Meadowlark Condominium Association

Minutes of Board of Directors Meeting 

April 10, 2026

The meeting commenced at 11:15 a.m. with all directors present.

The primary purpose of the meeting was to discuss, and if appropriate, vote on a transaction with Spectrum to restructure the Association's TV and internet arrangement.

Director Flanagan, who led the effort to negotiate the agreement along with Director Mello, explained the proposed transaction. Rather than individual owners being billed for services such as a basic TV package and internet, the Association would assume the cost on behalf of all 38 unit owners. Director Flanagan noted that at present 37 or 38 total units have internet and TV service. While the cost of a basic package would rise somewhat per unit, Director Flanagan was able to largely offset the increase, negotiating a signing bonus of $5,700 in cash, with expanded basic TV cable and internet included. 

The internet would be at a higher speed than present for most unit owners. New routers would be made available at no cost to unit owners, most of whom would be able to connect the service themselves, although professional installation would be offered for a modest price. In additional, add-on channels would be available, and if accepted, would be paid for by unit owners directly. (The basic charges would still be paid by the Association.) 

Several board members thanked Directors Flanagan and Mello for the time spent understanding and then negotiating this proposed arrangement, and Director Werthan motioned that the Board accept the latest Spectrum proposal, with Director Leyden seconding the motion. The Board then voted unanimously to approve the proposal and gave authority to President Leyden to sign the agreement on behalf of the Association. Director Flanagan was asked and agreed to write a summary of the transaction and to have such summary distributed to all members.

Other matters discussed included a discussion of how best to work with the Playhouse to keep disturbances in connection with its demolition and reconstruction (assuming approval of the project by the town and voters), anticipated after the close of this season through 2027 and potentially beyond, to a minimum. Directors Werthan and Flanagan will reach out to Playhouse management to discuss same. Issues might include noise management, hours of work, HVAC and pump station locations, related issues, and the actual demo and building schedule. It is presently the opinion of the entire Board that it would be better for all concerned, and more effective, if we work with the Playhouse as it transitions to a 21st century facility.

A few other minor issues were discussed and, following a motion by Director Werthan, seconded by Director Ramsay, and unanimously approved, the meeting was adjourned at 12:25 p.m. 

Minutes of Board of Directors Meeting 

May 18, 2026

The meeting opened at 9:02 a.m. with all members present except Director Ramsay who was not available due to a previous commitment.

Approval of Minutes 

On motion by Director Flanagan, seconded by Director Brockway, the minutes of Board meetings on April 10, 2026 and September 8, 2025 were approved unanimously.

Financials

Director Flanagan summarized the financial position of the Association. In summary, the checking balance at the close of April 2026 was $34,000, and the savings reserve stood at $114,000. April was a relatively light expense month. Per our budget, we were over by $2,250 for insurance and $6,600 for snow removal, with minor overages for Water and Pool Maintenance. Also over budget was Grounds Maintenance by $3,000, with mulch expense in May still to come. However, we are under budget on General Maintenance and Shrubs and Trees, which helps basically offset other expenses.

Pumping Station

The Board was recently informed by Stevens Electric, which services our sewer pumping station, that there are serious structural issues which relate to the integity of the steel casing surrounding the pumps.  Several directors questioned why the deterioration had not been raised before, given that Stevens has serviced the pumping station for years and the expected high cost of repair. The Board requested Renee Palm from Great North to obtain estimates for repair and/or replacement, and Ms. Palm suggested that we use Attar Engineering to inspect the casing and provide an estimate. Ms. Palm will follow up. 

Miscellaneous Unit Matters

Unit 113

The Board discussed ingress by animals near the roof line and the existence moss and/or mold thereon. Hall Bros believes that the latter is an aesthetic issue rather than a structural one, and advised that a soft power wash rather than other methods would be best. A work order will be put in the correct the issues.

Unit 205

Director Modena advised that the chimney issue for this unit had been resolved.

Unit 204

Seacoast was hired to resolve the blockage in the sewer line from this unit due to root growth. The pipes will be scoped again in the Fall 2026 and will reinspect to make sure that regrowth, if any, hasn't returned.

Unit 115

Minor cracks in the basement floor were noted, as well as a clogged drain. Seacoast inspected same and provided two quotes to resolve the drainage clog. Renee Palm will get another competitive bid.

Unit 107

Director Leyden will initiate a conversation with John Patten to make sure that work done by an adjoining property owner does not contribute to excess water collecting near the unit, and will report back to the Board on her conversation.

Tree Committee

Director Modena summarized the removal work done by our newly hired arborists, and expressed his satisfaction with the work done and the price charged. He also discussed stump grinding for certain removed trees, the dead mountain ash on property, plantings at Unit 111, removal of a tree near Unit 300 (deferred till fall), and the agreement by the Grand Hotel to remove a dead tree, part of which overhangs the driveway entrance to the Association. Separately, a brief discussion was had about loaming areas in the Village, and the Board decided to reevaluate that issue in the fall. 

