{"id":3488,"date":"2026-01-16T07:03:07","date_gmt":"2026-01-16T13:03:07","guid":{"rendered":"https:\/\/meadowhill.net\/?p=3488"},"modified":"2026-01-30T12:19:47","modified_gmt":"2026-01-30T18:19:47","slug":"minutes-january-2026","status":"publish","type":"post","link":"https:\/\/www.meadowhill.net\/?p=3488","title":{"rendered":"Minutes January 2026"},"content":{"rendered":"

Meadow Hill Inc.
\n<\/strong>Executive Board Meeting Minutes
\n<\/strong>January 21, 2026<\/strong><\/p>\n

The Executive Board Session was called to order at 9:15 AM.<\/strong><\/p>\n

Board Members Present:<\/strong> Jim Fuda, Brenda Berk, Donna Whalen, Walter Brownsword, Terry Bogli, and Paul Frederick. Deb Wellington was present by phone. Also Present: Brian Milano of Imagineers.<\/p>\n

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.<\/p>\n

The meeting was adjourned at 9:50AM.<\/p>\n

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

    \n
  1. Call to Order:<\/strong> The meeting was called to order at 10:02 AM. Board members present: J. Fuda, B. Berk, D. Whalen, W. Brownsword, T. Bogli, P. Frederick. D. Wellington was in attendance by Zoom. Also Present: B. Milano from Imagineers and D. Covert, MH Maintenance Manager.<\/li>\n
  2. President\u2019s Remarks:<\/strong> Jim Welcomed everyone in attendance. He commended Darien and Mike for the work they did to remove the snow. He also provided a summary of the key items discussed at the January 7th<\/sup> Planning Meeting.<\/li>\n
  3. Finance:<\/strong> Brenda Berk: Our expenses for the year were $20K over plan. Much of that came from plumbing issues (blocked pipes). The Reserve balance is $457, 487.62.<\/li>\n
  4. Maintenance Report:<\/strong> Darien Covert: The Maintenance meeting Notes can be found in the Board packet on page 24. Darien asks everyone to obey the parking rules. Do not park in front of your garage. It makes it difficult to plow the driveways. Also, please park in designated parking spaces\u2026do not create your own. Notice to be sent to residents as a reminder.<\/li>\n
  5. Manager\u2019s Report<\/strong>: Brian Milano\u2019s report can be found on page 33 of the Board Packet.<\/li>\n
  6. Committee Reports<\/strong>: can also be found in the Board Packet starting on page 33.<\/li>\n
  7. Business Items:<\/strong><\/li>\n<\/ol>\n
      \n
    • The Unit 6 claim has been settled and the check is being deposited into our account.<\/li>\n
    • The Roofing Project bids came in a day ago. Board members will need time to do a thorough dive into the details and will report on this at the next meeting.<\/li>\n
    • The Gas Fireplace Log Program: Letters will go out to those who are not in compliance.<\/li>\n
    • 2026 is Dryer Vent Cleaning Year. The board discussed getting bids for the whole community and billing back the residents for the cleaning. No decision was made. The Board will also contact our insurance people to see if we are being over-restrictive.<\/li>\n
    • Hydrant Replacement: As you know, our fire hydrants are aging. Three of them (the Eddys) cannot get replacement parts. We have budgeted to replace two of these hydrants in 2026. And then one a year until we replace them all. Deb Wellington was concerned that waiting to replace them all might be a risk, so she contacted Matt Skehan of MDC for advice. He recommended the hydrants \u201cwarrant attention now rather than later\u201d. The Board will research the expense to replace the three oldest this year and create a plan to address all the hydrants.<\/li>\n
    • Defibrillator: Last year, the Board voted to put aside funds for an AED Device in the budget. If purchased, this device would be installed in the clubhouse for use in the clubhouse and at the pool. The Board members have strong opinions on this matter and are split on this issue. No decision was made, but the Board will have further discussion in the future prior to any vote.<\/li>\n
    • Solar Program: The state has approved legislation for the installation of solar panels on the roofs of stand-alone condominiums in an HOA. The Board will gather more information through an adhoc committee on this topic.<\/li>\n<\/ul>\n
        \n
      1. Open Forum<\/strong><\/li>\n<\/ol>\n
          \n
        • Frank Cisz brought us up to date on the Hollister House. The builder is frustrated because the vendors are holding him up. The remainder of the wood flooring needs to be installed and so does the kitchen backsplash, for him to install the appliances. He hopes to finish at the end of the week.<\/li>\n
        • Ed Litke recommended we offer a course in CPR for those interested, if we decide not to purchase the AED Device. He also suggested that Imagineers keep track of the high-risk items.<\/li>\n
        • Darien Covert made a plea for everyone to follow the parking rules, especially if snow is in the forecast. He also wanted caregivers to follow the rules, as well.<\/li>\n
        • Toni Dolan agreed that caregivers must follow the parking rules.<\/li>\n
        • Kathy McCarthy-Proulx: requested we have the Head of Emergency Services come to speak to us about the importance of having an AED Device on the property, to inform the new members of the Board, before taking a vote.<\/li>\n
        • Frank Cisz stated that most AED Devices are in public places that have trained qualified people in place to deal with a sudden cardiac arrest event.<\/li>\n<\/ul>\n
            \n
          1. Votes<\/strong><\/li>\n
          2. A motion was made by Brenda Berk and seconded by Terry Bogli to approve $3,000 to R and R Landscaping Services for the removal of two trees near #66 and #324. Vote: Yes,7\/No,0<\/strong><\/li>\n
          3. A motion was made by Brenda Berk and seconded by Donna Whalen to approve $7,391.33 to Central Sealing Company Inc. for sealing cracks in the walkways and roads. Vote: Yes,7\/No,0<\/strong><\/li>\n
          4. Motion to Adjourn: Made by Brenda Berk and seconded by Walter Brownsword. Vote: Unanimous<\/strong><\/li>\n<\/ol>\n

