Minutes May 2026

.

Meadow Hill
Executive Board Meeting Minutes
May 20, 2026

The Executive Board Session was called to order at 9:15 AM.

Members Present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, Paul Frederick, and Terry Bogli. Brian Milano of Imagineers was also in attendance.

Per state law, voting on any issues 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 was adjourned at 9:58 AM. 

Open Session

Board Members Present: All members present. (see above). Also present: Manager, Brian Milano from Imagineers and MH Maintenance Manager, Darien Covert.

  1. The meeting was called to order at 10:03 AM.
  2. President’s Remarks: Jim Fuda welcomed all in attendance. He thanked everyone who worked to get out the roofing vote, and the MH community for their votes. Jim also reminded us we need more nominations for the 4 Board seats that will need to be filled.
  3. Financial Report: Brenda Berk – Noticed an increase in our MDC (water) account increase 150%! See the graphic below.

The Board will be investigating what is causing this increase.

  1. Manager Report: Brian Milano’s report can be found on page 23 of the Board Packet.
  2. Maintenance Report: Darien Covert. The monthly Maintenance Meeting Minutes, Work Orders, Annual Calendar and Project Lists begin on page 12 of the Board Packet. Darien reported that the Mulch is complete. The irrigation is working, but it hasn’t been turned on yet. The pool will be inspected this week. We will be obtaining mosquito biscuits and putting them in the drains. Hot water heaters installed in 2016 must be replaced by the end of 2026. Dryer vents also need to be cleaned in 2026.

During the Maintenance Report the Board members decided on some key issues that need to be addressed this year. They include;

  • Investigating our current water issue
  • Gas log cleaning for future
  • Employee Manual Updated
  • Stairs, Wall and Walks that need to be repaired
  • Get the Capital Projects Committee up and running
  • Get the Grounds Committee reconvened and active
  • Fire Hydrant Replacement Plan
  • Review of the new Fanny Mae/Freddie Mac requirements
  1. Business Items
  • The Annual Election packet will go out soon.
  • Roofing Project Update – We have met with Turner and set a plan for the project. We are scheduled to begin in early July. There will be three stages. The project will start in the back (red). Information will be sent out to residents as to when their roofs will be replaced. Frank Cisz will be our point person on this project. Finance documentation is being put together for closing.
  • “A Meet and Greet” will be held on May 28th to get together as a community and hopefully build our volunteer base.
  • The Board will schedule a hearing to mitigate a smoking issue between two parties.
  • Maintenance will update the wall, stair, and walk inventory and put it on SharePoint.
  • A flu vaccination workshop will be scheduled for late September/Early October.
  • Deb Wellington will post the update to Rule 14.1 (regarding horses) on SharePoint.

Open Forum

Harris Berloe asked for an explanation on the payment plans for the roofing project. The questions were answered by Brenda Berk and Jim

Motion to Adjourn: Made by Donna Whalen and seconded by Deb Wellington. \Vote: Unanimous

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: May 27, 2026.

Next Executive Board Meetings: Planning – June 6th/ Board Meeting – June 17th

 

Meadow Hill Inc.
Special Executive Board Meetin
May 12, 2026

Board members present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword and Paul Frederick. Terry Bogli is on vacation.

Votes

  1. A motion was made by Deb Wellington and seconded by Brenda Berk to approve the Board Resolution Concerning the Roofing Assessment. Vote: yes, 6/No,0
  2. A motion was made by Deb Wellington and seconded by Paul Frederick to approve the Unit Owner Resolution Approving Assignment for Common Charges. Vote: Yes,6/No,0
  3. A motion was made by Brenda Berk and seconded by Paul Frederick to approve the Board Resolution Approving the Loan contingent on Unit Owner approval at the May 12, 2026 meeting. Yes, 6/No, 0
  4. A motion was made by Walter Brownsword and seconded by Deb Wellington autorizing the President to execute the contract of Turner Home Improvement Company of Glastonbury, CT contingent of Unit Owner approval of the project at the May 12, 2026, meeting. Vote: Yes,6/No,0.
  5. A motion to adjourn was made by Deb Wellington and seconded by Donna Whalen, Yes,6/No,0
  6. Time of Adjournment: 6:38PM

Minutes submitted by: Donna Whalen, Secretary

Minutes approved by email: May 15, 2026

Meadow Hill
Executive Board Planning Committee Meeting
May 6, 2026

Background and Purpose

The Executive Board Planning Meeting provides a forum for the Board to discuss Meadow Hill’s operations and functions. It allows the Board to discuss the topics in greater depth than time permits at the monthly Executive Board Meetings. The Planning Meeting is open to residents, in accordance with our bylaws. No actions will be voted on or taken at this meeting. Discussion is limited to Agenda items, time permitting.

Call to Order: 10:00 AM. Board members present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword and Paul Frederick. Absent: Terry Bogli (vacation).

Summary of Discussion

Annual Elections: The Nominating Committee has been working to find residents interested in serving on the Executive Board. Finding volunteers has been difficult.

Contractor Insurance: The Board discussed changing the Contractor Insurance Requirements, clarifying that exterior work on limited common elements must meet specific insurance standards. These requirements would include $1 million in liability coverage, worker’s compensation and vehicle insurance. These changes will be incorporated into the Variance Application.

Roofing Project: Brenda Berk provided updates on the roofing outreach efforts, noting they were about 20% complete with door-to-door visits.

Maintenance and Grounds: A new Grounds Committee needs to be established to handle landscaping and maintenance tasks. This committee will need a new chairperson to fill the void left by the retirement of Mike Proulx. The Board has outlined specific areas for the committee to be responsible for and once established will work worth committee will define its purpose and procedures. It hopes to recruit new members.

Finances and Budgets: Brenda Berk provided updates showing $485,000 in the reserves with approved spending of $134,000 for various projects, including the roofing down payment and clubhouse updates.

Social Events: Upcoming Event! Meet and Greet Social. Thursday, May 28th, 4-6 PM outside the pool. Come meet our new residents and catch up with friends and neighbors. You might even want to volunteer for a committee!.

Open Session:

Frank Cisz: Frank feels that his new Capital Projects Committee is strong and ready to work.

He also informed us that the contractor will reinstall existing heat tape wires during the roofing project.

Eileen Rothfarb: Eileen expressed concerns about the timing of the roofing projects due to rising costs and suggested a pause. Jim clarified that the project was approved by the Board after consulting with experts, and the current pricing was locked in before the changing economic challenges.

Mike Proulx: Offered to share the list of plants and shrubs used at Meadow Hill over the years.

Kathy McCarthy Proulx: offered thoughts on communication with the community.

Joan Wentworth: Asked us to review the contractor insurance information we discussed. She also had a question about heat tape.

Board Action Items

Meadow Hill Employee Handbook: Deb Wellington, Donna Whalen and Paul Frederick will meet to finish the updates on the Employee Handbook by June.

Update Variance Application: Jim Fuda will update the variance to reflect today’s discussion.

Moved to Executive Session at 11:52 AM and reconvened Planning Meeting at 12:20
Adjourned at 12:21 PM

Minutes submitted by: Donna Whalen, Secretary.
Minutes approved by email: May 8, 2026