7/17/2009 at 6:00pm - ROLAND GRISE CAFETERIA
The meeting was called to order at 6:07pm by Ann Smith, President.
Acknowledgement:
The current BOD was introduced. Ann Smith acknowledged that Mr. Leonard Henry had been Vice President of the BOD and had resigned due to health and acknowledged his contributions throughout the past years. A plaque was introduced and will be presented to Mr. Henry for his years of service to the community since he was not in attendance.
Secretary Report of Minutes
The BOD minutes from 10/14/2008 meeting were distributed and the members present were asked to review and suggest any corrections to minutes.
Motion to accept minutes as read was made by Frank D’Andrea (2106 Wentworth Ct) and seconded by Tom Maclennan (4187 Abbington Ter.)
Treasurer’s Report
Howard Stampley, Treasurer, presented the Treasurer’s report for 2008 -2009. Mr. Stampley stated as of 7/16/09, there were only six HOA members that had not paid and most were from out of town and would be fined if not received. The floor was open for questions. Barry Harris (4115 Abbington Ter) questioned expense of demolition of the northern entrance sign. Howard Stampley explained that there were no expenses incurred due to volunteers removing the sign and the City of Wilmington removing the bricks at no charge. There were no further questions regarding the Treasurer’s report. Howard Stampley presented the proposed budget for 2009-2010 stating that the budget was based on the 2008-2009 expenses. The floor was open to questions. Barry Harris (4115 Abbington Ter) questioned the outstanding liens on properties and where the HOA BOD stands. Howard Stampley said that the BOD was in contact with the owners that had liens and were working on resolutions to resolve the liens. Bill Melosh (4163 Abbington Ter) asked why liability insurance cost were higher. Ann Smith indicated that the policy was coming up for renewal and would know exactly but throughout the state policies were going up as much as 30% and that is why they figured a higher amount in the budget. Hopefully it would not be that high.
Motion to accept proposed budget for 2009-2010 was made by Arlene Rivenbark (4113 Abbington Ter). Seconded by George Sheppard (2101 Wentworth Ct).
Nominations
Howard Stampley was nominated by the nomination committee to serve on the BOD. The floor was open to accept nominations from the floor. Howard Stampley nominated Tom Vono (4152 Abbington Ter) and Arlene Rivenbark (4113 Abbington Ter).
Motion to accept nominations was made by Howard Stampley and seconded by Jill Harris (4115 Abbington Ter).
Committee Chair Reports
Ann Smith presented a summary of the community committees
By-Laws Committee: George Sheppard (2101 Wentworth Ct) is Committee Chairperson and the committee’s proposed changes will be included within the minutes. Any additional suggestions should be forwarded to George Sheppard or Ann Smith for the Committee to review. The BOD will be reviewing and changes will be submitted to the HOA for voting.
Landscape Committee: Greg Skelton (4110 Abbington Ter) is Committee Chairperson. The landscape contract is for $540 a month to maintain the common areas and the contract ends 10/20/09. BOD would like to reduce the money spent on landscaping. HOA BOD proposed using volunteers for landscaping committee to help with plantings, trimming, etc to cut cost. Greg and the BOD will be looking into obtaining bids for the landscaping in August and September. Greg Skelton is making sure the landscaper is doing his job in a timely manner and correctly according to their contract.
Community Watch: Eugene Savarino (4174 Abbington Ter) is Committee Chairperson. Eugene is working on dividing the community up into sections with points of contact for each section. The BOD has been in contact with Officer Hinson of Wilmington Police Dept in regards to the Community Watch. It was noted that Wilmington Police Dept. non emergency number should be used to call in any issues and the importance of doing this. This number will be included within the next newsletter.
Old Business
Trees: There were 21 trees removed due to roots growing in drains and causing irregularity in the sidewalks which caused a safety issue. The city safety manager, urban forester, city sidewalk maintenancesupervisor and the BOD walked the neighborhood and selected trees for removal that were causing issues.
It was noted that no trees are to be planted within the sidewalk to curb area because that area belongs to the city. The homeowners maintain the area, but the city does not want any trees in this area to avoid additional issues with sidewalks and drainage.
Northern Entrance Sign: This sign was removed after 4101 Abbington Ter. Homeowner informed of encroachment of sign on his property. BOD decided to take the sign down and repair homeowner’s yard to avoid any future issues. The HOA members will have to decide on whether to replace sign and if so, what type of sign. The sign permit has already been obtained and some landscaping will be necessary. Progress Energy will have to move and reconnect lights if sign is used. Greg Skelton is trying to repair old sign and if sign cannot be repaired and new one will have to be made at additional fee.
Question from Floor: Barry Harris (4115 Abbington Ter) wanted to know if there would be a special assessment and Ann Smith said that there would not be any assessment and would come out of the general funds.
New Business
Dues Increase: BOD felt that the dues should be increased to $100 per year due to the shortage in the proposed budget and the upkeep of the community. The BOD would try to hold this amount of $100 for as long as possible. It was noted that the BOD has the authority to increase the dues by 10% without a vote from the HOA members, but the BOD wanted to get the HOA members input into the increase.
