2020
Annual Homeowner’s Association Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
March 9, 2020
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________________
The meeting was called to
order by the President, Robert Holland, at 6:31 p.m.
Directors in Attendance:
Robert Holland (President/Acting Treasurer), Cheryl
Brophy (Vice President), Karon Dennis
(Secretary), and Sue Revelle (Member At-Large).
· Quorum present? Yes
Robert
Welcomed the Homeowners in Attendance:
· There were 32 homeowners present and five (5)
homeowners represented by Proxy for a total of 37 Voting Members. [Extracts
from HOA By-Laws: “The presence at the meeting of Members or of
proxies entitled to cast fifteen percent (15%) of the total votes of in the
Association shall constitute a quorum…” “The absentee ballot shall be valid for
purposes of establishing a quorum.”]
· The minimum number of the voting Members required to
conduct business and constitute a quorum equals 29 27 [15% of 182 homes].
· Quorum present? Yes
President’s Report:
· Recognition
of Board of Directors: Robert introduced the Board of Directors to the
Membership in attendance.
· Lawn and
Irrigation Service: The Board officially announced that Delmarva Lawn
Care, LLC is the new 2020 Lawn and Maintenance Contractor. The community’s scope of work and guidelines remain
unchanged; Delmarva Lawn Care will provide the same services as performed by
our previous contractor. The new Lawn
and Irrigation Maintenance Schedule and their contact information has
been updated on our Website under the <Maintenance
of Common Areas> tab. Work will
commence on or before March 15th; weekly mowing will be done on
Friday rather than Monday. Delmarva Lawn
Care is very open to providing bid(s) directly to any homeowner for additional
lawn maintenance outside of the HOA contract work.
· HOA Fee
Delinquency Recap:
· In 2019, there were 17 Homeowners that were delinquent
at the cut-off date. Probably 2/3rds
paid after receiving the first late notice and we sent three (3) to
collection. At year-end, one (1) paid
fully; one (1) made installments and the third was sent to court.
· For 2020, there are again 17 delinquencies. Letters were sent and nine (9) of the 17 paid
their fees. As of this meeting, eight
(8) remitted payment or responded. All outstanding
accounts will be turned over to the Collection Agency within the next week.
· Spring
Clean-Up: The City of Salisbury will be driving through
communities looking for violations, such as mold on homes, cars parked on the wrong
side of the street, boats parked in driveways. A violation letter will be
issued when a code enforcement officer finds a violation on your property. You
are given a certain amount of time to fix the violation before it turns into a
citation, or a fix and bill.
Question
about trash around new construction sites – is that clean-up a City issue? No. Since it is on private property you can call or
email the HOA to report the issue so that we can contact the owner/seller.
o
Action Item: Robert to
contact owner/seller of Cross Creek properties to request that the contractor
maintain a clean and safe environment during the construction period.
Request for Website posting to ask
homeowner’s to pick up the “Wicomico Weekly” newspaper left in their driveway
or yard. Also, the inside of paper provides the phone
number to call if you wish to be removed from the delivery list.
o
Action Item: Karon to post
friendly reminder on the community website.
Vice President’s Report:
· Cheryl reported that as Vice President, she is also in
charge of the Architecture Review Board, better known as the ARB. This Board
carries out the standards for home maintenance and construction in the
neighborhood. When you desire to paint
your shutters, replace the door, add a bush, or remove a tree, we would ask
that you please write a letter to the ARB advising us of your intentions. It might be a letter of request to let us
know you plan to plant a shrub, add a fence, or put up a deck. Recommend that you go your Homeowner’s Book | Declarations of Covenants, Conditions and Restrictions | Article VII – Architectural Control which
outlines everything you need to inform the ARB about. It is important to
remember that the letter of request should be provided before the
project, not after or in the middle of the project phase. We like to come out and
visit the property and discuss your plans so that everything is done in a
proper and safe manner. In most cases,
we would not have a problem with your plan(s).
NOTE: This information can also be found on the Website under tab <Village of Sleepy Hollow-ARB> | Village at Sleepy Hollow Architectural Control | Architectural
Review Board.
· Architecture
Review Board (ARB) Requests: Since October, 2019 (last BOD meeting), we
have had three (3) ARB requests submitted, reviewed and approved.
|
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
|
1.
|
10/25/2019
|
10/25/2019
|
5957 Tappan Lane
|
· White Vinyl Fence
|
|
2.
|
01/08/2020
|
01/11/2020
|
6000 Bell Creek
|
· Shed
|
|
3.
|
02/08/2020
|
02/13/2020
|
5956 Tappan Lane
|
· Screen Porch |
Secretary’s Report:
· 2019 Annual
Meeting Minutes: The Board unanimously approved the motion made by Sue,
seconded by Cheryl, to approve the minutes from last year’s March 11, 2019
Annual Homeowner’s Meeting.
o
Action Item: Karon to
remove the DRAFT watermark and add a
footnote to denote the date approved. Approved
copies will be sent to each Board member and also updated on the HOA Website.
· Record of
Executive Session: Karon reported to the members present that
since the last Board meeting held in October, 2019, the Board went into
Executive Session to review and select a lawn and maintenance contractor and
approve the annual budget. A brief summary
follows:
|
|
Date Submitted
|
Date Approved
|
Contractors
|
Description
|
|
1.
|
12/4/2019
|
12/05/2019
|
BrightView Landscape Services, Inc.
Classic Lawn Care
Delmarva Lawn Care, LLC
|
· Purpose of Session: Review the Request for Proposal/Bid (RFP/B) Comparison for the 2020
Lawn and Irrigation Contract covering the period January 1 through December
31, 2020.
· The Board took action by unanimous verbal consent to
accept the proposal from Delmarva Lawn Care with funding to be integrated in
the 2020 HOA Annual Budget.
Cheryl motioned to approve the Record of Executive Session minutes;
seconded by Sue. The minutes stand
approved as written
|
|
2.
|
12/19/2019
|
12/21/2019
|
2020 Annual Budget
2020 Annual Budget Comparison
|
· Purpose of Meeting: The proposed Annual Budget submitted at the October 2019 Board of
Director’s meeting could not be approved. The HOA’s lawn and maintenance
contractor did not submit a proposal for a new contract. Therefore, the allotted costs for lawn and
irrigation within the proposed budget were invalid.
· Between October and December, the Board followed up
with contractors who had been sent the original Request for Proposal/Bid to
determine if they would reconsider submitting a bid.
· Bids were received and a new company was awarded the
one (1) year lawn and irrigation contract. Completion of this task allowed for the compilation of the amended
proposed 2020 HOA Annual Budget / Comparison.
· Upon a full review of the documents,
the Board took action by unanimous written consent to accept the proposed
2020 Annual Budget and Budget Comparison submitted on 19-December, 2019.
[Refer to Exhibits 6 (A) and 6 (B) in
the Annual Packet mailed to all homeowners]
Sue motioned to approve the Record of Executive Session minutes;
seconded by Cheryl. The minutes stand
approved as written.
|
o
Action Item: Karon to
remove the UNAPPROVED watermark from
each of the Executive Session minutes, replace it with APPROVED and circulate
to each Board member.
· Email
Communication Blasts: Just a reminder to let the Board know if you change
your mailing address, email address or phone number. This will ensure that you
continue to be in the network to receive meeting minutes and updates on such
things as community activities, lawn maintenance bulletins, sprinkler system
timetables, and other HOA news. Email
address or changes to phone number(s) or mailing address should be sent to the
Board Secretary at sleepyhollowmd@outlook.com.
For reference, Sleepy Hollow HOA contact
information follows:
● Web Site: www.sleepyhollowmd.com ● Email: sleepyhollowmd@outlook.com
● Mailing: P. O. Box 5004, Salisbury, MD 21802 ● Phone: (410) 430-9544
· 2019 Property
Sales Activity: There were a total of 14 real estate sales last year
in Sleepy Hollow, which included seven (7) developer lot sales/new
constructions—compared to 12 sales in 2018. Currently, we have 11 homes on the market for sale. At 2019 year-end, there are 182 homes in Sleepy Hollow.
Treasurer’s Report:
· 2019
Financials: The financial Exhibits were included in the Annual Packet
sent to all homeowners, showing that the income and liabilities balanced [$244,003.22].
· 2020 Budget: This year’s Budget and Yearly Budget Comparison were
also Exhibits in the Annual Packet.
· There were no questions posed by the membership on the
2019 year-end reports or 2020 Budget.
Committee Reports:
· Welcome
Committee: Sue reminded the
membership that the Welcome Committee contacts new residents and delivers a
gift bag with a Sleepy Hollow mug and a variety of booklets/information about
our locality, both City and County. This
helps start the relationship with new residents off on a sociable note by
extending a nice gesture of friendship. Sue
acknowledged the committee members as Dottie Butler, Susan Alexander, Judy
Jones, Barbara Powell, and Cathy Jennings. As Committee Chair, Sue express her gratitude for their volunteerism and
also thanked Dottie for providing the new bags to put all the gift items
in. In 2019, nine (9) new residents were
greeted by the Welcome Committee.
Nominations for Board of Directors:
In lieu of a Nominations
Committee, a notice was sent to the membership on December 11, 2019 to nominate
candidates for three (3) open positions on the Board of DirectorsàOne (1) seat from the Age Restricted area and two (2)
seats for At-Large positions. Also, on
the ballot were incumbents Cheryl Brophy (Non-Age), Robert Holland (At-Large),
and Karon Dennis (Age Restricted). One
(1) nomination was submitted by the deadline date and the candidate, Wendy
Bailey (At-Large), appeared on the ballot included in the Annual Packet.