Phone Alarm

A cable, which runs a phone alarm for our pumping station that was inadvertently cut was repaired. However, it still must be buried. Separately, Director Modena will explore a potential solution for the phone alarm, involving an on-line camera.

Adjournment

On motion by Director Werthan, seconded by Director Flanagan, a motion to adjourn was passed unanimously, and the meeting adjourned at 10:20 a.m.

Respectfully submitted,

Jeff Werthan

Secretary

Draft Minutes of Board of Directors Meeting 

June 8, 2026

The meeting commenced at 8:30 a.m. with all directors in attendance except Director Werthan, who had a previous commitment. Also in attendance was Renee Palm, our representative from Great North,.

Unit 114 Renovation

The Board considered the detailed request from the owner to renovate the basement. The board discussed the long-standing water and mold issues relating to this unit. The Board, upon motion by Director Flanagan, seconded by Director Leyden, voted unanimously to allow the renovation, subject to informing the owner of the long-standing practice that all improvements to the basement, which is a limited common element, are at the owner's risk, and that the Association will not be responsible for any future damage to improvements. 

Unit 115

The Board then discussed recurrent water issues relating to this unit, and whether Seacoast should be retained to handle this and other issues. Director Leyden recommended retention of Seacoast based on its knowledge of the Association property and its responsiveness during emergencies.  Two alternatives for the unit were considered; installation of a sump pump, or the installation of a long pipe to carry away water. The sump pump would be less expensive, coming at $4,000, but would require, as all sump pumps do, continued maintenance. The long pipe would not require maintenance as such, but would risk compromising the nearby sewage pipe. Seacoast strongly recommended the sump pump alternative. Upon motion by Director Ramsay, seconded by Director Ramsay, the Board unanimously voted to approve installation of a sump pump.

Pumping Station and Recent Sewer Blackage

Director Brockway iniitiated a discussion regarding the background of the recent sewer line blockage as a precursor to discussing the pump station, and Director Mello reminded all that the issue of the pumping station is separate and disctinct from the recent sewage blackage. Director Flanagan asked for a summary of expenses related to the latter. Director Leyden explained that the hole around the basin of the manhole still needs repair, which will happen shortly, but that the sewage blockage had been removed. Director Modena mentioned we need to closely monitor any depressions near manhole covers, as they may indicate deterioration that could lead to blockage. 

Directors Brockway and Flanagan indicated that we need to study options to address the sewer system and the pumping station, and that Seacoast thought it could be very expensive. If that were to be the case, Directors Ramsay and Flanagan indicated it would be a capital expense and that it could potentially require a special assessment. Director Mello said that he was surprised that the physical structure of the pumping station has been questioned by Seacoast, and asked what changed so quickly to make it a concern. Directors Brockway and Mello both advocated for the engagement of an engineering firm that could independently assess the need, if any, for a new containment structure and/or repairs to the pumping station. Director Leyden suggested the formation of a committee to address these issues.  Based on further discussion, Directors Brockway, Ramsay, and Modena vounteered to serve. Joining the committee will be be Paul Leyden, who will have time to serve due to his recent retirement. Director Ramsay will serve as Chair of the committee.

Renee Palm mentioned Attar Engineering as a firm that could possibly do the evaluation or the actual installation or repairs, if needed. Ms. Palm will also look into other engineering firms at the suggestion of Director Modena to ensure competitive bidding. 

Director Ramsay suggested that before moving calling an engineering firm, the Committee needs to meet to ascertain the best method of moving forward.

Insurance

Director Leyden mentioned that a notice of non-coverage was received with respect to the D&O umbrella policy. Director Brockway indicated that this is a standard practice for a company getting out of the business, and that he had already spoken with our agent and that he does not anticpate any problem getting substitute coverage.

Unit 113

A discussion was had regarding the roof of this unit, one third of which was pressure washed, and two thirds of which were treated chemically for mold. Director Modena mentioned that treatment may take time to work, and that retreatment may be necessary.

Unit 107

Director Modena discussed the vernal pond that reappears in the back of this unit in the spring, that he marked drainage points, and that he thinks Patten needs to rake a drainage path to allow the area to better drain. 

Tree Committee 

Director Modena mentioned that he and Director Werthan will do a fall report as usual, and that the fallen tree near Unit 114 will be removed this week.

Tennis Court

A discussion was held about the tennis court and potential water flow underneath. Director Ramsay indicated he would fix the area where a hole appeared, and that he had tested other potential soft spots.

Annual Meeting

A date of Wednesday, July 8 in the morning was set for a meeting and final approval and mailing of annual report materials to allow for return of proxies prior the annual meeting on August 1st.

The meeting was adjourned at 9:30 a.m.

Respectfully submitted,

Jeff Werthan, Secretary