{"id":3382,"date":"2025-01-14T07:03:13","date_gmt":"2025-01-14T13:03:13","guid":{"rendered":"https:\/\/meadowhill.net\/?p=3382"},"modified":"2025-01-23T13:57:03","modified_gmt":"2025-01-23T19:57:03","slug":"board-minutes-january-2025","status":"publish","type":"post","link":"https:\/\/meadowhill.net\/?p=3382","title":{"rendered":"Board Minutes January 2025"},"content":{"rendered":"

Executive Board Planning Committee Meeting
\n<\/strong>Wednesday, January 8, 2025<\/strong><\/p>\n

10:00 AM<\/strong><\/p>\n

Background and Purpose<\/strong><\/p>\n

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. The planning meeting is open to residents\u2019 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<\/em><\/strong>.<\/p>\n

Board Members in Attendance:<\/strong> Jim Fuda, Donna Whalen, Brenda Berk, Walter Brownsword, Paul Jenkins. Deb Wellington attended via Zoom.\u00a0 Absent: Tim Reid<\/p>\n

The Meeting convened at 10:01 AM<\/strong><\/p>\n

Items Discussed<\/strong><\/p>\n

    \n
  1. High-risk items for 2025.<\/strong> Darien Covert continues to conduct high-risk inspections of each condo. 55% completed to date.<\/li>\n
  2. Smoke\/CO\/Gas monitors<\/strong>– These will need to be replaced this year. These high-risk items have a 10-year battery and were last replaced in 2015. The Board has developed a plan to replace these detectors. Unit owners will receive a letter explaining the plan once the Board approves the documents.<\/li>\n
  3. Gas fireplace logs<\/strong> \u2013 If you have a gas fireplace, the logs will need to be cleaned this year. A proof of cleaning\/receipt should be sent to Imagineers. (The same process as dryer vent cleaning.) The Board will approve a packet to send to unit owners.<\/li>\n
  4. Fire extinguishers<\/strong> -These are optional but recommended. The Board is considering buying them in bulk for resident purchase. These will be added to the unit owner packet for Smoke\/CO \\detectors.<\/li>\n<\/ol>\n
      \n
    1. Document Management<\/strong> \u2013 Deb Wellington has been researching formats for Meadow Hill document storage. She is still investigating but favors the Share Point format so far. We have learned that Imagineers will be changing from Pilera to a new system, so we will wait to make a final decision. Document Management will stay on the front burner, as it is important to save our documents in one place.<\/li>\n
    2. Communications <\/strong><\/li>\n<\/ol>\n

      Email addresses have been updated.\u00a0 Our email blasts will now reach more residents. Owners\/residents can get information from email, Facebook, and USPS mail when needed. Those without electronics have The Lark and event flyers hand delivered. The Board encourages everyone to use these formats to keep up-to-date with notices, meetings and events.<\/p>\n

        \n
      1. The 2025 Directory and Unit Owner Booklet<\/strong> has been updated and ready for printing. Owners will be getting a hard copy and will also be able to access it online. We will wait for Imagineer\u2019s new system to put them online.<\/li>\n
      2. Variance Request<\/strong> \u2013 Unit #328 has requested to put in a ramp for easier access to the condo. The Board discussed this variance and will take action by e-mail informing the unit owner of the conditions of approval. in regard to this request.<\/li>\n
      3. 2025 Board Workshops<\/strong> \u2013 Brenda Berk, Treasurer will be holding some workshops on the reserve plan. You will be asked to sign up for these workshops. A schedule will be posted.<\/li>\n<\/ol>\n

        Open Session<\/strong><\/p>\n

        The Board thanked the residents who attended in person and via Zoom.\u00a0 The comments included the need to have more information about the smoke detector items. Jim Fuda will be meeting with the town Fire Marshall to get the latest information\/requirements for us and this information will be passed on to the residents. The Board received favorable comments with how we communicate with the owners\/residents.<\/p>\n

        Adjournment<\/strong>: 12:25 PM<\/p>\n

        Minutes Submitted by:<\/strong> Donna Whalen, Secretary<\/p>\n

         <\/p>\n

        Meadow Hill
        \n<\/strong>Executive Board Meeting Minutes
        \n<\/strong>January 15, 2025<\/strong><\/p>\n

        The Executive Session convened at 9:21 AM<\/strong><\/p>\n

        Board Members Present:<\/strong> Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, and Paul Jenkins. Deb Wellington present via Zoom. Kristin Davis of Imagineers was also in attendance. Absent: Tim Reid.<\/p>\n

