Minutes September 2026

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Meadow Hill, Inc.
Executive Board Meeting Minutes
September 23, 2026

The Executive Board Session was called to order at 9:17 AM

Members Present: Jim Fuda, Deb Wellington, Donna Whalen, Brenda Berk, Walter Brownsword. Also present: Brian Milano of Imagineers.

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 by the Board on any item discussed in the Executive Session. The meeting was adjourned at 10:00 AM. 

Open Session

Board Members Present: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword. Also Present: Brian Milano of Imagineers Property Manager and Darien Covert, Meadow Hill Maintenance Supervisor.

Call to Order: Jim Fuda called the meeting to order at 10:09 AM.

President’s Remarks: President Jim Fuda welcomed all in attendance.

Financial Report: Treasurer Brenda Berk gave an update to the roofing project. She reminded us that the project is still ahead of schedule. The financials can be found in the Board Packet (pages 22-36).

Manager’s Report: Brian Milano’s report can be found in the Board Packet on page 8.

Maintenance Report: Darien Covert’s report can be found in the Board Packet (pages 11 to 21). Darien reminded us that the pool will close October 1st and the Greenhouse will open Oct. 1st, and the annual Dump Run is Oct. 12th, (all items must be at the Maintenance Shed by Oct. 11th).

Committee Reports: Can be found in the Board Packet (pages 37 to 40. The Maintenance Committee reminded us that the Annual Inspections will begin next month. The Grounds Committee has new members and is looking for someone to chair that committee.

Business Items:

  • Roof Project Update – Paul Frederick – The Red and Brown Sections’ roofs are completed. The Gray Section is being worked on now. There have been some non-roof-related venting issues in the attics which are being addressed with the affected Unit Owners. Also, a reminder that any work you do in your attic must be approved by the Board following the guidelines outlined in the Variance application by the Board. This project is still ahead of schedule.
  • Tree Removal: We have removed a lot of trees this year and have spent $20,000. Of the recent requests, only one has been approved. The other requests have been tabled for now to save costs. Darien may be able to trim some of the problem areas. FYI -leaves on your roof will not affect the warrantee.
  • Risk Management: Peter Rothfarb informed us that the committee met on September 10th to discuss the legal and practical issues surrounding possible changes to the Meadow Hill Smoking Policy. The committee will develop a questionnaire to go out to the community to gather more information and report back to the Board.
  • Capital Projects: Paul Frederick -FOB System update report can be found on page 47 of the Board Packet. The Board had additional questions for Paul relating to annual maintenance fees, software support, training and on-going upgrades. He will contact the vendor and report back to the Board.
  • Fall Decorations: Darien Covert asked the Board for $300 to purchase the fall decorations (mums, pumpkins and bales of hay.)
  • Water System: Deb Wellington updated us on her quest to get a refund from the MDC. Deb brought her data and charts and met with MDC, and they still are only offering 1/3 of what we deserve. Thanks, Deb, for your tenacity about this issue!

Open Forum

The Open Forum brought up the following concerns:

  • Edna McCarthy questioned the installation of a new dryer vent put in with the roof project. She is worried that the new vents might cause condensation (leaks).
  • Laurie Arnold – shared her unit’s pipe and sewage back-up issue.  She has volunteered to head a committee to educate the community as to what should and should not end up in your pipes. Thank you, Laurie Arnold!
  • Peter Rothfarb expressed concerns for the trees that have been marked for removal with yellow tape, especially the birches. The Board has decided to put all tree removal on hold for now.
  • Lee Bogli is concerned about the amount of lantern flies on the walnut tree near him. Paul Frederick and Deb reported that the Town of Glastonbury will put out a communication this week on the subject.
  • Rob McLaughlin questioned why we have a “residents only” rule about the pickle board courts. Jim informed him that the stipulation is in our rules and primarily driven by insurance to minimize liability exposure to Meadow Hill.

Votes:

  • A motion was made by Walter Brownsword and seconded by Donna Whalen to approve $300 for the purchase of Fall Decorations for Meadow Hill. Vote: Yes 5/ No 0.
  • A motion was made by Brenda Berk and seconded by Walter Brownsword to approve $7,781.16 to Central Sealing Company, Inc. for Walkways Repair. Vote: Yes,5/ No,0.

Motion to Adjourn: Made by Brenda Berk and seconded by Deb Wellington. Vote: Unanimous. Meeting Adjourned

Minutes Submitted by: Donna Whalen, Secretary

Minutes approved by email: September 26, 2026: Vote: Unanimous. (Yes,5/No,0)