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Minutes Board Meeting –May 8, 2008 The board meeting of Hunters Ridge of New Bern Homeowners Association was held on Thursday May 8, 2008 at the home of president, Leo Minervini. Present: Janet Johnson, Leo Minervini, Gayle Basnight, and Ed Pittman Absent: Tim Daly, Jim Davis, Avis Nash & Mary Ellen Crisp. Note: Tim Daly and Mary Ellen Crisp had notified the President previously that they were not able to attend. The president opened the meeting at 7:05 p.m. and it was confirmed that the second Thursday was still a good night for board meetings. Minutes: - Minutes from the last April meeting were read and approved by the board. Sirens: - The discussion of sirens or other tornado alert systems was discussed and the fact that Craven Emergency Manager did not support that approach. He recommended that residents would be better off purchasing NOAA (National Oceanic Atmospheric Administration) radios that can be programmed to alert residents if an impending storm approaches Craven County, or any other area that they are concerned about. Radios can be purchased for $25 - $50 from electronic stores like Radio Shack. Insurance: - Leo is still pursuing a reasonable Insurance program for 2008 that gives us Liability, Indemnification and Umbrella coverage for the HOA. We recently added additional coverage for liability now that we own the lake bordering Barkside Lane. Maintenance: - The maintenance committee had been given the approval to install Pine Straw and repair of one Pier on the Common Wall at the entrance of the subdivision. To date that work has not been started. The repair of a hole(s) in the lake to maintain the lake level was discussed and it was decided that before we pursue this approach we would want to get the company that did the engineering for the piping systems connecting the lakes to review the design and recommend what we may do to keep the lake level stable. At the same time we need to look into the sink hole that has developed in the piping system on Wingate Drive. Leo Minervini & Janet Johnson will look into this issue. Board Structure: – It was decided that we should gradually organize into a structure where all officers are members of the board and hold the additional officer positions. We had been operating somewhat in that fashion when there were only 3 board members and 4 officers in the past. These changes would normally take place when folks ended their terms and officers appointed from the board would take place at that time. The By-Laws will be looked at to determine if they need to be changed to reflect the suggested structure. Capital Improvement Projects: – The front entrance lights and lights on the flag need to be pursued as one of the improvements needed at the entrance of hunters Ridge. Leo will pursue getting a volunteer to look at that work and report back to the board. Tommy Lamm, who has been taking care of our entrance flags, was suggested as someone to take over this task. Late Dues: - There were six residents who did not pay their dues after bills and personal contacts by board members did not yield payments. The HOA filed Liens on the property of those six residents for the dues plus a 10% late fee. As of May 8th, 2008 one of the six residents paid up, and the lien will be dismissed on that property. As payments are received liens will be dismissed appropriately. The billing process that the board decided on will be as follows:
Board Assignments: - If board members or committee members accept assignments from the board, it is expected that those folks will report back to the board at the next monthly meeting with progress or problems that require additional board action. Some activities seem to drag on too long and our residents expect us to pursue activities promptly on behalf of everyone. Covenants Committee: - The covenants committee is developing their charter to more clearly define how we will operate as an association and how we will proceed with violations. When it is complete they will submit it to the board for final approval. It is generally felt that we all bought into a sub division and invested a great deal of money on our homes because of its attractive appearance and the fact that if properties were maintained properly our investments would be secure. The covenants are clear and lay out what is acceptable and what is not as far as nuisances on lots are concerned. Each resident is encouraged to review the covenants they received at closing or they can refer to the web site where each covenant is listed. Joe Mauney, who is heading up this activity, needs some dedicated residents to help out. Leo Minervini will discuss our legal options with our lawyer to see what is available to us when residents refuse to comply with the covenants. Leo & Janet will review the Taberna process to see how other HOAs deal with this topic. Safety Committee: - Janet Johnson will follow-up with the safety committee to have them discuss speed limit signs and other signage we feel we need for safety. Each resident is also free to report speeders, etc. to the Craven County Sherriff anytime we see violations occur. The meeting was adjourned at 8:24 PM. ******************************************************************** Minutes Board Meeting –April 2, 2008 The board meeting of Hunters Ridge of New Bern Homeowners Association was held on Wednesday, April 2, 2008 at the home of president, Leo Minervini. Present: Jim Davis, Tim Daly, Janet Johnson, Leo Minervini, Avis Nash, and Ed Pittman The president opened the meeting at 7:10 p.m. We discussed dates for board meetings and the decision was made to have meetings on the 2nd Thursday monthly. There was a discussion on the structure and responsibilities of board members. Leo explained that according to the By-Laws, any two (2) or more offices may be held by the same person, except the offices of President and Secretary. Officers must be members of the Association. Ed Pittman suggested that the Officer positions should be selected form the elected board members. This item was tabled for a future meeting and further discussion. Avis Nash disseminated the names of homeowners who have not paid dues. A discussion ensued as to the handling of delinquent dues and it was agreed that board members should speak with the identified homeowners before proceeding with legal action. Leo provided updates on the following items:
Three expenditure items were presented for discussion and approval.
