Arbor Croft
Arbor Croft BOD Meeting Minutes: 2006 - 2009
Monthly HOA Board Meeting Minutes
12/09/2009
December 2009 meeting cancelled
Monthly HOA Board Meeting Minutes
11/11/2009
Board Attendees: Sharron Stein, David Tate
Old Business:
- Reviewed minutes from September & October meetings
New Business:
- Development Completion
- Per update provided by DeEtte Collinge, the Developer has stated his intent to plant trees according to the original development plan by Thanksgiving.
- Other improvements should be completely soon after
- Sharron to follow up with DeEtte on some additional questions from the Board
- Landscaping update
- Initial grading of Phase II common area has been completed and temporary grass will be sown shortly to ensure erosion does not become an issue.
- Long-term improvements to the area will commence in the spring of 2010 when new budget funds become available
- Web site
- Content for the new Arbor Croft web site needs to be updated
- Minutes from recent Board meetings need to be posted
- Newsletter
- Jennifer Edwards has resigned from the Newsletter Committee
- Board to take over community communications until replacement can be found
- Sharron Stein to draft Nov/Dec communication and will cover the following key topics:
- New email address to report violations
- Numbers to call to report speeders (311 or 911)
- Reminder about upcoming annual board meeting (date TBD)
- General
- David to invite Brian Dodd from Cedar to next Board meeting so we can begin planning annual meeting
- Need to begin thinking about nomination process for open Board position in 2010
Adjourned
Monthly HOA Board Meeting Minutes
10/14/2009
Board Attendees: Jean Patterson, Sharron Stein, David Tate
Other Attendees: DeEtte Collinge
Old Business:
- Reviewed minutes and action items from September meeting
New Business:
- Development Completion Update
- DeEtte to contact Tommy Keziah on punch list item completion. So far, no progress has been made on any items.
- DeEtte to provide a hard copy of the punch list letter that was sent to Developer on September 24, 2009
- Violations
- A number of recent Arbor Croft violations have been observed. Board to follow up on where some residents are in the violation process
- Landscaping
- Discussed landscaping priorities for fall (pine needles, Phase II common area, etc.)
- Sharron to request recommendations from Landscaping Committee on key next steps
- General Updates
- New Arbor Croft web site has gone live
- Reviewed latest financials
- All residents have now paid dues in full
- ARC-related issues follow-up
Adjourned
Monthly HOA Board Meeting Minutes
09/09/2009
Board Attendees: Jean Patterson, Sharron Stein, David Tate
Other Attendees: Brian Dodd (Cedar Management), DeEtte Collinge
Old Business:
- Reviewed minutes and action items from August meeting
New Business:
- Development Completion
- DeEtte Collinge provided a Development Update following a meeting with Tommy Keziah (LUESA). At this meeting, DeEtte and Mr. Keziah discussed a number of key development issues, including:
- Sink hole in Phase II
- Preparation for Paving
- Broken curbs
- General erosion in certain areas of development
- Board voted on creation of a Development Completion Committee to oversee final stages of coordination between Town of Huntesville, LUESA and Developer. DeEtte Collinge to chair committee; all Board members are members
- DeEtte to continue following up with LUESA so that development completion notification letter is sent to Developer in timely manner. Mr. Keziah to include a “punch list” of completion items in this letter.
- Committee to create a status report based on the punch list and keep all involved parties up-to-date on progress
- Architectural Review Committee process review
- Mr. Dodd provided Cedar Management’s perspective on language included in the CCRs pertaining to improvements
- Cedar Management Updates
- Parking rules have been submitted to the Town of Huntersville on our behalf
- Only two residents have outstanding Association dues
- Following dues collection in early 2010, Board may want to consider opening a separate savings account for reserve funds so that may grow faster than if it stays in the general account
- Arbor Croft has been placed on the Town of Huntersville’s list of communities wishing to have speed bumps in the development.
- New email address for residents to use to report violations: support@cedarmanagementgroup.com
- To report speeders, residents should dial 311 or 911
Adjournment
August 2009 meeting cancelled
Home Owners Association Board
Meeting Minutes
07/08/2009
Meeting Place: 6:30 pm at David Tate’s residence
Old Business:
- Reviewed minutes and action items from June 10, 2009 meeting
New Business:
- Reviewed May Management Reports from Cedar Management
– David to contact Cedar Management regarding the status of violations.
David will contact our Landscape company (Mark) to see if pre emergent’s are included in our contract, if not, he will ask for a quote.
