{"id":3348,"date":"2024-09-07T06:01:40","date_gmt":"2024-09-07T12:01:40","guid":{"rendered":"https:\/\/meadowhill.net\/?p=3348"},"modified":"2024-09-24T06:17:03","modified_gmt":"2024-09-24T12:17:03","slug":"board-minutes-september-2024","status":"publish","type":"post","link":"https:\/\/www.meadowhill.net\/?p=3348","title":{"rendered":"Board Minutes September 2024"},"content":{"rendered":"

Meadow Hill Inc.
\n<\/strong>Executive Board Meeting Minutes
\n<\/strong>September 18, 2024<\/strong><\/p>\n

Executive Session<\/strong><\/p>\n

The Session convened at 9:17 AM<\/p>\n

Board members present: Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, and Tim Reid. Kristin Davis of Imagineers was also present. Absent: Jim Fuda and Paul Jenkins.<\/p>\n

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 items discussed in the Executive Session.<\/p>\n

Open Session<\/strong><\/p>\n

    \n
  1. Call to order<\/strong> \u2013 The Open Session convened at 10:03 AM.<\/li>\n<\/ol>\n
      \n
    1. Board members present:<\/strong> Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, and Tim Reid. Kristin Davis of Imagineers and Darien Covert, Meadow Hill Maintenance Manager were also present. Absent: Jim Fuda and Paul Jenkins<\/li>\n<\/ol>\n
        \n
      1. President\u2019s Welcome Remarks<\/strong><\/li>\n<\/ol>\n

        President, Jim Fuda, was absent for this meeting. \u00a0Vice President, Deb Wellington, welcomed all to the meeting. She reminded everyone of the topics discussed at our September planning Meeting. They included simplifying variance requests, centralized filing systems, insurance changes, and Hollister House update.<\/p>\n

          \n
        1. Financial Report<\/strong> \u2013 Brenda Berk, Treasurer<\/li>\n<\/ol>\n

          Monthly income of $65, 525 accrued for the month. There is a total of $35,000 in outstanding fees associated with seven owners. We still have one owner who has not paid their wiring assessment. The forecast and budget files have been built. We have met with the Grounds, Tree and Maintenance Committee heads and are close to finalizing plans. Pending any unexpected issues, we will come up with a plan. As we were doing research on utility bills, we found a reduction in expenses to the community due to CNG bills that were inadvertently paid by the Association.<\/p>\n

            \n
          1. Minutes<\/strong> \u2013 The August 18, 2024, Executive Board Meeting Minutes were approved by email.<\/li>\n
          2. Maintenance Report<\/strong> \u2013 Darien Covert<\/li>\n<\/ol>\n

            Upcoming maintenance:<\/p>\n

            Final Prune at the end of September. Last fertilizer application this week. Pool closing on the 30th<\/sup>, Closing irrigation in mid Oct. Semi-annual dump run is October 15th<\/sup>.The tennis courts cracks have been filled. The Maintenance Department have completed 17 pages of work orders this month.\u00a0 Some of the remaining orders are for siding at the peaks of buildings that would require a lift. Walter Brownsword proposed waiting until the roofs are addressed before addressing these siding issues. The Board will discuss options at the next planning session.<\/p>\n

            Manager\u2019s Report<\/strong> \u2013 Kristin Davis, Imagineers<\/p>\n

            Ms. Davis\u2019s full report can be found in the Board Packet in Pilera<\/p>\n

              \n
            1. Committee Reports<\/strong><\/li>\n<\/ol>\n

              Grounds<\/strong> \u2013 Mike Proulx<\/p>\n

              Fall planting projects have been identified.\u00a0 First draft sent separately. Team will finalize the specific plants to use by Sept 16.\u00a0 Cost estimate and final plant selection will then be circulated to the Board for approval.\u00a0 The team took a first pass around the grounds to start building an inventory of \u201cproblem” bushes\/shrubs that require attention or removal due to large size\/poor health\/proximity to structure(s), etc. Over 3 dozen plants were identified that will require care.\u00a0 We will build a spreadsheet of such plants and categorize them by priority.\u00a0 High will be those that present some kind of danger (overgrowing into roadways, slipping\/tripping hazard, etc.) or seriously interfere with routine maintenance work such as cleaning gutters or power-washing units.\u00a0 Medium will be those that may present a problem for a building\/deck\/other structure due to close proximity, overshading, etc. Low will be plantings that are cosmetically unattractive.\u00a0 Cleaning up\/removing these specimens will be a multi-year project; Grounds will work with Trees and Long-Term Planning Committee.<\/p>\n

              Trees<\/strong> \u2013 Gene Flynn<\/p>\n

              The Tree Committee has submitted our report and recommendations for tree pruning and removal for the Executive Board review and approval. Work will be begin in September if approval is received by the Board.<\/p>\n

              Communication<\/strong> \u2013 Gene Flynn<\/p>\n

              Gene will meet with Connie Abbott to discuss final preparations for the Conference Room dedication.<\/p>\n

