Board Minutes October 2025

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Meadow Hill
Executive Board Meeting Minutes
October 15, 2025

 The Executive Session was called to order at 9:15 AM

Board Members Present: Jim Fuda Deb Wellington, Donna Whalen, and Walter Brownsword.  Brian Milano, of Imagineers, was present by phone.

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

  1. Call to Order: – 10:01AM. Board members present: Jim Fuda, Deb Wellington, Donna Whalen, and Walter Brownsword. Absent-Brenda Berk. Brian Milano, of Imagineers, was present via Zoom. Darien Covert, MH Maintenance Superintendent, was also in attendance.
  2. President’s Remarks: Jim Fuda welcomed all who were in attendance. He announced two resignations. Mike Proulx, the chairman of the Grounds Committee, will step down at the end of the year. Mike has chaired the Grounds Committee for 7 years. Jim thanked him for his dedication to the job, attention to detail, and diligent work ethic. Mike will be missed. Tim Reid resigned from the Board last month. Tim is moving to upstate New York to be closer to his family. Jim thanked Tim for his time on the Board and wished him well. Jim addressed the issue with Unit#74 owner’s ability to close on the sale of her unit. The lender of the buyer was Fannie Mae. Fannie Mae was given misinformation and has blacklisted Meadow Hill, thus blocking the sale.  Efforts to resolve this problem is ongoing.
  3. Financial Report: Treasurer, Brenda Berk, was absent. The financials can be found in the Board Packet. The budget process has begun. We are waiting to get insurance quotes with and without a horse.
  4. Maintenance Superintendent’s Report: Darien Covert’s full report can be found in the Board Packet on pages 18-24. Reminder! The Fall Bulk Items Clean-up Day is Monday, October 20. There are still some units who are non-compliant with the Dryer Vent Cleaning rule. Joan Palantine wrote a letter to the Board (in the Board Packet), concerning the quality of her water. Her water contains black sludge, and it can be found in every water outlet. Darien asked neighbors if they had any of the same problems and none have. Joan has a plumber investigating this issue and will update us on their findings. The Board is testing the water and results are expected within a week.
  5. Manager’s Report: Brian Milano’s report can be found on page 27 on the Board Packet. Additional items: He is working on getting insurance quotes by early November.
  6. Committee Reports: All committee reports can be found in the Board Packet on pages 28-29.
  • Maintenance Committee: Walter Brownsword reported the following:
  • The Tree Report has been updated for the Board review. The file can be found in SharePoint.
  • Stairs Report: An inspection of the stairs found several in need of repairs due to cracks, gaps and narrow treads. We plan to obtain quotes for the work needed no danger of collapsing. Report is being prepared by the Board for future discussion.
  • Wall Report: Walter and Paul Jenkins inspected all the walls on the property, noting some bulges and sand wash- through, but concluded that no walls need to be repaired at this time.
  • Budget Items:
    • Perimeter Fence: It has been recommended that the perimeter fence will not be painted.
    • Truck Bed – recommended the truck bed not be replaced at this time.
  • Hydrant Proposals – The Board has received quotes from two contractors, to replace the hydrants. The locations of hydrant(s) to be replaced will be identified, and decisions will be made as to which to replace.
  1. Business Items:
  • Roofing Project: Review and approve the repair/replacement for units 151/153 and 18/20/24. The Board has received bids on these projects. We have the funds to replace them.
  • Clubhouse: deferred replacement to be done with the roofing project based on Becht Engineering memo to the Board.
  • Progress Report from Becht: The full project is now out to bid. We should get the bids by mid-November. Becht will identify with our Maintenance staff and Committee the trees that need to be taken down for the roofing project. This report should be available next week.
  • Proposed Rule Changes:5.1Under-deck panels – Deferred discussion for the November Planning Meeting.Rule 7.10.1: Water Shut-off when Vacant -The unit inspection and turning off the water has been taken out of this rule.
  • Sewer Pipe issue: The Board has asked for the video inspection from Delponte for units 181/183
  • Variance Reviews: Residents have found the Vantaca Variance process difficult to navigate. The Board has asked to go back to the previous process, which was much easier to use. Brian Milano agreed to this request.
  1. Open Forum

Unit owners expressed concerns regarding Fannie Mae and Freddy Mac lending policies and blacklisting Meadow Hill, especially because it would affect veterans and seniors. Answer: We are appealing our rating, but this is a long process.  It was suggested that we get our legislature involved. There were questions about this ban going beyond those agencies. Answer: We don’t know but will investigate this. We will also seek input from CAI on this matter.

There was also concerned about the water issue brought up by Joan Palantine’s letter. Answer: None of her neighbors have this problem with their water. Joan has a plumber of her own who is investigating if it’s only her pipes.

One unit owner wanted to know if we had a list of units without individual water shut offs. Answer: We do have documentation on the shutoffs, and he will be given a list. He also asked if we have looked at the cost of stairs versus ramps. Answer: Our first step was the inspection. We will move forward after reviewing the report.

  1. Votes
  • A motion was made by Walter Brownsword and seconded by Donna Whalen to move forward with the roofing proposals for Units 151/153 and Units 18/20/24. VOTE: Yes,4/No,0.
  • A motion made by Deb Wellington and seconded by Walter Brownsword, to hire Anytime Sewer to diagnose the sewer issue with Unit 181 and 183.
  • Vote: Yes,4/No, 0.
  • A motion was made by Walter Brownsword and seconded by Deb Wellington to send out letters of non-compliance to those unit owners who have no complied with the 2024 Dryer Vent cleaning requirements of our Rules and Regulations. Vote: Yes,4/No,0.
  • Motion to Adjourn was made by Donna Whalen and seconded by Walter Brownsword. Vote: Unanimous.

Meeting Adjourned: 11:20 AM
Minutes submitted by: Donna Whalen, SecretarMinutes approved by email: Oct. 20, 2015