Glastonbury, CT 06033
Annual Election Meeting
Meeting Minutes
June 13, 2023
Sheila Duncan of Imagineers Duncan Imagineers called the Unit Owner Meeting Annual Meeting to order at 7:05
PM.
a. Roll Call: Members of the present Executive Board present were President Toni Dolan, Vice President Ed Litke, Secretary Jim Fuda, and Directors Dave Faxon, and Ron King.
b. Introductions: Board Members were introduced by Sheila Duncan of Imagineers, Property Manager for Imagineers of Farmington, our management company.
c. Proof of Notice of Meeting: Sheila Duncan provided that the Notice of the Annual Meeting was duly noticed in accordance with Meadow Hills By–laws through a mailing to all Unit Owners on May 15, 2023.
d. Resolution: A motion was made to “Authorize the Executive Board to approve the Minutes of the 2022 Annual Meeting.” Motion by Ron King L, second by Gene Flynn, and unanimously approved by voice vote of the Unit Owners in attendance.
e. Reading of the Minutes of Previous Annual Meeting: the 2022 Annual Meeting was waived on a motion by Ray Dolan, second by Connie Liscomb and unanimously approved by voice vote of the Unit Owners in attendance.
f. Reports: None
g. Number and Terms of Membership: Sheila Duncan reported in accordance with our current by–laws there are two, three–year terms and one two–year term open for election of Directors.
h. Election of Inspectors of Elections: Luther Weeks and Kathy Prouix were elected as Inspectors of Elections.
i. Election of the Board of Directors: After presentations by each candidate and No nominations from the floor, the ballots were counted resulting in the following results: Walter Brownsword and Brenda Berk were
each elected to a three–year term, and Donna Whalen to a two–year term.
j. Unfinished Business: None
k. New Business: security and a text alert system were suggested by one unit owner.
l. Adjournment: The motion to adjourn was made by Gene Flynn, seconded by Ed Litke, and unanimously approved by the voice vote of the Unit Owners.
Time of adjournment – 7:22 PM
Minutes submitted by: Jim Fuda, Secretary
Minutes approved by: Executive Board on 7/19/2023. Yes – 6, No–0
Dave Faxon did not vote as he was not able to attend the meeting
Meadow Hill Inc.
Minutes of the Executive Board Meeting
June 21, 2023
Associated Package/Agenda <read>
Executive Session
The Executive Session convened at 1:04 PM by Sheila Duncan with Board Members Jim Fuda, Ed Litke, Dave Faxon, Donna Whalen, Brenda Berk, Ron King, and Walter Brownsword present.
Per state law, voting on any issue discussed in Executive Session is done in the Open Session of the Board of Directors meeting. See the Open Session notes below for any action necessary by the Board on any item discussed in Executive Session
The Executive Session closed at 1:28 PM
OPEN SESSION
The Open Session of the Executive Board Meeting convened at 1:33 PM
Board members in attendance: Jim Fuda, Ed Litke, Dave Faxon, Brenda Berk, Walter Brownsword, and Donna Whalen. Sheila Duncan of Imagineers was also in attendance. Absent: Ron King
Election of Officers.
Ed Litke made a motion to accept the designated slate of officers. Dave Faxon seconded the motion. Motion passed (6-Yes, 0-No, 1 member absent)
President Jim Fuda
Vice President: Ed Litke
Treasurer: Brenda Berk
Secretary: Donna Whalen
President’s Remarks: Jim Fuda welcomed all residents and board members to the meeting. After a year of challenges, President Fuda is looking forward to working on the following.
*Complete our big projects-The Fire Rebuild and Aluminum Wiring Project
*Make decisions on long term goals.
*Continue to build our community through social events.
Treasurer’s Report: Sheila Duncan provided an overview of the financials included in the Board Packet.
Maintenance: Darien Covert reported that the project list was caught-up to July. Pruning will begin next week. Deb Wellington #292 requested to be put on the “Do Not Touch” list.
COMMITTEES
Grounds: Susan Wallace reported that all the Spring projects were completed and that Fall projects are in the planning stage.
Trees: Gene Flynn submitted a Tree Watch/Action List. This list was approved by the Board and will be attached to the minutes.
Social: Donna Whalen reported that the Meet and Greet was a big success. The Social Committee is looking forward to planning more events.
Maintenance: Tennis Court repair continues. Darien Covert reported that they tried 3 different products, and finally found one that will best fill the cracks. We are waiting for more product. The lines for the tennis courts will be in white. The pickleball court lines will be painted blue.
Hospitality: The new Meadow Hill Directory is being printed.
Open Forum
Jim McCarthy #46- Expressed concern about a new fuse box being installed in his house during rewiring. Jim Fuda assured him he would follow up and contact Bill Thompson of Alwire to get the specifics.
Linda Fillion #182- Reminded residents to sign-in at the pool and register any guests. She also mentioned that the sign-in box gets quite hot. A discussion ensued as to alternative ideas to sign-in. Two of these ideas were to sign-in by computer, and/or use a key fob. Deb Wellington agreed to investigate the key fob idea and get back to the Board.
Luther Weeks #334-Expressed concerns as to the expense of the fob idea.
Old Business
Rewire Project
The Wiring Project is 50% complete.
Jim Fuda reported that the Gap Amount for the Fire Rebuild is $137,000. Residents’ costs are being calculated and a letter will be coming out in the next two weeks explaining payment of the cost.
A motion was made by Brenda Berk that we work with our lawyer to get the Gap Packet out to all residents as soon as possible. This motion was seconded by Ed Litke. (6-Yes, 0-No, 1 member absent)
Rules
Ed Litke made a motion to release the new rules approved on May 19, 2023, except for Rule 21.3. The old rule will stay in place, until the new rule is approved. The motion was seconded by Dave Faxon. (6-Yes, 0-No, 1 member absent)
The reason for omitting the new rule, at this time, was to give the new board members time to familiarize themselves with the proposed rule.
New Business
Variance Request
The Variance Request for Unit#84 was put on hold, more information is being requested.
Adjournment– Motion to adjourn made by Ed Litke, second by Walter Brownsword.
(6-yes,0-No, I member absent)
Adjournment: 3:10 PM
Minutes approved: June 29, 2023 (Vote: 5 Yes/1 Not received/1absent)
Minutes submitted by: Donna Whalen