Board Minutes November 2025

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Meadow Hill
Executive Board Meeting Minutes
November 19, 2025

 The Executive Session was called to order at 9:13 AM

Board Members Present: Jim Fuda, Brenda Berk, Donna Whalen, and Walter Brownsword.  Deb Wellington was present by phone. Brian Milano, of Imagineers, was also present.

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.

The meeting adjourned at 9:50 AM

Open Session

  1. Call to Order: 10:05 AM. Board Members present: Jim Fuda, Brenda Berk, Donna Whalen and Walter Brownsword. Deb Wellington attended via Zoom. Also Present: Brian Milano of Imagineers and Darien Covert of Meadow Hill.
  2. Treasurer Report: Brenda Berk, Treasurer: We are slightly over budget due to some unscheduled expenses. More information in the Business section of these minutes.
  3. Maintenance Report: Darien Covert. Reported that Highlight will make one more trip. The new road sander is scheduled for installation; we are going to try to sell the old one. Darien’s entire report can be found in the Board packet on pages 18-20.
  4. Manager’s Report: Brian Milano, Imagineers. Mr. Milano’s complete report can be found in the Board packet on page 27.
  5. Committee Reports can be found in the Board packet on pages 28-29.

*The new ad hoc Clubhouse Committee announced that the clubhouse walls will be painted this winter by our Maintenance Department. The floor of the gym will also be replaced. The committee is also working on a plan to make the bathroom stalls wider and updating the sinks and lighting.

*Social Committee: Donna Whalen reminded everyone that the Holiday Party is December 6th. Please sign up and pay before Nov. 29

*Walter Brownsword reminded us that gas fireplace logs need to be cleaned this year, and we are still waiting for some units to show proof of dryer vent cleaning. Jim Fuda reminded us that when we put these rules in place it was to address high risk components. We expect unit owners to be compliant.

  1.   Hearing: Gary Vollinger: The Board will take Mr. Vollinger’s hearing information under advisement and decide within 30 days.
  2.   Business Items
  • Resolution of Fannie Mae Blacklist error-Meadow Hill has been taken off the blacklist.
  • 2026 Proposed Budget and Projects: Brenda Berk. The 2026 proposed budget has an increase of 6.6%. The Board addressed the annual budget and HOA increases with discussion focusing on the reserve funding, overall cost increases, and the need to educate the community about the fee changes. Unit owners will be getting the proposed budget in the mail along with the 20yr. reserve study. The first three years of that study are the most important.
  • The insurance quote from Greater New York Mutual for our master policy came in with an increase in our premium of 5.2%. They do not provide horse coverage, so cannot offer it to Meadow Hill. We are still waiting for a proposal from another carrier that would include horse coverage,
  • Jim Fuda and the Board reviewed the performance criteria to incorporate into the Variance Guidelines for Under Deck Panels. (Board packet page 47)
  • Proposed changes to rules 7.5.1 – 7.10 – 7.10.1 Can be found in the Board Packet page 48
  • Deb Wellington put together an informative packet on financial, home, and energy assistant programs for seniors. This informative packet will be sent out with the budget.
  1.   Open Forum

The unit owners had questions about the following

  • Will porch roofs be included in the roofing project? Yes, but replacing a skylight will be at the owners’ expense.
  • Do you need to clean fireplace logs if you don’t use the fireplace? Yes
  • Did we get an insurance quote to cover horses? Not yet…waiting.
  • What happens to the budget if it does not pass? It reverts to the last budget.

An owner expressed concerned about the 2026 budget increase – Things to consider -We are a 50-year-old community – we are required to fund the reserves – our sewer and water mains are showing their age – our roads will need repairs and update -overall costs have increased.

  1. Votes

A motion to send a letter of reprimand and $100 fine for exceedingly loud noises to a unit owner, was made by Brenda Berk and seconded by Donna Whalen. Vote: Yes,5/No, 0

A motion to adopt the budget, as proposed, and distribute it to the owners, 10 days prior to the Annual Meeting on December 9th, was made by Brenda Berk and seconded by Walter Brownsword. Vote: yes,5/No,0

A motion to approve the recommendations of the ad hoc clubhouse committee projects to paint the walls of the clubhouse and replace the gym floor was made by Deb Wellington and seconded by Walter Brownsword. Vote:Yes,5/No,0

A motion was made by Deb Wellington and seconded by Walter Brownsword to accept the changes made to Rules 7.5.1 -7.10 and 7.10.1. Vote: Yes,5/No,0

Motion to Adjourn: Made by Walter Brownsword and seconded by Brenda Berk. Vote: Unanimous

Time of adjournment: 11:42AM

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: November 21, 2025

 Reminders!

