Board Minutes December 2023

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Meadow Hill, Inc.
Minutes of the Executive Board Meeting
December 20, 2023

Associated Package/Agenda <package>

Executive Session

The Executive Session convened at 12:30 PM by Sheila Duncan of Imagineers.  Board members present: Jum Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Jenkins.  Deb Wellington present remotely. Absent: Ron King.

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 necessary by the Board on any item discussed in the Executive Session.

Open Session

  1. Call to Order

The Open Session convened at 1:30 PM

  1. Roll Call:

Present: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Jenkins. Deb Wellington present remotely. Absent: Ron King

Also present: Sheila Duncan of Imagineers and Darien Covert Meadow Hill Maintenance Director.

lII. Approval of the Previous Meeting

A motion was made by Mr. Brownsword to approve the Minutes of the Annual Budget Meeting. The motion was seconded by Ms. Berk. The vote to approve was unanimously approved. (6-0). Ron King was absent.

  1. President Remarks

Mr. Fuda thanked the Budget Committee for their work on the budget.  He also thanked the Meadow Hill Community for voting to approve the budget and deciding what was best for Meadow Hill.

  1. Financial Report Ms. Berk also thanked the community for their support of the Meadow Hill Budget. She informed us that the invoice for the water main break was $21,000. She will put together a summary of the year and present it at the next meeting.

Vl. Manager’s Report

Sheil Duncan’s report can be found in the meeting packet.

Vll. Maintenance Report

Darien informed us that it was a busy month. The water main broke and the garage damage kept the maintenance department very busy. He informed us that the High-Risk Inspections will begin this month and continue into January. Mr. Brownsword praised Mr. Covert’s response to an issue at Unit 217. The torrential rain created a flooding problem at the Unit and Darien responded immediately. He dug up an old drainpipe, cleaned it out, and created a new drainage system, to divert the water. Mr. Covert’s rapid response to this issue prevented potential damage to the unit.

VII. Committee Reports

Grounds: Mr. Proulx reported that resident, Peter Rothfarb has created a walking tour map for Meadow Hill. This map highlights the amenities and beauty of Meadow Hill. It will be available on the Meadow Hill website very soon. The Board thanked Mr. Rothfarb for his work on this project.

Maintenance: Mr. Brownsword reminded us that the Annual Inspection of the units will continue.

Social: Ms. Whalen invited the community to a 100th Birthday Party for Connie Abbott on Sunday, January 21st from 2-4 PM. The invitation will be in the January Edition of The Lark.

Long Term Planning: Mr. Fuda reported that their focus will be on the Hollister House. The committee has a long list to prioritize. We will get an update from this committee after the New Year.

  1. Open Forum

Residents were given time to express their opinions and suggestions at this time.

  1. Old Business:
  • Fire Rebuild is done and the final bill paid.
  • Aluminum Wiring completed. There are two more inspections to be made. The final report on the project will be given in January.
  1. New Business:
  • A motion was made by Ms. Whalen to approve the salary increase as budgeted. The motion was seconded by Ms. Berk. Vote: unanimously approved. Yes:6 No:0 Mr. King absent
  • A motion was made by Ms. Whalen to approve the landscaping contract with Highlight Landscape and Design. The motion was seconded by Mr. Jenkins. Vote unanimously approved. Yes: 6 No:0 Mr. King absent.
  • A motion was made to approve the 2024 insurance renewal with Greater New York Insurance as presented by Bouvier Insurance. Further, the Board will evaluate increasing the deductible to $50,000. The motion was made by Ms. Berk and seconded by Ms. Whalen. The vote was unanimously approved. Yes: 6, No: 0. Mr. King absent.

Garage Accident: The Board awaits the Adjusters’ report to start the repairs to the damaged garages and will update the community as soon as the report is received.

The New Committees for 2024

Risk Management Committee focus is to educate the community about High-Risk issues, and the costs related to these risks.

The Finance Committee is looking for members interested in looking at our reserves, as well as line-up and develop any further infrastructure projects. A Finance background is suggested.

