Board Minutes June 2025

Meadow Hill Inc.
Executive Board Meeting Minutes
June 18, 2025 

The Executive Session was called to order at 5:00 PM

Board Members Present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, and Tim Reid.

Brian Milano, of Imagineers, was also present.

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 executive session adjourned at 5:50 PM

Open Session

1. Call to Order: 6:08 PM- Roll Call: In attendance: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword and Tim Reid. Brian Milano of Imagineers was also present.
2. President’s Remarks: Jim Fuda welcomed all in attendance and introduced the new residents of Meadow Hill. Barbara and Bob Knickerbocker #268, Rick and Jeanie Riordan #159, Paul Frederick #171, and Julie LeGrant #97.
3. Hearings: None
4. Minutes: Motion made by Donna Whalen and seconded by Walter Brownsword to approve the June 10^th Annual meeting Minutes. Vote: Unanimous. A motion to approve the edited corrections to the 2024 Annual Meeting minutes was made by Tim Reid and seconded by Brenda Berk. Vote: Unanimous.
5. Roofing Consultant Update: Matt Herceg from Becht Engineering informed us that the firm has made inspections of all building styles. Matt explained that when looking at a roofing project, they don’t just look at roofs, they inspect the whole roofing system which includes roofs, attics, ventilation, soffits and drainage. He will post his summary report online.
6. Unit #170: – discussed prior communications with Imagineers and clarified the rules related to dogs
7. Financial Report: Treasurer, Benda Berk

Our expenses are on schedule with the spending plan for most of the expense line items. We are overbudget in the legal fees due to the Hollister House activity. Telephone expense – acct 5211 -over – due to the double payment to Frontier, which Imagineers is working to resolve. Snow Payroll – acct 5504- and snow removal supplies – acct 5611 are both over due to timing. Building Maintenance – acct 5900 – is over its full year spending. The invoice in the amount of $2,794.50 for the new gutters on the clubhouse was incorrectly booked to expenses. It should be a reserve project. Imagineers have been informed. Once this adjustment is made, there will be $2,000 left in the budget for the balance of the year. In March there were two invoices paid for a total of $1250.  One to Delponte and one to reimburse a unit owner – both for clogged sewer pipes. In April – There were two invoices paid to Delponte. One for a Main Shut-off valve replacement along with a shut-off valve for an attached unit. The other invoice was for a leak under the one-bedroom unit that affected the garage area. These invoices totaled $1,449. We may need to look at chargebacks to unit owners or a significant increase in the budget for blockages and leaky pipes.

8. Maintenance Superintendent Report: Darien Covert’s Report can be found in the Board Packet. Reminder: Hazardous Waste Day is July 16^th.
9. Manager’s Report: Brian Milano’s report can be found in the Board Packet.
10. Committee Reports: All committee reports can be found in the Board Packet. The Grounds Committee Chair, Mike Proulx, suggested that someone should be evaluating refinements to our TruGreen contract for the types of fertilizers applied to the grounds. Mike will attend the next Maintenance Committee meeting on July 8^th. Donna Whalen, Social Chairperson, reminded everyone of the upcoming Summer Picnic on June 28^th at 2:00PM. $10 per person.
11. Open Forum; Concerns, questions, Observations of those in attendance

• A unit owner was concerned about the clogged pipe issue and asked for more information. Jim reminded the owners that our pipes are 50 years old and we should not be flushing anything other than toilet paper down the toilet. Brenda Berk has an article in the upcoming Lark that discusses this issue.
• Many unit owners observed that the sprinklers were running this morning even though it’s been raining for days. Answer: Darien has been replacing the sensors on the system. We will check on his progress.
• Frank Cisz gave us an update on the Hollister House project.
  • The contractor’s permits have all been approved
  • There will be dumpsters on the site for a few months
  • The area is a construction site, and residents should be cautious and keep clear of the area around the Hollister House. Access to the existing garages will be maintained during construction.
  • The start time in the AM will be discussed and confirmed with the Builder
  • There will be an informational notice going out this week to bring everyone up to date.

12. Business Items:

• Brenda Berk is looking for owners’ feedback – ideas for things that might belong in next years’ budget.
• Grounds proposal – New seeding areas policy – If you are interested in growing grass-The grounds committee will provide you with seeds and instructions
• Phase Two Rule changes – Deb Wellington reported that the Rules Committee will send their recommendations on grills, underdeck panels, etc. to the Board for review.
• Safety Improvement Plan for HWW and HWS: The Board has reviewed written input from the residents near the intersection of HWS and HWW, discussed options to address both safety and speed issues and determined the following measures to be undertaken – install a speed table across the width of Hollister Wasy West in close proximity to the west end of the existing island, once the speed table is installed, remove the temporary speed bump, Maintain the existing traffic patterns and improve sight distance for residents of the units and pedestrians walking along HWW towards HWS by removal of overgrown shrubs. Replacement shrubs to be provided. The motion was made by Walter Brownsword and seconded by Deb Wellington. Vote: Yes,6/No,0
• Mosquitoes and Pests: Meadow Hill abuts 500,000 square feet of wetlands, so we will always have mosquitos. We already put mosquito biscuits into our drains to treat the larvae. The Board is looking into additional ways to mitigate the impact of these pesky pests. We are investigating adding more bat boxes and adding an owl box to help control mosquitoes (bat boxes) and moles, voles, and mice (owl box) using natural predators instead of pest control products.
• Poison Ivy: Highlight has been pulling it out of the common areas -Brian Milano will be looking into what else they can do.
• Underdeck Panels: These panels will be removed and discarded. Underdeck panels will not be allowed going forward. Letters to unit owners with these panels will be mailed out next week. Removal to be done in July by the Maintenance Staff.
• Contract Procurement Guidelines – Jim Fuda, Deb Wellington are working through how we procure contracts. Frank Cisz and Paul Fredericks have volunteered to be part of the ad hoc team.
• Cox Internet and TV: We have upgraded to Cox. More TV channels and stronger internet. Clubhouse Internet Password: 107Hway!
• Neighborhood Network: Tim Reid is looking for volunteers to help get this project off the ground.

13. Votes Taken:

• A motion was made by Walter Brownsword and seconded by Brenda Berk to approve the contract from R and R Landscaping Company for tree removal. Vote: Yes,6/No,0
• A motion was made by Jim Fuda and seconded by Walter Brownsword to issue a written decision implementing the conditions agreed to in Executive Session subject to final review by our Vote: Yes,6/No,0
• Fire Hydrant replacement: deferred for future discussion.

Motion to adjourn: Made by Tim Reid and seconded by Walter Brownsword.  Meeting Adjourned: 7:55 PM
Minutes submitted by: Donna Whalen, Secretary
Minutes approved by email: o7/01/25 Vote: Yes,6/No,0