{"id":3416,"date":"2025-06-07T06:18:02","date_gmt":"2025-06-07T12:18:02","guid":{"rendered":"https:\/\/meadowhill.net\/?p=3416"},"modified":"2025-07-03T05:59:09","modified_gmt":"2025-07-03T11:59:09","slug":"board-minutes-june-2025","status":"publish","type":"post","link":"https:\/\/www.meadowhill.net\/?p=3416","title":{"rendered":"Board Minutes June 2025"},"content":{"rendered":"
\n

Meadow Hill Inc.
\n<\/strong>Executive Board Meeting Minutes
\n<\/strong>June 18, 2025<\/strong>\u00a0<\/strong><\/p>\n

The Executive Session was called to order at 5:00 PM<\/strong><\/p>\n

Board Members Present:<\/strong> Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword, and Tim Reid.<\/p>\n

Brian Milano, of Imagineers, was also present.<\/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 any item discussed in the Executive Session.<\/p>\n

The executive session adjourned at 5:50 PM<\/p>\n

Open Session<\/p>\n

    \n
  1. Call to Order: 6:08 PM- Roll Call<\/strong>: In attendance: Jim Fuda, Deb Wellington, Brenda Berk, Donna Whalen, Walter Brownsword and Tim Reid. Brian Milano of Imagineers was also present.<\/li>\n
  2. President\u2019s Remarks:<\/strong> Jim Fuda welcomed all in attendance and introduced the new residents of Meadow Hill. Barbara and Bob Knickerbocker #268, Rick and Jeanie Riordan #159, Paul Frederick #171, and Julie LeGrant #97.<\/li>\n
  3. Hearings:<\/strong> None<\/li>\n
  4. Minutes:<\/strong> Motion made by Donna Whalen and seconded by Walter Brownsword to approve the June 10th<\/sup> Annual meeting Minutes. Vote: Unanimous. A motion to approve the edited corrections to the 2024 Annual Meeting minutes was made by Tim Reid and seconded by Brenda Berk. Vote: Unanimous.<\/li>\n
  5. Roofing Consultant Update:<\/strong> Matt Herceg from Becht Engineering informed us that the firm has made inspections of all building styles. Matt explained that when looking at a roofing project, they don\u2019t just look at roofs, they inspect the whole roofing system which includes roofs, attics, ventilation, soffits and drainage. He will post his summary report online.<\/li>\n
  6. Unit #170:<\/strong> – discussed prior communications with Imagineers and clarified the rules related to dogs<\/li>\n
  7. Financial Report: <\/strong>Treasurer, Benda Berk<\/li>\n<\/ol>\n

    Our expenses are on schedule with the spending plan for most of the expense line items. We are overbudget in the legal fees due to the Hollister House activity. Telephone expense \u2013 acct 5211 -over \u2013 due to the double payment to Frontier, which Imagineers is working to resolve. Snow Payroll \u2013 acct 5504- and snow removal supplies \u2013 acct 5611 are both over due to timing. Building Maintenance \u2013 acct 5900 \u2013 is over its full year spending. The invoice in the amount of $2,794.50 for the new gutters on the clubhouse was incorrectly booked to expenses. It should be a reserve project. Imagineers have been informed. Once this adjustment is made, there will be $2,000 left in the budget for the balance of the year. In March there were two invoices paid for a total of $1250. \u00a0One to Delponte and one to reimburse a unit owner \u2013 both for clogged sewer pipes. In April \u2013 There were two invoices paid to Delponte. One for a Main Shut-off valve replacement along with a shut-off valve for an attached unit. The other invoice was for a leak under the one-bedroom unit that affected the garage area. These invoices totaled $1,449. We may need to look at chargebacks to unit owners or a significant increase in the budget for blockages and leaky pipes.<\/p>\n

