Meadow Hill Inc.
Executive Board Meeting Minutes
July 16, 2025

The Executive Session was called to order at 9:04 AM

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 9:50AM

Open Session

Call to Order: 10:01 AM – Board Members Present: President Jim Fuda called the session to order and welcomed all attendees. The members present were Jim Fuda, Deb Wellington, Brenda Berk, Donna Wellington, Walter Brownsword, and Tim Reid. Also present: Brian Milano of Imagineers and Darien Covert, MH Maintenance Supervisor
AED Presentation: Deb Wellington and her committee Vicky Germani, Kathy McCarthy-Proulx, proposed the purchase of an AED (Automatic External Device) for the clubhouse. This device is easy to use and is designed to treat sudden cardiac arrest. Deb’s presentation included an educational power point that can be found in the Board packet starting on page 76. The Board will move forward considering this proposal after researching and comparing cost and funding.
Minutes: The July 2, 2025 Planning Meeting Minutes were approved by a unanimous vote. (Yes, 6/No, 0).
Financial Report: Brenda Berk, Treasurer, reported that our expenses are on schedule with the spending plan and all reserve contributions were deposited in the bank account. We had our fourth close in Vantaca this past month, and the process is improving with each month’s end close. There is much more information in Vantaca, which makes it easier to do research on spending. We are having an Audit

Review instead of a full-blown audit this year and next. The review is in its final

steps. We are working with the auditor to address questions about the wiring closeouts.

Maintenance Superintendent Report: Darien Covert. Maintenance Meeting

Notes for July (page 39), Work Order Review and Project List can be found in the Board Packet.

Manager’s Report: Brian Milano’s report can be found in the Board Packet on page 50.
Committee Reports: These reports can be found in the Board Packet pages 51-

8. Open Forum

The meeting attendees expressed overwhelming support for the installation of an AED in the clubhouse, and some are willing to contribute to the purchase. Some unit owners volunteered to receive training in the use.
A unit owner expressed disappointment in not receiving the Board Packet on time. Jim Fuda responded by letting everyone know we are committed to transparency and this month the posting missed being completed before the meeting as is normally done. The Packet will be posted to Vanataca after the meeting.

9. Business Items/Votes

Rule Changes: Deb Wellington reviewed the proposed rule changes to the

Board. These changes can be found on pages 61-62 of the Board Packet. The Board voted unanimously on the motion made by Brenda Berk and seconded by Donna Whalen to approve the distribution of the proposed changes to Unit Owners for review and comment. The Board will consider action at the August Executive Board meeting. Vote: Yes,6/No,0.

Safety Improvements to Intersection of HWW/HWS: The Board is awaiting cost and funding information, before taking final action.
Contract Procurement Guidelines: A motion was made by Tim Reid and seconded by Deb Wellington to accept the Procurement Guidelines Document. Vote: Yes, 6/No,0.
Scenic View Enhancement: A plan to trim the trees to enhance the view of the CT River was developed and presented to the Board. This plan would have no cost to MH and is being funded by the unit owners proposing the plan. A motion was made by Brenda Berk and seconded by Tim Reid to approve the plan subject to the town’s wetlands agent approving the proposed work. Vote: Yes,6/No,0.
AED Device: The Board will vote on the plan moving forward with obtaining an AED, after comparing whether to buy or rent the device and determining the source of funding
Walkway at Lot K: A two- part motion was made by Walter Brownsword and seconded by Deb Wellington – 1 – Get an engineering study to meet ADA requirements for the Lot K walkway proposal and 2 -Get an engineering study that will look at all walkways and stairways in the community. Vote: Yes,6/No,0.
Fence Painting/Staining for 2026: This proposal will need a life-cycle analysis and cost piece before a decision can be made. The Maintenance Committee will prepare this for the 2026 Budget process. The Maintenance staff has added to its schedule inspecting and providing clearance and remove soil where in contact with the bottom of the fence.

Summer/Fall Help: The Maintenance Committee is developing a proposal for summer help for 2026 for consideration.

Motion to adjourn: Made by Donna Whalen and seconded by Brenda Berk.