- Discussed action plan for future follow-ups with Developer
– David to contact Tommy Keziah, Kia Whitley (mgr) to schedule meeting with LUESA to discuss legal aspects of finishing neighborhood (paving, curbing, trees); contact Cedar Management if no results. Also, to discuss what will happen with the hill of dirt on the last 3 vacant lots.
- Discussed watershed area opportunities
- Same as above – Jean will send watershed document to board members.
- Administrative:
- Small version of letter head logo – David to create based on new high resolution logo that was recently created.
- Update website with new board meeting starting time of 6:30pm – Jean
- Other Business:
– Request Board attending the next Landscape Committee meeting – Sharron to coordinate with Tim
Take parking plan to town of Huntersville – David to coordinate with Cedar on this
– Cedar Management Contract – Jean to locate
– Planning Contact is Jack Simoneau
Next Meeting: Wednesday, August 12th - 6:30 pm at Sharron Stein’s residence
Home Owners Association Board
Meeting Minutes
06/10/2009
Meeting Place: 6:30 pm at Jean Patterson’s residence
Old Business:
- Reviewed minutes and action items from May meeting
New Business:
- Reviewed May Management Reports from Cedar Management
– David to contact Cedar Management regarding the status of violations.
David will contact our Landscape company (Mark) to see if pre emergent’s are included in our contract, if not, he will ask for a quote.
- Discussed action plan for future follow-ups with Developer
– David to contact Tommy Keziah, Kia Whitley (mgr) to schedule meeting with LUESA to discuss legal aspects of finishing neighborhood (paving, curbing, trees); contact Cedar Management if no results. Also, to discuss what will happen with the hill of dirt on the last 3 vacant lots.
- Discussed watershed area opportunities
- Same as above – Jean will send watershed document to board members.
- Administrative:
- Small version of letter head logo – David to create based on new high resolution logo that was recently created.
- Update website with new board meeting starting time of 6:30pm – Jean
- Other Business:
– Request Board attending the next Landscape Committee meeting – Sharron to coordinate with Tim
Take parking plan to town of Huntersville – David to coordinate with Cedar on this
– Cedar Management Contract – Jean to locate
– Planning Contact is Jack Simoneau
Next Meeting: Wednesday, July 8th - 6:30 pm at David Tate’s residence
Home Owners Association Board
Meeting Minutes
05/13/2009
Meeting Place: 6:30 pm at Sharron Stein’s residence
Old Business:
- Reviewed minutes and action items from March meeting
New Business:
- Mimi Hancock provided the following update from the developer
No street paving or curbing fixes until last lots are sold
Repair work completed in Phase II where road caving in, except for curbing
Potholes on Dogwood Alley not fixed; should be done next week
No information concerning tree planting - Discussed action plan for future follow-ups with Developer
David to contact Tommy Keziah, Kia Whitley (mgr) to schedule meeting with LUESA to discuss legal aspects of finishing neighborhood (paving, curbing, trees); contact Cedar Management if no results - Discussed watershed area opportunities
Same as above - Reviewed key 2009 board priorities
- Reviewed Perry Rivkind parking request
David to get basis and additional info from Perry to review for exception to parking rules
Would like to have any documentation from Marand re: moving mailbox to allow parking
Need to ensure exception applies only to this request and not invitation for more - Administrative:
- Confirmed length of Sharron's term on the board. (Per the bylaws, she has been appointed to serve for the remainder of Lyle's term) – 1 year term
- Appointed VP and Secretary offices – VP: Jean, Sec: Sharron, Pres: Dave
- Reviewed April expenses – Done (pine needles to be purchased and spread through Landscape Committee instead of Landscaping company due to expense)
- Email account clean-up and web site updates – still working on e-mail account cleanup; see web site updates below
- Other Business:
Take parking plan to town of Huntersville – Whitney, Jason
Planning Contact is Jack Simoneau
Get landscape contract (May 2009) from Mimi
Get Cedar Management Contract from Mimi
Next Meeting: Wednesday, June 10th - 6:30 pm at Jean Patterson’s residence
Home Owners Association Board
Meeting Minutes
03/11/2009
Attendance: Jean Patterson, Lyle Hansel, David Tate 6:00 pm at Jean Patterson's
Old Business:
- Arbor Croft HOA Annual Meeting - no issues
New Business:
- Review January Expenses
Additional expense for pine needles ($800 to purchase and place 114 bales)
Storm water runoff charges ($21.35) also due in Mar, May, Jul, Sep, Nov ($128.10 tot) - Review parking violations - several homes not following parking rules
Request Cedar Management to send violation letters - Review list of homeowners who have not paid 2009 dues
Request Cedar Management to send DUNs
Actions:
- Jean to record meeting minutes and post on arborcrofthoaboard@yahoo.com and Arbor Croft website
- Jean to write 2 articles for March Newsletter (dues and parking).
