Meetings >> Board Minutes

Board Members Present: Kim Doermann, Jennifer Savory, Mark Fox, John Clements, Elaine Clements, Elizabeth Cooley

Others Present: Denise Lutz, John Frantz, Dorothy Oglivy-Lee, Elizabeth Brugger, Anna Arges

1) Meeting Minutes

1. Motion was made, seconded, and carried to approve last month’s minutes

2) Homeowner Issues

1. Elizabeth Brugger followed up on pooper scooper law. The letter that will need to be sent to animal control has yet to be approved, but will be soon. Once the letter is approved and sent to animal control, any homeowner who files a violation complaint will need to be able to provide the address of the offending dog owner.

2. Dorothy Ogilvy-Lee came to thank the board for their help in cleaning her car when a tree had fallen on it during a thunderstorm

3. John Frantz attended the meeting with an interest in filling the board vacancy.

4. Denise Lutz is a new homeowner that came to meet the board

3) Officer Reports

1. President
   • Took part in a road walk through with the parking and roads chairman and property manager. They looked to see what work needed to be done. Work such as sandblasting and staining the curbs. The improvements are going to cost a substantial amount of money, yet they are still waiting for the bids. Vote will be coming up for the road work once the bids are given.
   • Looked at the Tot Lot equipment
   • The paper work is done for the electric easement for the child care center
   • Planning on reinstating a neighborhood watch. Looking for neighborhood volunteers
   • Meeting tomorrow with True Green, and a meeting with Centex on Friday July 23, to finish the easement for buffer areas

2. Vice President
   • Two enforcement actions have been taken against a parking and a trash violator. The trash violator received a fifty dollar sanction. Tow truck came out to the parking violation in the visitors spot.

3. Secretary
   • Go through the action items from last month’s meeting
   • Final pooper scooper flyer is ready to be distributed with the animal control contact numbers so residents can report violators. It is going to be sent out with the new ARC guidelines and door to door.
   • Mulching will be complete this week
   • We’ve received two of the three curb staining proposals
   • Have also received one of the three tree quotes
   • Web site is 99.5% done

4. Treasurer
   • Closed the BB&T reserve account and moved it to the Community Association Bank because they had a better return rate
   • Moved $5,000 from operating account to the reserve account
   • The board has not seen the $1,400 Juniper removal bill from Affordable Tree
   • The gap between booked and actual reserves is down $6,033
   • Have reviewed the financial statement, three lawyer bills have been received and were reviewed by the Treasurer
   • Two Trugreen invoices received and were given to ARC Chair to investigate
   • Overall the budget is in okay shape. We are collecting more than we are spending. But the board has already spent the annual budget on lighting repairs

4) Committee Reports

1. Architectural Review Committee

   Horizon Child Development

   • Mr. Jimmy Jackson is breaking ground for a new entrance way to the child care center, called Horizon Child Development
   • Homeowners in Alden Glen will be given priority enrollment opportunity prior to outside general public.
   • Mr. Jackson will be installing general lighting on the Day Care Center side of the street. Therefore, the two lights across the street from the Day Care may be able to be relocated back into the community.
   • There will also be a new joint sign between the community and the child care center. The sign will say Alden Glen in large letters, and below that in smaller letters it will say Horizon Child Development

   Trees

   • One bid in for tree removal, but the emergency tree removal from storm damage took away from the tree budget
   • With the budget Group A should be able to be completed. Group B and C may not be able to be addressed, depending on how much the emergency tree removal costs are.
   • There is meeting tomorrow with True Green to discuss contract performance and services that are not being received.
   • Motion was made, seconded, and carried to approve Resolution # 12 – New ARC Guidelines and these to be distributed to all owners.
   • In the works is the planning of a community picnic
   • Swings in Tot Lot One have been repaired
   • Gazebo Roof to be repaired for $1,200 by a contractor in the neighborhood who will be using some shingles left over from when he repaired his own roof. This will save the board $425.
   • There is also a new combination lock on the tennis court entrance. The board members know the combination, and homeowners can be informed of the combination by contacting Service First.
   • Update given regarding house that has the wrong color scheme.
   • PRC still investigating new lighting system to replace the existing lighting system. They will be colonial light post, and each light post will have its own sensor. The board hopes to have a proposal by next week.
   • July 31st is the deadline for those who haven’t kept up with maintenance

2. Parking and Roads Committee
   • Several PRC Committee members and Board Members participated on a road repair walk through with Service First to identify a scope of work for necessary road repairs. Service First will now have the responsibility of requesting quotes for road repair work.
   • The conditions of the streets depends on how bad the winter is
   • Discussed what street repairs needed to be done, such as Sub Base Failure
   • Discussed the movement of the mailboxes

3. Nominating and Trash

   Nominating

   • There is an open board seat on the nominating and trash committee that needs to be filled

   Trash

   • Discussed the possibility of modification of the current trash rule, in order to require cans to be put out instead of just bags
   • Hot pink signs that are being put on trash that is put out early doesn’t seem to be effective because they don’t stay on the trash. Yet, the members will continue using them.
   • The pink signs nor the existing trash rules are not being taken seriously
   • The board is hoping that the word will get around and homeowners will realize how serious the trash violations really are.
   • The board is keeping track of the violations. A letter will be sent to them each time they commit a trash violation. After the second notice, there will be a letter that will be sent to the homeowner to attend a hearing. After three violations they will receive a sanction. After the homeowner has been sanctioned once, and if they continue to commit a violation they will be sanctioned each time they commit a violation. No more notices or hearing letter will be sent, it will just be a $50 sanction.
   • ARC Chair reported that five trash violation letters were sent out in the last 30 days.

4. Communications
   • The web developer has been paid
   • Good progress on the web site
   • Resolutions, all the current documents will be on the website, along with an overview article written about the community which will be written by John Frantz
   • Discussed unveiling the website only when it’s fully complete
   • Once the website is set up, the meeting minutes will no longer be sent to the homeowners unless they request the minutes to be sent to them. They must contact Service First if they want a paper copy to be mailed to them.

5) Financial Management

• (See Treasurer’s report above)

6) Contract Services

• True Green meeting tomorrow
• Tree work bid from Affordable Tree
• Problems with the current trash company consist of no set schedule of pick up times, the trash isn’t being properly cleaned up off the streets, lots of left over trash that causes stray animals to frequent these areas. The trash that is falling out of the bags is not being picked up. The trash contract has just been resigned for three years

7) Old Business

• None

8) New Business

• Taking care of all the committee proposals/quotes
• The pooper scooper flyer that is to be sent out with the new ARC guidelines will have to have a cover letter advising the importance that owners review the Guidelines thoroughly.
• Motion made by Treasurer to limit the amount of money the President can spend on legal expense per month.
  • Discussion of the limit of Presidential time with lawyer
  • As long as the homeowners association isn’t under legal retainer the President can spend up to $200 a month for legal expense without the board’s approval
  • The President will be the only one allowed to initiate discussions with a lawyer
  • The HOA lawyer, can initiate talks with the board members and chairs, but the board members and chairs are not allowed to initiate talks with her.
• Motion was made, seconded and carried to approve the Presidential limitations on lawyer engagement.
• There is a delinquent account in which the owner has moved out of the neighborhood but still had a pending four dollar payment under their name.
  • Motion was made, seconded, and carried to approve to waive the delinquent’s four dollar charge

Board adjourned to executive session at 9:15 PM

Returned to Regular session at 9:15 PM

• Inquire with Service First if the $40 per month legal fee to collect delinquent dues can be transferred to those individual homeowners who caused the incurring charge