· The floor was opened to offer candidates or individuals
to express their interests in the available seats on the board.
· There were no nominations made from the floor.
· In accordance to Article
V – Nomination and Election of Directors, at the time the vote is to be
taken, and the candidates are running unopposed, there is no need for a formal
vote; the matter is decided by acclamation or by unanimous consent.
Open Discussion: Homeowners Concerns/Comments
The floor was opened for general
questions and comments.
Will the new lawn contractor do yard work
for homeowners outside of what is done under the contract? Yes, at the
homeowner’s expense. Simply call Delmarva Lawn Care at 410-430-4036
between
8:30 a.m. – 6:30 p.m. to discuss what
services you would like performed.
NOTE: Delmarva Lawn Care’s contact information is
also on our Website under the <Maintenance
of Common Areas> tab.
Irrigation System - New Builds. Installation of irrigation
systems for new construction sites are the responsibility of the
owner/builder. Robert has been in
contact with the owner about the process to contact the HOA when it is time to
connect and test the system to the HOA wells. After the connection, the HOA budgets for and maintains the irrigation
systems within the community.
What is the HOA doing about the brown patches on our lawns? Brown spots in a lawn can
be caused by many different problems. Kyllinga
or nutsedge are tough to control. Both
are invasive and hard to kill and require reseeding after it has been killed. Over-watered
lawns provide ideal habitat. Grasses are
extremely touchy about watering, insisting they neither have too much, nor too
little water. Make sure your lawn drains well and grasses aren’t standing in
water for long.
It is my understanding that night time watering contributes to
grass diseases. Will the Board consider
changing the night time watering schedule for the irrigation? Watering at night offers
the main benefit of reduced evaporation; you conserve water while maximizing
absorption without the sun’s constant heat.
o
Action Item: Robert to discuss this
issue with the new contractor to see if there is anything we could or should
change.
The Website shows that we have to submit triplicate copies for any
proposed work we want to have done on our property. Is that still necessary? If you mail your ARB
request, we would appreciate the supporting documents to be in triplicate. However, email copies do not need to be in
triplicate since they easily copy electronically.
Is there anything that can be done to get homeowners to edge their
sidewalks? The City has no enforcement for sidewalk edging. Sometimes just reaching out and asking them
to take care of it would work. If the
offender is an elderly person, talk to them about getting help to clean their
sidewalks.
o
Action Item: Karon asked to add item to
our Spring Clean-Up email blast.
Several children in the neighborhood are going through the new
construction homes. I’ve told them to
stay out, but it doesn’t seem to work. Robert acknowledged that this is private property and this
activity needs to be curtailed.
o
Action Item: (a) Robert to contact the police officer who resides in Sleepy
Hollow to see if he might have an officer keep an eye on the homes under
construction. (b) Robert will contact
the owner and report same so the builder can try to make the property safe and
secure.
There is a manhole on Tappan Lane that is sinking.
o
Action Item: Robert will contact City
Representative, Tom Stephenson, to report this issue.
NOTE: If you have a smartphone, you can
download the City of Salisbury’s App, take a picture and report such things as
malfunctioning street lights and potholes that need filling anywhere in Sleepy
Hollow or throughout the city. If you don’t have a smartphone, you can
report the issue directly to the Public
Works Office at 410-548-3170.
The foundations on the new construction homes only have brick
fronts. Older homes throughout the
community have solid brick on all sides. We have a letter from Bill Martin, Martin
& Associates, stating he reviews all the plans for new construction and sub-division
plans will be followed by the builder/contractor.
o
Action Item: Robert will reach out
to Bill Martin on this issue.
One of the new homes listed in the newspaper is a Craftsman-type
design? Robert reported that the Board noticed that too and immediately
contacted the owner questioning the design as it would not blend in with
existing homes, nor adhere to the ARB guidelines as expressed in the HOA
By-Laws. The owner acknowledged that it
was simply a “generic photo” utilized for marketing purposes only.
A Board of Director’s meeting
will be held following the adjournment of this session to appoint officer’s
positions for 2020. Members are welcome
to attend.
There being no further
business, the meeting was adjourned at 7:35 p.m.
Minutes submitted by Secretary, Karon Dennis
“APPROVED” watercolor mark denotes Meeting Minutes are approved, as amended, on 5-April, 2021
2019
Annual Homeowner’s Association Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
March 11, 2019
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________________
The meeting was called to
order by the President, Robert Holland, at 6:34 p.m.
Directors in Attendance:
Robert Holland (President/Acting Treasurer), Cheryl
Brophy (Member Non-Age), Karon Dennis
(Secretary), and Sue Revelle (Member At-Large).
· Quorum present? Yes
Robert
Welcomed the Homeowners in Attendance:
· There were 24 homeowners present and seven (7)
homeowners represented by Proxy for a total of 31 Voting Members. [Extracts
from HOA By-Laws: “The presence at the meeting of Members or of
proxies entitled to cast fifteen percent (15%) of the total votes of in the
Association shall constitute a quorum…” “The absentee ballot shall be valid for
purposes of establishing a quorum.]
· The minimum number of the voting Members required to
conduct business and constitute a quorum equals 26 [15% of 175 homes].
· Quorum present? Yes
President’s Report:
· Recognition
of Board of Directors: Robert introduced the Board of Directors to the
Membership in attendance.
· Acknowledgement
of Richard Walker: Robert officially announced that Richard Walker
resigned as a member of the HOA Board of Directors (3-December, 2018). Richard
served on the Board as Vice President and chair of the Architectural Review
Board (ARB) and Social Committee. On
behalf of the Board of Directors and the community, Robert thanked Richard for
his time, energy, commitment and service to the HOA during his tenure.
· HOA Fee Delinquency
Recap:
o
In 2018, there
were 11 Homeowners that were delinquent; one (1) of those included a
foreclosure. After dealings with our
Collection Agency, we have one (1) unpaid for 2018 along with the one (1)
foreclosure. The foreclosed property has
been in that state for several years. It
is now being handled by a local Realtor with expertise in buying and selling
foreclosed houses.
o
For 2019, there
are 17 delinquencies—again one (1) of those include the aforementioned
foreclosure. Letters will go out the end
of the week. We anticipate that 2/3rds
of those homeowners will respond/pay. The remainder will be turned over to the Collection Agency.
o
A status report
will continue to be provided at every board meeting for those properties where
payment is in arrears.
· Community Bulletin
Board Relocation: Weather and
moisture issues continue to prevail with the bulletin board, so it has been
relocated and mounted on the back of the Clocktower. A new board would cost
around $600; instead the insert was replaced and sealant installed for moisture
protection at a cost under $200. The display posts will be removed in the near
future and the bulletin board will be ready for decoration shortly.
Vice President’s Report:
· Architecture
Review Board (ARB) Requests: Since November, 2018 (last BOD meeting), we
have had one (1) ARB request submitted, reviewed and approved.
|
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
|
1.
|
12/14/18
|
3/2/2019
|
6067 Tarry Town Rd
|
· 12 x 18 Shed
|
· The Board is actively seeking persons to participate as
a member of the ARB Committee. The Committee is responsible for reviewing and
approving all proposed exterior improvements to a property/dwelling that is a
part of the HOA. Anyone interested in
serving on the committee, can call the HOA Phone at (410) 430-9544, leave your
name and phone number, or send an email to sleepyhollowmd@outlook.com. NOTE: You do not have to be on the Board of
Directors to be a member of the ARB Committee.
· Spring
Clean-Up: The City of Salisbury will be driving through
communities looking for violations, such as green mold on houses and on-street parking. Vehicles are not allowed to park on City
streets. The police department continues
to provide surveillance of criminal activity, but will also be focusing on
parking enforcement. If you fit in any of
these categories, the city will ticket you.
· Welcome
Committee: Sue informed the
membership that there are five (5) members on the committee. Judith Jones and Barbara Powell were
recognized for their participation. When
new residents move into the neighborhood the Welcome Committee deliver a
booklet on Salisbury and Wicomico County and a Sleepy Hollow mug.
Secretary’s Report:
· 2018 Annual
Meeting Minutes: The Board unanimously approved the motion made by Cheryl,
seconded by Sue, to approve the minutes from the March 12, 2018 Annual Homeowner’s
Meeting.
o
Action Item: Karon to
remove the DRAFT watermark and add a
footnote to denote the date approved. Approved
copies will be sent to each Board member and also denoted on the HOA Website.
· Compliance
with Title 11B of the Maryland Homeowner’s Act: On November 13, 2018, we
received an acknowledgement from new Board Member, Cheryl Brophy that she read
and understood the terms set forth with the State of Maryland regarding
conducting board meetings.
· Record of
Executive Session: Karon reported to the members present that
the Board went into Executive Session to review and select a contractor for multiple
projects since the last Board meeting held in November 5, 2018.
|
|
Date Submitted
|
Date Approved
|
Contractors
|
Description
|
|
1.
|
11/6/2018
|
11/12/2018
|
Shorescapes - $900
T.K. Construction - $1,500
|
· Swale continuation Project | Rip rap stone
installation (material and labor) for swale/pond grate outfall structure
behind 5910 Tappan Lane
· The Board took action by unanimous
written consent to accept the proposal from Shorescapes ($900) with funding
drawn from the HOA Reserve Fund. The minutes of the Executive Session were
distributed to the Board of Directors.
· Sue motioned to approve the Record
of Executive Session minutes; seconded by Cheryl. The minutes stand approved as written with
an amendment to identify the $1,500 verbal bid as being submitted by T.K.