- Lyle to contact LUESA and schedule meeting with HOA Board
Discuss area beside street in Phase 2 that is washing out, potholes in Dogwood Alley, date for completion of neighborhood - Lyle to contact Cedar Management and schedule meeting with Brian to discuss HOA issues.
- David to contact Sherwood Webb to request original Arbor Croft logo artwork for common area signage.
Next Meeting: Wednesday, April 9th - 6:00 pm at David Tate's
Adjournment: 6:45 pm
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AC Board Meeting Minutes
January 13, 2009
Old Business:
Nominating Committee Updates - the nominating committee has identified two community members who have volunteered. Mimi will check with Bryan about how to proceed with the election process.
New Business:
- Review Financial and Communications for December, 2008. Financials were not available yet. Mimi to request Bryan send those as soon as possible. Board members to review once they are sent out to the board email box.
- Discussion of Annual Meeting Dates, location and Agenda. The Annual Meeting will be held Feburary 10, 2009 at the library. The Board discussed and settled on the Agenda for the Annual Meeting. Accomplishments include Parking Plan, Improvement of Green Area, formation of Website, Architectural Guidelines and Procedures, formation of Landscape Committee, organization of Clean Up days, Handbook created, Transfer of Common Area properties to HOA, and installation of new street lights. At the Annual Meeting, Jean will discuss Accomplishments, Goals for 2009. Lyle will discuss budget for 2009. Election for new Board Member will be held per the covenants.
- Landscape and Architectural committee updates. Landscape Committee has met and will be forwarding recommendations for signage and rules for common areas. Architectural Committee continues its' work on guidelines.
- Transition Items discussion. Most items necessary are located on the Board email account. Any other items will be forwarded to Jean Patterson by Mimi
Adjourn
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Arbor Croft Board Meeting Minutes
December 8, 2008
Old Business:
Nominating Committee - Linda Fiegl, Kathy Zering and Bethany Welch agreed to be on the committee. The Board will offer to meet with the committee to discuss nominations if the committee so desires.
Resident Handbook Review - the Board reviewed Jennifer Tate's draft of the community handbook and offered suggested revisions. Jennifer is to send an updated handbook which the board will review and approve. The handbook will then be added to the community website.
New Business:
- Review Financial and Communications for November, 2008. The Board reviewed the financials for November. We are still on track to have some monies left at the end of the year. The liability insurance will be an added expense for this year.
- Insurance Quotes from Cedar - the board selected the policy from Nationwide for our common property liability and Officer's and Directors insurance.
- Discussion of 2009 budget final- the board discussed and made revisions to the draft budget. The board approved the revised budget for 2009 and agreed to increase dues to $266.00 per lot owner.
- Discussion of 2009 dues - notices were mailed and dues for 2009 are due January 1, 2009. A late fee will be assessed for those paying late.
- Discussion of hearings and violations. Most violations have been corrected to this point. The board will continue to monitor this areas.
Adjourn
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Arbor Croft HOA Board Meeting Minutes
November 20, 2008
Old Business:
Nominating Committee - Members so far include Linda Fiegl, Cathy Zering. Jean is in contact with Bethany Welch about joining the committee.
Resident Handbook Updates - Jennifer Tate has taken the lead for developing a Resident Handbook for Arbor Croft. She has a rough draft and is requesting the Board review it for comments. The Board will follow up with Jennifer on this.
New Business:
- Review Financial and Communications for October, 2008. - Reveiwed expenses for month. No new expenses are noted and we are still on track to have some funds leftover at end of year.
- Insurance Quotes from Cedar - Cedar has provided a couple of pretty good insurance quotes. Mimi will review and asked other Board members to do the same so we can vote on one at our December meeting.
- Discussion of 2009 budget - Mimi presented a draft budget for fiscal 2009. All board members reviewed same line by line and discussion was held with several updates and changes.
- Discussion of 2009 dues - After presentation of the budget draft the Board voted to increase dues by 10% this year, as our costs will be going up for lights, we will pay more because we have an entire year of landscaping to pay for, there will be a slight increase in Cedar dues and Landscape fees next year. The notices will be sent out to Homeowners in December, 2008.
- Updates on Street Lights - 9 lights have been installed so far, we are still waiting on Electicities to install the final light by the Perry's house. Location will be to right of the Perry driveway. Lights will cost 8.10 each per month, per light next year and the rest of this year. It was noted we most likely will need a few more lights. We would like to get Huntersville or someone else to agree that Sherwood should install those, but because a lighting plan was not filed with Huntersville we have not been able to accomplish that yet.