Meeting Adjourned: 12:05 PM

Minutes submitted by: Donna Whalen, Secretary
Minutes approved by email: July 23, 2025. Vote: Yes,6/No,0

Meadow Hill Inc.
Executive Board Meeting Minutes
July 16, 2025

The Executive Session was called to order at 9:04 AM

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

Brian Milano, of Imagineers, was also present.

The executive session adjourned at 9:50AM

Open Session

Call to Order: 10:01 AM – Board Members Present: President Jim Fuda called the session to order and welcomed all attendees. The members present were Jim Fuda, Deb Wellington, Brenda Berk, Donna Wellington, Walter Brownsword, and Tim Reid. Also present: Brian Milano of Imagineers and Darien Covert, MH Maintenance Supervisor
AED Presentation: Deb Wellington and her committee Vicky Germani, Kathy McCarthy-Proulx, proposed the purchase of an AED (Automatic External Device) for the clubhouse. This device is easy to use and is designed to treat sudden cardiac arrest. Deb’s presentation included an educational power point that can be found in the Board packet starting on page 76. The Board will move forward considering this proposal after researching and comparing cost and funding.
Minutes: The July 2, 2025 Planning Meeting Minutes were approved by a unanimous vote. (Yes, 6/No, 0).
Financial Report: Brenda Berk, Treasurer, reported that our expenses are on schedule with the spending plan and all reserve contributions were deposited in the bank account. We had our fourth close in Vantaca this past month, and the process is improving with each month’s end close. There is much more information in Vantaca, which makes it easier to do research on spending. We are having an Audit Review instead of a full-blown audit this year and next. The review is in its final steps. We are working with the auditor to address questions about the wiring closeouts.
Maintenance Superintendent Report: Darien Covert. Maintenance Meeting Notes for July (page 39), Work Order Review and Project List can be found in the Board Packet.
Manager’s Report: Brian Milano’s report can be found in the Board Packet on page 50.
Committee Reports: These reports can be found in the Board Packet pages 51-54.
Open Forum

The meeting attendees expressed overwhelming support for the installation of an AED in the clubhouse, and some are willing to contribute to the purchase. Some unit owners volunteered to receive training in the use.
A unit owner expressed disappointment in not receiving the Board Packet on time. Jim Fuda responded by letting everyone know we are committed to transparency and this month the posting missed being completed before the meeting as is normally done. The Packet will be posted to Vanataca after the meeting.

Business Items/Votes

Rule Changes: Deb Wellington reviewed the proposed rule changes to the Board. These changes can be found on pages 61-62 of the Board Packet. The Board voted unanimously on the motion made by Brenda Berk and seconded by Donna Whalen to approve the distribution of the proposed changes to Unit Owners for review and comment. The Board will consider action at the August Executive Board meeting. Vote: Yes,6/No,0.
Safety Improvements to Intersection of HWW/HWS: The Board is awaiting cost and funding information, before taking final action.
Contract Procurement Guidelines: A motion was made by Tim Reid and seconded by Deb Wellington to accept the Procurement Guidelines Document. Vote: Yes, 6/No,0.
Scenic View Enhancement: A plan to trim the trees to enhance the view of the CT River was developed and presented to the Board. This plan would have no cost to MH and is being funded by the unit owners proposing the plan. A motion was made by Brenda Berk and seconded by Tim Reid to approve the plan subject to the town’s wetlands agent approving the proposed work. Vote: Yes,6/No,0.
AED Device: The Board will vote on the plan moving forward with obtaining an AED, after comparing whether to buy or rent the device and determining the source of funding
Walkway at Lot K: A two- part motion was made by Walter Brownsword and seconded by Deb Wellington – 1 – Get an engineering study to meet ADA requirements for the Lot K walkway proposal and 2 -Get an engineering study that will look at all walkways and stairways in the community. Vote: Yes,6/No,0.
Fence Painting/Staining for 2026: This proposal will need a life-cycle analysis and cost piece before a decision can be made. The Maintenance Committee will prepare this for the 2026 Budget process. The Maintenance staff has added to its schedule inspecting and providing clearance and remove soil where in contact with the bottom of the fence.

Summer/Fall Help: The Maintenance Committee is developing a proposal for summer help for 2026 for consideration.

Motion to adjourn: Made by Donna Whalen and seconded by Brenda Berk.

Meeting Adjourned: 12:05 PM

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: July 23, 2025. Vote: Yes,6/No,0