inc.
Minutes of the Executive Board Meeting
November 20, 2024

Executive Session

The Executive Session convened at 9:15 AM. Board Members present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, and Paul Jenkins.  Deb Wellington via Zoom. Absent: Tim Reid and Kristin Davis of Imagineers were also 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 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 – 10:04 AM

  1. Roll Call – In attendance: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword and Paul Jenkins. Deb Wellington via Zoom, Tim Reid via audio. Kristin Davis of Imagineers and Darien Covert, Meadow Hill Maintenance Manager, were also in attendance.
  1. President’s Welcoming Remarks: Jim Fuda reaffirmed the Board’s goal of transparency. Transparency promotes accurate information and accountability to our community. He encouraged anyone with questions to ask a Board member. We need fewer rumors and more informed residents.

President Fuda affirmed the Hollister House was moving forward, and rumors to the contrary were not accurate.

He also reminded those in attendance that all posted meetings are open to all residents and attendance and participation is welcome and encouraged.

  1. Treasurer’s Report: Brenda Berk

Monthly Income of $65,489 accrued for the month.

Reached out to the MDC directly and changed the delivery of our invoices to Imagineers. We are hoping to get back on track with getting invoices paid on time. Imagineers did refund the $220 in late fees, which is most of what was incurred this year.

Spoke to our CPA on how to repay the reserves for the money borrowed to pay operational expenses due to historically underfunded budgets. The amount owed back to ourselves is $165,000. The only way to get the money back is to add it to the operating budget and include it in the HOA fee.

We should end the year on target with the budget.

  1. Maintenance Report – Darien Covert

Darien’s full report can be found in the Board Packet on Pilera. He reported that Klaus Larsen had come and inspected the barn. They found multiple leaks and have scheduled to rectify the problem. Complaints made by a resident to the Better Business Bureau and a letter from our attorney were helpful actions to have Klaus-Larsen address the issue.

The final leaf cleanup will take place on Monday, November 25th.

There was a need to replace some equipment this year. We have purchased a new snowblower, power washer, backpack blower, and chainsaw.

  1. Manager’s Report – Kristin Davis

Kristin informed us that 32 Unit Owners have yet to respond to the Dryer Vent compliance. Letters will be sent to these unit owners.

Ms. Davis’s full report can be found in the Board Packet.

  1. Committee Reports

Complete committee Reports are in the Board Packet. Additional updates provided by Committee Chairs were as follows:

Maintenance – Walter Brownsword

Walter addressed the recent gas leak in Units 97 and 99. He suggested we consider adding gas detectors to the smoke and CO detectors required for each unit.

Amenities – welcomed Ron King as chair of the Amenities Committee and Tim Reid as Board Liaison.

  1. Open Forum
  • Ed Litke added his support for the need for gas leak detectors after the gas leak in a unit this week. He asked if he needed to send the receipt for the gas log/fireplace cleaning to Imagineers. The answer is yes. The easiest way is to take a picture of the receipt and send it to Kristin.
  • Kathy Proulx thanked Jim Fuda and Frank Cisz for all their work with the town to move the approval process for the Hollister House sale. The documentation can be found in the Board Packet. She also thanked Donna Whalen and the Social Committee for our first annual Food Drive. She liked the way it enhanced our community spirit.
  • Mike Proulx asked about the way we collect delinquencies. Answer: After 90 days, it is sent to the attorney for collection.
  • A unit Owner asked whether she should replace one of her smoke detectors now. Response: If it isn’t working it should be replaced.
  1. Business Items

The proposed Phase One rule changes were distributed via e-mail and e-blast last week. The original mailing of October 28th did not reach our residents. The Board took comments and is keeping the comment period open. Action will be taken at the December Board meeting

Phase Two Rules – This phase will address grilles, privacy fences, water shut-offs and deck protectors. Vicky Germani will head the Phase 2 rules committee. Volunteers are being sought for the three-month assignment starting January 2025.

Corporate Transparency Act – The Board members must file by early December.

  1. Board Votes
  • Whalen made a motion to accept the change, separate the variance forms after changing the word “visual inspection” to “observation,” and add a number to each variance. Seconded by P. Jenkins. Vote: Yes, 7/No,0
  • A motion to select BECHT Engineering BT, Inc. to be the roofing consultant for our upcoming roof project was made by W. Brownsword and seconded by D. Wellington. Vote: Yes, 7/ No, 0
  • A motion to accept the Greater New York Insurance Renewal was made by D. Wellington and seconded by B. Berk. Vote: Yes, 7/No, 0.
  • A motion to refer the 2025 budget to the unit Owners with a 10.7% increase was made by B. Berk and seconded by W. Brownsword. Yes, 7/No, 0
  • The Board voted by email to approve a Variance Request from Unit#268 for a kitchen remodel and slider door. Vote: Yes, 7/No, 0.

Motion to adjourn: P. Jenkins and seconded by D. Whalen and unanimously approved.

Adjournment: 11:46 AM

Minutes submitted by Donna Whalen, Secretary

Minutes sent by email:11/27/24

Date approved:12/2/24 Vote:Unanimous