- Review Landscape Issues - the Board has requested the Landscape committee develop some guidelines for the use of common areas. It is hoped this can be done over the next 2 months.
- Discussion of hearings and violations was held.
Adjourn
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AC Board Meeting Minutes
October 21, 2008
Present: Jean Patterson, Lyle Hansel and Mimi Hancock
Old Business:
Reviewed Architectural Committee minutes and projects approved by committee.
New Business:
- Reviewed Financial and Communications for September, 2008. It was noted we are still on track to meet the overall budget.
- Mimi provided Sherwood updates regarding the Common Areas, Paving and Street Lights. Common Areas have been deeded over. Paving is being delayed due to the Bike Path and sidewalk issue along McCord Road. Mimi is still pursuing answers to this requirement. Street Light contract for 10 lights was approved by the entire board. Mimi will sign the contract for 10 upgrade lights. Sherwood Webb is to pay the upgrade fee of $3600.00. Electricities will then install 12 foot lights with new fixtures. The neighborhood can always install more later if required.
- Reviewed Issue with large hole by creek near Ken and Catherine's house. Mimi notified Sherwood that there is possible leak from the storm drain near Ken and Catherine's house and that the issue could get worse and was also dangerous. She also notified the LUESA inspector regarding this issue. Tommy Karziah said he would look into it and that another inspection would be forthcoming this month prior to the Bond Renewal being up in December, 2008. Mimi also spoke at length with Tommy regarding the paving and the issues we currently have. Tommy stated the Bike Path and sidewalk are Huntersville requirements. Mimi is trying to follow up further because Northstone does not have this requirement, nor does any other existing neighborhood.
- Nominating Committee - each Board member is to locate someone who is willing to serve on the committee.
- Discussion of violations. Several neighbors are continuing to violate parking rules and some are in violation of landscaping rules. Lyle will take the lead on coordination of violations with Cedar Management.
Adjourn 7:30 pm
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AC Board Meeting Minutes
September 16, 2008
Present: Jean Patterson, Lyle Hansel and Mimi Hancock
Old Business:
Reviewed Architectural Committee progress, procedures and documents. Board approved forms and procedures implemented to date. Procedures and Forms will be distributed in next Newsletter.
Jean discussed new website. Newsletters, CC&Rs, Forms and other pertinent information has been uploaded to website. Notice regarding new website will be sent out in next Newsletter.
New Business:
- Reviewed Financial and Communications for August, 2008. It was noted we are still on track to meet the overall budget, however legal and accounting fees have run over.
- Mimi provided Sherwood updates regarding the Common Areas, Paving and Street Lights.
- Reviewed Issue with large hole by creek near Ken and Catherine's house. Mimi had notified Sherwood via phone regarding this issue. Sherwood notified P&N Homes who placed rocks near the road to stop the leakage of dirt from near the curb. Mimi talked with the worker who completed this task and he seemed to believe the storm drain was leaking from underneath the gutter since water was still coming into the hole. Mimi will notify Sherwood of this.
Also discussed the paving issues in the roads and alleyways. Mimi has discussed the issues with Sherwood many times and he has stated he is working on getting the paving complete, but he has been saying this for 6 - 8 months.
- Nominating Committee - each Board member is to locate someone who is willing to serve on the committee.
- Discussion around 2009 annual dues. Likely expenses for next year were discussed. Landscape expenses will be significantly higher than last year due to inflation and additional areas to be maintained.
- Discussion of violations. Several neighbors are continuing to violate parking rules and some are in violation of landscaping rules.
- Newsletter input. Jean had newsletter input as discussed above.
- Discussion around Resident Handbook. Jean and Mimi discussed the idea of recruiting someone to help with an Resident Handbook. Mimi agreed to pursue this with Jennifer Tate.
Adjourn 7:30 pm
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Arbor Croft Board of Directors
Meeting Minutes
August 19, 2008
NOTE: Mimi Hancock and Jean Patterson present, Lyle Hansel was out of Town and not able to attend.
Old Business:
- Architectural Committee progress was reviewed. Most community members have submitted documentation of improvements made prior to the HOA being taken over from the developer. The Committee is finalizing the list and then the board will review. There are still questions regarding some fences and if they comply with Huntersville code. The Committee has been developing detailed Architectural guidelines that are supported by the CC&Rs. Once these are complete the Board will review.
- Websites - Jean has located a website we can use for free. Jean will work on setting this up and Mimi and Lyle will help add content. All neighbors will be able to access the website once we have it up and going.
