Minutes December 2025

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Meadow Hill
Executive Board Meeting Minutes
December 17, 2025

The Executive Board Session was called to order at 9:17 AM.

Board Members Present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Browsword, Terry Bogli, and Paul Frederick. Deb Wellington was present by phone. Also Present: Brian Milano of Imagineers.

Per state law, voting on any issues 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 was adjourned at 9:55AM

Open Session

  1. Call to Order: 10:04 AM. Board Members Present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Terry Bogli, and Paul Frederick. Deb Wellington attended via Zoom. Also present: Brian Milano, Imagineers and Darien Covert of Meadow Hill.
  2. President’s remarks: Jim Fuda began the meeting by welcoming the two new Board Members, Terry Bogli and Paul Frederick. He thanked them for stepping up to fill the vacant spots until the annual election in June. The Board is now at full strength and ready to plan for 2026. Jim announced that the 2026 Budget vote passed unanimously. He also let us know that the Hollister House is nearing completion and its new address is 5 Hollister Way North.
  3. Treasurer’s Report: Brenda Berk – There was a technical glitch this month and the 2026 budget was posted instead of the 2025. Brenda explained that the audit process may have caused discrepancy and will follow up for more details.
  4. Maintenance Report: Darien Covert – Darien praised the new sander on the truck. Noted that they had purchased road and walkway salt. He asked for approval for a new ball valve for the greenhouse to prevent leakage which was agreed to by the Board. Darien’s full report and the Maintenance Meeting notes can be found in the Board Packet on page 24.
  5. Manager’s Report: Brian Milano’s report can be found on page 36 of the Board Packet.
  6. Committee Reports: The Tree Committee brought in an arborist to look at 2 trees near Unit #66 and #324. The Long-Term Committee Chair, Frank Cisz let us know that the roofing bids have not come in yet but should be here soon. All other committee reports can be found in the Board Packet on pages 38-39.
  7. Business Items
    1. Master Insurance Policy -We received 2 policy proposals. Greater New York came in with a quote with a 5% increase. This is considered a success due to the community’s risk management policies. The second proposal was from Philadelphia Insurance Indemnity Co., which came in with a bid that was $31,000 greater than GNY. Neither companies will insure horses.
    2. Roofing Project: We are waiting on bids and will update the community in January. We are hoping to begin construction in the Spring.
    3. Gas Fireplace Log Program: Fireplace insert logs were required to be cleaned in 2025. Compliance is lacking and the Board agreed to send a reminder letter to those units that have not completed or provided documentation the cleaning has been done. This is one of the risk management programs that has helped keep our insurance costs down. We expect compliance from ALL unit owners. Please do your part.
    4. January Planning Meeting: The Board will be setting goals and objectives for 2026. Jim asked Board Members to put together their suggestions for the meeting.
  8. Open Forum
    1. Frank Cisz – raised a concern about the HVAC unit stacks’ paint bleeding onto the roofs. The Board decided to address this in the Planning Meeting.
    2. Kathy Proulx brought the Board Members cookies. She also sees the need for us to update all documents that have references to horses.
  9. Votes
    1. A motion was made by Deb Wellington and seconded by Donna Whalen approve the 2026 insurance renewal policy with GNY, provided by Bouvier. Vote: Yes,7/No,0.
    2. A motion made by Brenda Berk and seconded by Walter Brownsword to authorize the release of the notice of decision on his under-deck panels. Vote: Yes,4/No,0/Abstentions/3.
  10. Motion to Adjourn -Made by Brenda Berk and seconded by Paul Frederick. Vote: Yes,7/No,0
  11. Time of Adjournment: 11:14 AM
  12. Minutes submitted by: Donna Whalen, Secretary
  13. Minutes approved by email: January 2, 2026

 

Meadow Hill Inc.
Annual Budget Meeting
December 9, 2025

Call to Order: President, Jim Fuda, called the meeting to order at 7:01PM.

Roll Call: Board Members Present: Jim Fuda, Brenda Berk, Walter Brownsword, and Donna Whalen. Deb Wellington attended through speaker phone. Brian Milano, of Imagineers, was also present.

President’s Remarks: Jim thanked everyone for attending. He thanked the Budget Committee for their work preparing the 2026 budget. He especially thanked Treasurer, Brenda Berk, for her incredible commitment, meticulous attention to detail, and invaluable expertise in building this budget. We couldn’t do this without her!

Proof of Notice: Jim informed us that the Notice of Annual Budget Meeting was duly sent on November 26, 2025, in accordance with the Meadow Hill by-laws through an email post and by mail.

Resolution: A motion was made by Dave Hogan and seconded by Mike Proulx to Executive Board to approve the Minutes of the 2025 Annual Budget Meeting. Motion unanimously passed by a voice vote. No objections were expressed.

Reading of the Minutes of the 2024 Annual Budget Meeting: A Motion was made by Gene Flynn with a second by Dave Hogan to waive the reading of 2024 Budget Meeting Minutes. The motion was unanimously passed by voice vote. No objections were expressed.

Reports: Budget Presentation by Treasurer, Brenda Berk

Ms. Berk gave a Power Point presentation explaining the budget increase of 6.6%. She showed the increases in the biggest items such as Utilities, Personnel, and the Master Insurance Policy. She also brought to our attention some new items like plumbing, irrigation, and loan interest expenses. Brenda informed us that this is a fully funded operational budget (our checking account) which also continues to add to our reserves (our savings account).

Open Forum: There were no statements or questions from the floor.

Ratification of the Budget. A motion was made by Dave Hogan and seconded by Paul Frederick to approve the 2026 Budget. The motion passed unanimously by voice vote. There were no objections expressed.

New Business: Jim informed us that we will have a full Board of Directors through June. He welcomed two new members to the Board. Terry Bogli and Paul Frederick will join us at the December 17th meeting.

Vote to Adjourn: Motion to Adjourn made by Dave Hogan and Unanimously approved by voice vote.

Time of Adjournment: 7:15 PM
Minutes submitted by: Donna Whalen. Secretary
Minutes approve by email: December 12, 2025