Meeting Minutes - August 16, 2016

Minutes from August 16th, 2016

7:00pm

Members Present: Paul Bachtel

Rob Wozniak

Pat Zellers

Dale Zea

Mrs. Landis

Other Members Present: John Torosino (Treasurer)

Geri Leidy (Secretary)

Holly Wozniak

Mr. Landis

Tom Sadler

Paul asked for motion to call the meeting to order @ 7:02 pm, seconded by Dale.

Treasury Report:

• Closed CD
• Med-ED bill has been adjusted to show less electric lights being charged
• #205 – wants to make payments for 2014 to present ($1,130). Dale/Paul will follow-up with the homeowner

Old News:

Paving

• Everything went fine, there was a delay due to water under the drain, but job got completed
• Board would like to look into if tar would be laid around the drain also
• 63 homeowners out of 64 took advantage of driveway seal
• Pat left message at Paving Co. that House #218 would have to contact them to rearrange a time  to have them seal her driveway since a car was in driveway when they did everyone’s else’s
• House #187 complained about seal, JW talked with her and took care of it for free
• Friday someone drove behind houses even though they were not ready till Saturday. Paul took down tape and for the most part homeowners stayed off till Saturday.
• Rob questioned Tom about talking to JW Paving about dumping items in the corner behind houses. JW Paving did not dump & hauled 3 truckloads away. Unsure of property line in the corner for dumping and should not be dumping anyway. The board will determine waste of projects in the future.
• Rob mentioned JW would be willing to maintain roads within our budget. They would be willing to look over some areas and depending on budget would fix items as budget allowed to give longevity of roads.
• House #119 has a concern about crack in driveway
• Rob will follow-up with JW about seams & cost

Survey

• John said phone number was disconnected to survey group, but had their email. Paul asked John to follow-up with email for updated phone number.

Infraction Letters

• Paul had a week/half of fielding calls about infraction letters
• Explained it was a general reminder that no fines would be included this time
• Would like to take better pictures next time for better documentation and Paul  
  would like to complete a follow-up walk-through
• Question on FB: Would HOA hire contractor to paint shutters? No, it is the homeowner’s responsibility. ACE is where original paint came from, but Sharon does have a list of colors used in community

Annual Meeting

• Paul stated the Fire Hall is not reserved according to the not following correct protocol. Paul left message for the President to discuss what happened after Paul thought it was confirmed.
• There is a different person on voice mail than name given. Sharon will call tomorrow to follow-up. Pat belongs to the VFW Legion and could also look into that for back-up plan.
• The board has not received any nominations
• Holly will make display for board meeting & add individuals that that time

New News:

Annual Meeting Agenda  

• Election of the new board -Holly, Dale, & Sharon will handle the process.
• Paving – Rob will discuss
• HOA Dues- John will bring updated reports. Paul will discuss by-laws & increase in HOA fees every year which is a vote by the current Board
• Budget – Rob/John will show homeowners annual budget
• Rules/Regulations – Paul will discuss having our lawyer review to make changes
• Trash Cans – Pat to discuss pick-up for trash cans behind homes with access road
• Communication – Paul to discuss FB, website, newsletters
• Open Floor

• Rob will bring white board
• John & Geri will record votes for new board
• Paul would like additional meeting to go over points before annual meeting on September 13th at 7:00pm, House #141.
• Rob will post on FB about meeting

Architecture Committee

• Received calls about paint for shutters

Fall Newsletter

• Holly/Paul will work on it for Oct/Nov/Dec with the intent to go out at the end of September

MISC

• Concerns about House #137 with truck that is leaving oil stains on township road – Paul will ask homeowner about it

Emails

• JW Paving communication log about services
• BBT Associate – Homeowner Management Company that would collect fees, offer electric payment, offer loans for small projects
• House #185 – homeowner is selling house, but is elderly with broken leg and struggled with trash can
• Secretary sent minutes
• Homeowner looking for insurance – Paul sent her info

Paul motioned for meeting to end at 8:19 pm, 2nd by Rob.

Next meeting September 13, 7pm at house 141.