- Parking Communications sent out Cedar Management were reviewed. Continuing Parking issues by several residents were reviewed and the Board will be taking action to enforce the published parking rules and regulations.
New Business:
- Review Financial and Communications for July, 2008. Financials were reviewed and it appears we are on track to have funds leftover at the end of this fiscal year. Also discussed possible financial needs for next year for a sprinkler system for the green area and other areas that might need to be added to the landscape contract.
- LUESA comments - reviewed Lyle's communications with LUESA. Mimi will be contacting Sherwood to try to see when progress will be made on the lights, paving and trees for the neighborhood. LUESA stated the community should be finished up by year end.
- Review Landscape Issues and Contract - the board reviewed the new landscape contract which was approved in July due to PLI's closure of Charlotte operations. It was noted the new company appears to be doing a good job, but the strip beside Ken & Catherine Briggs was not being mowed. Mimi will contact Cedar about this and any other landscape issues. We should be receiving an aeration and overseeding this Fall.
- Discussion of Parking Issues - violations are continuing and the board will be addressing those issues.
- Discussions of other complaints from residents - several community members are having a hard time keeping their lawns up to par. We will place a reminder in the newsletter and see if the landscape committee would be willing to address developing standards for lawns and lawn upkeep.
- Future Meeting Locations - the board will still meet on the 2nd Tuesday of the month, the next 3 meetings are to be held at Lyle's house.
- Newsletter - the board would like to get someone to volunteer to write and publish the newsletter for us. This person could be responsible for gathering newsworthy information from neighbors and the board, writing, publishing and distributing the newsletter monthly. Mimi will contact Jennifer Tate about the possibility of doing this.
- Nominating Committee - Mimi proposed asking for volunteers for the nominating committee to be composed of 3 members. The task of the nominating committee will be to nominate one or more community members to replace Mimi Hancock. The new board member will serve a 3 year term starting at the next annual meeting. The request will be published in the newsletter.
- A yard sale will be held October 4th, 2008. Linda Fiegl and Barbara Ransom are coordinating the sale. This will be published in the newsletter.
- The board discussed development of a resident handbook that would include relevant information about living and Arbor Croft. It was decided this would be a great goal and perhaps as the committees progress more in their work this can be done.
- It is time to start thinking about the budget for next year and sending out dues notices in the Fall. This will be placed on the upcoming Agenda for Board Meetings.
Adjourn
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Arbor Croft HOA Board of Directors Minutes - July 16th, 2008
Old Business
Review Minutes from June 21, 2008 meeting with Jean Patterson. Board of Directors approved Jean Patterson appointment to Board of Directors, vote was 2-0. Minutes approved as written.
New Business:
The Board of Directors welcomed Jean Patterson who was appointed to serve the remainder of Deette Collinge's board term of 2 ½ years. Board members discussed responsibilities and duties. Jean will also be filling the role of Secretary/Treasurer for the remainder of this year. Other Officer positions are not changing this year.
Reviewed financials and communications log. It was noted we are within budget on most items. It is expected we will have additional legal bills coming next month for the legal opinion provided regarding parking and general parking rules.
The Board of Directors adopted Resolution #1, the parking resolution to affect Option 1 parking plan and other general rules published by the Board of Directors. Resolution will be published along with these Board meeting minutes and are published to the neighborhood via a newsletter. The Board has adopted the Option 1 parking plan based on the community vote, other general rules were reviewed by the Parking Committee and adopted by the Board of Directors.
Discussion of outstanding requests for Architectural Reviews was held. General policies and procedures in process by the Committee were discussed. The Board would like for the Committee to continue to move forward on their requests to obtain paperwork from the various committee members with respect to improvement documentation. All future improvements MUST be approved by the Committee and Board of Directors PRIOR to starting future projects.
Landscape Committee review was held. It was noted the excellent progress this committee was making. Future maintenance areas were discussed and also current issue with the landscape vendor PLI. Bryan Smith is concerned about the level of performance we have been receiving and has requested we notify him of issues as soon as possible. The Board Members have been diligent in their notification of Bryan, but there seems to be communication gap between Cedar, PLI and the actual workers.
Mimi discussed communications regarding the potential for Sherwood Webb to place homes on the front green. The Town of Huntersville was contacted with respect to this and indicated they had not received a request from Sherwood for same. Also, the Town Planner forwarded the request to LUESA for more information with regard to when the development needs to be finished. A Board Member will follow up with LUESA to gain more information prior to the next BOD meeting
Mimi will also contact Sherwood prior to the next BOD meeting for updates.