              Social<\/strong> \u2013 Donna Whalen<\/p>\n

              The Social Committee has two events this month. On September 19th, our first Third Thursday<\/strong> Social Hour will be held at the Clubhouse from 4-6PM. This social hour will be held every Third<\/strong> Thursday of the month<\/strong>. The second event will be our 50th<\/sup> Anniversary Celebration<\/strong>, which will include the dedication of the Meadow Hill Conference room to Connie Abbott. The flyers for these events have been emailed to the residents. Others will be put in the mailboxes of those without email.<\/p>\n

              Risk Management<\/strong> \u2013 Deb Wellington<\/p>\n

              Bouvier is going to market in September to get competitive bids for our property insurance. They have sent us a questionnaire to update, and the board is currently reviewing the document. We have told them we plan to move to a $50,000 deductible, and they will get us quotes based upon that.\u00a0 We need to update our rules and our Declaration to reflect the new deductible.\u00a0 Work is under way to get that done by year end. A letter will be sent to all unit owners in early October informing them of all the changes.<\/p>\n

              New health insurance for Meadow Hill employees took effect September 1, 2024.<\/p>\n

              Maintenance<\/strong> \u2013 Walter Brownsword<\/p>\n

              Walkway repair will begin next week. Darien and Mike will be upgrading the motion sensor lights to LED.<\/p>\n

              Long-term Planning<\/strong> \u2013 Frank Cisz<\/p>\n

              The committee is keeping current with Hollister House status and is on standby for any additional actions which may be required. Received commitment from PURA to bring in a representative to do a presentation on current technology and costs along with any potential grants that might be available. Plan to work with MDC to identify opportunities to reduce water consumption and explore potential cost savings. A Goat Scaping contact has been identified and work is underway to determine the cost of the service once we are better able to identify our requirements.<\/p>\n

              I am working with the Reserve Study team to begin efforts to select a Roofing Consultant. The consultant\u2019s services include roof assessments, project scope, cost estimation, and planning\/preparation for the roof replacement project.<\/p>\n

              Reserve Committee<\/strong> \u2013 Brenda Berk<\/p>\n

              The Reserve Committee has reviewed and updated the reserve study presented by Rick Filoramo, removing placeholder dollars and building projects specific to Meadow Hill\u2019s short and long-term needs.\u00a0 The replacement of roofs will be a large, complex, multi-year effort. We are in the process of interviewing roof consultants who will assist with the project. Frank Cisz and Walter Brownsword are leading that effort.<\/p>\n

              Open Forum<\/strong><\/p>\n

              During this session, owners are given the opportunity to ask questions and voice their concerns. An owner needed information on what type of smoke detector she should purchase. The Board suggested replacing it with what she had for now, as we have just begun our inquiries into the different types of detectors available.<\/p>\n

              Another owner was concerned about all the rumors surrounding the Hollister House and suggested the Board send out an update on the Hollister House Project.<\/p>\n

                \n
              1. Business Pending<\/strong><\/li>\n<\/ol>\n

                The Board discussed the importance of getting essential information about the insurance increase and rule changes out to the Unit Owners before the November meeting.<\/p>\n

                Centralized Filing \u2013 Tim Reid-on an ongoing mission to find the right product for us to organize and digitalize our information. Still looking and gathering information.<\/p>\n

                  \n
                1. New Business and Votes<\/strong><\/li>\n
                2. The Board of Directors voted earlier in the year to increase the Master Insurance policy from $25,000 to $50,000 effective at a future date and inform the Unit owners by letter of the change. Today the Board Voted on a motion made by Walter Brownsword and seconded by Donna Whalen to make this change with the renewal of our Master Policy on January 1, 2025. Vote: Yes,5\/No, 0. Two absences.<\/li>\n
                3. Motion made by Tim Reid to agree to the amendments to the Declaration of Meadow Hill Document which include to delete Subsection 6.3(e)and replace with -Each owner shall be responsible for the Maintenance, Repair, and Replacement of the furnace and heating and cooling ducts serving his or her Unit, including the Replacement of furnace filters. And to delete Subsection 20.2(c) and replace it with -The insurance policy may be subject to a deductible, which may be adjusted from time to time, based on then-current industry standards and availability. Motion seconded by Walter Brownsword. Vote: Yes,5\/No,0. Two Absent.<\/li>\n
                4. Motion made by Brenda Berk to accept the Phase One changes to the rules, except for rule 2.2. Seconded by Tim Reid. Vote: Yes, 5\/No,0. Two absent<\/li>\n
                5. Motion made by Brenda Berk to approve the amount of $7178.63 for recommended tree removal by the end of the year. Seconded by Donna Whalen. Vote: Yes,5\/No,0. Two absent<\/li>\n
                6. Email Votes in September<\/strong><\/li>\n<\/ol>\n

                  1.To The Board voted to amend the approval for improvements to the Clubhouse Conference Room to a total authorization of $3,500. Vote: Yes,7\/No,0.<\/p>\n

