Summerfield HOA

Subject

Summerfield Home Owners Association

Date

6/13/2012

Facilitator

Mike Hall

Time

7:00 PM

Location

88 Sunchase CT, Deatsville

Scribe

Denise Adams

Attendees

Mike Hall – Vice
  President

Kristine Reis –
  Treasurer

Bruce Raines – Board Member/Neighborhood
  Watch Committee

Rob Stewart – Board
  member/Architect Committee

Kevin Costelloe –
  Board Member

Guy Vanderman Board
  Member

Vicki Lee - Board
  Member

  
  
   
   
   
   
   
   
   
   
   
   
   
   
  
  
  
 
  
  
  Janice Qualls – Board
  Member

1. 

HOA Attorney

Nick Hughes has been
  selected to represent the Summerfield HOA. 
  Mike Hall and Guy Vanderman will meet with him to review the bi-laws
  and discuss the collection of homeowner dues, bi-laws, liability insurance,
  and erosion issues.  Mike stated that Nick
  hasn’t indicated any up front costs to the HOA.  Costs will be incurred if secondary and tertiary
  letters with liens are needed.  If this
  coarse of action is taken, costs will be the responsibility of the homeowner.  Guy has contacted Real Estate companies and
  will provide homeowners who rent property an update. 

2. 

Current Board Status

Bob Wall has agreed to
  provide a letter stating the HOA presidency has been officially turned over
  to Mike Hall.

3.

By-laws

Guy has been
  researching the Summerfield By-laws. 

4.

Voting

There was a discussion
  on who can vote.  Guy stated you don’t
  have to be a resident or homeowner of Summerfield to participate on the
  board, however, you must be a member in good standing in order to vote.  To be considered “in good standing” all
  dues must be paid and current according to the bi-laws. 

5.

Vacant Lot Maintenance

The Treasurer has
  mailed a first notice letter to property owners who have lots requiring
  maintenance.  He has also received an estimate from Dave and the lot
  maintenance ranges from $100 to $2500 to be completed.   Guy
  will be sending the second notice after the meeting with the attorney.  This notice will be mailed return receipt
  with a current picture of the lot condition before any action is taken.

6.

Neighborhood Watch

Guy will work with an
  engineer to install 5 neighborhood watch signs.  The signs cost $35 each.

7.

Covenants

Janice Qualls asked if
  a decision has been made about which set of covenants would be used.  There are three different sets: Plat 1,
  Plat 2-7 and Plat 8.  The square
  footage requirements appear to be the only difference between them.  She will provide each Real Estate Agent a
  copy of the covenants when a house goes on the market so that the prospective
  buyer knows what to expect.

8.

Treasurer Update

Guy received $100 rebate
  from the PNC bank for initial check printing and collected an additional
  $1300 in dues.  Spent $210 on
  landscaping and $1200 on electricity. 
  The electricity account was $800 in arrears, but is now up to date. 

9.

HOA Dues

86 people still owe
  dues for 2011.  Guy asked if lot owners
  are responsible for paying dues because the articles of incorporation do not
  indicate that they are required to. 
  The group recommended they do since they benefit from the HOA
  activities.  This will be discussed
  with Nick and an amended set of by-laws will be created if necessary.

10.

Yard Sale/Dumpster Day

There will be a
  neighborhood yard sale on June 16^th and a dumpster day on July 14^th.  Bruce will solicit volunteers via the HOA
  website and next HOA meeting.

11.

Fireworks

A subdivision July 4^th
  fireworks fest sponsored by the HOA was discussed and will be an item of
  discussion at the next general membership meeting.

11.

Next HOA Meeting
  Venue/Date

Several options were
  suggested for the next HOA meeting. 
  The group agreed that having it close to Summerfield would likely
  result in higher attendance.  Guy will
  follow-up to confirm a location. 

Next
  general membership meeting will be July 11^th.

Next
  board meeting will be June 20^th

1. 

Meeting with HOA attorney

Mike Hall/Guy Vanderman

2. 

Confirm venue for next
  general membership meeting

Guy Vanderman

3.