Dutchess Village HOA Meeting Minutes

Dutchess Village HOA – Meeting Minutes

Date / Time: 10-12-16 @ 7PM

Location: The Landing - 7406 Chapel Hill Rd, Suite C, Raleigh, NC 27607

Called by: DVHOA Board

I. Attendees

1) Charles Creech – President

2) Tricia Isley – Treasurer

3) Chris Dodd – Secretary

4) Harriet Garten – Board Member, departed at ~8:30PM

5) Ingrid Milata - Homeowner

6) Debbie Creech - Homeowner

7) Tom Rawdanowicz - Homeowner/Structure Committee

8) Diana - Homeowner - 127 Hedgerow

9) Mary Relyea - 117 Hedgerow

1) Quorum Called – Meeting called to order @ 6:59

2) Approval of Minutes – MOTION to Approve Meeting Minutes from board meeting 8-10, APPROVED 4-0

3) Approval of Minutes – MOTION to approve minutes from 9-25-16, APPROVED 4-0

4) New Business

Re-siding project overview from Tom R.
Tom discussed what he has learned from contractors he is meeting with
Discussed what is driving costs and how the contract should be defined.
Very rough estimate of project costs are $400-500k
Residing will be 1 part of contract
Repairs will be a 2nd part of the contract
Recommends a on-site supervisor working for the HOA, expected cost is about 10%-15% of project
Needs feedback from board regarding
Primed or Pre-painted
Flat, beadboard, wood grain Hardi-plank
Confirmation to replace facia (board that gutters attache to)
What colors are to be used

Tom is specifically avoiding architectural/design issues
To preserve Hardi-plank warranty, Tom is recommending Hardi approved contractors
Recommends HOA find out what size loan HOA will qualify for to help narrow expectations in RFP
Project Scheduling - contractors recommend working on 1 building at a time. More than 1 crew to handle demo, repair and build, but stay focused.
No recommendations from contractors on financing, Tom did not ask, stuck only to siding.

5) MOTION to repair steps at 127 Hedgerow per quote for $225, APPROVED 3-0-1, 1 abstention, Chris, concerned only bid was solicited by a homeowner

President recognized Debbie Creech, who requests all maintenance projects for her unit be approved.

6) MOTION to move into Executive Session, APPROVED 3-0

7) MOTION to not record board meetings, APPROVED 3-0

Cedar requests to be on record as recommending that all meetings not be recorded.
Chris requests Charles to provide meeting recordings that he made as Secretary
Charles indicated his hard drive crashed and he may not have them
Chris requested what is available be uploaded to Google Drive, per requests from lawyers

8) MOTION to get multiple bids to stabilize the mailbox on Hedgerow Ct, APPROVED 3-0.

Cedar recommends any known homeowner issue be included on the agenda with specifics, not general statements.

9) 119 Hedgerow, Charles and Debbie Creech - Board requests 2 more bids on step repair

10) 119 Hedgerow – Charles reported asked about repairs for 2 additional issues, but could not provide details

Board requests that details of additional items be provided to the board, before taking action
Cedar reports no additional items were listed on their maintenance list

11) Requested Cedar's violation list created by Amanda in July be shared with the board.

12) Cedar reports HOA is not currently being sued, but there have been threats of a lawsuit

13) Question about the % of rental occupancy - Currently estimated at 15% rental

14) Questions about maintenance list turned over to Cedar dating back to 2015.

15) Question about maintenance of old documents.

Documents transferred from Eilite to Nathan in 2015 and then back to Eilite within the 10 year preservation timeframe.

16) Legal Status - Hatch Little Burn is the HOA law firm. Only legal request from board is for letter to Ingrid and review of newsletter items.

17) Directors and Officer's insurance policy is with State Farm

18) Newsletter articles to be further compiled. Cedar to send out after final attorney approval.

19) MOTION to reimburse cost of meeting space on 10-12-16 and next scheduled board meeting.

Wednesday, November 9th, at 7PM – LOCATION @ The Landing

Meeting adjourned @