Board Minutes September 2025

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Meadow Hill
Executive Board Meeting Minutes
September 17, 2025

Open Session

  1. Call to Order: 10:05 AM – Board members present: Jim Fuda, Deb Wellington, Walter Brownsword, Brenda Berk and Tim Reid. Also, in attendance Brian Milano of Imagineers. Darien Covert, MH Maintenance Supervisor,
  2. Financial Report – See the Board Packet
  3. Manager’s Report – – See the Board Packet.
  4. Committee Reports – – See the Board Packet
  5. Business items and actions:
    • Maintenance Committee to perform a site walk with Becht Engineering to identify trees for removal to accommodate the roofing project and get proposals from three tree removal contractors.
    • Imagineers to send reminder letters to unit owners for cleaning of gas logs inserts in fireplaces by the end of the year.
    • Maintenance staff to install Smoke detectors and CO monitors the end of September. Order has been received.
    • Maintenance Team to update Tree inventory and review with the Board at the October Planning Meeting
    • Maintenance Team to perform and existing conditions inventory of existing stairs and review with the Board
    • MDC to be contacted for the missed fire hydrant painting near Unit #298. (Deb Wellington to call MDC).
    • Ad hoc Committee of Walter Brownsword, Brenda Berk, Tim Reid, and Vicky Germani formed to define Clubhouse improvements for the $15,000 budgeted for 2025.
    • Proposals in process:
      • Replacement hydrants
      • Roadway Crack Sealing
      • Sewer line inspection Units 181/183
    • Becht Engineering to pursue competitive bids for the roofing project with a minimum of three bids
    • Amenities Committee request to disband honored by the Board. The Board will discuss reengaging a committee
    • Rules review of under-deck panels tabled for the Board to seek engineering and legal input.
    • Ad hoc committee to be established to explore options to solve water shut offs in multiple unit buildings.
    • Becht Engineering will inspect the roof leak in Unit #153 and provide a recommendation to the Board. Frank Cisz to coordinate with Becht and Darien.
  6. Votes Taken:
    • Unit 97/99 under-deck panel removal – Motion made by Walter Brownsword and seconded by Brenda Berk to approve the request of the Unit Owner of #99 HWN to remove the under-deck panel installed by the Unit Owner of #97. Yes- 4, No-1. Motion Approved. ( Yes- Fuda, Berk, Brownsword, Reid. No – Deb Wellington).
    • Hollister House Roofs – Motion made by Brenda Berk, seconded by Deb Wellington to approve the contracts of Turner Home Improvement to replace the roof for the Hollister House and install a roof on the proposed garage. Yes – 5, No-0. Motion approved unanimously.
    • Traffic Committee Report – Motion made by deb Wellington, seconded by Tim Reid to approve the recommendation of Phase I identified in the Traffic Committee Report. Yes – 5, No-0. Motion approved unanimously.
    • AED Proposal for 2026 budget process. Motion made by Brenda Berk, seconded by Walter Brownsword to accept the proposal for the purchase of an AED device for inclusion in the 2026 budget process. Yes – 5, No-0 . Motion approved unanimously.

Adjournment: Motion to adjourn unanimously approved on motion made by D Wellington and seconded by B. Berk. (Yes-5, No-0). Adjournment: 12:20 PM

Minutes submitted by: Jim Fuda, Temporary Secretary

Minutes approved by email: Yes – 4, No-0;

Minutes approved: 10/01//2025

 

 

Meadow Hill
Executive Board Planning Committee Meeting Minutes
September 3, 2025

Background and Purpose

The Executive Board Planning Meeting will provide a forum for the Board to discuss the operation and functioning of Meadow Hill, allowing the Board to discuss topics in more detail and depth than time permits at the monthly Executive Board Meetings. This planning meeting is open to residents’ attendance as it is an open meeting per our by-laws. No action will be voted on or taken at this meeting. Discussion is limited to Agenda items and time permitting.

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

Call to Order: 10:01 AM

  1. President’s Welcome and roll call: All Board members present. Jim Fuda welcomed all attendees and reminded everyone of the meeting protocol.
  2. Fall Grounds Plan: Mike Proulx discussed and answered questions from the Board about the proposed Fall Grounds Plan. There were some concerns about the lack of evergreens in our common spaces. The cost of the grass seeding was questioned because of the lack of success with growing grass in the past. Most Board members expressed support for trying the experimental grass, which could potentially improve the appearance of the grounds. Jim Fuda advised an email vote due to the time sensitivity of grass seeding. This vote was taken to approve the Fall Grounds Committee proposal by email on Sept. 5th. Vote: Yes,4/No,2. Proposal approved.
  3. Rule Changes:
    1. Under deck Panel. (7.5.1.) The Board discussed concerns about under-deck panels and the potential to cause deterioration if not installed correctly. They agreed that they could modify the existing rule to allow under-deck panels only through a variance process. This would require a unit owner to submit drawings showing proper installation and ventilation to prevent water accumulation and debris collection. The Board decided to assess the condition of the existing 3-4 panels and draft new variance guidelines for future installations. They also agreed to seek expert consultation, before making any final decisions at the next Board meeting.
    2. Water Shut-Offs – (7.10.1) The Board discussed the many recommendations to the water shut-off rule. After much discussion, the Board decided to keep rule 7.10. The Board asked the Rules Committee to develop new recommendations for section 7.10. – emphasizing its importance through education, rather than adding consequences for non-compliance. This issue of units without proper shut offs will be addressed separately.
  4. Lighting Plan: Walter Brownsword – A plan to improve the lighting of all common areas was emailed to the Board members. The plan would include converting 4-5 dusk to dawn lights to motion activated lights. The Board supported the plan and agreed that Walter and Brenda Berk would coordinate to quantify the reimbursements to Unit Owners.
  5. Pool Security Lock: Walter Brownsword – this topic needs more investigation
  6. 2024 Audit Review – Brenda Berk found no issue with the report and will send an engagement letter for finalizing the documents.
  7. Traffic Committee Recommendations: Brenda Berk presented a detailed plan, developed by the committee, for landscaping improvements around the community. The focus of this plan is the removal or relocation of various bushes and trees to enhance visibility and safety for pedestrians and drivers. The Board was asked to review the draft and comments and feedback to the Traffic Committee.
  8. 2025 Smoke Detector and CO Monitors – awaiting the compiled list. Order will be submitted this week. The Maintenance Dept. will install once received.
  9. Open Session – Residents’ Comments/ Concerns
  • Will there be stump grinding this fall? Answer from B. Berk -Yes, it is in the tree budget.
  • How many units do not have shut-offs? Under-deck Panels?
  • The “army of leaf blowers” is overkill and probably killing the existing grass.
  • The vehicles parked on HWW make it difficult to navigate the road, and it should be monitored.
  • A recommendation for the Committee Chairs to meet a few times a year to share plans.
  • The community needs a gardener to work with the Grounds Committee to replace the trees and shrubs being removed.
  1. Motion to adjourn made by Donna Whalen and Seconded by Deb Wellington. Vote: Unanimous
  2. Adjournment: 11:53 AM
  3. Minutes approved by email: September 9, 2025. Vote: Yes,6/No,0.

Minutes submitted by Donna Whalen, Secretary.