A Government Committee to monitor legislative activities with the State government is also looking for volunteers. The Committee will monitor state legislation impacting our community and provide testimony on pending legislation. The Committee will act as a liaison with the CAI-CT.

XIII. Adjournment: A motion to adjourn was made by Ms. Whalen and seconded by Ms. Wellington

Time of Adjournment: 2:07 PM

Minutes Submitted by: Donna Whalen-Secretary

Minutes Approved: December 30, 2023. Vote: Yes:7-0.

Next Meeting: The next meeting of the Meadow Hill Executive Board is January 17, 2024, at 1:30 PM.

Meadow Hill, Inc.
Annual Budget Meeting
December 13, 2023
Meeting Minutes

Sheila Duncan of Imagineers called the Annual Budget Meeting to order at 7:03 PM.

Roll Call: Members of the Executive Board present and noted were President Jim Fuda, Treasurer Brenda Berk, Secretary Donna Whalen, and Directors Ron King, Paul Jenkins and Walter Brownsword. Director Deb Wellington was present remotely. (Phone)

Introduction: Board Members present and Sheila Duncan of Imagineers, Property Manager for our management company, introduced themselves for the record. Jim Fuda, President, thanked the Budget Committee for their work and diligence in preparing the budget under Brenda Berk’s leadership.

Proof of Notice of Meeting: Sheila Duncan informed us that Notice of the Annual Budget Meeting was duly noticed in accordance with the Meadow Hill by-laws through a mailing to all Unit Owners on 11/20/23.

Resolution: A motion was made to “Authorize the Executive Board to approve the Minutes of the 2022 Annual Budget Meeting”. Motion by Toni Dolan, seconded by Ed Litke, and unanimously approved by Unit Owners present by voice vote. No objections were expressed.

Reading of the Minutes of the Previous Annual Budget Meeting: The reading of the minutes from the 2022 Annual meeting on a motion to waive the reading of the minutes by Gene Flynn and seconded by Mike Proulx and unanimously approved by Unit Owners present by voice vote. No objections were expressed.

Reports: Brenda Berk, Treasurer, thanked the Budget Committee for their work and commitment. The members of the committee are Toni Dolan, Connie Liscomb, Larry Abbott, and Deb Wellington.

Ms. Berk informed us that work on the budget began in August. The past four years were extraordinary years for inflation, rising costs, and increases in utilities, labor, and insurance. These increases provided great challenges to developing a budget that will preserve the quality of the Meadow Hill community. The 2024 budget is set to accomplish both the short-term and long-term objectives of adequately funding the running of our community.

This budget was developed to fully fund our operating budget (our checking account) and develop a plan to replenish the reserves (our savings account) that have been spent in the last five years. The goal is to ensure we have adequate reserves in place to fund and pay for planned infrastructure improvements.

The key increases in the 2024 budget are:

  • Professional Fees +6%
  • Utilities +5%
  • Insurance +12%
  • Grounds +4%
  • Maintenance +7%

Insurance rates have increased to an all-time high. With the rewiring project, we have positioned ourselves to be insurable. Risk management will also help our insurability.

The 15.4% increase in our HOA fee is a significant amount but reflects the increases in the everyday operating costs to run Meadow Hill and maintain the quality of life we experience at Meadow Hill.

Owners Comments:

Time was given to the owners present to provide comments or ask questions regarding the 2024 budget.

Ratification of the Budget: In accordance with the Common Interest Ownership Act (CIOA) the budget is automatically ratified unless 51% of the votes to reject it are received. The votes were counted with 44 votes with 37 in favor and 7 votes opposed. The 2024 budget is passed.

Unfinished Business: None

New Business: None

Adjournment: A motion was made to adjourn by Walter Brownsword and seconded by Donna Whalen. The motion was unanimously approved (7-0).

Time of Adjournment: 8:05 PM

Minutes approved by: Unanimous vote of the Executive Board on 1/31/2024 (7-0) upon a motion by Ron King, seconded by Jim Fuda.