Minutes of HOA Board Meeting on June 14, 2021

  • Commencement: Meeting called to order at 7:03 p.m. with board members *Anna Urman, *Brian Mazuc, *Dave Balandrin, *Eric Kerby, Erika King, and Jim McDonald in attendance. *Participating remotely.
  • Homeowners Addressing Board
    • Mr. Hernandez appealed AC’s decision regarding siding request
  • Previous Meeting Minutes:
    • Approved May minutes
  • New Business
    • Board to submit questions via email by Friday, 6/18, regarding MercerTrigiani firm’s documents; Brian to compile and attempt to schedule free consultation with firm next week
      • Pipestem matters
        • 282672 (damaged asphalt)
        • 820946 (use of communal property)
      • Liens against properties
      • Other potential areas for legal input and/or further board discussion
        • HOA documentation updates
        • Records retention policy
        • HOA privacy policy
        • Roles/responsibilities of committee chairs
    • Annual Community Picnic & Food Drive planning
      • May want to consider hiring organizer
  • Treasurer’s Report
    • 133 Dues payments received (mostly online), 278 lot payments still outstanding for this year; dues notices mailed first week of June
    • High year for Disclosure packages, at $950 year-to-date (compared to annual totals of $900 for FY2020, $950 FY2019, $1150 for FY2018)
    • Main expenses: printing invoices & dues increase notices, stamps, grass cutting (confirmed correct billing)
    • Error on Balance sheet: software update created duplicate subsidiary version of main checking account; some transactions assigned to duplicate account; no impact to totals; in process of reassigning transactions to resolve
  • Architectural Control (AC) Committee
    • AC to propose updated guidelines, recommend legal review before presenting at annual meeting in October; refer to October 2021 annual meeting minutes regarding board’s agreement to provide opportunity for community review/comment
    • Tickets:
      • 773109 (appeal) – Mainstreet Siding Colors “Charcoal Gray” siding, shutters and trim black, garage door white; unanimously approved
  • Common Grounds/Playground Committees
    • Tree fell partially across path; Dave removed
    • Trees are being planted in common area near playground by an unknown party
    • A monkey bar is missing and needs to be replaced; not an immediate safety concern
  • Neighborhood Watch (NW)
    • 2 signs need to be placed: one at Vantage, one at Whetstone/Vantage/Lantern intersection; can also clean up existing sign (approx. 4505 Lantern Place)
    • 1 volunteer has expressed interest to date
  • Volunteer Coordination
    • Bump NW opportunity
    • New opportunity for picnic coordinators
  • The Villager
    • June edition; no response from editor yet
  • Other Business
    • Complaints
      1. Email complaint re: overgrown & unsightly view; owner allowed neighbors to trim back some of the tree; still have bush crowding sidewalk and vines on fence/deck
    • Food trucks (Ticket 299706); no need currently
  • Upcoming events
    • Picnic & Food Drive (September 11)
    • Fall Yard Sale (September 18)
    • Annual Meeting (October 18)
    • Santa Visit (December 18)
  • Adjournment:  8:55 p.m.
  • Follow-up Action Items
    • All: submit questions for legal consultation by Friday, 6/18
    • Brian: compile questions for legal consultation and schedule meeting with law firm
    • Brian: determine how best to move forward with adding or removing AC member to reach an odd number; present to board for discussion next month
    • Dave: fix monkey bars
    • Eric: follow-up with The Villager editor
    • Erika: contact food truck organizer regarding possibility of organizing picnic
    • Erika: new volunteer opportunity for Community Picnic coordinator/volunteers; reminder about open volunteer opportunities
    • Jim: contact owner regarding emailed complaint for overgrown/unsightly view