Construction.
|
|
2.
|
6/11/2018
|
11/13/2018
|
J. R. Hoe & Sons – Material only
– $1,247.58
T.K. Construction – Installation –
$300
Joint Total - $1,547.58
T.K. Construction – Material, Labor &
Installation – $1,410
|
· Installation, material and labor for Trash Rack at
Stormwater Management System (Pond #1) located at Bell Creek and Tarry Town
Road.
· The Board took action by unanimous
written consent to accept the proposal from T.K. Construction ($1,410) with
funding drawn from the HOA Reserve Fund. The minutes of the Executive Session
were distributed to the Board of Directors.
· Sue motioned to approve the Record
of Executive Session minutes; seconded by Cheryl. The minutes stand approved as written.
|
|
3.
|
11/6/2018
|
12/13/2018
|
Adams Tree Care – $5,800
q
Clocktower Drive - $2,800
q
Van Tassel Way, Tappan & Brouwer - $600
q
Fire Fly & Raynor - $2,000
qCross
Creek & Bell Creek - $400
|
· Tree pruning in four (4) common areas
· The Board took action by unanimous
written consent to accept the proposal from Adams Tree Care for only two (2)
areas totaling $3,200:
o
Clocktower
Drive around Clocktower Circle ($2,800)
o
Cross
Creek & Bell Creek up to 28061 Cross Creek ($400)
…with funding drawn from the HOA Reserve Fund. The minutes of the Executive Session were
distributed to the Board of Directors.
· Sue motioned to approve the Record
of Executive Session minutes; seconded by Cheryl. The minutes stand approved as written with
an amendment to show the approved contractor as being Adams Tree Care.
|
|
4.
|
2/22/2019
|
3/7/2019
|
T.K. Construction – Labor, equipment
& materials to regrade, lace rip rap, seed 3 areas – $4,100
Shorescapes – Delivery & Installation
– $1,650
|
· Swale drainage work | Rip Rap replacement behind 5950
and 5951 Fire Fly Drive
· The Board took action by unanimous
written consent to accept the proposal from Shorescapes ($1,650) with funding
drawn from the HOA Reserve Fund. The
minutes of the Executive Session were distributed to the Board of Directors.
· Sue motioned to approve the Record
of Executive Session minutes; seconded by Cheryl. The minutes stand approved as written.
|
o
Action Item: Karon to
remove the UNAPPROVED watermark from
each of the Executive Session minutes, replace it with APPROVED and circulate
to each Board member.
· Email
Communication Blasts: Just a reminder to let the Board know if you change
your mailing address, email address or phone number. This will ensure that you
continue to be in the network to receive meeting minutes and updates on such
things as community activities, lawn maintenance bulletins, sprinkler system
timetables, and other HOA news. Email
address or changes to phone number(s) or mailing address should be sent to the
Board Secretary at sleepyhollowmd@outlook.com.
For reference, Sleepy Hollow HOA contact
information follows:
● Web Site: www.sleepyhollowmd.com ● Email: sleepyhollowmd@outlook.com
● Mailing: P. O. Box 5004, Salisbury, MD 21802 ● Phone: (410) 430-9544
· 2018 Property
Sales Activity: There were a total of 12 real estate sales last year
in Sleepy Hollow—one being a “new build”—compared to 21 in 2017. We welcomed 12 new Resident Owners in our
community. Currently we have two (2)
homes on the market for sale, plus the one (1) open foreclosure. In addition, we have two (2) “new builds”
under construction by Martin & Associates on Cross Creek and Bell
Creek. The new builds are great because
our HOA assessment is calculated by the number of homes. At 2018 year-end, there are 175 homes in Sleepy Hollow.
Treasurer’s Report:
· 2018
Financials: The financial Exhibits were included in the annual
packet sent to all homeowners, showing that the income and liabilities balanced
[$211,968.32]. There was some leftover money was
used to do tree trimming on two of the four streets that were needed. We hope to complete the remaining trimming
through spring. With the minor trimming
by our landscaping company and completion of the major trimming, the grounds
will be in good shape for some time to come.
· 2019 Budget: This year’s budget was also included in the annual
packet. We were fortunate that there was
no increase in the annual assessment over the preceding year. It was noted that Member Anthony Santoni prepared
a 2018 vs 2019 Budget Comparison which was presented at the November 2018 Board
of Director’s meeting. An extract from
the November minutes stated: “We will look at including a similar
supplemental at the next year’s budget review meeting.” The Yearly Budget Comparison as prepared
by Mr. Santoni is appended to these minutes for reference. (See Appendix A)
· There were no questions posed by the membership on the
2018 year-end reports or 2019 Budget.
Nominations for Board of Directors: In lieu of a
Nominations Committee, a notice was sent to the membership in January to
nominate candidates for four (4) open positions on the Board of DirectorsàOne (1) seat each from the Non-Age Restricted and Age
Restricted areas and two (2) seats for the At-Large positions. No nominations were submitted by the deadline
date for candidates to appear on the ballot which was included in the annual
packet. The floor was opened to offer
candidates or individuals to express their interests in the available seats on
the board. There were no nominations
made from the floor at the meeting, therefore, no election to the board was
held. Incumbent Sue Revelle ran
unopposed for the Age-Restricted seat.
· Brief comments were made by Karon and Robert to
encourage the membership to consider joining the Board. Participation can be quite rewarding—there are
only four (4) meetings a year and occasionally a need to chair a committee. If there are no members on the Board, the
alternative is securing a Managing Agent. This action would impact the budget and potentially be cause for a
higher HOA assessment.
Open Discussion: Homeowners Concerns/Comments
The floor was opened for
general questions and comments.
· Request for Bid – Landscaping. Our current landscaping
contract expires in 2020. We will be
working on a Request for Proposal (RFP) for a 3-year contract. The RFP will be forwarded to multiple
contractors to submit a bid—at least 3, plus Legendary. Anyone desiring to be a
part of that Committee should contact the HOA. Any input on the process is welcome. We are anticipating getting the RFP out by May in order to have the
scope and details ready for October budget planning. Member Linda Hooker suggested Shorecut Lawn
Care, Delmar DE.
· What exactly is Legendary
responsible for? I had a dead bush in my yard and they mulched all around it. They are not responsible
for any dead bushes unless they planted it within the past year. If it is from when you moved in, they have no
responsibility whatsoever for the planting.
· Irrigation and Lawn Service
Guidelines. The Board is working on a guideline that will be delivered to Legendary
and all members spelling out responsibilities. Looking for a homeowner who might work with the Board as a liaison with
the Landscaper. More to follow on this.
· Who originally put the wells in and
who is responsible for them? The wells are the responsibility of the HOA
and were originally put in by Somerset Well Drilling. Typically, if any work is required on a well,
Legendary calls a Board designate (Robert
at this time), who calls Somerset. Somerset inspects the well and discloses what action needs to be taken
along with the cost of repair. An
estimate is sent to the Board designate which must be signed off before Somerset
initiates any work order. There are
times when Legendary and the Board designate determines it is an electrical
problem at which time the Board designate calls an electrician (Mast Electrical
Service). Wells are a part of the
Reserve Fund allocation.
· The plantings around the pond have
gotten quite big. Who is responsible for
trimming those bushes? The bushes are commonly referred to “pickleberry bushes.” They are
actually native willows. A decision was
made in the past with input from Ginny Rosencrantz that they should not be cut
down to the ground, but left at a reasonable height. This then becomes a geese deterrent and also hides
an ugly pond when it doesn’t have water in it. It is the Board’s responsibility
to address the care and trimming of the willows. There will probably be some minor trimming
done this year to make the area more attractive, however, it is not planned
that they will be cut way back. Legendary cut them in the past under a separate contract, but that
contract has since been cancelled.
· A Board of Director’s meeting will be held following
the adjournment of this session to appoint officer’s positions for 2019. Members are welcome to attend.
There being no further
business, the meeting was adjourned at 7:15 p.m.
Minutes submitted by Secretary, Karon Dennis
“APPROVED” watercolor
mark denotes Meeting Minutes approved on 9-March, 2020
Annual Homeowner’s Association Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
March 12, 2018
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________________
The meeting was called to
order by the President, Robert Holland, at 6:45 p.m.
Directors in Attendance:
Robert Holland (President/Acting Treasurer), Richard
Walker (Vice President), Karon Dennis
(Secretary), and Sue Revelle (Member At-Large).
· Quorum present? Yes
Robert
Welcomed the Homeowners in Attendance:
· There were 19 homeowners present, seven (7) homeowners
represented by Proxy and one (1) by Absentee Ballot. [Extracts from HOA By-Laws: “The
presence at the meeting of Members or of proxies entitled to cast fifteen
percent (15%) of the total votes of in the Association shall constitute a
quorum…” “The absentee ballot shall be valid for purposes of establishing a
quorum.]
· The minimum number of the voting Members required to
conduct business and constitute a quorum equals 26.
· Quorum present? Yes
President’s Report:
· Recognition
of Board of Directors: Robert introduced the Board of Directors to the
Membership in attendance.