Question from the floor: Barry Harris (4115 Abbington Ter) stated that HOA must have 68 votes to have legal authority to do so. Howard Stampley said that there were 33 proxy votes and 22 HOA members present and would do a general consensus of the voting to determine if the majority wanted to increase the dues. The BOD would increase the dues by 10% ($96.00) in 2010 based on this consensus.
Community List: At this time, have eight names needing contact information. HOA is trying to obtain contact information of renters as well as HOA members.
Maintenance Issues: BOD has prepared a letter that will be going out to HOA members of homes and yards that are in disrepair. The BOD should be contacted with issues regarding maintenance that may affect the value of property within the community.
Emailing: BOD will be mailing only invoices and correspondence to those homeowners without emails to reduce costs. All other HOA homeowners will receive correspondence by email. Invoices will be distributed on April 1, 2010 and hopefully will have four newsletters a year regarding community activities, as well as any notices which will be distributed by email.
Questions from the floor: Patricia Fox (4123 Picadilly Ct) stated that she was a new homeowner and what could be done about the people parking in the cul de sac and using the soccer field. Ann Smith said that the BOD was aware of the issue. Robert Smith (2110 Wentworth Ct) suggested that the BOD look into the rules used by the Historic District regarding parking because they had had similar issue. HOA stickers were also being considered.
BOD encouraged HOA members to attend the monthly meetings with any issue and encouraged community participation to resolve issues.
Ballots were tabulated by Tom Maclennan (4187 Abbington Ter) and Greg Skelton (4110 Abbington Ter)
Voting: Ballot Results
BOD
Howard Stampley 40 votes
Arlene Rivenbark 25 votes
Tom Vono 20 votes
Sign
No Sign 12 votes
Brick Sign/ Cost $1000 20 votes
Post Sign/ Cost $250 28 votes
Dues: Not a vote but consensus
Increase to $100 33 votes
Not increase 17 votes
The BOD wanted to express their appreciation to all the HOA members for their cooperation and help in whatever capacity during the past year. Jill Harris was commended for the good records she provided to the new BOD. Thanks were given to Greg Skelton for the painting and repair of the entrance signs, and Frank D’Andrea and George Sheppard for the removal of the sign.
Motion to adjourn the meeting made by Ann Smith at 7:08pm and seconded by Kathy Kelly.
Respectfully submitted by Kathy Kelly, secretary
The meeting was called to order at 6:07pm by Ann Smith, President.
Acknowledgement:
The current BOD was introduced. Ann Smith acknowledged that Mr. Leonard Henry had been Vice President of the BOD and had resigned due to health and acknowledged his contributions throughout the past years. A plaque was introduced and will be presented to Mr. Henry for his years of service to the community since he was not in attendance.
Secretary Report of Minutes
The BOD minutes from 10/14/2008 meeting were distributed and the members present were asked to review and suggest any corrections to minutes.
Motion to accept minutes as read was made by Frank D’Andrea (2106 Wentworth Ct) and seconded by Tom Maclennan (4187 Abbington Ter.)
Treasurer’s Report
Howard Stampley, Treasurer, presented the Treasurer’s report for 2008 -2009. Mr. Stampley stated as of 7/16/09, there were only six HOA members that had not paid and most were from out of town and would be fined if not received. The floor was open for questions. Barry Harris (4115 Abbington Ter) questioned expense of demolition of the northern entrance sign. Howard Stampley explained that there were no expenses incurred due to volunteers removing the sign and the City of Wilmington removing the bricks at no charge. There were no further questions regarding the Treasurer’s report. Howard Stampley presented the proposed budget for 2009-2010 stating that the budget was based on the 2008-2009 expenses. The floor was open to questions. Barry Harris (4115 Abbington Ter) questioned the outstanding liens on properties and where the HOA BOD stands. Howard Stampley said that the BOD was in contact with the owners that had liens and were working on resolutions to resolve the liens. Bill Melosh (4163 Abbington Ter) asked why liability insurance cost were higher. Ann Smith indicated that the policy was coming up for renewal and would know exactly but throughout the state policies were going up as much as 30% and that is why they figured a higher amount in the budget. Hopefully it would not be that high.
Motion to accept proposed budget for 2009-2010 was made by Arlene Rivenbark (4113 Abbington Ter). Seconded by George Sheppard (2101 Wentworth Ct).
Nominations
Howard Stampley was nominated by the nomination committee to serve on the BOD. The floor was open to accept nominations from the floor. Howard Stampley nominated Tom Vono (4152 Abbington Ter) and Arlene Rivenbark (4113 Abbington Ter).
Motion to accept nominations was made by Howard Stampley and seconded by Jill Harris (4115 Abbington Ter).
