Meadow Hill Inc.
Executive Board Meeting Minutes
April 16, 2025
The Executive Session was called to order at 9:15 AM
Board Members Present: Jim Fuda, Brenda Berk, Donna Whalen, Paul Jenkins, and Tim Reid. Deb Wellington was present via Zoom. Brian Milano, of Imagineers, was also present. Absent: Walter Brownsword
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.
The meeting adjourned at 9:50 AM
Open Session
The meeting convened at 10:06 AM.
1: Roll Call: In attendance: Jim Fuda, Brenda Berk, Donna Whalen, Paul Jenkins, and Tim Reid. Deb Wellington was present via Zoom. Absent: Walter Brownsword. Brian Milano, of Imagineers, and Darien Covert of Meadow Hill were also present.
- President’s Remarks: Jim Fuda welcomed all attendees. He addressed the following:
- Hollister House is now closed and under construction. That means that it is now a construction zone. It is closed to everyone except those working on the project. For your own safety, please stay clear of the site.
- Roofing Project: Starting the week of April 28th, the engineers from Becht Engineering will begin inspecting the roofs and gathering information for our roofing project. A notice will go out to everyone explaining this inspection stage.
- Smoke Detector Project: The Maintenance Committee has gathered all the information for purchasing the smoke detectors for the community. We will then purchase the detectors and install them. Target schedule for completion of the project is September 1st.Unit owners will then be billed back.
- Neighborhood Network: Director Tim Reid introduced the concept of The Neighborhood Network. The idea is to enhance communication in the Meadow Hill community and to be an additional tool to the multi-faceted avenues of communication the Board currently uses to keep the community informed. One or two representatives from each Meadow Hill Neighborhood will function as a liaison to the Board. The representatives will communicate meetings and events to their neighbors. They would also collect input/concerns from their neighbors and bring them to the Board. The Neighborhood Network would:
- Increase dependable/accessible communication and reduce rumors.
- Increase awareness of opportunities to engage and get involved.
- Increase trust and sense of community by starting with closer neighbors.
If you are interested in learning more about this program, contact Tim Reid.
- Treasurer Report: Brenda Berk, Treasurer
This was the first month end close completed in Vantaca. The look of the reports has changed with the new software. Currently the income statement is missing several items they were paid or need to be accrued. For example, the Master Insurance Policy expense is missing from the reports, but was paid on March 21, 2025, according to the bank reports. The auto and workers comp entries were missing.
The utility bills which were overbudget last month are running lower than planned this month. Per Imagineers, the utility bills are all on auto pay – this is to avoid the late charges that were being charged to their clients. This line item should normalize over time.
- Maintenance Report: Darien Covert.
Darien reported that:
- All units will be edged and mulched by the end of April.
- The first application of fertilizer has been applied.
- The irrigation system will be turned on in early May.
- 23 Work orders have been completed.
- The Greenhouse will be closed on May 31st. Please remove all items before that date.
- If you are interested in a garden plot, contact Darien by May 1st.
- The Bulk Pick up was a success.
- Manager’s Report: Brian Milano, Imagineers.
Mr. Milano’s full report can be found online in this month’s Board packet.
7.Committe Reports: All committee reports can be found online in this month’s Board packet.
- Open Forum.
A unit owner had concerns that the roll-out of Vantaca being slow. Mr. Milano agreed and shared with us that he is still receiving training. He reassured us that it will get better. If you have a service request, go through Vantaca. or call Danielle with your request.
Another owner questioned the way the mulch had been added to the four-foot area. Jim Fuda informed the owner that mulching is not part of the “Do Not Prune” list. He assured her that he would investigate some of her concerns and get back to her.
There was a question about the status of the horse barn. Response: At present our current insurance provider will not insure the horse barn. We are exploring other options for next year. The horse barn is currently being used as storage.
It was brought to our attention that the faucet in the Ladies’ Room at the clubhouse is leaking. Darien will replace both next week.
- Business Items and Votes:
Meadow Hill Handbook: Thank you to Deb Wellington and her team for compiling and completing the Meadow Hill Handbook. Deb announced that the handbook was ready to be published. These handbooks will be given to new unit owners, and those owners without access to a computer. It will be available online for current owners.
A motion was made by Tim Reid to approve the cost of printing 40 copies of the new handbook and seconded by Brenda Berk. Vote: Yes, 6/No, 0. 1 abstention. Approved.
The following item was discussed in the Executive Session and requires a vote in the Open Session.
A motion was made by Deb Wellington to adjust the reimbursement of cell phones to the employees as discussed in Executive Session. The motion was seconded by Brenda Berk. Vote: yes, 6/No,0. 1 abstention. Approved. Brian will inform Imagineers Accounting and Jim will communicate with the Meadow Hill employees.
Next Meetings:
Board Planning Meeting -May 7th – 10:00 AM
Executive Board Meeting – May 21st – 10:00 AM
A motion to adjourn the meeting was made by Paul Jenkins and seconded by Tim Reid. Approved.
Meeting adjourned: 11:45 AM
Minutes submitted by: Donna Whalen, Secretary
Minutes approved by email: April 18, 2025