The board approved the purchase of the pine straw, a maintenance item and the repair of the wall, a capital fund item. A discussion followed on postings and policing of the lake, boating on the lake and existing covenant violations. Jim Davis stated that the lake has 2 holes that could be fixed for approximately $100 - $200 that would increase the water level. Leo will check with Joe Mauney on the status of his plans to address covenant violations. The other items need further research and will be addressed at the next meeting. Jim Davis reported on the committee findings. They discussed the positives and negatives of merging with the other phases. They will be meeting to review all three covenants, street lights and right of way before meeting with Mr. Dunn. The committee hopes to speak with Mr. Dunn about giving a parcel of land for recreational use. The meeting adjourned at approximately 8:40
************************************************************************ HOA Meeting Minutes Follow-Up Meeting – March 13, 2008 A follow-up to the annual meeting of the Hunters Ridge of New Bern Homeowners’ Association was held on Thursday, March 13, 2008 at the Township 7 Firehouse on Brices Creek Road. Leo Minervini, President, opened the meeting at approximately 7:00 p.m. He welcomed everyone and explained the purpose of tonight’s meeting was to vote on additional board members for the HOA. The current board had previously decided to increase the number of board members from three to seven. They felt it would benefit the HOA to have input/direction from more homeowners, in addition to lessening the load on the current board. At the annual meeting in January, there were not enough homeowners present to satisfy the necessary quorum to hold a vote. Therefore, we called this follow-up meeting so that we can proceed with the voting. Janet Johnson, Vice-President introduced the candidates who were on the election ballot. They were Gayle Basnight, Ed Pittman, Tim Daly, Dick Cranston, Randy Gibson and Jim Davis. Each candidate gave a brief summary of their reasons they wanted to become board members. An opportunity was given to make additional nominations from the floor. None were given. Mary Ellen Crisp, Secretary, announced that the minutes from the annual meeting held on January 24, 2008 were now posted on the website. We want to encourage homeowners to access important information on our website and use it as our main communication tool. Some homeowners indicated they had not received the minutes. It was explained that they are not being sent out via an email, but that homeowners must access the website and read them there. Jim Davis inquired as to who volunteered at the annual meeting to be part of the committee that will assess whether or not to join Phase V into our HOA. The others who volunteered to join Jim in this effort are Dick Cranston and David May. Leo told everyone that there are sign-up sheets in the back of the room for anyone who is interested in becoming involved on any one of the committees. Avis Nash, Treasurer, presented an updated financial report of the HOA. Currently there are 11 homeowners who have not paid their 2008 annual dues. Leo indicated that a more detailed discussion on that subject is on the agenda for later in the meeting. It was determined that the number of homeowners present plus the number of proxies received constituted a quorum, so we could go ahead with the voting. Those present cast their ballots, and the board members and officers collected the ballots and proxies and tallied the results. Janet Johnson announced that our new additional board members are Gayle Basnight, Ed Pittman, Jim Davis and Tim Daly. These new members will serve a two-year term. We look forward to having these additions. Various committee members present gave updates on their respective committees. Joe Mauney spoke on behalf of the Covenants Committee. He is looking for volunteers to join this committee and would like representation from all areas of the neighborhood. He outlined his vision of the role of this committee and provided his phone number to the audience so that those interested could contact him. Ed Pittman spoke for the Architectural Control Committee. He indicated that since the last meeting they have approved plans for two new homes on Barkside Lane. More and more folks are contacting Ed and his committee when they are planning changes and repairs indicating that folks are cooperating and willing to comply with the established norms for Hunters Ridge. Jim Davis updated the members on activities from the Maintenance Committee. He has submitted plans from the Smith Brothers on spreading pine straw at the front entrance. Additionally he has received a price for removing the tree that was hit by lightning recently. Since our insurance coverage is for liability only, we will have to bear that expense. He also has received a preliminary bid to add permanent lighting at the