Development of a website for communications with the community was discussed. Jean is to send Board Members links of sample sites she has been looking at and will explore these options further.
Meeting Adjourned - 8 PM
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Arbor Croft HOA Board Meeting Minutes June 17, 2008 Meeting, 6 pm
Old Business:
Approve Minutes to last Board Meeting and Parking Committee Meeting. Minutes for 5/13/08 and 5/20/08 were approved by Lyle and Mimi.
New Business:
- Review Financial Documents and Communications Log. - Communications logs and financial reports were reviewed. It was noted the attorneys were paid for attending the annual meeting. The Board requested additional work after the annual meeting.
- Review proposed General Parking Rules and Regulations - create resolution when parking vote is done. The board reviewed the list that the parking committee reviewed and removed a couple of rules based on feedback from legal counsel. The list will be published along with the parking Option selected by the community at the June 22nd, 2008 parking vote meeting. Once the option is selected by the community the Board will form a resolution for enacting the Option and for enacting the general parking rules. Then the rules for each will be published and distributed to the community.
- Review how vote for Parking Options will be handled - general presentation guidelines, form for vote, who will sign folks in and validate proxy, who will count the votes, how and when results will be communicated to community. - Lyle presented his plan for the vote to be held on the June 22nd, 2008. The voting format was reviewed and approved by Lyle and Mimi. Each member of the community will be required to sign in at the meeting in order to receive a ballot. The vote will be made on the ballot for either Option 1 or Option 2 and placed in a box. The ballot will contain no marking identifying who is voting for which option. The votes will be counted by Charmaine with the Board members present.
- Review and edit proposed June newsletter. To distribute this week along with list of Board Meetings. June newsletter was reviewed and approved. We will wait to add details of the parking vote and then distribute.
- Discuss website options and communications. Lyle and Mimi agreed to look into development of a website. The Board prefers to have a basic website where we can post documents and information, and members of the community can communicate with us, but we prefer not to have the typical blogs.
- Committee Activity - review list complied by Architectural Review Committee, review email from Landscape Committee. The list was reviewed and the Board had several questions for the ARC. We will try to meet with the ARC in July. The ARC is free to contact members of the community listed on the spreadsheet to see if they have documentation of improvements that Sherwood Webb did not have.
- Decide best route for Vacant Board seat replacement. It was discussed we would like to have a member from Phase I. The current Board members are allowed to replace the vacant seat by selection and a community vote is not required. We will consider this option and see who might be interested.
- Other discussion. None was held.
Adjourn - 7:00 PM
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Arbor Croft HOA Board Meeting
May 13, 2008
7:00
The Board discussed the parking options that were proposed by the parking committee. The parking committee is headed by Lyle Hansel and met on April 26, 2008.
The Board has agreed that two options for parking will be offered for the neighborhood to vote upon, and this will be communicated to the parking committee via a meeting proposed on May 20, 2008. The parking committee has asked for more on street parking than what the original plan called for.
General Common Area and General Parking Rules were finalized and will be placed in the monthly newsletter. All were in favor of the following General Parking Rules.
Rules will be drafted, published and enforced.
The common area rules are being established and will be published once approval is received from Cedar Management.
Communications from Cedar were discussed. When Cedar receives a violation request Brian is to call or email the Board ASAP so that we can instruct how to proceed.
If emails are sent without specific information, Cedar will call the resident to obtain clarification.
Friendly reminder 5 days
Notice of violation
Final notice of violation- hearing notice combined
Result of hearing
Fines will then apply up to $100.00 per incident
(It was voted on that final notice and hearing notice will be combined.)
Questions for Cedar concerning violations
How many days between each notice
If residents do not respond to their lawn notices, can we have the lawn cut and bill the resident?
Mimi Hancock will be heading up the Architectural committee
Mimi Hancock will be heading up the Landscape committee
DeEtte Collinge will be heading up and calling the meeting for Social Committee.
Regular board meetings will be held every second Tuesday of each month at 6:30 pm and will be published in the newsletter. The first three meetings will be held at Mimi Hancock's home.
Adjourn
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May 20, 2008
6:30 p.m.
Parking Committee Meeting
Held at Mimi Hancock's home
Attendance:
Peter Adolph: Committee Member
Gloria Davis: Committee Member
Lyle Hansel: VP and Head of Committee
Janise Thompson: Committee Member
Tim Stein: Committee Member
Mimi Hancock: Pres
DeEtte Collinge: Sect/Tres
Linda Feigel: Committee Member
Charmaine Stokes
HOA meeting it was stated that the committee should be four people only two from front and two from back. This was waived in consideration to a group getting together and being able to work together making proposed solutions.