                    \n
                  1. The Board voted to authorize the President to send a letter to our Congressional delegation in support of changes to the Corporate Transparency Act recommend and supported by the CAI and CAI-CT. Vote: Yes,7\/No,0.<\/li>\n
                  2. The Board voted to deny the Work Order request from two units for replacement of their privacy fences by the Association and have Imagineers notify the Unit Owners. Unit Owners may replace their fences in like kind at their own expense. Work done by maintenance staff will be done as a bill back for materials and labor and subject to agreement on the estimate of cost provided by the Board. Vote: Yes,7\/No,0.<\/li>\n
                  3. The Board voted to approve the expenditure of $1,487.84 for the replacement of the existing power washer from the funding source identified by the Treasurer. Vote: Yes,7\/No,0.<\/li>\n
                  4. The Board voted to approve the fall planting plan submitted by the Grounds Committee. Vote: Yes,7\/No,0.<\/li>\n<\/ol>\n

                    13.Adjournment:<\/strong> Motion to adjourn by Tim Reid and seconded by Brenda Berk. Vote: Yes,5\/No,0<\/p>\n

                    Adjournment:<\/strong> 12:05 PM<\/p>\n

                    Minutes submitted by<\/strong>: Donna Whalen, Secretary.<\/p>\n

                    Minutes approve by email: September 22, 2024\/Vote: Yes,5\/No,0. One Abstaining. <\/strong><\/p>\n

                    Next Executive Board Meetings: <\/strong>Planning Committee \u2013 Oct. 2\/Executive Board \u2013 Oct. 16<\/p>\n

                     <\/p>\n

                    Executive Board Planning Committee Meeting Minutes
                    \n<\/strong>September 4, 2024<\/strong><\/p>\n

                    Background and Purpose<\/strong><\/p>\n

                    The Executive Board Planning Meeting will provide a forum for the Board to discuss the operation and functioning of Meadow Hill, allowing the Board to discuss topics in more detail and depth than time permits at the monthly Executive Board Meetings. The planning meeting is open to residents\u2019 attendance as it is an open meeting per our by-laws. No action will be voted on or taken at this meeting. Discussion is limited to Agenda items and time permitting<\/em><\/strong>.<\/p>\n

                    Board Members in Attendance:<\/strong> Jim Fuda, Deb Wellington, Donna Whalen, Brenda Berk, Walter Brownsword, Paul Jenkins. Kristen Davis of Imagineers was also in attendance. Absent: Tim Reid<\/p>\n

                    Agenda Items Discussed<\/strong><\/p>\n

                      \n
                    1. Corporate Transfer Act<\/strong> – Every Board member has already contacted the CT Congressional Delegation encouraging them to vote for the exemption of HOA\u2019s from the\u00a0 Luther Weeks, our Legislative liaison has drafted a letter with more details as to how this would affect our HOA. A vote to mail this letter to the Washington and local offices will be taken when the Board members have time to read and review the letter.<\/li>\n<\/ol>\n
                        \n
                      1. The Variance Process<\/strong> \u2013 Board members have been working on making our Variance request process simple and clear. It was suggested that the requests be separated into two groups: a Building Variance and a Grounds Work order. Jim will work on responding to the comments, including updating the Variance Application to reflect the process outlined.<\/li>\n<\/ol>\n
                          \n
                        1. Privacy Fences<\/strong> \u2013 There is a need to define where the responsibility to repair or replace privacy fences lies. The Board has taken this under advisement and will review the rules.<\/li>\n<\/ol>\n
                            \n
                          1. Centralized Filing<\/strong> \u2013 Tim Reid has been looking into our options. Tim was absent from the meeting today, and he will give more input at our next meeting.<\/li>\n<\/ol>\n
                              \n
                            1. Conference Room Update<\/strong> \u2013 The Conference Room renovation is moving right along. The painting was finished today. The cost may run a little over the estimate and will require a vote to increase the funds.<\/li>\n<\/ol>\n
                                \n
                              1. Maintenance<\/strong> \u2013 In keeping with improving our risk management, the Board is looking into smoke\/carbon monoxide detectors replacement in 2025. These detectors will have a 10-year battery and include propane and natural gas features. Walter Brownsword will get input from the fire department as to how many each unit will need and report back to the Board.<\/li>\n<\/ol>\n
                                  \n
                                1. Update Meadow Hill Documents, Rules, Declarations, and By-laws<\/strong> are targeted for approval by the November Board meeting. Changes in Declarations must be voted on at the meeting and require 67% approval from the owners.<\/li>\n<\/ol>\n
                                    \n
                                  1. Open Forum<\/strong> \u2013 No residents in attendance.<\/li>\n<\/ol>\n
                                      \n
                                    1. Adjournment:<\/strong> Motion to Adjourn made by Walter Brownsword and seconded by Deb Wellington. Vote: Yes,6\/No,0<\/li>\n<\/ol>\n
                                        \n
                                      1. Adjournment:<\/strong> 12:05PM
                                        \n<\/strong><\/li>\n<\/ol>\n
                                          \n
                                        1. Minutes submitted<\/strong> by Donna Whalen, Secretary<\/li>\n<\/ol>\n
                                            \n
                                          1. Minutes approved by email: September 6, 2024<\/strong><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"

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