        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.<\/p>\n

        Open Session<\/strong><\/p>\n

        Meeting Convened at 10:16 AM<\/strong><\/p>\n

        1.Roll Call:<\/strong> Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, and Paul Jenkins. Deb Wellington present via Zoom. Absent: Tim Reid. Kristin Davis of Imagineers and Darien Covert of Meadow Hill were also in attendance.<\/p>\n

          \n
        1. President\u2019s Remarks<\/strong>: Jim Fuda welcomed all who attended the meeting. and reported the following.<\/li>\n<\/ol>\n

          Reported on items discussed at the Planning Committee Meeting which were discussed at the meeting<\/p>\n

          Hollister House<\/u>: town approval is delayed until February. An update will be provided to the community and dates of the public hearings provided. Resident support at the Public Hearings will be encouraged.<\/p>\n

          Roofing Consulting Contract<\/u>: This has been reviewed and revised by our attorney and has been sent back to BECHT Engineering for their approval.<\/p>\n

            \n
          1. Financial Report:<\/strong> Brenda Berk<\/li>\n<\/ol>\n

            Audit Report <\/u>\u2013 The Association received the final audit report in December, almost six months later than the contracted delivery date. The audit report covers the activities that occurred in 2023 and reflects the 2023 budget. Much of the delay with the report was due to the complicated nature of the accounting around the wiring assessment. It took many meetings with the team at Imagineers and input from myself before the audit team was able to finalize their findings. As noted in the audit, there were two assessments in 2023.<\/p>\n

            Another item of clarification \u2013 there is language in the audit report around the reserves studies. There are two studies noted \u2013 one done in 2009 by an engineering firm, the second was an analysis provided by the Board of Directors in 2018. At that time the total amount estimated replacement costs was $4,081,302.<\/p>\n

            Final 2024 spending was $16K over budget.<\/p>\n

            The Reserve Balance at the end of 2023 was $221K. At the end of 2024, the balance is $370K.<\/p>\n

            The Reserve Committee is looking at three round table meetings to be completed by the end of March. One in the morning, one in the afternoon and another in the evening to accommodate unit owners\u2019 schedules.<\/p>\n

            The Board\u2019s goal for the coming year is one of expense management and savings growth.<\/p>\n

              \n
            1. Maintenance Report:<\/strong> Darien Covert<\/li>\n<\/ol>\n

              Only 10 work orders to complete by the end of the month. Klaus has been working to repair the barn roof this week. Maintenance\u2019s Unit Inspection is almost complete.<\/p>\n

                \n
              1. Manager Report<\/strong>: Kristin Davis. You will find this report in this month\u2019s Board Packet found on Pilera.<\/li>\n
              2. Committee Reports.<\/strong><\/li>\n<\/ol>\n

                Grounds: Mike Proulx (Via Zoom)\u2013 Nothing to report currently.<\/p>\n

                Amenities:<\/strong> Ron King<\/p>\n

                This committee met and discussed the following items.<\/p>\n

                Tennis\/Pickleball Courts: The poles need to be removed from the Pickleball court, and a new portable net should be purchased. They would also like Pickleball lines to be added to the existing tennis court surface. The backsplash behind the courts needs a fresh coat of paint.<\/p>\n

                Shuffleboard: The court needs to be resurfaced and painted. Old equipment should be replaced, and the housing structure needs to be repaired, painted and sealed.<\/p>\n

                Gym Equipment: Some old equipment needs to be removed and replaced. Comments made at the meeting did not support this suggestion.<\/p>\n

                There was a suggestion to make the room into a ping pong area. Which prompted the need for a community survey on usage and desires.<\/p>\n

                A\u201d Paint the Barn\u201d Party is being proposed for late spring. It was last painted in 2008<\/p>\n

                President Fuda requested formal proposals and estimated costs be submitted to the Board for review and approval.<\/p>\n

                The removal of the poles and the new portable net was previously approved by the Board and can proceed.<\/p>\n

                Long Term: Frank<\/strong> Cisz \u2013 Reiterated the Board\u2019s sentiment that the Town Council is being very difficult. We are documenting a trail of compliance. He asked those who could show up to the meetings to please attend or send a letter of support to the Town Manager. Dates for these meetings will be posted.<\/p>\n

                Social Committee<\/strong> \u2013 Donna Whalen<\/p>\n

                Our Coffee and Social Hours are growing in popularity. Yoga classes are still being offered, and attendance is good. The Social Committee will meet soon to discuss plans for future events.<\/p>\n