At the Annual HOA meeting it was also proposed there would be more than one option for the neighborhood to vote on.
Gloria Davis said she was told she would get two parking spaces on the street.
Peter said it must conform to Huntersville Planning.
Charmaine wants the committee to come up with a second option instead of the Board coming up with a second option. Tim's suggestion was to propose both options without indicating who they are from.
There will be two options for the neighborhood to vote on, one from the committee and one from the board. The board option will take cars off the side streets of magnolia bend and along the curve. The reason for removing cars from Magnolia Bend is that no one should have to look at cars out the front and side of their property. The reason for taking parking off the curve and in front of mail boxes was because the board does not want anyone's mailbox blocked. Non-overnight guest parking can occur on the street, but overnight guests would be expected to park in one of the designated parking areas, garage or driveway. The options will mailed out to the neighborhood and will include proxys for those that do not want to attend a meeting to vote..
Janise suggested the parking options be presented to the neighborhood in a meeting.
This will be held on the common area the first Saturday in June.
Meeting ended at approximately 7:30 pm.
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Meeting Minutes of the AC Board of Directors
March 11, 2008 @ 6:00pm
This meeting was called on 3/7/08.
Agenda:
- Newsletter
- Additional communications
- Parking issue
- Annual Meeting
- Architectural requests
- Landscaping
Newsletter:
Board discussed putting out March newsletter to possibly include:
* Possibly including reason for mailing the covenants to residents
* Reasons for instructing members to contact Cedar Management with questions and concerns.
* Possibly including reasons we have not enforced covenants due to the grace period until annual meeting is held where everyone will get a chance to be heard and QA can occur.
* Additional communication avenues for homeowners.
It was decided we would put out the March newsletter as soon as we had time.
Communications:
* Reviewed ‘blast email' from Peter Adolph received on 3/11/08. It was decided the Board would respond to Peter Adolph's email.
* It was decided that 30 minutes will be allowed before each board meeting for members to speak. All meetings will conform to Roberts Rules as stated in the covenants. We will also share Board meeting minutes with homeowners.
* Rental house situations. Board will contact Cedar with question as to how communications should be handled for homes that have renters as the primary occupant.
Parking:
* Discussed parking options/ ideas and possibly of forming a non-partisan committee to come up with solutions for parking. This will be presented to the entire neighborhood and allow the community to vote on one solution. The might consist of two members from each phase. Cedar could advise them as to the laws, interpreting the CC&Rs and options that are legal. A legal opinion could be sought with regard to the current covenants.
Annual Meeting
* Firmed up our First Annual Meeting will be held on April 3rd 2008 at the Huntersville Library.
* Reviewed the sample Annual Meeting agenda and edited for return to Cedar Management Group.
Architectural Requests:
* The board will review all architectural requests until a committee is formed at the HOA meeting.
Landscaping:
* Cedar was provided plat plans for the Common Areas and will be obtaining landscaping bids. We are requesting clean up of the graffiti as well.
Meeting was Adjourned @ 9:30 pm
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Arbor Croft Board of Directors, Meeting Minutes
January 25, 2006 @ 5:00 p.m.
Attendees:
Mimi Hancock
Lyle Hansel
DeEtte Collinge
Agenda:
Review Quotes from Property management companies
Vote on decision for Property Management Company
The following companies were contacted and quotes were reviewed by the Arbor Croft HOA Board of Directors
CSI Management (per DeEtte Collinge) 12/28/07
CSI has been in business for over 8 years. Although they have a $6.00 per resident charge, their minimum fee is $500.00 monthly. They keep 50% of any late fees collected. As reference DeEtte contacted the HOA President of Glenridge. They felt they could not give a good reference for CSI, as they had just cancelled their contract and recommended Jorel Properties.
Interview with Jorel Properties 12/17/07
The board meeting with Jorel
The company shows a strong track record in property management. They have a $500.00 minimum per month. Discussion with Jorel about limiting the services we get each month and charging per request for other services is suggested. Jorel submits revised proposal and sent our to BOD 12/20/07.
1/17/08
Mimi and Lyle meeting with Cedar Management Group. Presentation is given outlining Cedars call in systems and the value we can get from $325.00 a month.
Mimi and Lyle communicate their findings and give a copy of the proposed packet from Cedar.
Voting on management company
A vote was put forth to hire Cedar Management Company and passed by 100% vote in favor of hiring Cedar Management
Meeting adjourned 6:30 p.m.
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Arbor Croft Board of Directors, Meeting Minutes
December 3, 2007 @ 5:00 p.m.