· Collections
Policy for Delinquent HOA Fees: In the past we have been putting liens on
property for unpaid assessments. Once the
house is sold, we may get funds paid from the sale. If the property goes
through bankruptcy or foreclosure, the odds of collecting the fees is lessened
considerably and usually ends up to be zero. This can cause substantial
assessment deficits in the budget. Effective with this meeting, we wish to
initiate a new collection’s policy. Based on what is currently in the By-Laws and the policy outlined in the
Homeowner’s Books, when someone becomes delinquent we forward a letter stating
they have ‘x’ number of days to pay; if they don’t meet that deadline, a lien
is filed. The policy would change to
include turning their account over to a collection agency. The agency being used will be Bay Area
Receivables. There is no upfront money for their services when their contract
is signed; a fee or commission rate [35%]
is paid on all amounts recovered on
the HOA’s behalf.
o
Delinquency
Recap: There are 18 members who have not paid – two (2) go back to 2014; four
(4) are in the Age-Restricted area and 12 in the Non-Age Restricted. Fees in arrearage are well over $10,000.
o
The Board
unanimously approved the motion made by Karon, seconded by Sue, to move forward
with amending the existing Assessment
Delinquency Policy stating, in part, that we would include using a collection agency and/or filing a
lien to collect outstanding fees due.
o
By
unanimous consent, we will move forward with signing the contract with Bay Area
Receivables.
o
Action
Item: The Secretary will forward the amended Assessment Delinquency Policy to
the Membership via email blast within 48 hours. Action Completed: Email blast to membership dated
14-March-2018.
· Drainage
Swale Project: [Definition: A drainage swale is a low tract of land often designed to
manage water runoff and increase rainwater infiltration.] At the end of 2017, we addressed a drainage
issue in an existing swale located on common areas at Van Tassel and Bell Creek
by securing a contractor to provide positive drainage to the pond [Pond #2]. The homeowners adjacent to the
swale project were notified and the project was completed successfully in two
days.
· Clocktower
Door Repair Project: The Clocktower door [Fiberglass
composite door/frame] repairs were completed by year end. The bad spots on the door were sealed,
the hardware (hinges and locksets) were replaced and the door/door frame was
painted. No longer experiencing water
intrusion inside the building. Cost
$350.
Vice President’s Report:
· ARB Requests: Since October,
2017 (last BOD meeting), we have had five (5) ARB [Architectural
Review Board] requests submitted,
reviewed and approved. Currently,
requests and inspections are completed by standing Committee Members Robert
Holland and Richard Walker. The ARB reviews all exterior alterations
on existing properties to maintain property values and ensure proposed
alterations and improvements adhere to the rules and regulations set forth in
the Declaration of Covenants and any approved criteria set forth by the
community. An invitation was extended to
the Membership for volunteers for the ARB Committee. If you would like to help, contact one of the
board members, call or send your interest by email to sleepyhollowmd@outlook.com. Volunteer
your time because you care about your community, your neighbors and your home. [Refer
to HOA Web Site www.sleepyhollowmd.com under tab
<Village at Sleepy Hollow-ARB>
for specific details on the Committee and submitting requests].
|
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
|
1.
|
10/28/2017
|
10/31/2017
|
6092 Fuller Lane
|
· Four (4) Foot Vinyl Fence
|
|
2.
|
12/01/2017
|
12/04/2017
|
6109 Tarry Town Road
|
· Awning
|
|
3.
|
12/07/2017
|
12/11/2017
|
28119 Cross Creek Drive
|
· Trees to be planted
|
|
4.
|
12/30/2017
|
01/02/2018
|
6045 Tarry Town Road
|
· Shed
|
|
5.
|
02/20/2018
|
02/21/2018
|
6025 Fire Fly Drive
|
· Front Entrance Door
|
· HOA Phone: Richard
has responsibility for monitoring the HOA phone and calls the number after 4
p.m. daily to pick up messages. Since
October 9, 2017, we have received 26 calls. The majority of the calls are in
reference to realtor inquiries and the HOA Book. No complaint(s) has been registered where the
HOA was at fault for not having done something. Example of normal calls received are how to handle a dog in the
neighborhood, questions when it snows or when will the assessment bills be
mailed.
Ø The membership expressed concerns regarding the
inadequate snow removal done by the City of Salisbury during the last
storm. After much discussion, it was suggested
that each individual file their concerns or complaints directly with the City
of Salisbury.
· Social
Committee: An overview of the December 9, 2017 “Let’s Go
Caroling” event was provided the membership as a fantastic affair. Richard extended “thanks” to everyone who
came out when the carolers knocked on their door. We are looking forward to next year’s
caroling experience and having more members join in on the fun.
o
“Spring Thing” Community Event: It was announced that the Social Committee is looking
for volunteers to dream up a “Spring Thing” that we could do this year. Simply call the HOA Phone at (410) 430-9544
and leave your name and phone number (or your neighbors!) to get this party
started.
o
Welcome Committee: Sue took the floor to discuss the
implementation of a new Welcome Committee for the community. Jane Long was
recognized for introducing the idea previously and creating a coffee mug with
the Clocktower image on itàphotographs taken by Louise Pillars. Contact Sue by calling the HOA phone at 410-430-9544 or send an email to
sleepyhollowmd@outlook.com if you would like to be a part of the new Welcome Committee.
Secretary’s Report:
· 2017 Annual
Meeting Minutes: The Board unanimously approved the motion made by Richard,
seconded by Sue, to approve the minutes from the May 13, 2017 Annual Meeting.
o
Action Item: Karon to
remove the DRAFT watermark and add a
footnote to denote the date approved. Approved
copies will be sent to each Board member and also denoted on the HOA Website.
· Record of
Executive Session: Karon reported to the members present that
the Board went into Executive Session on November 3, 2017 to review and select
a contractor for the Swale Project which included grading and installation of
sod for retention and stabilization of soil on the common areas surrounding
properties on Van Tassel Way and Bell Creek Road. The Board took action by
unanimous written consent to accept the proposal from Shorescapes ($2,595). The
minutes of the Executive Session were distributed to the Board of
Directors. Sue motioned to approve the
Executive Session minutes; seconded by Richard. The minutes stand approved as written.
o
Action Item: Karon to
remove the UNAPPROVED watermark from
the minutes, replace it with APPROVED and circulate to each Board member.
· HOA
Website: Payments for Website services have been processed.
(1)
Domain Name Registration renewed for 2018; Valid through 15-January-2019
[$0.00 – $15.99 less $15.99 coupon].
(2)
Web Hosting renewed in 3-year increments; Valid through 01-March-2022 [$287.64].
· Email
Communication Blasts: Just a reminder to let the Board know if you change
your email address. This will ensure that you continue to be in the network to
receive meeting minutes and updates on such things as community activities, lawn
maintenance bulletins, sprinkler system timetables, and other HOA news. Email address or changes to phone number(s)
or mailing address should be sent to the Board Secretary at sleepyhollowmd@outlook.com.
For reference, Sleepy Hollow HOA contact information
follows:
● Web Site: www.sleepyhollowmd.com ● Email: sleepyhollowmd@outlook.com
● Mailing: P. O. Box 5004, Salisbury, MD 21802 ● Phone: (410) 430-90544
· 2017 Property
Sales Activity: There were 21 real estate sales last year; 20 new
Resident Owners in our community (one
home sold twice). In conjunction
with information received by local realtors, settlement and title companies, it
was confirmed that the Secretary forwards to each new Resident Owner a welcome
letter, a Request for Contact
Information form (includes email
authorization) and a self-addressed, stamped return envelope. All but one new Resident Owner completed and
returned their contact information. The
information collected is maintained confidentially by the Board Treasurer and
Secretary.
Treasurer’s Report:
· 2017
Financials: The financial Exhibits were included in the annual
packet sent to all homeowners, showing that the income and liabilities matched [$187,326.73]. We have certain yearly bills and similarly
the same yearly income, so we have money to pay when due. It was reported that an in-house verification
of accounts was completed utilizing the bank statements and QuickBooks
printouts and reconciliation reports. Richard double checked them against the
bank statements to ensure the numbers corresponded. The annual HOA paperwork has been delivered to
the CPA [Philip P. Wheatley] and we will be getting a compilation shortly
reporting on his review of the HOA recordkeeping. There were no questions posed by the
membership on the 2017 year-end reports.
· 2018 Budget: This year’s budget was also included in the annual
packet. We were fortunate that there was
no increase in the annual assessment over the preceding year. There were no
questions posed by the membership on the 2018 Budget.
Nominations for Board of Directors: In lieu of a
Nominations Committee, a notice was sent to the membership in January to
nominate candidates for three (3) open positions on the Board of DirectorsàTwo (2) persons from the Non-Age Restricted area and
one (1) person for the At-Large position. No nominations were submitted by the deadline date for candidates to
appear on the ballot which was included in the annual packet. The floor was opened to offer candidates or individuals
to express their interests in the available seats on the board. There were no nominations made from the floor
at the meeting, therefore, no election to the board was held. The current Board members’ terms are not
expiring this year; however, a Board of Director’s meeting will be held
following the adjournment of this session to appoint officer’s positions for
2018. Members are welcome to
attend.
Open Discussion: Homeowners Concerns/Comments
The floor was opened for
general questions and comments.
·
Is there going to be another Community Yard Sale like
we had last fall? Yes – the Spring Community Yard Sale is
scheduled for May 5, 2018. More details on this activity to follow under
separate cover.
· How should
we handle concerns about snow removal? Should we (homeowner) call the City? If the homeowner
sees a problem or has a concern that is a City issue, it was suggested that they
should call the City of Salisbury directly.
|
Contact Information
q City
of Salisbury – Field
Operations Department
Phone: 410-548-3177 Email: fieldops@salisbury.md
q Monday – Friday, 8:00 a.m. – 4:30
p.m.
|
There being no further
business, the meeting was adjourned at 7:35 p.m.
