Meeting Minutes
The meeting was held at the Exeter Clubhouse on
Board members in attendance: Dawn
Atkins, Kelly Bartmess, Eric Fabrizio, Calvin Neal, Jay Peterson, Misha Ptak,
Marilyn Torres (
Board members absent with notice: Michael
White
Others in attendance: Gene Campbell, PMP Community Manager
Kristi
Cluff, Recording Secretary
See
Official Sign-In Sheet for Residents in Attendance
The meeting was called to order at
- On a motion by Fabrizio, seconded by Whyte, the Board unanimously agreed to approve the agenda as written.
- Jennifer Whyte
of the Community Events Committee reported the Garden Show was successful. Judging
was completed on June 24, 2004 and there were three prize winners in the
Townhouse category and three in the Single Family category, plus many honorable
mentions.
- Calvin Neal reported the adult pool party is still set for July 31st and he is negotiating with Red, Hot and Blue to cater the event.
-
Financial Report was presented by Misha Ptak,
Treasurer. The financial report ending
Operating
Account $ 47,214
Reserves $ 595,152
Delinquencies $ 21,038
-
On a motion by Atkins, seconded by Whyte, the Board
unanimously approved the
-
On a motion by Whyte, seconded by Fabrizio, the
Board unanimously agreed to endorse the nomination of Brooke Berthelsen of 564
Radford to the Architectural Review Board.
-
On a motion by Neal, seconded by Whyte, the Board
unanimously agreed to endorse the nomination of Frank Holtz of 103 Bridgette to
the Architectural Review Board provided that he meets the requirements set
forth by the ARB.
-
On a motion by Fabizio, seconded by Whyte, the Board
agreed
-
On a motion by Neal, seconded by Fabrizio, the Board
unanimously agreed to approve the proposal from Dominion Paving and Sealing to
install a concrete drain next to the Clubhouse walking path with the funds
coming out of reserves.
-
On a motion by Neal, seconded by Whyte, the Board
unanimously accepted the 2004 Reserve Study as presented by Mason & Mason.
-
Kelly Bartmess resigned from the Board of Directors,
effective
-
Dawn Atkins resigned from the Board of Directors,
effective
-
On a motion by Whyte, seconded by Peterson, the Board
unanimously agreed to appoint Kevin Manuel Scott to fill Kelly Bartmess’ remaining
Board term (2006).
-
On a motion by Whyte, seconded by Torres, the Board
unanimously accepted the ARB Officers: Carolyn Anderson, Chair; Cathy Barrett,
Vice Chair; and Margaret Clark, Secretary.
The Board went into Executive Session from
-
On a motion by Atkins, seconded by Whyte, the Board
agreed
The Meeting adjourned at
Proposed Modification to Arbor Guidelines
Delete in its entirety the section entitled “Arbors”, and replace with the following:
Arbors
1.
Definition
and Use
a) Definition: The term “arbor” is generally defined as an outdoor ornamental structure.
b) Arbors are generally intended to provide support for plantings and may be designed to contain a bench or seat underneath with an overhead lattice or structure for plants to grow over the sitting area.
c) Pergolas are considered major architectural modifications and are not covered under this section for Arbors (see section entitled, Major Exterior Changes Alterations/Additions”)
2.
General
Consideration & Guidelines
a) Arbors may be painted to match the trim of the house; or, be painted white, dark green, or black; or, treated with a clear or slightly pigmented preservative with a matte finish.
3.
Location
a) In an unfenced yard, arbors shall be located in rear yards only.
b) In fenced yards, arbors may be located anywhere within the fenced area.
c) The placement of arbors shall not interfere with property drainage.
4.
Size
a) The height of arbors shall not exceed ten feet in height from existing
grade to the highest point of the arbor. The width of arbors shall not exceed six feet in width.
5.
Prior ARB
Approval for Arbors
a) Arbors that meet all the above requirements and that are enclosed by a
fence does not require ARB approval.
b)
All other
arbors require prior ARB approval.
6.
Submission Requirements
a) Completed Architectural Modification Application
b)
c) Construction plans or catalogues containing drawings or pictures of the
proposed arbor along with a
description of the materials, color, and other pertinent details of the arbor.
|
Month-Year-Number |
Assigned
To |
Due Date |
Action
to be Taken |
Status |
Priority |
|
|
Neal |
Jul 04 |
Investigate beading the basement doors to prevent skate
boards from using it as a ramp |
Open |
Low |
|
|
LCSB |
Jul 04 |
Installation of
school crosswalk off Bellview; Barrier |
Pending |
Medium |
|
|
PMP |
Jul 04 |
Check with Town
about installing a speed limit sign on Ambrosia |
6/07 Pending Town
Response |
Medium |
|
|
PMP |
Jul 04 |
PMP to get
engineering firm to provide recommendations to alleviate the drainage
problems behind 344 Coltsridge and along the berm behind Longfellow; PMP to
send a note to the HO letting them know it’s being investigated/worked on. |
Open |
High |
|
|
PMP |
Jul 04 |
Have additional
mulch added to tot lots |
Open |
Medium |
|
|
Board |
Jun 04 |
Resolution on Shed
& Roof Guidelines |
Pending Board Approval |
High |
|
|
Fabrizio &
White |
Ongoing |
Electronic Voting |
Open |
Low |
|
|
PMP |
Aug 04 |
Replace the floors
in the Men & Women’s bathrooms in the clubhouse |
Open |
Medium |
|
|
PMP |
Jul 04 |
Execute contract
w/Dominion for concrete drain next to clubhouse walking path |
Open |
High |
|
MONITOR |
|
|
DESCRIPTION |
STATE |
|
|
|
PMP |
May 04 |
PMP to pursue
insurance claim $500. Deductible against the insurance company of the
individual responsible for driving into the lower tennis court |
Open |
High |