      \n
    1. Maintenance Superintendent Report<\/strong>: Darien Covert\u2019s Report can be found in the Board Packet. Reminder: Hazardous Waste Day is July 16th<\/sup>.<\/li>\n
    2. Manager\u2019s Report<\/strong>: Brian Milano\u2019s report can be found in the Board Packet.<\/li>\n
    3. Committee Reports<\/strong>: All committee reports can be found in the Board Packet. The Grounds Committee Chair, Mike Proulx, suggested that someone should be evaluating refinements to our TruGreen contract for the types of fertilizers applied to the grounds. Mike will attend the next Maintenance Committee meeting on July 8th<\/sup>. Donna Whalen, Social Chairperson, reminded everyone of the upcoming Summer Picnic on June 28th<\/sup> at 2:00PM. $10 per person.<\/li>\n
    4. Open Forum<\/strong>; Concerns, questions, Observations of those in attendance<\/strong><\/li>\n<\/ol>\n
        \n
      • A unit owner was concerned about the clogged pipe issue and asked for more information. Jim reminded the owners that our pipes are 50 years old and we should not be flushing anything other than toilet paper down the toilet. Brenda Berk has an article in the upcoming Lark that discusses this issue.<\/li>\n
      • Many unit owners observed that the sprinklers were running this morning even though it\u2019s been raining for days. Answer: Darien has been replacing the sensors on the system. We will check on his progress.<\/li>\n
      • Frank Cisz gave us an update on the Hollister House project.\n
          \n
        • The contractor\u2019s permits have all been approved<\/li>\n
        • There will be dumpsters on the site for a few months<\/li>\n
        • The area is a construction site, and residents should be cautious and keep clear of the area around the Hollister House. Access to the existing garages will be maintained during construction.<\/li>\n
        • The start time in the AM will be discussed and confirmed with the Builder<\/li>\n
        • There will be an informational notice going out this week to bring everyone up to date.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
            \n
          1. Business Items:<\/strong><\/li>\n<\/ol>\n
              \n
            • Brenda Berk is looking for owners\u2019 feedback<\/strong> \u2013 ideas for things that might belong in next years\u2019 budget.<\/li>\n
            • Grounds proposal<\/strong> \u2013 New seeding areas policy \u2013 If you are interested in growing grass-The grounds committee will provide you with seeds and instructions<\/li>\n
            • Phase Two Rule changes<\/strong> \u2013 Deb Wellington reported that the Rules Committee will send their recommendations on grills, underdeck panels, etc. to the Board for review.<\/li>\n
            • Safety Improvement Plan for HWW and HWS: <\/strong>The Board has reviewed written input <\/b>from the residents near the intersection of HWS <\/b>and HWW, discussed options to address both safety and speed issues and determined the following measures to be undertaken \u2013 install a speed table across the width of Hollister Wasy West in close proximity to the west end of the existing island, once the speed table is installed, remove the temporary speed bump, Maintain the existing traffic patterns and improve sight distance for residents of the units and pedestrians walking along HWW towards HWS by removal of overgrown shrubs. Replacement shrubs to be provided. The motion was made by Walter Brownsword and seconded by Deb Wellington. Vote: Yes,6\/No,0<\/strong><\/li>\n
            • Mosquitoes and Pests: <\/strong>Meadow Hill abuts 500,000 square feet of wetlands, so we will always have mosquitos. We already put mosquito biscuits into our drains to treat the larvae. The Board is looking into additional ways to mitigate the impact of these pesky pests. We are investigating adding more bat boxes and adding an owl box to help control mosquitoes (bat boxes) and moles, voles, and mice (owl box) using natural predators instead of pest control products.<\/li>\n
            • Poison Ivy:<\/strong> Highlight has been pulling it out of the common areas -Brian Milano will be looking into what else they can do.<\/li>\n
            • Underdeck Panels:<\/strong> These panels will be removed and discarded. Underdeck panels will not be allowed going forward. Letters to unit owners with these panels will be mailed out next week. Removal to be done in July by the Maintenance Staff.<\/li>\n
            • Contract Procurement Guidelines \u2013<\/strong> Jim Fuda, Deb Wellington are working through how we procure contracts. Frank Cisz and Paul Fredericks have volunteered to be part of the ad hoc team.<\/li>\n
            • Cox Internet and TV:<\/strong> We have upgraded to Cox. More TV channels and stronger internet. Clubhouse Internet Password: 107Hway!<\/strong><\/li>\n
            • Neighborhood Network: <\/strong>Tim Reid is looking for volunteers to help get this project off the ground.<\/li>\n<\/ul>\n
                \n
              1. Votes Taken:<\/strong><\/li>\n<\/ol>\n
                  \n
                • A motion was made by Walter Brownsword and seconded by Brenda Berk to approve the contract from R and R Landscaping Company for tree removal. Vote: Yes,6\/No,0<\/strong><\/li>\n
                • A motion was made by Jim Fuda and seconded by Walter Brownsword to issue a written decision implementing the conditions agreed to in Executive Session subject to final review by our Vote: Yes,6\/No,0<\/strong><\/li>\n
                • Fire Hydrant replacement: deferred for future discussion.<\/li>\n<\/ul>\n

