Dutchess Village HOA Board Meeting Minutes by Tricia Isley

Wednesday August 8-19-15 held at 133 Hedgerow Court Cary, NC 27513

  1. Welcome-6:30pm.
  1. Quorum confirmed: In attendance: Tricia Isley, Erin MacDurmut, Charles Creech, Barbara Hall, Anne Nadeau, Janet Jeter.
  1. Introductions : N/A
  1. Homeowner forum: Homeowner from 117 Hedgerow Court did not attend but dropped off ARC request for replacing deck. Tricia to scan and email Erin to forward to Elite Management and board members for review and vote and Erin will confirm vote results with the homeowner.
  1. Committee Report:
  1. Grounds Committee
  2. Update from Anne Nadeau : Walk through on Hedgerow completed and Adventure Trail and common area between Hedgerow Court and Adventure Trail walk through being scheduled. Results from walkthrough: Will address common areas first and then address building front beds, etc. Have identified what needs to be done by being the most cost effective. Need professional advice to address these issues. Trying to come up with a larger plan to implement over time and as the budget allows.
  3. Approve invoice for payment: Sidewalk Repair by Precision Safe Sidewalks for $1,370.00. Motion to approve payment pending Charles Creech walk through. Second and unanimous vote to approve if no response from Charles.
  4. Discuss landscaper:
  5. Terms for Professional Landscaping are not indicated in the contract. Motion to send a 30 day notice to terminate pending Legendary Landscaping available start date. Second and unanimous vote to terminate.
  6. Legendary Landscaping proposal: Motion to sign a contract with Legendary Landscaping for the $975.00/month for the must have landscaping maintenance. Second and unanimous vote. Erin will contact Matt with Legendary to confirm a start date in case Professional refuses to finish the 30 day notice.
  7. Outstanding Bids
  8. Tree cutting at entrance of Hedgerow: Estimate from Barton Place Tree Work. Motion to remove large maple at the entrance of Hedgerow, NOT additional trees and NOT stump grinding. Second and unanimous vote to remove 1 tree.
  9. Additional Tree Trimming: Decision to have Erin to ask Jenni to get tree company to review back of units and ask for same daily rate from Carolina Outdoor Tree Experts.
  10. Mulch: Professional Landscaping estimate: Hold onto estimate and request quote from Legendary.
  11. Retaining Wall: Professional Landscaping estimate: Hold onto and request quote from Legendary.
  12. Down Spouts at 105Hedgerow and 107 Hedgerow: Professional Landscaping estimate: Hold onto and request quote from Legendary.
  13. Dog Waste

Add dog waste clean up signs to add to existing 3 private property signs. Motion to purchase 3 signs for $34.00 each. Second and approved unanimously. Erin to order (3), turn in receipt for reimbursement.

  1. Structure Committee
  2. Tricia will be the Structure Committee chairman, Charles Creech volunteered for committee and Tricia to ask Chris Dodd to be a member. Will call for volunteers in the Community notice.
  3. Reserve Study Bids
  4. New statement from Jenni that project would done in fall because of funds. Per board meeting 7-7-14 funds are available now.
  5. Walk through with Vince Barbour: Erin and Tricia walked through on August 15, 2015.
  6. Bid received 8.18.15 from Finish Line Supply, Inc. Requesting walk through to review estimate.
  7. Jenni is asking Carolina Exteriors for third estimate. Requesting walk through DURING estimate phase.
  8. 119 Adventure was left out of the estimates. Need to have this home added to all 3 estimates.
  9. It was noted during the Vince Barbour walkthrough that 117 Hedgerow has a foundation crack and foundations are the homeowner’s responsibility. Erin to take picture and notify home owner.
  1. Residents Committee
  2. Reviewed Community notice. Motion to approve with the addition of events AND change to “meet your board” section, second and unanimous approval.
  3. Elite can send newsletter to homeowners
  4. Community survey reviewed. Motion to approve. Second and unanimous approval to send out ASAP.
  5. Use for DVHOA survey.
  6. Possible community website
  7. Will not use Facebook page .
  8. Looking into new / independent free website
  9. Calendar of events
  10. BBQ – Sunday, September 20th at Hedgerow
  11. Holiday Dessert Social – Thursday, December 10th
  1. Executive Report
  1. Secretary
  2. Approve minutes from past three meetings: 5-29-15 and 7-7-15(attached with changes noted). Motion to approve with changes to 7-7-15 minutes. Second and unanimous approval. Erin will forward to Jenni
  3. Review Electronic Actions
  4. Ingrid Resigned via email 7-15-15.
  5. 111 Hedgerow Letter addressing fireplace complaint. Letter approved unanimously 7-22-15 and sent to homeowner.
  6. 109 Hedgerow dog waste
  1. Treasurer
  2. Financials are fine awaiting July’s.
  3. Review any delinquencies
  4. Homeowner response –109 Hedgerow Court demand letter 109HC collection demand letter approved by final Board member email 11:12pm. Approved 6-0. 7-16-15 Erin notified Jenni ofthe approval.Homeowner responded and was unaware of the delinquency.
  5. President / New Business
  6. Requested help for secretary position and committee members.
  7. Charles Creech volunteered to finish until new elections in 2016.
  8. Committee members for Structure Committee – Tricia, Charles, Asking Chris Dodd, Asking for volunteers in notice
  9. Task force for Management company – Charles & Debbe Creech, Janet Jeter, Barb Hall – Erin will set and attend first meeting, Possible companies – Talis, Omega, Connell, Charleston. Charles suggested having them meet with the board.
  10. Complaint letter send to Elite upper management regarding communication
  11. Violations: Send 2nd notice to 123 Hedgerow, 1st notice to 137 HC regarding broken lattice below back deck via USPS with return receipt
  12. Next proposed meetings
  13. October 13th or 14th including review of 2016 proposed budget.
  14. December 1st or 2nd
  15. Prepare for annual business meeting
  16. Jenni attend this meeting
  17. Annual Meeting
  18. Proposed date – January 5th or 6th– ALL DATES TO BE CONFIRMED VIA E-MAIL
  19. Idea for positive reinforcement: $50 off of one months dues drawing, add to the budget for 2016 and stipulations are that the homeowner must be present at the annual meeting and in good standing with their dues balance.
  1. Old Business: Termite inspection lacked one crawl space available and company to contact the homeowner and inspect. Follow up with Jenni to find out if complete.
  1. Adjourn: 7:45pm motion to adjourn. Second and unanimous.