Minutes respectfully submitted by Geri Leidy

Meeting Minutes - July 12, 2016

Minutes from July 12thh, 2016

7:00pm

Members Present: Paul Bachtel

Rob Wozniak

Pat Zellers

Dale Zea

Other Members Present: John Torosino (Treasurer)

Geri Leidy (Secretary)

Holly Wozniak

Mr. & Mrs. Landis

Ms. Altand

Paul asked for motion to call the meeting to order @ 7:03 pm, seconded by Dale.

Treasury Report:

• John reviewed the treasury report.
• Dale & Paul were going to walk over to house 108 & 205 to hand deliver letters for delinquent accounts.
• Certificate of Deposit Account – Vote to close CD & move to savings account (separate money market account) to have access for upcoming paving & better return

VOTE: Paul, Pat, Dale, Rob = 4 YES to close one account & open new account  

Old News:

Attorney

• Hired Jody N. Leighty of Stock & Leader – sent engagement letter to her. Board will have her as needed basis.  
• Paul emailed Stacey to thank her for time and to decline using her as our attorney.

Board News

• Paul heard a rumor that Mrs. Landis might be interested in being on the board.
• She can also still serve on the Architecture Committee.

VOTE: Paul, Pat, Dale, Rob = 4 YES to have her join board as of July 2016  

Misc.

• Homeowners appeared to be outside doing stuff around their homes since Newsletter was sent
• House 144 did take down green temporary fence in back yard
• John has not made contact with Survey Company as of yet
• Met Ed - They will remove 3 electric poles costs by June 23rd.  Board should see the savings in the August bill. No rebate from prior months.
• Annual Meeting will be at Dallastown Fire Hall. It will cost $159.00 for 100 people with no additional charges or deposit required. Paul made the decision to keep it local. Great American Saloon is not an option. The Red Lion Ambulance cost was $225.00 for 5 hours, 100 guests, but included kitchen access. The Annual meeting will be Sept 20th, 7:30 pm, no snacks will be provided. Topics will include: Paving, Dues, Trash Cans, vote for Board, google drive/website, updating rules & regulations & open floor.
• Infraction letters (102 letters) will be typed and mailed to homeowners. Paul had the template. Geri gave Paul the box of Letterhead. Possible walk-thru in 30 days to evaluate what homeowners completed.

Welcome Packet

• Paul has 10 copies of by-laws and regulations included in packets
• Will give House 185 a welcome packet

Paving

• Rob has update on companies for paving.
• Fitz & Smith- 3 Sections (1.75 inch black top) Cost $21000.00
• John Parrichuk Paving Cost $20000.00
• JW Paving – Cost $19000.00

The 3 driveways that need redone would like to sign individual contracts with JW in case of future issues (153,155,157). JW would like to cut in 3feet and build up to help lip when it rains to reduce water collection.

VOTE:  Paul, Pat, Dale, Rob = 4 YES for JW Paving

New News:

• Architecture Committee News – House 140 would like to put awning up on patio – direction given to check with York Township Codes

• House 130 called about kids going through property – HOA discussed she could put no trespassing signs around her property or call police

• No trespassing signs on access roads. HOA does not who put them up. Signs cannot be posted on other signs.

VOTE:  Paul, Pat, Dale, Rob = 4 YES for signs to come down. Dale will handle.

• Paul will mail letters to homeowners about sealing of driveway which would be contracted with JW

Emails

• Paving Estimates are in the email

• House 185, never paid HOA, he paid in full on June 30th
• Newsletter was emailed for record keeping
• Generic Infraction letter for record keeping
• Exchange with Med-Ed
• Copies of by-laws & regulations for record keeping

Paul motioned for meeting to end at 8:21 pm, 2nd by Pat.

Next meeting August 16th, 7pm at house 141.

Minutes respectfully submitted by Geri Leidy

Paving Reminder

Good Evening - friendly reminder paving will start behind odd number homes from 153 to 189 tomorrow. The road will be inaccessible until at least Sunday.

Also, there was a paving contractor that came through the neighborhood today soliciting business with door hangers. This is NOT the contractor that the HOA is using so we cannot speak for the quality of the solicitor's work.

If you wish to use the HOA contractor, please ensure you have your check and signed contract to us by this Friday.

