Minutes April 2026

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Meadow Hill
Executive Board Meeting Minutes
April 15, 2026

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

Members Present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Frederick, and Terry Bogli. Deb Wellington is on vacation.

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 9:55 AM.

Open Session

  1. Call to order: 10:03 AM. Members present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Frederick and Terry Bogli. Deb Wellington is on vacation. Brian Milano of Imagineers and Darien Covert, Meadow Hill Maintenance Manager, were also in attendance.
  2. President Remarks: Jim Fuda welcomed all in attendance. He reviewed the many items the Board is working on. These items can be found in this month’s Board packet in the Planning Meeting Minutes. He announced a Nominating Committee, which has been created to recruit prospective Board members. This committee is made up of past presidents, Ed Litke, Toni Dolan and Luther Weeks.
  3. Financial Report: Brenda Berk, Treasurer

As noted in last month’s report, the impact of snowstorms has created a $9.5K budget shortfall. There were additional dollars booked into March that will increase that number. I am working with Imagineers to get the details on the additional expense items. Payroll is running higher than planned by 3K, and the payroll snow had additional dollars posted into March. With the additional expense booked to payroll, the payroll taxes and payroll service fees are increased. Again, as noted in the last report, we will need to cut expenses elsewhere or find a way to replace those funds. Another item that is not trending to budget is the water bills – currently almost 8K over plan. Utilities should be on autopay, but looking at the details in the financials it looks like the accruals may be too high. Income taxes are high as the IRS pilled two payments through the automated system that the auditor uses. It will be recaptured later this year. Reserve contributions are on plan.

  1. Maintenance Superintendent Report: Darien Covert

The complete maintenance report, project list, and maintenance annual calendar can be found in the Board packet beginning on page 23. Mulch deliveries will be Friday 4/17 and Tuesday 4/21. Fertilization will take place during the week of April 20th, pending no rain. The Bulk Item Dump Run is 4/21.Tennis nets are up and the Horseshoe Pitch is ready.

  1. Manager’s Report: Brian Milano, Imagineers.

The Manager’s Report can be found on page 33 of the Board packet, along with the Meadow Hill Vendor List.

  1. Business Items
  • Roofing Project: Meadow Hill has received our loan approval from Windsor Federal for the roofing project. We will be working with the attorney on a packet to be sent to the owners. This packet should arrive in early May.
  • Maintenance Reports: Walter Brownsword: Security lighting has been reviewed and the reimbursement list completed. Payments will be going out shortly. Wall Inventory has been completed by Walter and Paul Jenkins. The tree removal list for the roofing project has been updated, and removal proposals have been received.
  1. Open Forum
  • Roy South (#93) asked if the right-hand path at the river is cleared. The answer is no. The land is privately owned, and the owner chooses not to keep the path clear.
  1. Votes:

A motion was made by Brenda Berk and seconded by Donna Whalen to approve to write off $3,618.73 as part of an agreement that resulted from a legal dispute with a unit owner. Vote/6, No/0

A motion was made by Brenda Berk and seconded by Donna Whalen to approve the tree removal proposal made by R&R Landscaping Service for $19,500.00 plus tax.

  • A motion was made by Brenda Berk and seconded by Paul Frederick to approve the decision not to proceed with the traffic circle, but to add two stop signs at the circle on HWN and to add three speed tables at the estimated cost of $3,500.00. Vote: Yes/6, No/0.
    • Near the garage area at 254 Hollister Way West.
    • Near the garage area at 164 Hollister Way South
    • On the straightaway section near Unit 171 Hollister Way North.
  1. Adjournment: A motion to adjourn was made by Donna Whalen and seconded by Brenda Berk. The vote was unanimous. Yes/6 No/0.

Meeting adjourned at 10:31 AM.

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: April 23, 2026 

Next Executive Board Meetings

  • Wednesday, May 6th @ 10 AM
  • Wednesday, May 20th @ 10 AM