Minutes of Board Meetings 2025
Minutes of Board of Directors Meeting of September 8, 2025
The meeting commenced at 10;02 a.m., and all directors were in attendance.
On motion by Director Ramsay, seconded by Director Mello, the minutes of the previous meeting of August 2, 2025 were unanimously approved.
Financials and Dues Increase. Director Flanagan briefly summarized the Association's financial condition and performance to budget, which did not differ materially from the summary he gave at the recent Annual Meeting. As of August 31, our general reserve stood at $132,942. The Board also reviewed and discussed Director Flanagan's recommendation for a 4.5% increase in dues, which was built into our 2025-26 Budget and discussed at the Annual Meeting. Director Flanagan noted that this increase is intended to cover only existing and highly anticipated increases in costs, and which would constitute an increase from the last dues increase two years ago. The increase is slated to occur as of January 1, 2026. On motion by DIrector Ramsay, seconded by Director Brockway, a proposal to increase dues by 4.5% passed unanimously. Unit owners will receive a mailing from Great North that spells out the new dues for each unit.
The Board also discussed a written suggestion by the owner of a large unit that the percentage of common area ownership set forth in the Association's organic documents be changed to reflect improvements done to smaller units over the years. DIrector Werthan called the Board's attention to the requirement that at least 75% of the unit owners' vote would be required to attain approval. Director Mello pointed out, with concurrence of Director Werthan, that the chance of attaining such a vote is negligible due to the much greater number of smaller units that would not be expected to vote against their financial interests in favor of the six large units. Director Werthan also pointed out that recalculation of value (initially related to square footage of the units in the early 1970s), would present logistical and legal issues, and would raise other recalculation issues going into the future. The Board determined not to proceed with that particular suggestion.
The same unit owner also suggested that the Board consider using special assessments more regularly to keep the average dues lower. This would benefit any owner who might in the future wish to sell his or her unit. The Board voiced its approval of this approach (other than routine maintenance), particularly for projects such as, for example, repairs relating to the pool and the tennis court, although other projects could be considered for such treatment as well.
Unit 114 -- The Board voted 5 - 2 to reimburse half the amount paid by the unit owner to have a plumbing company clear out roots from an underground drain pipe. Directors Mello and Flanagan voted against reimbursement.
Association unit owners are reminded that repairs to unit common elements must receive Board approval in advance if reimbursement is expected.
Fence near pumping station. The Board was not satisfied with a recent bid received and determined to get a repricing bid before authorizing an expense for the construction of a fence near the pumping station.
Tree Committee. The Tree Committee solicited a bid from a vendor to remove various trees around the property. The bid has not yet been received, and the Committee recommended that another bid be solicited. Director Modena will initiate the process. Work is expected to occur over the winter if not sooner. DIrector Modena also informed the Board that trees and branches, which threatened cars on Meadowbrook Lane, were removed last week. The Board also authorized the owner of Unit 111 to proceed with a proposal, to be reviewed by the Board, for the purchase and installation of a tree on the grounds near the unit.
Other grounds work. Three other units need work done to replace or remove bushes. A new bid will be solicited by Director Leyden in view of delay in response by Patten.
Pool and Tennis Court Area. A new pool cover is necessary and has been ordered for installation before winter sets in. The pool will be closed on September 21st this year. Arrangements have been made with unit owner Alan Maranian to turn off the pool motor and with other directors to store and protect pool furniture, the gazebo cover, the umbrellas, and the tennis net.
Oil and Kerosene Tanks. An email questionnaire has been authorized by the Board to elicit information on how many units have tanks to store oil or kerosene for heating purposes. Unit owners are asked to respond promptly to the questionnaire via email.
Adjournment. On motion by Director Werthan, seconded by Director Brockway, adjournment at 11:08 a.m. was approved unanimously.
Respectfully submitted,
Jeff Werthan, Secretary
Meadowlark Village Condominium Association
Minutes of Board Meeting of August 2, 2025.
Draft
The meeting was convened at 10:30 a.m. with directors in attendance Lauren Leyden, Mike Flanagan, James Modena, Walter Mello, Peter Brockway absent Jeff Werthan and Keven Ramsay
Approval of Minutes June 18th, 2025
On motion by Director Brockway, seconded by Director Mello, the minutes of the previous board meeting of June 18, 2025 were unanimously approved.
Business
We welcomed our new manager from Great North Renee Palm. The Board looks forward to working with her.
The Board discussed how to implement the dues increase. It was decided that we would wait unit the full Board was present to make any final decision.