Minutes submitted by Secretary, Karon Dennis
“APPROVED” watercolor mark denotes Meeting Minutes approved on 11-March, 2019
==========================================================================
AMENDED
The Board of Directors hereby
certifies that, by a vote passed by the Board of Directors at the Annual
Meeting held on 12-March, 2018, the Assessment Delinquency Policy was added to, amended or repealed as
follows:
Assessment Delinquency Policy
Assessment
invoice mailed with minimum 30 days to pay. Assessments are billed annually; are due in full by January 31st
and are late on February 1st (1st
Mailing).
Dues
are delinquent if payment is not received by the Association by March 2nd
and will be assessed a late fee of 10% of the assessment amount, or $15.00,
whichever is greater and will begin accruing interest at the rate of 18% per
annum. Such interest charges shall accrue and continue to be assessed each
month until the account is brought current.
A
delinquent notice will be sent after March 2nd to members with outstanding balances
indicating the above charges and given ten
(10) days to bring the account current. A rebilling fee of $10.00 will also be added (2nd Mailing
sent both first class and certified mail
with return receipt).
If
the account has not been brought current within ten10 days of the date of the second letter/notice, the Association or its designee, in the event the account is turned over
to an attorney or collection agent, will proceed with filing a lien on
the property and/or initiate
collection action. All costs for legal actions will be added to the delinquent
amount.
The
Board of Directors will make the
decision as to which way to proceed, i.e., either filing a lien or filing a
Small Claims Action in District Court. All fees incurred by an
attorney or collection agency to recover the delinquent amounts will be assessed
to the member.
A
Small Claims Action will result in a Judgement to enforce possible actions to
include: Wage Attachment, Property Attachment, or Foreclosure.
Prior to the release of
any lien, or dismissal of any legal action, all assessments, late charges,
interest, an costs of collection, including attorneys’ fees, must be paid in
full to the Association.
Approved By the Board of Directors 5/11/09 Revision Date: March 2018
2017
Annual Homeowner’s Association Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
March 13, 2017
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________________
The meeting was called to
order by the President, Gail Fykes, at 6:37 p.m.
Directors in Attendance:
Gail Fykes (President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary), Stuart Reid (Landscaping and Irrigation) and Carol
Ann Wright.
· Quorum present? Yes
Gail
Welcomed the Homeowners in Attendance:
· There were 40 homeowners present, four (4) homeowners
represented by Proxy and five (5) by Absentee Ballots. [Extracts from HOA By-Laws: “The
presence at the meeting of Members or of proxies entitled to cast fifteen
percent (15%) of the total votes of in the Association shall constitute a
quorum…” “The absentee ballot shall be valid for purposes of establishing a
quorum.]
· Quorum present? Yes
President’s Report:
· Recognition
of Board of Directors: Gail introduced the Board of Directors to the
Membership in attendance.
· President’s
Comments: ●Tonight’s meeting was her last on the Board (tenure
expires at close). ●There is a lot on the agenda. If we run over, another
meeting will be scheduled as soon as possible in order to complete items where
we did not have ample time to address in this assembly. ●”Having
been on the Board with a couple years of absence when serving on the Board
before, I was really impressed with the amount of organization that
Marimargaret, Kathleen and Karon have put into this. It will make everybody that serves this
Board, and members of the HOA who need answers to their questions, so much more
informed and easy to find.”
· Request for
“No Solicitation” signs for neighborhood: Carol Ann provided the
following information regarding signage: “No Soliciting” signs can be ordered on-line for approximately $30,
inclusive of shipping and handling. Installation of “No Soliciting” signs at
the entrances would apply to the entire community, not just the Age-Restricted
area – this means no Girl Scout cookies, no church organization/benefits, no
Boy Scouts bag for food – nobody can solicit at all. There is another option
that residents can get a small “No Soliciting” sign to display at the home.
o
A motion was made
by Kathleen to put “No Solicitation” signs at the front entrance on Sleepy
Holly Drive and the back entrance on Cross Creek Drive. The motion was seconded by Carol Ann;
discussion followed covering such things as commercial solicitation,
enforcement by City Policy and protection, if any, by our posted Neighborhood
Watch signs.
o
A vote was taken
by a show of hands – 11 voted for the community signs; the remaining
homeowner’s opposed. The motion to
install “No Solicitation” signs at our community’s entrances was declined.
o
The decision of
whether to listen to a solicitor is up to the individual households. Any family can still post a “No Soliciting”
sign on their property and expect to have their requests heeded by solicitors.
· Chairperson
Recruitment for HOA Committees (Social and Architectural Review Board): Gail
encouraged members to help out with any committee function either as a member
or as a volunteer during scheduled events.
o
Social Committee – Suggested that we reinstate the Social Committee so that neighborhood
activities can be enjoyed by the community once again. The purpose of the
Social Committee is to organize fun, interesting events for the entire
community so neighbors can meet and socialize with each other. Responsibilities
would include the planning of social gatherings such as block parties, fall
festivals or holiday parties etc. and to advise the HOA Board on social issues/concerns. Mrs. Rovena Scott volunteered for this committee.
o
Architectural Review Board (ARB) – Seeking volunteers to join the Architectural Review committee
whose function is to review plans when a Resident Owner is considering such
things as an addition (sunroom), re-roofing, repainting, installing a new landscape
(trees) – or altering the exterior of your home in any manner. No volunteers came forward at the meeting,
however, interested persons can contact any member of the Board of Directors or
email sleepyhollowmd@outlook.com to apply.
Vice President’s Report:
· Irrigation
and Lawn Care: Stuart provided a 2016 Status Review to the Board and
Membership on ●ARB Projects Submitted; ●
Lawn and Irrigation Analysis and Update; ●Backflow
Preventer Issue; and ● the Project Plan Update for a Stormwater Management
System, also known as Pond #1.
o
ARB Requests for 2017: Inquiries
include two sunroom additions; Stuart advised each Resident of the ARB By-Law
requirements [Refer to HOA Web Site www.sleepyhollowmd.com under tab
<Village at Sleepy Hollow-ARB>
for specific details on submitting requests].
o
Backflow Preventer: The valve on backflow
preventer housed in a box on Van Tassel Way froze in mid-January. This fixture is a part of the Fire
Suppression Sprinkler System installed in each of the Cluster Homes on Tappan
Lane and Van Tassel Way. The City of
Salisbury Fire Department was advised of the impairment. With the assistance of
Bayside Fire Protection Company of Salisbury (certified/licensed plumber) and
Tapman Plumbing and Refrigeration parts were ordered, installed and the system
was functioning within two days. The
impairment was lifted after the repairs. Approximate costs - $700. Note to Homeowner’s
in Cluster Homes (a/k/a Quads): Although there is no ordinance requiring the inspection of in-house
sprinkler systems, Bayside recommends checking them every two to three years.
o
Lawn and Irrigation: Since September 20, 2016, 12 issues have been resolved
with 13 outstanding.
o
Project Plan - Stormwater Management System – Pond
#1: Remediation work at Bell Creek/Tarry Town still in progress as a result
of the removal of a plug in the lower drain of the outlet structure. A Project Plan in two phases was forwarded to
homeowners surrounding the pond which outlined corrective measures being
taken. In the interim, the Board
received a violation notice of the City Stormwater Management Codes from the
City of Salisbury. Violations sited
were:
§ Pond banks are exposed and eroding and require
stabilization
§ Pond missing a dewatering device
§ Sediment build-up observed at inlets and outlets
A Project Plan Update was forwarded to the
homeowners informing them of the code violations and the requirements to bring
the pond bottom to its original design levels. Requests for Proposals (RFP) were sent to four Contractors; no responses
were received. One Contractor has since
stated he will revisit the request.
§ Comment from the floor that this problem would not have
occurred if the plug hadn’t been removed. Stuart directed homeowners to the By-Laws and the proper maintenance of
the Stormwater ponds. [See HOA Web Site www.sleepyhollowmd.com under tab
<By-Laws> for details under Management of Storm Water Management
Facilities – Article I, Section 15 Definitions
and Article III, Common Areas and
Easement Areas]
Secretary Report:
· 2016 Annual
Meeting Minutes: Karon confirmed that last year’s meetings were
approved on March 7, 2016 and were posted and remain on the Web site.
· Working
Sessions by the Board: At our last Board of Directors meeting in
October 2016, we had 13 homeowners present; the minutes were emailed to the
Membership on November 4th and posted to the Web site and Community
Bulletin Board. In those minutes the
Board disclosed the following: “The Board
stated that they do hold working sessions periodically outside of regular
meetings intended for information gathering and general discussion, but not
decision making. There is no board
action taken during working sessions; no votes by the Board.” On December
13th we received a letter from the Office of the Attorney General | Consumer
Protection Division informing us of a complaint filed by a homeowner where we
were holding secret meetings and we were reducing the yearly meetings from
eight (8) to three (3). We responded on
December 21st and explained we did hold working sessions as stated
in our minutes and we received another letter on January 6, 2017 that clearly
stated that we cannot do that based on the Maryland Homeowner’s Association
Act. On January 23rd we wrote
a letter, signed by all members of the Board, acknowledging that …
o
We had read and
would comply with the Real Property Article, Title 11B - Maryland HOA Act
o
We would not meet
in closed session unless permitted under §11B-222 (4), Real Property, MD CODE
ANNOTATED, i.e., discussions re legal issues, speaking about personnel or
reviewing contracts; Closed session indicates that the meeting is not open to
the Homeowners; and
o
A knowledge
transfer of the correct meeting procedures would be provided to all future
board members.