  • The Meadow Hill Annual Meeting will be held on Tuesday, December 9th at 7:00 PM
  • There will be no Planning Meeting on December 3rd
  • Next Executive Meeting – December 17th

 

Meadow Hill
Special Meeting and Executive Board Planning Meeting
November 4, 2025

Special Meeting

Call to Order: 10:00 AM

Roll Call: Board members in attendance: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword. Deb Wellington attended via ZOOM.

The Board agreed (4 yes, 1, no) to defer to filling the vacancies and preferred both seats to have candidates.

Adjourned: 10:08 AM 

Executive Board Planning Meeting

Call to order: 10:09 AM

Roll Call: Board members in attendance: Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword. Deb Wellington attended via Zoom.

  1. President’s remarks: Jim Fuda welcomed everyone in attendance and on Zoom and moved to the first item on the agenda.
  2. 2026 Budget: Brenda Berk, Treasurer
  • Budget: The Board reviewed a draft budget which had been shared with the members and discussed specific line items and increases. The Board is awaiting the insurance cost of our master policy and needs to vote on the budget at the November Board Meeting.
  • Draft Project Report: We are purchasing a new salt spreader this year. We will put off purchasing a skid steer and stick with the one we have for now. The Board will schedule a community forum in early January to communicate the roofing project plans and timeline to residents.
  • Hollister House: Execution of the Development Agreement is anticipated before the end of the year allowing the HOA fees to be calculated for 130 units and the cost sharing disbursement letter sent to Unit Owners.
  1. Hydrant Replacement: The Board discussed the current fire hydrant replacement strategy, which is to replace them as they break. Deb Wellington advocated proactive replacement of the three oldest hydrants, because there are no replacement parts available for them. At present, these hydrants are fully functional. She suggested we get professional advice for safety reasons. The Board will have further discussion on this topic.
  2. Tree Report: Walter Brownsword – The tree report has been updated. Walter and Darien have identified potential roof-impacting trees. The Becht assessment validated their report. Walter recommended that we ask Corey Turner to look at the list and make recommendations and suggested we hire an arborist to identify trees that are unhealthy and dangerous.
  3. Under-deck Panels – The Board agrees that Under-deck panels should go through the Variance Process and will develop guidelines that will protect both parties. The Board will discuss and decide if underdeck panels should be a variance or a rule. Jim will draft performance guidelines/criteria for under-deck panels, including technical requirements and variance processes.
  4. Sewer clogs – The community has had a higher number of sewer issues this year caused by improper disposal of items such as flush wipes and paper towels. The Board agreed to develop guidelines for unit owners on how to address sewer blockages in their units and for the Board to determine and potentially assess costs back to the parties responsible. Walter Brownsword has volunteered to draft communication guidelines for unit owners regarding sewer line clogs and plumbing responsibilities.
  5. Recruiting new volunteers: The Board discussed the need to recruit and expand the volunteer base.
  6. Open Session
  • Frank Cisz – Reminded everyone that Becht is an engineering firm, not arborists. He agreed that we need experts to look at the suggested tree list. He agreed that an arborist would be preferable, but expensive. Frank also informed us that the roofing bids are delayed to late November or early December. Frank updated us on the Hollister House. The contractor is trying to finish by December 31st.
  • Kathy McCarthy-Proulx suggested the Board consider getting an arborist, stating it would be worth the money to prevent any accidents. She also informed us that those attending via Zoom have difficulty hearing us.
  • Mike Proulx recommended that we share the sewer issues and precautions with caregivers.
  • Gary Volinger requested a hearing to discuss his objections to the Board’s stand on the under-deck panels. The Board will send a letter of hearing to Mr. Volinger.
  • Luther Weeks suggested that making issues, like the under-deck panels, a rule instead of a variance, would expedite the process and eliminate issues.

Motion to Adjourn: made by Brenda Berk and seconded by Donna Whalen.

Meeting adjourned at 12:11 PM

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: Nov. 14, 2025