Minutes of HOA Board Meeting on January 11, 2020

/ Board Meeting Minutes /
  1. Commencement: Meeting called to order at 7:03 p.m. with board members Anna Urman, Brian Mazuc, Carlos Chadha, Dave Balandrin, Elizabeth Loevner, Eric Kerby, Erika King, and Jim McDonald in attendance.  Meeting conducted remotely due to COVID-19 pandemic.
  • Previous Meeting Minutes:
    • Approved December minutes
  • New Business
    • Shootings in neighborhood
      • There are existing guidelines for liaising with local police; matter is in the hands of law enforcement, do not want to promote misinformation or become intrusive
      • Board should provide letter of acknowledgment to community; however, role and capacity of HOA is limited
      • Falls within the scope of the Neighborhood Watch committee; will reach out to local authorities to determine if there are any updates that can be shared at this time
    • Facebook membership
      • One person recently removed because not a member of the community; new membership requests limited to only those in the community in accordance with the Facebook group details; other options (e.g., NextDoor) exist for neighboring communities to participate
    • Broken park swing
      • Currently no functional baby swings; one broke earlier this year and was replaced with a regular swing and one just recently broke; both baby swings should be replaced
      • Dave will purchase new baby swings on Amazon, est. $40-$60 each, will coordinate with Anna for reimbursement, and will complete installation himself
    • 2021 community events: tentative dependent on public health advisories; will discuss in February
  • Treasurer’s Report
    • Main expenses: 1 disclosure package, PO Box Fee
    • Beginning tax preparation, filing waiver to file paper forms
    • Bank account updates:
      • Accounts still under previous board member names, need to be updated to 2 current board members (recommendation: President and Treasurer), and convert CD transition to money market (next expires in March)
      • Voted to proceed with opening new accounts at TD Bank and transition money from existing accounts as it becomes available
    • Annual dues increase proposal – Carlos sent spreadsheet via email
      • Fees only increased once (by $5) since at least 2003; suggest bumping once now, then increase annually linked to inflation going forward
      • Fees are not in keeping with inflation, property values, and comparison to other neighborhoods (e.g., Woodstone is $55/month)
      • Recommend outlining business case and what/how fees will be used to increase community buy-in; will add to February agenda for further discussion
    • Expenditure of board funds: HOA owned equipment for digitization of records; fees associated with researching property records, Court Public Access Network (CPAN), etc. – will add to agenda for March
  • Architectural Control Committee
    • 1 disclosure: 4309 Rolling Stone Way, in compliance
  • Common Grounds/Playground Committees
    • Landscaping contract – 3-year renewal with Town & Country effective January 2021; auto-pay will need to be updated (first bill not until about March)
    • Park signs regarding dogs – to be ordered
    • Ground under swings is very muddy; have had mulch placed down several times but doesn’t last; in approximately 2015, also added drainage to help reduce it
      • Suggestion: rubber mats or pads can be placed under swings (est. $50/each)
  • Private Streets Committee
    • Committee Chair – no update, need to identify chair so we can transition from Hal
  • Neighborhood Watch
    • Do we have/need signs? Would need county or state permission to post anywhere other than the park
  • Website Administration/Documentation
    • Ticketing system is ready to begin testing
    • On/off-boarding board members – link to document sent via email for board review
  1. Volunteer Coordination
    • The Villager – next steps; recommend quarterly distribution, need to provide content suggestions
  1. Other Business
    • Follow-up from annual board meeting: items assigned to specific committees or volunteers to identify proposals for presentation to board via email or in future meetings
    • Annexation – would need quit deed claim or to purchase at auction; does board have an interest in annexation? 
      • Need more information.  Cost/benefit analysis?  Who benefits? Are there any timelines for consideration?
    • Complaints
      • Property at 4332 Rolling Stone Way: Brian sent response to complainant, no further action
      • 4428 Flintstone: owners contacted and are aware of the fallen fence, no further action
      • 7124 Whetstone Road property maintenance; dead tree still needs to be addressed
  1. Adjournment:  9:07 p.m.
  1. Follow-up Action Items
    • All
      • test ticketing; identify other common request items for which we should establish a workflow
      • add content suggestions for The Villager
    • Architectural Committee
      • Draft document to combine/replace 1994 and 1995guidelines and draft notification to community establish community comment period and procedures
      • Complaint re: 7124 Whetstone Rd property
    • Grounds Committee
      • widen/repair asphalt paths to and encircling park
      • slick wood on bridge
      • power wash park materials and bridge
      • assess bridge stability
      • contact T&C to clear out culvert between Vantage and hill to playground
      • contact county to clear out culvert under the bridge (owned by county)
      • erosion/drainage issues near hill
    • Neighborhood Watch Committee
      • liaise with police about community shootings for update to provide community
      • inquire about Neighborhood Watch signs and what permissions are needed to post
      • coordinate with county regarding reports that county will not enforce complaints for park hours/dogs unless contacted by HOA board
    • Private Street Committee
      • meet and establish chair
      • discuss private street dues and potential increase
    • Volunteer Coordinator: contact Adopt-A-Highway coordinator for details on upcoming pickups
    • Website Administrator: place 1994 guidelines in document library
    • Anna & Eric: establish new bank accounts and begin transferring funds
    • Anna
      • order 3 signs for park re: dogs
      • post revised annual statements
      • association management (self-service) portal
    • Brian: proposal regarding annexation
    • Carlos: Woodstone HOA failure to maintain common area
    • Dave
      • draft letter to community about shootings with details to be provided by Neighborhood Watch Committee
      • order and install 2 baby swings
      • send boiler plate response to other landscaping companies that we declined their bids
    • Jim: Contact Lee District Land Use Committee to determine what role, if any, the board should have
    • Liz: send links for mats to be placed under swings
    • Eric
      • collect Santa suit from volunteer
      • contact editor for The Villager about preparing next issue (est. quarterly)
    • Erika
      • provide sample picture of Neighborhood Watch sign from Rose Hill
      • test Kanban board on NextCloud for tracking board tasks

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