Note to File: Title 11B of the MD Homeowners Assoc. Act
states, in part, that closed sessions may be held for the following purposes:
(i) Discussion of matters pertaining to employees and personnel; (ii)
Protection of the privacy or reputation of individuals in matters not related
to the homeowners association’s business; (iii) Consultation with legal
counsel; (iv) Consultation with staff personnel, consultants, attorneys, or
other persons in connection with pending or potential litigation; (v)
Investigative proceedings concerning possible or actual criminal misconduct; (vi)
Consideration of the terms or conditions of a business transaction in
negotiation stage if the disclosure could adversely affect the economic
interests of the homeowners association.
The second complaint raised to the Attorney General’s
office was the number of meetings for the calendar year. Exhibit
4 in the Annual Meeting packet is the 2017
Board of Director’s Meeting Schedule. In our October meeting, we approved reducing the number of meetings from
four (4) to three (3). We have since contacted
the Cross Pointe Church and locked down two (2) additional meeting dates for
2017 (July 17th and September 18th) at cost
of $70. A motion was made to increase
the number of 2017 BOD meetings from three (3) to five (5). Floor discussion followed.
o
Snapshot of
Yearly Meetings and Attendees.
|
|
2014
|
2015
|
2016
|
|
# of Meetings
|
8
|
8
|
4
|
|
# of Attendees (not including Board
members)
|
|
|
|
|
October 15, 2015
November 9, 2015
March 7, 2016 (Annual Meeting includes
proxies)
May 9, 2016
September 12, 2016
October 10, 2016
|
|
6
4
|
26
8
25
13
|
o
Comment made from
homeowner that a homeowner’s attendance should have no bearing on how many
meetings the Board schedules – only the Board members need to show up; meetings
are for the Board to discuss business—if you read the MD Homeowner’s Assoc.
Act—technically homeowner’s can’t say anything at the meetings except for one
meeting a year.
o
Homeowner(s)
asked for more communication on issues; the value of having and attending open
meetings allows Homeowner’s to hear the Board’s discussions and their rationale
on conclusions/decisions made.
o
Wicomico County
Library has meeting space at no charge as long as space is scheduled in
advance.
o
A motion was made
and seconded that the 2017 BOD Meeting Schedule be increased to five (5). Said motion was approved by the Members in
attendance.
o
Action
Item: The Secretary will publish and post a new schedule on the Web site and Community Bulletin
Board.
· Record of
Closed Session: In compliance with the Maryland’s Homeowner’s
Association Act, a written record of a Closed Session held on January 14, 2017
to discuss the City of Salisbury violation at Pond #1 will become a part of
these Annual Meeting Minutes ~ see attached RECORD OF CLOSED SESSION.
· 2016
Initiative to Update Residential Directory: Over 65 letters were sent out in an effort to secure current email
addresses and authorizations to send information via email. Of the responses we received, we still have
five (5) that are bad. If you are not
receiving electronic communications from the Board, just let us know and we
will take action to ensure your information is recorded accurately.
· HOA Web Site: Restated
Sleepy Hollow HOA contact information as being …
o
Web Site: www.sleepyhollowmd.com
o
Email: sleepyhollowmd@outlook.com
The domain name “sleepyhollowmd.com” has
been renewed for the calendar year 2017. Updates have been made recently to the site, however, it was noted that
we are missing the Declaration of
Covenants, Conditions and Restrictions. A request was made to long-term
Residents if there was an electronic version of the recorded document.
o
Action Item: Wendy Bailey
will forward a Word document of the CC&Rs to the Secretary for inclusion on
the Web site. [Thank you again, Wendy!]
Treasurer Report:
· Year-End
Balance Sheet | Profit & Loss – Budget vs. Actual | 2017 Budget | Reserve
Fund: Kathleen spoke briefly to the year-end reports which were a part of the
annual meeting packet [Exhibit 5(A) and 5(B), Exhibit 6 and
Exhibit 7(A) and 7(B), respectfully].
o
2017 Budget: Referencing a question on the floor regarding
the budget and the new contract with Legendary, the annual assessment for both
the Age Restricted and the Non-Age restricted went up. Since the Age Restricted
gets more services, naturally they pay more.
o
2016 Year-End Assets: Total Assets of $180,134.54
matched the total Liability and Equity.
o
Profit & Loss Budget Performance: Outlines all the expenses for the year (January through December 2016). Doing
very well with our money; we try to keep our expenses down. Our insurance hasn’t increased, however, our
Auditor has just made us aware of an increase in his fee of $50. This is the first raise in his pricing in eight
(8) years. [Note this rise is not
reflected in the 2017 Budget.] With respect to our Net Income of $7,578.67
– this money is a carryover used to pay the first month’s expenses, i.e., December
bills which we receive/pay in January.
o
Reserve Fund Exhibit 7(A): A correction
was made to this Exhibit in February to insert a missing transaction line showing
a transfer of monies to our Money Market account. Important
Note: The account balance on the original Exhibit was reported correctly; only
the line item was omitted during the document preparation. An Amended
copy of Exhibit 7(A) is included herein and made a part of these minutes.
o
Reserve Fund Review: Kathleen reported that a preliminary
review of the Reserve Fund was conducted by Ani Mathers, a homeowner and
professor at SSU with a PHD in Finance. Best practice dictates that a review be conducted every three (3) years
to ensure that we have adequate funds to cover any major expenses [largest being the pond, irrigation, and
sidewalks]. Conclusion/recommendation was to secure the services of a Project
Engineer to officially conduct a study and inspection those items included in
our Reserve Fund to ensure we have adequate funding for replacement and/or
repairs of those items.
§ Kathleen reached out to a private Engineer regarding
this project; awaiting a return call.
§ Also spoke to Kevin Twilley with Global Construction,
who has offered to work with us on the sidewalks in the common areas. He will walk and measure the sidewalks,
provide us their linear footage and evaluate a replacement value. Important Note: Even though Sleepy Hollow HOA owns the common
area sidewalks, prior to any work, we need to contact the City of Salisbury who
will inspect and notify us if there is cause for concern such as deterioration
or hazardous conditions. If their City Engineer
recommends replacement, the City will pay for ½ of the replacement costs. The Reserve Fund analysis should take this
into consideration.
o
Questions from Floor:
§ When you have an item in the budget (example: spraying for worms) and you
didn’t spend that money, where does it go? The money stays in the general
fund ~ that’s how you accumulate the $7K at the end of the year. All the money we collect (assessment fees)
goes into the Money Market account which earns interest. Each month, a transfer is processed from the
Money Market account to the Checking account to cover the bills/expenses
incurred for that period. The Checking account is the working book from which
to pay the bills; it carries a small balance to cover any incidental expenses
that might be presented. All the HOA money stays in the Money Market fund until
monthly expenses are processed. At the
end of the year, if we have an excess in our fund, the next year’s budget is
adjusted by the surplus in the account. We are a non-profit organization; we have just enough money to function
as a homeowner’s association to take care of necessary expenses. That is all the money is for; it doesn’t go
anywhere else.
§ It would be nice if the Builder/Developer had a line
item of what it cost to install sidewalks, ponds, irrigation systems they could
give to us. We do not have any of those records to assist
us in the Reserve Fund review. Stuart
referred to a book called “RS Means” which
provides
accurate and up-to-date cost information to help owners, developers, engineers,
contractors and others to carefully and precisely project and control the cost
of both new building construction and renovation projects.
§ Your budget which is generated on a spreadsheet – does
your auditor check the actual bank statements against your spreadsheet? Absolutely. Copies of every bank statement are given to
the Auditor year-end à12 bank statements for four (4) accounts along with a flash drive of
QuickBooks and visual spreadsheets.
o
Action Item: 2017
Initiative – Schedule and complete Reserve Fund Study.
Nominations for the Board of Directors
· The current Board had five (5) directors and there
were two open positions/terms up for election. Ballot nominations were:
1.
Age-Restricted
Candidate: Karon Dennis [Incumbent]
2.
Non-Age Restricted
Candidate: Joyce Lewis [Nomination
received after packet publication]
The Members were asked for nominations from the
floor.
o
Richard Walker
nominated Robert Holland, however, he requested to hold off until after the
vote was completed and the floor was opened for additional volunteers for the
Board.
o
Jane Long
nominated Joyce Lewis for the Non-Age Restricted area and spoke to her
credentials.
o
No other
nominations were made from the floor.
o
The Membership concurred
that no one was running against either of the two nominated candidates.
o
A motion was made
by Jason Harman and seconded by Geoff Harris for the nominations to be
closed. The delegation approved.
o
A motion was made
by Jason Harman and seconded by Joe Raffa to accept Joyce Lewis and Karon
Dennis by acclamation. Motion was approved
by the members in attendance.
· Gail opened the floor for volunteers to increase the
number of Board Members
o
Question
posted: If you are going to increase
the number of Board Members, is that increase going to be in the Non-Age
Restricted section or the Age Restricted section? They would have to be At-Large. [Note: For
clarification, Members who are pulled from the overall membership without
consideration of geographic criteria, i.e., Non-Age or Age Restricted area, they
are called Members At-Large.]
o
Statements made
from the floor –
§ There should be a special rule made by the Board that
says all additional members will be At-Large, and every time that there’s another
position that becomes available that they can fill, they can be asked to fill those
positions as they choose, or an election held before this committee.
§ If it is the Board’s intent to ask for additional
members, then now is the time to do it. We both volunteer; we don’t have to be nominated
by anybody.
