Meadow Hill Inc.
Minutes of the Executive Board Meeting
November 15, 2023
Associated Package/Agenda <package>
Executive Session
The Executive Session convened at 12:30 PM by President Jim Fuda. Board members present: Brenda Berk, Donna Whalen, Ron King, Paul Jenkins, Walter Brownsword. Deb Wellington attended remotely. Absent: Sheila Duncan of Imagineers.
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 Sessions notes below for any action necessary by the Board on any item discussed in the Executive Session.
The Executive Session ended at 1:20
Open Session
The Open Session convened at 1:30 PM
Roll Call: Present: J. Fuda, B. Berk, D. Whalen, R. King, P. Jenkins. Deb Wellington joined the meeting by Zoom. Absent: W. Brownsword
President’s Remarks: Thanked the Finance Committee for all their work on the budget. Mr. Fuda reminded residents that Meadow Hill, like all of us, is dealing with inflation at every level.
Hearings Scheduled
The residents of 76 HWS have requested a private hearing. That hearing is scheduled for Monday, Nov. 20, 2023, at noon.
Treasurer’s Report: Brenda Berk
The Budget Committee has finalized the 2024 budget. Expenses are currently projected to end the year 9.88% over the 2023 budget.
Major line items over budget YTD include.
- Master Insurance Policy +32K
- Grounds +16K due to unplanned crack sealing project
- Interest expense on the wiring project +23K
- Maintenance and Repairs +3K
Maintenance Report: Darien Covert
- Work orders for this month are up to date. (89 this month)
- Final leaf clean-up will be after Thanksgiving-by Nov. 30
- Tennis courts will be closed at the end of the month.
- High risk maintenance inspections will begin in December. The inspection will be done by our maintenance personnel. A letter will go out to all residents informing them of the inspection. Inspection will include water heaters, smoke and CO detectors, dryer vents, gas log fireplace inserts, and hoses for a water supply.
A reminder that maintenance no longer replaces furnace filters, and it will be taken off our yearly list.
Manager’s Report
Sheila Duncan of Imagineers was absent from the meeting. Mr. Fuda reported on her behalf. The Manager’s Report can be found in the meeting packet.
Committee Reports
Grounds Committee
Mike P. reported that all projects have been wrapped up for the season. The committee members will spend the winter investigating alternative and sustainable plantings for Meadow Hill.
Mike made us aware of a Walking Tour Guide of the grounds has been developed by one of our residents and will be made available soon.
Tree, Communication, and Welcome Committees had no updates at this time.
Maintenance Committee: J. Fuda reported on behalf of W. Brownsword
- The annual Maintenance Inspection will be done by Darien, starting in December. The updated list of High-Risk Maintenance items is stated in the Rules-Section 7:11. A mailing will go out to all residents informing them of the inspections. A resource list will be included with the mailing.
- A follow-up on deck inspection-The Committee will be reviewing the report and making recommendations to the Board in the 1st Quarter of 2024.
- Stump grinding is completed.
- The walkways will be inspected.
Social Committee: Donna Whalen
A reminder that our Holiday Party is December 1st. RSVP and payment is due on Nov. 24th, because the caterer needs a count a week in advance. The menu is gluten free. Checks can be made out to Meadow Hill.
Long-Term Planning: Jim Fuda
- The fire rebuild will be finalized soon. As of Friday, all but 5 residents have paid their Rebuild Assessment.
- The Wiring Remediation will be finished this month. We will be able to shop around for our insurance.
- Hollister House: We have more realtors interested. We will discuss this in detail after the budget meeting.
Open Forum
A few residents had questions about the bidding process for the Hollister House. Mr. Fuda informed them that the Long-Term Planning Committee will look at each proposal, investigate each contractor, and then make a recommendation.
The resident at 229 is interested in boarding her horse at Meadow Hill. Mr. Fuda recommended that we contact the Board of Health to do an inspection, and to contact Darien and Walter for more information.
The resident at 100 HWS asked why the Hollister House is a separate issue from the budget.
Answer. The sale of the Hollister House will be used to enhance the reserves for our big, long-term projects. The 2024 Budget addresses our everyday operating expenses.
New Business:
2024 Budget
A motion was made by Donna Whalen for the Board to adopt the 2024 Budget and move it forward for a vote at the Budget Meeting on Monday, December 11th at 7:00 PM. Snow Date will be Dec. 13th at 7:00 PM
The motion was seconded by Paul Jenkins.
Vote: Yes: J. Fuda, B. Berk, D. Whalen, R. King, P. Jenkins. Ms. Wellington voted yes remotely. No:0
Absent: W. Brownsword
The 2024 Budget will be mailed to every resident.
Adjourn: A motion to adjourn the meeting was made by R. King, and seconded by B. Berk
Vote: Yes; Fuda, Berk, Whalen, Jenkins, King. Wellington (remotely) No:0 Absent: W. Brownsword
Time of Adjournment: 2:24 PM
Minutes Submitted by: Donna Whalen
Minutes Approved by email:
Board Email Votes
Nov. 7, 2023-Mr. Fuda made a motion to take no further action against the owner of Unit 258, since the owner resolved the violation by installing a new door. This motion was seconded by B. Berk.
Vote: Yes: Fuda, Berk, Whalen, King, Brownsword No: 0
Abstaining: Wellington, Jenkins. New Board members
Nov. 10, 2023- Variance Request from the owners of 66 HWS to replace four windows in their unit.
Motion to approve made by J. Fuda. Seconded by B. Berk
Vote: Yes: Fuda, Berk, King, Jenkins, Brownsword, Wellington No:0 Abstain: Whalen (owner)