                Rules Committee:<\/strong> Vicky Germani- This committee will meet soon. Lynn Rosenthal and Kathy Wanat have joined this committee.<\/p>\n

                Risk Management<\/strong> \u2013 Deb Wellington (via Zoom) \u2013 Nothing to report this month.<\/p>\n

                Open Forum<\/strong><\/p>\n

                Summary.<\/strong><\/p>\n

                There were questions as to the Town Planning Process and the Town Design Review, regarding the Hollister House.\u00a0 Jim Fuda told the attendees that we have met with them and have been responsive to all the Town\u2019s requests. He, too, suggested writing letters of support to the Town Council.<\/p>\n

                Another question asked when a crew would come to repair the missing siding near some of units\u2019 chimneys. Response: Imagineers Construction will perform the work after completion of the project they are currently working on.<\/p>\n

                Two members attending expressed their opposition to the suggestion of using the gym as a ping pong area.<\/p>\n

                  \n
                1. Business Items\/<\/strong><\/li>\n<\/ol>\n

                  Dryer vent Program<\/strong> \u2013 only a few unit owners left who haven\u2019t complied. Letter requesting compliance has been mailed.<\/p>\n

                  Gas Fireplace Logs \u2013<\/strong> For those units with gas fireplaces, 2025 is the year to have the logs cleaned.\u00a0 The logs must be cleaned by certified personnel and proof of cleaning must be sent to Imagineers. (Just like the dryer vents). A letter will be sent out to Unit Owners the week of 1\/20 with a completion date of 12\/31\/2025.<\/p>\n

                  MOTION: Made by Brenda Berk to approve a letter to be sent to Unit Owners explaining the Gas Fireplace Log Cleaning mandate as part of our Risk Management Plan. This letter will be sent in PDF form by email to all unit owners. Seconded by Paul Jenkins.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0Vote: 6, Yes\/0, No<\/strong><\/p>\n

                  Smoke\/CO Detectors Program: <\/strong>A letter is waiting to be sent out to unit owners explaining the Smoke\/CO Detector Program. Jim is meeting with the town\u2019s Fire Marshall this week to get the newest updates\/requirements from the town. These will be added to the letter, and a vote will follow.<\/p>\n

                  2025 Meadow Hill 50th<\/sup> Anniversary Directory<\/strong>; will be finalized and sent to the printer. Distribution will be done by the end of January<\/p>\n

                  MOTION: Made by Donna Whalen to approve the printing of 150 copies of the 50th<\/sup> Anniversary edition of the Meadow Hill Directory with color stock (gold) cover and black\/white printed pages and map. Seconded by Brenda Berk.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Vote: 6, Yes\/0, No<\/strong><\/p>\n

                  Centralized Filing System:<\/strong> Deb Wellington and Jim Fuda will give this system a trial run. Deb asked the Directors to make a list of docs they want to see in Microsoft Share Point<\/p>\n

                  Walkways in Common areas<\/strong>: agreed to design guidelines for unit owners seeking approval from the Board to modify the walkway to their unit.<\/p>\n

                  Items from Executive Session<\/strong><\/p>\n

                  Fertilizer contract from TruGreen<\/u> \u2013 deferred action pending receipt of a revised contract.<\/p>\n

                  Clubhouse Gutters<\/u> \u2013 reviewed three proposals and selected the proposal of Premier Gutter Services, LLC<\/p>\n

                  MOTION: Made by Brenda Berk to approve the $2,700.00 contract with Premier Gutter Services LLC to replace the gutters on the clubhouse, subject to schedule and condition of fascia board. Seconded by Walter Brownsword.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Vote: 6, Yes\/0, No<\/strong><\/p>\n

                  Variances<\/strong><\/p>\n

                  Unit #328 \u2013 request for a ramp in common area was reviewed and approved with conditions.<\/p>\n

                  Motion: Made by Brenda Berk to send a letter to the Unit #328 Owner responding to a variance request for a ramp.\u00a0 The letter will include the Meadow Hill and design guidelines\u00a0\u00a0 Seconded by Paul Jenkins.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Vote: 6, Yes\/0, No<\/strong><\/p>\n

                  Motion to adjourn:<\/strong> Made by Jim Fuda and seconded by all<\/p>\n

                  Adjournment: <\/strong>11:40 AM<\/p>\n

                  Minutes submitted by<\/strong>: Donna Whalen, Secretary<\/p>\n

                  Minutes approved by email<\/strong>: Vote: 6, Yes\/0, No<\/p>\n

                  Date of approval: <\/strong>January 21, 2025<\/p>\n

                  \u00a0<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

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