Attendees:
Mimi Hancock
Lyle Hansel
DeEtte Collinge
Agenda:
Review of Minutes from November 26, 2007
Review Board of Directors Duties
Review of Minutes
A review was conducted of the minutes. Included were the Duties of the Board of Directors.
Review of Board of Director Duties
Information gathered on duties and "to do list" was found:
*Insurance quotes for liability for common areas and Board of Directors Insurance
*Collecting bids for landscape
*Ratification of budget
*Auditing of books
*Creating financial statements and balance sheets
*Publishing minutes and financial statements
*Bonding and insuring members collecting monies from the community
(Enforcement and understanding of covenants and legal ramifications
*Fielding and documenting residents phone calls of complaints and covenant violations
*Sending out HOA fee billings and tracking payment history
*Facilitating and planning Annual meeting
*Communications with community
*Understanding and staying in line legally with the covenants and by-laws
*Transition details from Quail Ridge Development to Arbor Croft HOA, which includes transferring common area ownership to Arbor Croft HOA.
*Drawing up a budget
* Developing a newsletter
It was agreed to pursue bids from Property Management companies to help in running the HOA in a proper and legal manner.
Meeting adjourned 6:00 pm.
Review of Community Plans:
Sherwood Webb reviewed plans for neighborhood. It was stated the Developer is responsible for completing the sidewalks, paving of streets, street lights, and planting of trees in the common area and around the rock wall. Time frame for this is unknown at this time. The plan indicated parking spots on streets. It was explained this plan for parking was intended for temporary guest parking.
HOA Board of Directors Responsibilities:
Responsibilities include but were not limited to:
- Make decisions in the best interest of the community.
- Create and execute an annual budget.
- Make contracts as necessary and pay bills.
- Field all complaint calls.
- Enforce covenants and restrictions.
- Make rules and regulations as necessary and as allowed in the by-laws and/or covenants.
- Hold an annual HOA meeting.
- Schedule board meetings.
Budget:
Sherwood provided a copy of the 2007 budget (actual). Discussion ensued as to the budget shortfall for 2007 and possible expenses for 2008.
It was discussed that the present Landscape budget consumed 100% of our revenues for 2007. The Board requested Sherwood cancel the landscape company contract with Contemporary Landscape starting Jan 1, 2008 as the Board planned to seek a new contract in the Spring of 2008.
Review of Covenants and By-laws:
A review and outline of the covenants and by-laws was conducted by Sherwood Webb.
Meeting adjourned 6:30 p.m.
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Meeting Minutes for Arbor Croft Board of Directors Meeting
November 26, 2006 5:00 p.m.
Attendees:
Mimi Hancock
Lyle Hansel
DeEtte Collinge
Joining guest: Sherwood Webb from Webb and Partners
Agenda:
Election results & Appointment of President, VP and Sect/Tres
Transition of HOA from Webb and Partners to Arbor Croft
Review of community plans
Board of Directors Duties
Budget
Review Covenants and Bylaws
Election results:
It was recognized that 50% (excluding Sherwood Webb and P & N Homes) of the community voted in the election
Elected were Mimi Hancock, Lyle Hansel and DeEtte Collinge. Each volunteered to assume the following roles, and was then appointed by Sherwood Webb
Mimi Hancock President, one year term
Lyle Hansel, two year term to assume Pres Spot in 2009
DeEtte Collinge, three term to assume VP spot in 2009
Transition of HOA from Webb and Partners to Arbor Croft:
Sherwood Webb will have his attorneys file for Article of Incorporation and tax ID # for Arbor Croft HOA. We should be looking for Resolutions and Articles of Incorporation two to three weeks.
Review of Community Plans
Sherwood Webb reviewed plans for neighborhood. It was stated the Developer is responsible for completing the sidewalks, paving of streets, street lights, and planting of trees in the common area and around the rock wall. Time frame for this is unknown. The plan indicated parking spots on streets. It was explained this plan for parking was intended for temporary guest parking.
Board of Directors Duties
To make decision in the best interest of the community. Execute an annual budget, pay monthly bills, field all complaint calls, and enforce covenants, schedule monthly board meetings.
A copy of the 2007 budget was given to the Board of Directors.
Budget
It was discussed that the Landscape budget consumed more than 100% of our intake of funds. The Board requested Sherwood cancel the landscape company contract with Contemporary Landscape starting Jan 1, 2008.
Review of Covenants and By-laws
A light review and outline of the covenants and by-laws was conducted by Sherwood Webb.
Meeting adjourned 6:30 p.m.
Posted
by arborcroft on 03/22/2009
Last updated on 03/07/2011
Last updated on 03/07/2011
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