                  Motion to adjourn:<\/strong> Made by Tim Reid and seconded by Walter Brownsword. \u00a0Meeting Adjourned:<\/strong> 7:55 PM
                  \nMinutes submitted by:<\/strong> Donna Whalen, Secretary
                  \nMinutes approved by email: o7\/01\/25 Vote: Yes,6\/No,0<\/strong><\/p>\n<\/div>\n

                  <\/div>\n
                  Executive Board Planning Committee Meeting<\/span><\/span><\/span>
                  Wednesday, June 4, 2025<\/span><\/span><\/strong><\/span><\/span><\/span><\/span><\/div>\n

                  Background and Purpose of Planning Committee Meetings<\/span><\/span><\/span>
                  The Executive Board Planning Meeting will provide a forum for the Board to discuss<\/span>
                  the operation and functioning of Meadow Hill. It will allow the Board to discuss<\/span>
                  topics in more detail and depth than time permits at the monthly Executive Board<\/span>
                  Meetings.<\/span> The planning meeting is open to residents, as it is an open meeting<\/span>
                  per our bylaws.<\/span> No actions will be voted on or taken at this meeting. Discussion is<\/span>
                  limited to agenda items<\/span>, time permitting<\/span>.<\/span><\/span><\/span>
                  9:00 Am Executive Session (Board Members Only)<\/span> Adjourned 9:55 AM<\/span><\/span><\/span>
                  10:00 AM<\/span> Open Session<\/span><\/span><\/span>
                  Called to Order<\/span>:<\/span> 10:01AM<\/span> –<\/span>Board Members Present<\/span>: Jim Fuda, Deb Wellington,<\/span>
                  Brenda Berk, Donna Whalen, Tim Reid, Walter Brownsword, and Paul Jenkins.<\/span><\/span>
                  President, Jim Fuda, called the session to order, and welcomed all attendees.<\/span><\/span><\/span>
                  Agenda Items:<\/span><\/span><\/span>
                  1.<\/span> Grounds Committee<\/span> – Mike Proulx- Addressed three items.<\/span><\/span>
                  \u2022<\/span> Grass Seeding. Many owners have asked for grass seeding. The Grounds<\/span>
                  Committee will provide the seed with sowing and care instructions.<\/span><\/span>
                  \u2022<\/span> Poison Ivy. The Board will work to develop an approach to this issue.<\/span><\/span>
                  \u2022<\/span> Greenscape Plan. The Grounds Committee and Long-Term Committee will<\/span>
                  work together to develop a ten-year Greenscape Plan. The Board supports<\/span>
                  the outline and planned approach. More to follow.<\/span><\/span><\/span>
                  2.<\/span> Defibrillator –<\/span> Deb Wellington and her committee have been evaluating the pros<\/span>
                  and cons of purchasing an AED device for the clubhouse. They will share their<\/span>
                  findings at the July 16<\/span> th<\/span> Board Meeting.<\/span><\/span><\/span>
                  3.<\/span> Maintenance<\/span> \u2013 Jim Fuda -Intersection Safety Changes. We recently installed a<\/span>
                  temporary speed bump at the intersection of HWS and HWW for safety reasons<\/span>
                  – sight and speed issues. The two large shrubs at that intersection interferes with<\/span>
                  a driver\u2019s ability to see pedestrians. Recommendations to this problem were<\/span>
                  presented.<\/span><\/span>
                  \u2022<\/span> Trim the shrubs to improve sight distance \u2013 This will be done this week.<\/span><\/span>
                  \u2022<\/span> Add a permanent speed table to slow down drivers at that intersection.<\/span><\/span>
                  \u2022<\/span> Change the traffic flow \u2013 the road to the left of the median could be changed<\/span>
                  to a two-way street, this would increase the drivers\u2019 sight distance.<\/span><\/span><\/div>\n

