Meadow Hill Inc.
Minutes of the Executive Board Meeting
December 18, 2024
Executive Session
The Executive Session convened at 9:15 AM. Board Members present: Jim Fuda, Brenda Berk, Donna Whalen and Paul Jenkins. Deb Wellington via Zoom. Absent: Tim Reid and Walter Brownsword and 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
Meeting Convened at 10:00 AM
1.Roll Call: Jim Fuda, Brenda Berk, Donna Whalen, and Paul Jenkins. Deb Wellington attended via Zoom. Absent: Tim Reid, Walter Brownsword, Kristin Davis of Imagineers and Darien Covert of Meadow Hill.
- President’s Remarks: Jim Fuda welcomed all in attendance. He informed us that he and others attended the town planning and zoning committee meeting the night before and were disappointed that our Hollister House sale items never made the docket, because of the hours of discussion on another item. He believes the Hollister House sale should be approved by mid-January.
- Financial Report: Brenda Berk
Account number 4201 is normally at a zero balance. This is the account associated with the loan payments for the wiring project. An inquiry has been made to understand why there is a balance in the account. Legal fee overage is mainly due to continued work with the town for the Hollister House sale. Our sewer bill came in lower than the accrued amount, so there is a pick-up in that account. The Budget meeting was held on December 10th. The budget was passed 32-10. Overall, the number of votes cast represents less than one third of the Meadow Hill population. The Board will be scheduling meetings in the first quarter to review the reserve study in detail. Our goal is to hold several small meetings over various dates and times to present to as many residents as possible.
- Maintenance Report: Darien was absent due to illness; his report can be found in the Board Packet.
- Manager’s Report: Kristin Davis of Imagineers was absent due to illness. Her report can be found in the Board Packet.
- Committee Reports: These can be found in the Board Packet.
Tree Committee: Gene Flynn asked that the Tree Committee be rolled into the staff responsibilities. Jim and Darien discussed this before the meeting and agreed. The conditions of the trees will need to be part of the prep for the roofing project.
Amenities Committee: Ron King informed us that this new committee will meet in January.
- Open Forum:
Owners provided input, commentary, and questions, during this time.
- Business Items:
Votes
Motion to approve the Phase One Rule changes was made by Brenda Berk, seconded by Donna Whalen. Vote: Yes,5/No:0. Two members absent.
Motion to authorize Jim Fuda, President, to execute the Becht Engineering Contract subject to our attorney’s review, was made by Deb Wellington and seconded by Brenda Berk. Vote: Yes,5/ No,0. Two absences.
A variance request by Unit 97 to install a new storm door was approved by email on 12/19/24
Other Business Items:
Corporate Transparency Update: Our Board has filed, even though there is a hold on this law.
2025 Meadow Hill 50th Anniversary Directory: Deb Wellington is making the final edits to the directory. The latest edition will be sent out in early January, for Owners to check/edit their information. The completed directory and owners’ handbook will be sent out in late January.
- Next Executive Board Meetings:
- Planning Committee: January 8th
- Executive Board: January 15th
- Motion to Adjourn made by Paul Jenkins, seconded by Brenda Berk
- Adjournment: 11:05 AM
- Minutes submitted by: Donna Whalen, Secretary
- Minutes approved by email: 12/26/24
Meadow Hill Inc.
Annual Budget Meeting
December 10, 2024
Kristin Davis, of Imagineers called the Annual Budget Meeting to order at 7:03 PM.
Roll Call: Board Members present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Jenkins, and Tim Reid. Deb Wellington present by phone.
President’s Opening Remarks: Thanked everyone for attending. He thanked the Budget Committee for their work and diligence in preparing the 2024 budget under the leadership of treasurer, Brenda Berk.
Proof of Notice: Kristin Davis informed us that the Notice of the Annual Meeting was duly noticed in accordance with the Meadow Hill by-laws through a mailing to all Unit Owners on November 30, 2024.
Resolution: A motion was made to “Authorize the Executive Board to approve the Minutes of the 2024 Annual Budget Meeting”. Motion by Linda Fillion, seconded by Gene Flynn and unanimously approved by Unit Owners by voice vote. No objections were expressed.
Reading of the Minutes of the 2023 Annual Budget Meeting: The reading of the minutes of the 2023 Annual Meeting was waived by a motion Dick Brimley, seconded by Ed Litke, and unanimously approved by voice vote. No objections were expressed.
Reports: Budget Presentation by Brenda Berk, Treasurer
Ms. Berk explained the budget will increase by 10.7%. Her presentation consisted of a series of slides explaining how and why we need the increase. She stated that this year’s budget was developed to fully fund our operating budget (checking account) and focus on replenishing and building our reserves (savings account) to fund and pay for future planned infrastructure improvements, like the roofing project.
Open Forum: Time was given to the owners present to provide comments/questions.
Ratification of the Budget: In accordance with the Common Interest Ownership Act (CIOA) the budget is automatically ratified unless 51% of the votes to reject it are received. The votes were counted with 32 votes in favor and 10 votes opposed. The budget was passed.
Unfinished Business: None
Adjournment: The motion to adjourn was made by Mike Proulx and seconded by Tom Spada, and unanimously approved by voice vote.
Time of Adjournment: 8:23 PM
Minutes Submitted by: Donna Whalen, Secretary
Minutes Approved by Email: December 18, 2024