Meeting Minutes - June 14, 2016

Minutes from June 14, 2016
7:00pm

Members Present: Paul Bachtel
Rob Wozniak
Pat Zellers
Dale Zea

Other Members Present: John Torosino (Treasurer)
Geri Leidy (Secretary)
Tom Sadler
Holly Wozniak
Mr. & Mrs. Landis

Paul asked for motion to call the meeting to order @ 7:04 pm, seconded by Dale. Pat approved
the minutes.

Treasury Report:
 John reviewed the treasury report. Board needs to make a decision about the CD 7 days
before July 26, 2016. The current estimate is $81,9135 and would like to move from CD
to money market or savings. The bank will change Bonnie’s name to John’s name on CD.
 House 108 & 205 need delinquent letters mailed. Dale & Paul committed to meeting
homeowners to discuss letter
 Expense Report is currently in the positive by $2000.00
Old News:
Stamp
 Secretary will get corrected stamp to state “Resident”
Attorney
Pat & Rob met with 2nd attorney
 Jody Leighty, Stock & Leader –She did not give a free consultant. The HOA received bill
for $265.50 for 40 minutes. Her hourly rate is $295/hour. She does not need a retainer.
She also provided maps she obtained and was well versed with HOA policy. She did state
that HOA could raise HOA fees by 5%, liens can be placed for 6 months, and penalty is
okay for late, $5.00/day with interest.
 Paul would like attorney to work on HOA fees and showing us how placing liens on
homes.
 Paul states Stacey works with ex-coworker and we could get a reference.
 Paul looked on martindale.com which is a peer review by lawyers. Stacey had a limited
profile with 3.1 reviews, while Jody had a detailed profile with 4.3 rating.
 Dale felt Jody put more effort into meeting because she did some research with our
map.
 Mrs. Landis stated Stock & Leader are reliable company.
Board voted: Jody received 4 votes (Paul, Dale, Pat, Rob)
 Paul will let Stacey know we are not going with her at this time. Paul will contact Jody
and let her know we would like to use her.

Board News
 Board has one spot open. Rob did not talk to house 153. Paul does not know anyone to
ask. Dale stated, “What’s the point?” (Annual meeting in September)
Yard Sale
 Community had 22 homes participate. Tom got permits at $110.00 & turned in receipt
for cement for road side $11.07. John will give Tom check for $127.07.
Paving
 Holly was going to call to get quotes
 Board needs to make decision by July 26 th to start paving process in the community.
Trees
 Paul found bill for survey team and emailed them. They responded with “what are you
looking for?” The board is still trying to get clarification on 4 trees along property line
and possible copy of survey completed.
New News:
Summer Meetings & Annual Meeting
 July we need to establish a nominee committee and work on nominations for ballots
 Board needs to mail letter 30 days in advance
 Make as many nominations
 Delinquent accounts cannot vote
 Can vote in person or proxy
 One year terms
 Better written ballots needed
 Paul will set up nomination committee
 Dale, Holly & Sharon Landis offered to be part of the committee
 Rob will bring white board to annual meeting.
 Lion’s Pride is not an option for annual meeting
 Pat would check with Great American Saloon again
 Paul was going to call Red Lion Ambulance
 Dale thought the individuals that are on the current board are automatically on
nomination for following year, but still would need to be voted on by ballots.
 Pat asked if AC units could be in windows. The answer is no.
 Tom wanted to know what follow-up would occur from walk-thru. Paul would send
letter but not fining people.
 Newsletter in July would include walk-thru are completed and letters will be sent
 Rob offered to make copies of pictures from walk-thru to file and move to google drive
Emails
 Med-Ed is still charging for 4 lights. They need spec sheets on solar lights. Paul did get
spec sheet from Ben and emailed them to Med-Ed. Med-Ed also needed copy of aerial
shot off google maps and for us to number light posts.
 House 156 needed by-laws
 GLB &A – Engineer Survey Company
 Pat sent invoice from Jody
 House 106 is up for sale and needed info – John will contact to take care of their needs
 Geri emailed minutes
Paul motioned for meeting to end at 8:25 pm, 2 nd by Dale.
Next meeting July 12th, 7pm at house 141.
Minutes respectfully submitted by Geri Leidy