            Time of Adjournment: 11:41
            \nMinutes submitted by: Donna Whalen
            \nMinutes approved by email: January 27, 2026<\/p>\n

            Meadow Hill
            \n<\/strong>Executive Board Planning Committee Meeting
            \n<\/strong>Wednesday, January 7, 2026<\/strong><\/p>\n

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

            The Executive Board Planning Meeting provides 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. This 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

            Call to Order<\/strong>: 10:00 AM. Board members in attendance: Jim Fuda, Brenda Berk, Donna Whalen, Terry Bogli, and Paul Frederick. Absent: Deb Wellington and Walter Brownsword.<\/p>\n

            President\u2019s Remarks<\/strong>: Jim Fuda opened the meeting with a review of the Boards\u2019s accomplishments in 2025. He stated that this meeting would be an open discussion to help set the Board\u2019s priorities and objectives for our community in 2026.<\/p>\n

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

            2026 Planning<\/strong>: The Board began the discussion by reviewing the responsibilities of each committee. The Board agreed that some committees, like Amenities, Rules, and Traffic, should ad-hoc Committees, meaning they are created for a particular purpose when needed.\u00a0 Frank Cisz, chairman of the Long-Term Committee, would like to repurpose the Long-Term Committee to focus on Capital Improvements. \u00a0He stated this would free up the Maintenance Department to address the everyday operations of Meadow Hill, and the Long-Term committee would take on capital improvements. The Long-Term committee would take a proposed project (a mission), get the bids, agree on how it would be funded, and get it done.<\/p>\n

            Summary of Discussion on Committees<\/u><\/strong>:<\/p>\n

            Board of Directors \u2013 establish an overall mission statement for the community, providing a framework for the Committees to develop their short- and long-term objectives.<\/p>\n

            Grounds<\/u> \u2013 refocus to review interior landscaping and address overgrowth. The repurposed committee could educate the community rules and requirements, foster a \u201cGarden Club\u201d element, and develop guidelines for replacement.<\/p>\n

            No changes to Communications\/ Welcoming, Maintenance, Finance, Social or Risk Management.<\/p>\n

            Legislative<\/u> \u2013 disband<\/p>\n

            Traffic<\/u> \u2013 keep as ad Hoc and ask committee to commit to a deadline for their Phase Two Project. Jim Fuda would like to meet with all committee chairs a few times a year to discuss their objectives for communication and inter-committee collaboration objectives. All committees should have long-term and short-term objectives.<\/p>\n

            The Board would like to see more residents engaged in the many planned projects and plans to have a sign-up at the Annual Meeting in June.<\/p>\n

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

            Eileen Rothfarb would like to see a focus on safety, especially on the need to install more railings.<\/p>\n

            Kathy McCarthy Proulx stressed the importance of educating the residents as to why certain projects have been planned.<\/p>\n

            Paul Frederick suggested the Board investigate increasing Meadow Hill\u2019s public profile with marketing<\/p>\n

            Actions Items:<\/strong><\/p>\n

            The Board is committed to pursuing compliance with the Gas Fireplace cleaning by sending letters to those who are non-compliant.<\/p>\n

            The Board agreed to repurpose the Long-Term Committee and rename it the Capital Improvement Committee.<\/p>\n

            Grounds and Capital Improvement will be the focus of the next planning meeting. Brenda and Terry coordinate the effort on Grounds, and Jim and Walter on Capital Improvements with Frank Cisz.<\/p>\n

            Motion to Adjourn: Made by Terry Bogli and seconded by Brenda Berk. Vote: Unanimous<\/p>\n

            Adjourned: 11:36 AM<\/p>\n

            The Board went into Executive Session at 11:45 PM and concluded at 1:09 PM<\/p>\n

            Minutes submitted by: Donna Whalen<\/p>\n

            Minutes approved by email: 01\/10\/26<\/p>\n","protected":false},"excerpt":{"rendered":"

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