· Robert Holland and Richard Walker volunteered as
additional members of the Board of Directors. Gail thanked both Robert and
Richard for volunteering.
o
Gail also thanked
Robert Holland for persevering in getting what has been in our By-Laws straight
ever since the HOA/Community took over from the developers. It stated in those
By-Laws that they could have separate meetings. Don’t know where it came from; don’t care; it’s gone, and I thank you because
you did persevere.
§ To that point, the By-Laws need to be corrected to
include the rule.
Adoption of HOA By-Laws Amendments:
· Voting results of the changes to the By-Law Amendments
below follows:
o
Article IV
Section 1 – BOARD OF DIRECTORS, SELECTION, VACANCY, TERM OF OFFICE
§ In favor – 10; Not
in favor – 21
o
Article V Section
2 – NOMINATION AND ELECTION OF DIRECTORS
§ In favor
– 10; Not in favor – 2
Open Discussion: Homeowners Concerns/Comments
Time constraints did not permit fulfilling this Agenda
item.
· Gail thanked everyone for attending the meeting.
· A question arose about voting for Messrs. Holland and
Walker. Gail confirmed that they
volunteered for the Board and they were accepted.
· Meeting
adjourned at 8:01 p.m.
Minutes submitted by Secretary, Karon Dennis.
Attachments: RECORD OF CLOSED SESSION [January 14, 2017]
Amended copy of Reserve Fund – Money Market
Account – Exhibit 7(A)
“APPROVED” watercolor mark denotes Meeting Minutes approved on 12-March, 2018
Attachment 1: RECORD OF
CLOSED SESSION
RECORD OF CLOSED SESSION
TO BE INCLUDED IN
THE MINUTES OF THE NEXT MEETING OF THE
BOARD OF DIRECTORORS /
ANNUAL MEETING SCHEDULED FOR MARCH 13, 2017
|
Time:
|
Saturday,
January 14, 2017
|
|
Place:
|
Reid Residence
at Van Tassel Way
|
|
Attendees:
|
Gail
Fykes, Kathleen Raffa, Karon Dennis, Stuart Reid, Carol Ann Wright
|
|
Purpose of Closed Meeting:
|
To
discuss the response to the City of Salisbury regarding the violation at Pond
#1
|
|
Section I.D. Permitting Closed Meeting:
|
Maryland
HOA Act § 11B111 (4) (iv)
Consultation with staff personnel,
consultants, attorneys, board members, or other persons in connection with
pending or potential litigation or other legal matters.
|
|
Record of Vote:
|
Board
reviewed the response to Mr. Moran written by Stuart Reid and
·
Approved mailing of the letter, as written
·
All Board members to attend meeting with City, if granted
|
Chronological overview presented by Stuart Reid of events leading
up to violation by the City of Salisbury
· 10-Oct-2016: Resident Len Johnson filed Lawn and
Irrigation Issue reporting high water in pond causing flooding and backup of
storm water during heavier rain events
· 26-Oct-2016: Subsequent lawn maintenance update to BOD confirming
lower drain of the outlet structure being blocked
· 7-Dec-2016: Notification to affected Homeowners surrounding
Pond #1 on plan to restore the pond back to its intended condition
· 9-Dec2016: Pond inspection by the City of Salisbury
· 4-Jan-2017: Letter from Kevin W. Moran, Stormwater
Inspector, City of Salisbury, Department of Public Works citing violations from pond inspection
Other presentations:
· Brief
review of EPA – Storm Water Technology
Fact Sheet – Wet Detention Ponds, specifically,
o
Figure 1 – Typical Layout of a Wet Detention
Pond
o
Sentence therein: “…the
bottom sediments in the permanent pool should be removed about every 2 to 5
years.”
Recorded and
submitted by Karon Dennis, Secretary
Attachment
2: Amended Reserve Fund – Money Market
Account - Exhibit 7(A)
EXHIBIT 7
(A)
Amended 02/23/17
The Villages at
Sleepy Hollow Reserve Fund
Money Market Account
|
Date
|
Description
|
Withdrawal
|
Deposit
|
Annual Interest
|
Balance
|
|
2014
|
Annual Reserve Fund Allocation
|
|
20,000.00
|
|
$78,068.57
|
|
|
Rip-Rap for Pond #1 & #2
|
650.81
|
|
|
|
|
|
Well Hook up Pond 1A & 1B
|
2,900.00
|
2,900.00
|
|
|
|
|
Refund well withdrawal from 2013
|
|
6,000.00
|
|
|
|
|
Rain Bird Rotor Head & Pop Up
Heads
|
1,008.35
|
|
|
|
|
|
Annual Interest Income 2014
|
|
|
102.32
|
$82,511.73
|
|
|
|
|
|
|
|
|
2015
|
Rotor Heads
|
1,021.95
|
|
|
|
|
|
Invoice #13894 Ck #121
Maintenance - Pond #2
|
2,107.00
|
|
|
|
|
|
Annual Reserve Fund Allocation
|
|
20,000.00
|
|
|
|
|
Transfer to Certificate
of Deposit (CD)
|
50,000.00
|
|
|
|
|
|
Annual Interest Income 2015
|
|
|
64.82
|
$
49,277.56
|
|
|
|
|
|
|
|
|
2016
|
Rotor Heads Inv. #14790
|
1,021.95
|
|
|
|
|
|
Replace Well Pump #3
|
7,062.70
|
|
|
|
|
|
Replace Well Pump #5
|
5,263.06
|
|
|
|
|
|
Annual Reserve Fund Allocation
|
|
20,000.00
|
|
|
|
|
Annual Interest Income 2016
|
|
|
47.46
|
$
55,977.31
|
2016
Annual Homeowners Association Meeting Minutes
Village of
Sleepy Hollow
March 7, 2016
Meeting
Location: Cross Point Church of the
Nazarene
___________________________________________________________________
The meeting was called to order by the President,
Marimargaret Reichert, at 7:31 p.m.
Directors in Attendance:
Marimargaret Reichert (President),
William Weber (Vice President), Kathleen
Raffa (Treasurer), and Karon Dennis (Secretary).
·
Quorum present? Yes
Marimargaret
welcomed the Homeowners in attendance:
·
There were 20 homeowners present and six (6)
homeowners represented by Proxy.
[Extract
from HOA By-Laws: “The presence
at the meeting of Members or of proxies entitled to cast fifteen percent (15%)
of the total votes of in the Association shall constitute a quorum…”]
·
Quorum present? Yes
NOTE: One (1) additional homeowner was present, but not counted in the initial
attendance tally since they arrived after the meeting was called to order.
President’s
Report:
·
Recognition
of Board of Directors: Marimargaret
introduced the Board of Directors, who handle all the problem solving issues
within the common areas in the development. She further stated that the Board had gone above and beyond to make sure
that everything gets done faster; that they endeavor to maintain home
assessments at a reasonable fixed sum; that they are not increasing the fees for
things that are not a value-added item. The Board Members have done a nice job this year.
Vice President’s
Report
·
Irrigation
and Lawn Care: Spring is coming soon. We will begin our season with the irrigation
and lawn care. We will handle this work as
we have in the past. If you have any
concerns, there is a form on the WEB site you can submit. We have a process whereby we communicate
those concerns to Legendary and they will respond to the issues raised.
o
Coordinator for the Age-Restricted Area: William Weber
o
Coordinator for the Non-Age Restricted
Area: Richard Reichert
Secretary Report:
·
Greetings: Karon joined Marimargaret in welcoming
the Homeowners to the annual meeting and encouraged them to come to upcoming
Board Meetings. Dates of Board Meetings are posted on the Community Bulletin
Board and HOA Web site. New Members were
also informed that Board Meeting Minutes can be found on the Bulletin Board and
WEB site.
·
Email
Authorization Form: Karon
acknowledged receipt of the Email Authorization forms included in the annual
meeting packet and thanked those that updated their profiles. If there are any further changes to submit,
we will be glad to email a blank form to Homeowners, otherwise, feel free to contact
one of the Board Members, who will also be happy to distribute the form.
·
Environmental
Studies and Survey: The Association
received a letter dated March 4, 2016 from Mr. Chuck Reed, Sr. Supervising
Environmental Scientist / Environmental Services with Delmarva Power. Karon read the
letter to the assembly which disclosed that DP&L would be performing a
study/survey “on transmission line
right-of-way(s) that cross the Village of Sleepy Hollow property. The studies will require DP&L consultants
to access the existing right of way and access roads that cross this property.”
The study was scheduled to take several weeks, but should not cause any
disturbances to residences or their properties. Contact for any questions or concerns can be directed to the HOA phone
line (the number can be located on the
WEB site) or to Mr. Reed at 302-283-6076.
Treasurer Report:
·
Year-End
Balance Sheet | Profit & Loss Budget Performance: Kathleen presented a brief overview of the
year-end reports which were a part of the annual meeting packet and also handed
out to the Members in attendance.
o
Year-End Assets – $152,555.87 (Checking/Savings of $172.555.87 less
Reserve Fund of $20,000)
o
Profit
& Loss Budget Performance – Outlines all the expenses for the year (January through December 2015). That expense
is used to do the budget to keep everything in line – hoping that we don’t have
to raise dues, or, all being well, we can decrease them because our expenses
have gone down.
·
Questions
from Floor:
o
What is the Storm Water Management - $1,829?