Committee Chair Reports
Ann Smith presented a summary of the community committees
By-Laws Committee: George Sheppard (2101 Wentworth Ct) is Committee Chairperson and the committee’s proposed changes will be included within the minutes. Any additional suggestions should be forwarded to George Sheppard or Ann Smith for the Committee to review. The BOD will be reviewing and changes will be submitted to the HOA for voting.
Landscape Committee: Greg Skelton (4110 Abbington Ter) is Committee Chairperson. The landscape contract is for $540 a month to maintain the common areas and the contract ends 10/20/09. BOD would like to reduce the money spent on landscaping. HOA BOD proposed using volunteers for landscaping committee to help with plantings, trimming, etc to cut cost. Greg and the BOD will be looking into obtaining bids for the landscaping in August and September. Greg Skelton is making sure the landscaper is doing his job in a timely manner and correctly according to their contract.
Community Watch: Eugene Savarino (4174 Abbington Ter) is Committee Chairperson. Eugene is working on dividing the community up into sections with points of contact for each section. The BOD has been in contact with Officer Hinson of Wilmington Police Dept in regards to the Community Watch. It was noted that Wilmington Police Dept. non emergency number should be used to call in any issues and the importance of doing this. This number will be included within the next newsletter.
Old Business
Trees: There were 21 trees removed due to roots growing in drains and causing irregularity in the sidewalks which caused a safety issue. The city safety manager, urban forester, city sidewalk maintenancesupervisor and the BOD walked the neighborhood and selected trees for removal that were causing issues.
It was noted that no trees are to be planted within the sidewalk to curb area because that area belongs to the city. The homeowners maintain the area, but the city does not want any trees in this area to avoid additional issues with sidewalks and drainage.
Northern Entrance Sign: This sign was removed after 4101 Abbington Ter. Homeowner informed of encroachment of sign on his property. BOD decided to take the sign down and repair homeowner’s yard to avoid any future issues. The HOA members will have to decide on whether to replace sign and if so, what type of sign. The sign permit has already been obtained and some landscaping will be necessary. Progress Energy will have to move and reconnect lights if sign is used. Greg Skelton is trying to repair old sign and if sign cannot be repaired and new one will have to be made at additional fee.
Question from Floor: Barry Harris (4115 Abbington Ter) wanted to know if there would be a special assessment and Ann Smith said that there would not be any assessment and would come out of the general funds.
New Business
Dues Increase: BOD felt that the dues should be increased to $100 per year due to the shortage in the proposed budget and the upkeep of the community. The BOD would try to hold this amount of $100 for as long as possible. It was noted that the BOD has the authority to increase the dues by 10% without a vote from the HOA members, but the BOD wanted to get the HOA members input into the increase.
Question from the floor: Barry Harris (4115 Abbington Ter) stated that HOA must have 68 votes to have legal authority to do so. Howard Stampley said that there were 33 proxy votes and 22 HOA members present and would do a general consensus of the voting to determine if the majority wanted to increase the dues. The BOD would increase the dues by 10% ($96.00) in 2010 based on this consensus.
Community List: At this time, have eight names needing contact information. HOA is trying to obtain contact information of renters as well as HOA members.
Maintenance Issues: BOD has prepared a letter that will be going out to HOA members of homes and yards that are in disrepair. The BOD should be contacted with issues regarding maintenance that may affect the value of property within the community.
Emailing: BOD will be mailing only invoices and correspondence to those homeowners without emails to reduce costs. All other HOA homeowners will receive correspondence by email. Invoices will be distributed on April 1, 2010 and hopefully will have four newsletters a year regarding community activities, as well as any notices which will be distributed by email.
Questions from the floor: Patricia Fox (4123 Picadilly Ct) stated that she was a new homeowner and what could be done about the people parking in the cul de sac and using the soccer field. Ann Smith said that the BOD was aware of the issue. Robert Smith (2110 Wentworth Ct) suggested that the BOD look into the rules used by the Historic District regarding parking because they had had similar issue. HOA stickers were also being considered.
BOD encouraged HOA members to attend the monthly meetings with any issue and encouraged community participation to resolve issues.
Ballots were tabulated by Tom Maclennan (4187 Abbington Ter) and Greg Skelton (4110 Abbington Ter)
Voting: Ballot Results
BOD
Howard Stampley 40 votes
Arlene Rivenbark 25 votes
Tom Vono 20 votes
Sign
No Sign 12 votes
Brick Sign/ Cost $1000 20 votes
Post Sign/ Cost $250 28 votes
Dues: Not a vote but consensus
Increase to $100 33 votes
Not increase 17 votes
The BOD wanted to express their appreciation to all the HOA members for their cooperation and help in whatever capacity during the past year. Jill Harris was commended for the good records she provided to the new BOD. Thanks were given to Greg Skelton for the painting and repair of the entrance signs, and Frank D’Andrea and George Sheppard for the removal of the sign.
Motion to adjourn the meeting made by Ann Smith at 7:08pm and seconded by Kathy Kelly.
Respectfully submitted by Kathy Kelly, secretary
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