Exeter Homeowners Association

Meeting Minutes

 

The meeting was held at the Exeter Clubhouse on May 27, 2004.

 

Board members in attendance:, Dawn Atkins, Kelly Bartmess, Eric Fabrizio, Calvin Neal, Jay Peterson, Misha Ptak, Marilyn Torres, Michael White and Jennifer Whyte.

 

Others in attendance:            Gene Campbell, PMP Community Manager

                                                Kristi Cluff, Recording Secretary

                                                Brad Yurish, Blake Landscapes

                                                Pawel Dobosz, Supervisor, Century Pools

                                                Arek Ronkowski, Manager, Century Pools

Izabella Niedbalska, Assistant Manager, Century Pools

                                                See Official Sign-In Sheet for Residents in Attendance

 

The meeting was called to order at 7:06PM by Calvin Neal.

 

-          On a motion by Whyte, seconded by Bartmess, the Board unanimously agreed to approve the revised agenda as written.

 

Resident Forum

 

-           During the resident forum two residents came to discuss property related issues which were resolved during the business meeting.

 

Liaison & Committee Reports

 

-          Brad Yurish of Blake Landscapes will address the following Board concerns: the dead tree on the corner of Battlefield and Chadfield was removed and a huge stump was left behind; mulch was put down over weeds; and the sprinklers on Battlefield are directed into the streets. Blake will also make arrangements to mow around the pool well before it opens.

 

-          Pawel Dobosz of Century Pools introduced the Pool Manager and Assistant Pool Manager to the Board. The pool has passed it’s health inspection. The pool management company agreed to work harder to enforce the swim diapers rule. An adult pool party will be held on July 31, 2004 and the non-working Century lifeguards are invited to attend.

 

-          Bill Whyte of the Landscaping Committee reported that the monument beds were planted last weekend. Some concerns that the committee has for Blake are the sprinklers at the front of the sign do not reach the beds; the committee feels that the irrigation company should be separate from the landscaping company; and the committee recommends that Blake be contracted to plant the trees.

 

-          Jennifer Whyte of the Community Events Committee reported that front yard garden judging will take place June 21st – 25th.

 

-          On behalf of the newsletter committee, Misha Ptak reported the newsletter has gone to the printer, the advertising income is good right now, particularly from realtors, and the newsletter committee is always in need of articles.

 

-          Financial Report was presented by Misha Ptak, Treasurer. Ptak recommended the Board vote on the reserve study during the next meeting after the new members have had a chance to review the study. The financial report ending 04/30/04 is as follows:

 

Operating Account          $   86,732

Reserves                       $ 578,043

Delinquencies                 $   21,052

 

Business Meeting

 

-          On a motion by Fabrizio, seconded by Whyte, the Board unanimously elected officers for 2004-05:

 

President           Calvin Neal

Vice President    Jennifer Whyte

Treasurer          Misha Ptak

Secretary          Jay Peterson

 

-          On a motion by Whyte, seconded by Atkins, the Board unanimously approved the April 22, 2004 meeting minutes as written.

 

-          The Board agreed to send the resident of 340 Coltsridge a letter thanking her for her time and information with regards to the Town Ordinance for trash collection times, however the Association rules take precedence. The Board will rescind the last letter based on the homeowners’ claim that the trash container cited belonged to her neighbor.

 

-         On a motion by Ptak, seconded by Whyte, the Board unanimously agreed to increase the Association’s insurance coverage to include all fencing and the monuments at an additional annual cost of approximately seventy dollars ($70).

 

The Board went into Executive Session from 9:03PM to 9:30PM.

 

-          On a motion by Ptak, seconded by Whyte, the Board unanimously agreed to require that residents who are one hundred dollars ($100) or more in arrears have their pool privileges revoked.

 

-          Case No. 04-05-1305390: The Board directed PMP to notify the homeowner that an extension for his shed violation will be granted until a resolution regarding shed is reached by the Board.

 

-          Case No. 04-05-6034500: On a motion by Neal, seconded by Torres, the Board unanimously agreed to suspend all fines; however if the maintenance violations are not corrected by July 31, 2004 the fines will be reinstated retroactively.

 

-          Case No. 04-05-3403140: On a motion by Neal, seconded by Peterson, the Board unanimously agreed to have the basketball backboard removed at no cost to the homeowner.

 

-          Case No. 04-05-1503240: On a motion by Whyte, seconded by White, the Board unanimously agreed to notify the homeowner that future trash violations observed by the Board or the managing agent will result in a fine of ten dollars ($10) per occurrence. The Board will reevaluate this decision in six (6) months.

 

-          Case No. 04-05-2505020: On a motion by Neal, seconded by Fabrizio, the Board unanimously agreed to notify the homeowner that future trash violations observed by the Board or the managing agent will result in a fine of ten dollars ($10) per occurrence. The Board will reevaluate this decision in six (6) months.

 

Member Round Table

 

Items discussed: tot lots are becoming an eyesore and should be upgraded; and the possibility of RV storage in an area not taken up by lots.

 

The meeting adjourned at 9:37PM.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PENDING ACTION ITEMS

 

 

Month-Year-Number

Assigned To

Due

Date

 

Action to be Taken

Status

Priority

07-02-001

Neal

Jun 04

Investigate beading the basement doors to prevent skate boards from using it as a ramp

Open

Low

09-03-005

PMP

Jun04

Work with Dominion Paving to see if clubhouse walkway drainage can be addressed during repaving

Pending

Dominion Proposal

High

10-03-003

PMP

Jun 04

Follow up with Blake/Fieldstone about the berm between Fieldstone and Longfellow – Stuff is dead, follow up with Blake to see if and when it will be replaced

Open

High

02-04-005

LCSB

Jun 04

Installation of school crosswalk off Bellview; Barrier

Pending

Medium

03-04-003

PMP

Jun 04

Check with Town about installing a speed limit sign on Ambrosia

4/06 Pending Town Response

Medium

04-04-002

PMP

Jun 04

PMP to get engineering firm to provide recommendations to alleviate the drainage problems behind 344 Coltsridge and along the berm behind Longfellow

Open

High

04-04-003

BoD

Jun 04

Review Mason & Mason Reserve Study; make recommendations for adoption

Open

High

04-04-006

PMP

Jun 04

Have additional mulch added to tot lots

Open

Medium

04-04-009

Anderson

Jun 04

Draft newsletter article regarding roof shingle replacement

Open

High

04-04-010

Torres

Jun 04

Contact Welcoming Committee nominee and work with her within the context of the existing Community Events Committee

Open

Low

04-05-001

ARB/Board

Jun 04

Resolution on Shed Guidelines

Open

High

04-05-002

White & Fabrizio

Jul 04

Electronic Voting

Open

Medium

04-05-003

PMP

Jun 04

Replace the floors in the Men & Women’s bathrooms in the clubhouse

Open

Medium

04-05-001

PMP

Jun 04

Increase Association’s insurance coverage to include all fencing and monuments

Open

High

MONITOR

 

 

DESCRIPTION

STATE

 

03-03-001

PMP

Jun 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

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