– This line item is new this year. There were 10 storm water management ponds
laid out on the original plot by Ruark and Martin. We don’t have10 but, since they were laid out
on the original plot, we are being billed for that number. Each year we will continue to be billed for
that which was an added unforeseen expense.
o
Comment re Pond Maintenance at Cross Creek
and Van Tassel – There was a problem with the drainage; work done was not
so much the pond, but the inlet going into it. It is still not corrected and needs to be resolved.
§ ACTION ITEM: Marimargaret will schedule a walk through.
o
How much is paid for snow removal? Expenditure covers snow removal for the
sidewalks from Pemberton Drive along Sleepy Hollow Drive and around the clock
tower – $1,060. This work is not
done by the City. The sum is paid to
Legendary.
o
How can we get the City to remove snow on our
neighborhood streets? Kathleen
explained that we are not a major highway – we are a third rate city because we
are so self-contained. Our neighbors are
in the County, so we are a stand-alone city. They take care of the inner city first before they come to Sleep
Hollow. Legendary is contracted to do
all the common areas (entrance to the Village of Sleepy Hollow from Pemberton
Drive and around the clock tower). Homeowners are responsible for their sidewalks and driveways.
o
If appropriate, can we agree to get Legendary
to do all the sidewalks and driveways? As an independent Homeowner, you can contract Legendary to do snow
removal on your property. For
clarification, the request/suggestion is to have Legendary do snow removal on
all sidewalks in the entire development. This request would have to be voted on by the members. It was noted by Kathleen
that this work would impact the HOA budget and cause the fees to be
increased. Some Members in attendance do
not have sidewalks and did not want to have to pay to have the work done. The majority of the Members also agreed that they
did not want their dues raised.
§ The City sets the rules and regulations. Because we are in the City and we own the
property, it is our obligation to shovel our sidewalks and driveways. If you are upset that people are not
shoveling their property, you need to call the City, who will notify the
property owner that if their property is shoveled within a specific timeframe,
they will be fined.
§ Open/vacant lots are owned by Bill Martin. It is his responsibility to clear the
sidewalks on the vacant lots. If you
call his office, he will respond usually within a few hours.
§ If you have a particular street that the City is
not taking care of, call the City to have the snow removed.
o
There is a pretty sizeable Reserve Fund and
we are still contributing $20K a year. Is there a goal for what we want that to
be, and at some point, we say that is enough? The Reserve Fund is in anticipation of what
things will cost in the future. We expected that we would have to put more
money into the Fund this year because we had taken out money to put in another
well, which was not in the Reserve Fund. As a result, we are now trying to build up the Fund to put in a new well
so we don’t have to go to the Homeowners for extra dues.
§ All monies in the Fund is designated for a
certain area, i.e., the Clock tower, sidewalks, pond, irrigation. Irrigation is the biggest expense (irrigation
and the repair of irrigation heads).
§ Because we had some money in the checking
account that didn’t earn as much interest, we moved $50K to the CD to increase
our interest income. Doing so we could
keep the Fund at $20K. We get $500 per quarter in interest on the CD which
absorbs that extra cost.
§ We can re-address it maybe in five (5) years,
e.g., we have this much money; should we decide not to put in or perhaps reduce
it to $10K. Sidewalks in the common
areas will start to deteriorate. Homeowner’s sidewalks are their
responsibility, but the common area sidewalks are the HOA’s responsibility,
which is part of the Reserve Fund.
§ Marimargaret informed the Members that the
Board’s predecessors did a lot of work about longevity of various components
within the homeowner’s responsibility. They did a 20-year plan; they charted it out – how much money we would
need to repair/replace those items that we currently have, to include replacement
of wells, the pumps, the clock tower, the storm water management, as a
whole. The Board looked at the report
last year and came to the conclusion that the monies allocated were still valid
and adequate. There is a goal and we look at it every five (5) years.
o
Who is responsible for replacing/repairing
the sprinkler heads on your property? It depends on what has happened to the sprinkler head – whether it is
due to wear and tear, or someone ran over it with the lawn mower, or someone
kicked it. The Homeowner reported that
the head was replaced and she was billed for it (occurrence was approximately two years ago). Whenever it is questionable, the Members were
advised to go to the Web site and inform the Board. The responsible Board of Director (William Weber for Age-Restricted Area)
will investigate any irrigation problem and let the homeowner know their
findings.
o
What is the Web site address? The address sleepyhollowmd.com will get you to the Web site. Currently, we are having problems with the
site; our account expired. They sent an
invoice for renewal to an inactive email address. We never received the bill. When we didn’t pay the bill, they took us
off-line. It has taken a while to track
down the company and what the charges should be. We are now paid up, but it will take 72 hours
to process the payment and another 72 hours before the site will come back
online. Expecting the site to be live by
week’s end. The email address has been
corrected on their records which was the source of the problem.
§ Marimargaret further clarified that David
Shipley had one Web site that he managed. Along with that, we had a host master that had the email address for us. With David leaving, none of the Board members
had that expertise. Robert Holland made the
Board aware of a company that was very reasonable called Charity
Advantage. We looked into the company;
their costs were reasonable compared to others, so we went with them. William set
the site up and is working with Charity Advantage to change the right-hand side
(ads) to be about our community.
·
Charity Advantage is the Web site
·
William manages the site, and
·
We pay the Host company who has the rights to “sleepyhollowmd”
New Business:
·
Nominations
for Board of Directors: Two openings/terms
are up for election:
1. Age-Restricted
Candidate: Currently held by William
Weber
2. Non-Age
Restricted Candidate: Currently held by
Kathleen Raffa
Both William and Kathleen have agreed to stay on the Board if that be the
will of the Homeowners.
The Members were asked if there were any nominations from the floor.
o
Jane Long nominated Gail Fykes, Non-Age
Restricted, to complete the term previously vacated by Evan Lane.
o
Gail was in agreement to serve the remaining
term.
o
No other nominations were made from the
floor.
o
A motion was made and seconded for the nominations
to be closed. The delegation approved.
Jason
Harman made a motion that nominations for the three (3) positions be accepted
by acclamation. The motion was seconded
and approved by the Members in attendance.
Open Discussion:
Homeowners Concerns/Comments
·
Is
there a Welcome Letter/Package sent to New Residents? James Hardy, a new resident on Bell
Creek, knew very little about the community before/after purchasing his home,
except for the fees that the Realtor said needed to be paid at settlement. Did not know who took care of the lawn
maintenance, who to call, what their number was; didn’t know the amount of his annual
HOA fees or when they were due until he got his invoice; who are the Board of
Directors, etc. Kathleen asked if he purchased the By-Laws and Covenants when
he purchased his house. Answer: “No.” There
is a notebook (maintained by Kathleen)
which contains the documents and other pertinent information; cost of the binder
is $30. It is the responsibility of the realtor working with the Buyer/Seller
to inform the prospective Buyer and also notify Kathleen of the pending
settlement.
o
In years past, there was a Welcome Letter sent
to new residents along with a self-addressed, stamped envelope and letter for
them to return if they wanted to provide their email address to the
Association.
o
As a new resident, Karon stated she was aware
prior to and at settlement that there was an HOA binder containing all the HOA
declarations and other pertinent information; was provided a contact name
(Kathleen) and phone number and the cost of the materials.
o
No one is currently walking the neighborhood
collecting information on homes for sale; Realtors don’t always inform Kathleen
of a pending sale; she does not know when the property is occupied; she secures
updated information on the Maryland Web page to see who the new owners are.
§ ACTION ITEM: The Board recognizes that there are
inconsistencies, so the Board will carry this issue forward for further
discussion.
·
Are the
trees and shrubs in the front yard of each homeowner’s property maintained and trimmed
by the Landscapers? Yes. It is
part of the contract; the work is done without asking the homeowner. It was reported that Legendary is scheduled to
come to Sleepy Hollow next week to mulch, clean flower beds and trim the trees.
§ ACTION ITEM: Kathleen to email Legendary’s contact information to Mr. Hardy.
·
New
Method of Making Geese Uncomfortable: Jason Harman requested the Association look into adding more cut-out fox/dogs
silhouettes on the front pond to help temper the geese. He purchased a cut-out
fixture that moves. Since installation,
there have been no geese in his back yard. Geese are a problem. Children
walking to buses have to walk on sidewalks/streets that are covered with feces. It is not sanitary and it is proven that
geese carry Asian flu. Note: This topic is on the Board of Directors
agenda for discussion immediately following this meeting.
·
Concerns
regarding traffic on Sleepy Hollow Drive: Traffic is getting heavier and many vehicles
are speeding through the community. In
some cases, drivers are going the wrong way in the roundabout.
o
This is a City issue. The Board contacted the City years ago to
find out how to help ease this issue.
Reports of any speeding require (a) Date, (b) Time of day, (c) License
plate number and (d) Frequency (how often does it occur?).
§ ACTION ITEM: Marimargaret will call the City again to see if the parameters have
changed.
o
Can we stop yard sales? There are too many
yard sales in the community / a source of the traffic problem every Saturday
morning: People are still going to
have their own yard sales; its’ their right. We did have a yard sale years ago
in the Age-Restricted area. If a group
wants to get together and coordinate a community yard sale, they can bring their
request back to the Board. There are things behind the scenes that need to be
taken care of prior to the event, such as, Legendary has to be contacted so
there are no sprinklers turned on during the hours of the affair.
·
Marimargaret thanked the assembly for coming to
the meeting and invited them to stay for the Board of Director’s Meeting which
follows the adjournment of the Annual Meeting.
·
Meeting
adjourned at 8:20 p.m.
·
Minutes submitted by Secretary, Karon Dennis.
Minutes
officially Approved 09-May-2016 at HOA Board of Director’s Meeting