We agreed to review emergency procedures for unit owners at next meeting. It is important to note that an individual unit owner should not contact a vendor. If there is no involvement with the management company and/or representative from the Board the unit owner most likely be responsible for the bill.
The Tree Committee and a new vendor did a property inspection, Friday, August 1, 2025. We are waiting for Expert Tree Removal to submit a bid for work and we will report back to the Board.
Election
On motion by Director Brockway, seconded by Director Mello, was made as follows:
To elect Lauren Leyden as President, Kevin Ramsay as Vice President, Mike Flanagan as Treasurer, and Jeff Werthan as Secretary.
The motion passed unanimously by all directors in attendance.
Adjournment
There being no further business, a motion to adjourn the meeting made by Director Brockway, seconded by Director Mellow was passed unanimously, whereupon the meeting was adjourned at 11:25 a.m.
Respectfully submitted,
James Modena, Acting Secretary
Meadowlark Village Condominium Association
Minutes of Board Meeting of June 18, 2025
The meeting was convened at 4:00 p.m. with all directors in attendance. Also in attendance was Tim Noonan, our representative from Great North property management.
Approval of Minutes
On motion by Director Werthan, seconded by Director Ramsay, the minutes of the previous board meeting of December 20, 2024 were unanimously approved.
Financials
Director and Treasurer Flanagan discussed financials and the proposed budget for the next fiscal year. The budget was constructed on a level funding basis, based on expected revenues, including a suggested increase in dues of approximately five percent to cover Association costs that have increased. The large movers expected this year will be roofs for two units that need replacing as well as potential firebox repairs. All board members agreed that it is better to adjust dues on a yearly basis rather than waiting a number of years with a resultant large increase. The results for the fiscal year ended June 30, 2025 and the proposed budget will be discussed in detail at the upcoming Annual Meeting on August 2, 2025.
Tree Plantings and Removals
With the recent discontinuance of our arborist's business, Directors Modena and Werthan will explore hiring a replacement. We have leads from Patten and other leads as well. The removal of two dead trees on property (Units 208 and 205/206) and the planting of bushes near the pumping station are planned.
Tennis Court
Director Werthan will finish the hiring process for businesses that can clean the surface of the tennis court, which is covered with algae in lower lying areas.
Annual Meeting
The upcoming annual meeting was discussed. Director Werthan will prepare the proxy, and Directors Flanagan and Ramsay the financials and supplemental materials, respectively. It is expected that Directors Mello, Leyden and Modena will stand for reelection, and that proxy packages will be sent on or around July 15th.
Sewer Line Repair
One of the main sewer lines that serves the Association has to be replaced. This is a large ongoing project. The Board is monitoring it carefully and wants to make sure that unit owners are given timely notice by Seacoast, our contractor, of a necessary water turn-off that is expected to last for two to three hours. Unit 115 will need plantings around the pumping station after the repairs have been completed, and surrounding units will need grass planted.
Spectrum
Director Leyden will investigate a recent Spectrum outage that occurred at the time Seacoast was repairing the sewer pump.
Lamp Posts
At present, all the wooden lantern posts on the property match. Director Ramsay will investigate the purchase of new, matching posts to replace those that deteriorate or are damaged in the future.
Unit 305
The board noted that this unit is for sale. The prospective buyers have asked the board for a temporary exception to the one-dog rule and on motion by Director Werthan, seconded by Director Leyden, based on the unique sfacts presented by the owner's agent, the board granted the exception. The Board expressed concern about the large recreational vehicle owned by the prospective purchaser of the unit. (Thereafter, the board passed a rule banning recreational vehicles as defined, which rule (and an explanation of why it was passed) was distributed to the entire Association membership.)
Miscellaneous
Unit 103 The fresh water supply pipe is leaking and needs to be fixed. Dennis Sayward has been contacted and is in the process of hiring an excavator.
Unit 205 The fresh water supply pipe in front of this unit has been repaired and the landscaping has been completed.
New Great North Representative
Mr. Noonan informed the Board that this would be his last meeting, as he was moving to Florida, where his wife had taken a job. He said that a new representative would be assigned to Meadowlark, and that Kara Kuffel would oversee the transition. The Board thanked Mr. Noonan for his service.
Adjournment There being no further business, a motion to adjourn the meeting made by Director Werthan and seconded by Director Ramsay was passed unanimously, whereupon the meeting was adjourned. Respectfully submitted, Jeff Werthan, Secretary
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