                  \u2022<\/span> The only decision made on this proposal was to cut back the shrubs at this<\/span>
                  time.<\/span><\/span>
                  \u2022<\/span> Jim will convene a Traffic Calming Ad hoc committee to develop<\/span>
                  recommendations to address speeds and pedestrian safety.<\/span><\/span>
                  \u2022<\/span> A reminder to all of us to SLOW DOWN. Notice to be placed in the July 1<\/span>
                  LARK.<\/span><\/span><\/span>
                  4.<\/span> Smoke\/CO Detectors.<\/span> \u2013 A mailing will go out to all owners to order the<\/span>
                  detectors. The goal is to get this information to everyone this week and put<\/span>
                  together an order by the end of June. Installation would begin in July.<\/span><\/span><\/span>
                  5.<\/span> Underdeck Panels<\/span> \u2013 Owners of units with Underdeck Panels will be contacted<\/span>
                  with the Board plan to remove them. The panels will be removed by the MH<\/span>
                  Maintenance staff, and MH will dispose of them.<\/span><\/span><\/span>
                  6.<\/span> Contract Procurement Guidelines<\/span> \u2013 Ad hoc committee formed to develop<\/span>
                  Contract Procurement Guidelines.<\/span><\/span><\/span>
                  7.<\/span> Infrastructure:<\/span><\/span><\/span>
                  Fire Hydrants<\/span> \u2013 We have a contract with MDC to flush and paint the hydrants.<\/span><\/span><\/span>
                  MDC told us they would be putting painting on their schedule to be done in the<\/span>
                  next 2 months.<\/span><\/span><\/span>
                  Our hydrants are 50 years old and replacement parts are almost impossible to<\/span>
                  find. Two of the eight hydrants are obsolete.<\/span><\/span><\/span>
                  A long-term plan will be developed to replace the hydrants.<\/span><\/span><\/span>
                  Brenda Berk, treasurer, assured us we have the funds for the replacement of the<\/span>
                  two obsolete hydrants. The plan will begin with the two oldest hydrants.<\/span><\/span><\/span>
                  Sewer back-ups<\/span> \u2013 Some units have had sewer back-ups. These back-ups are<\/span><\/span><\/span>
                  usually caused by wipes, paper towels and grease, none of which should be<\/span>
                  flushed into the sewer. A letter will be sent to all unit owners educating them on<\/span>
                  this issue<\/span><\/span><\/span>
                  8.<\/span> Board of Director Item \u2013<\/span> The Long-term Committee will investigate 1) Real<\/span>
                  Estate Transfer Fees and 2) Meadow Hill Endowment Program<\/span><\/span><\/span>
                  9.<\/span> Schedule<\/span> \u2013<\/span><\/span><\/span>
                  The<\/span> Meadow Hill Annual Meeting<\/span> will be held on Tuesday, June 10<\/span>th<\/span> at 7:00 PM.<\/span><\/span>
                  The June Executive Board meeting will be held on<\/span> June 18<\/span> th<\/span> at 6:00 PM<\/span><\/span><\/span><\/span><\/span><\/p>\n

                  10. Open Session
                  \nSome of the comments\/questions\/Concerns
                  \n\u2022 Would the Board check to see if we should put some mosquito biscuits in the
                  \npaddock?
                  \n\u2022 Some Unit Owners still cannot get on Vantaca. Can Imagineers help with this?
                  \n\u2022 Can we plant our own grass? Yes, Mike will give you seed and instructions.
                  \n\u2022 A recommendation to contact the parks and rec department to inquire how they
                  \nget rid of poison ivy.
                  \n\u2022 The new temporary speed bump needs an orange cone to warn drivers.
                  \n\u2022 Would it be possible to ask the landscapers to blow debris AWAY from the
                  \nhouse?
                  \n11. Adjournment \u2013 A motion to adjourn was made by Paul Jenkins and seconded
                  \nby Deb Wellington. Vote to Adjourn: Unanimous. Adjourned at 12:05 PM
                  \nMinutes submitted by: Donna Whalen, Secretary
                  \nMinutes approved by email: June 5, 2025, Vote: Unanimous<\/p>\n

                  <\/div>\n
                  \n
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