front entrance and flag pole. He answered questions on the repair of the brick walls and is waiting on the Board to approve these expenses to proceed. A discussion developed around the use of the HOA’s website. A homeowner felt that it was a waste of money and should immediately be shut down. The general consensus of those in attendance was that the website is useful. The board/officers feel that it should be the main communication tool between the HOA and the residents. There were significant start-up costs in developing it, but the ongoing maintenance is minimal. In the long run, it saves considerable money in printing and mailing costs, as well as the time and effort needed to produce paper copies of all communications. In addition, it provides timely communication so that the homeowners are kept informed of current issues. At the conclusion of the discussion, it was agreed that the website is beneficial and will remain up and running. We will continue to look at additional ways to use it. Leo continued the meeting with updates on various issues. He is currently reviewing the liability policy the HOA currently has for the common areas in Hunters Ridge. Since the HOA now owns one of the lakes in the neighborhood, he inquired with our current provider about increasing coverage. To do so would almost double our premiums, so he is in the process of getting quotes from a different company. He will present his findings to the board to decide if it’s beneficial to change providers. It was suggested that we use the firehouse as a permanent meeting place for all future meetings. It was also suggested that meetings occur more frequently. Leo said that when the board meets, they will determine a meeting schedule. Leo also informed those present that he was still looking into determining whether the HOA had any recourse for the property that is located at the end of Stony Brook Drive. That area was originally slated for a pool/clubhouse for use by the residents of Hunters Ridge. The land was sold without the HOA’s knowledge and it is believed there are currently plans to build four single family homes on the land. Our regular attorneys have a conflict of interest in pursuing this matter, so he is scheduling a meeting with a third attorney and will keep the residents informed. Lastly, a discussion was held on the issues of delinquent dues. As Avis previously mentioned, there are currently 11 homeowners who have not paid their 2008 dues. All residents were sent an invoice in January, and those who had not paid were sent second notices in February. None of those delinquent have contacted the board to give an explanation as to why they have not paid. It is the position of the board/officers that we should pursue necessary legal action against them. It is not fair to those residents that do pay. It is also a huge burden on the treasurer to follow-up on delinquents, as well as an increased expense on the HOA. It was agreed by those in attendance to do whatever is necessary to collect. There were varying opinions as to whether or not we should post the names of those delinquent on the website. The By-Laws state that the HOA does have the right to publish names; however, we have not done that as yet. Leo canvassed the room for any other comments. One homeowner suggested that the firehouse should provide a warning siren when there’s eminent danger of a tornado or hurricane. It was decided that she should bring this suggestion to the Maintenance Committee and have them research the issue with the firehouse or other agencies. There were no further comments and the meeting adjourned at approximately 8:10 p.m.
********************************************************************** Minutes Annual Meeting – January 24, 2008
The annual meeting of the Hunters Ridge of New Bern Homeowners’ Association was held on Thursday, January 24, 2008 at Trinity United Methodist Church. There were approximately 38 homeowners from Phases I – IV in attendance, along with 1 homeowner from Phases V – VI who attended as a guest.
Leo Minervini, President, opened the meeting at approximately 7:05 p.m. He introduced the Board members, Officers and guests for the meeting. He then reviewed the Agenda. This meeting is to include voting on additional Board of Director positions. Leo explained the rules for such vote; i.e. there needs to be a quorum of 60% of the members present or represented by proxy to be able to vote. We would need 75 members either present to voting by proxy.
Mary Ellen Crisp, Secretary, presented the minutes from the last informational meeting of the HOA, which was held on April 19, 2007. A motion was made to accept the minutes as written. The motion was seconded and the minutes were unanimously approved.
Avis Nash, Treasurer, presented a year-end 2007 financial report of the HOA. As of the meeting, there were a total of two homeowners and/or lot owners who had not paid their dues for the second half of 2007 and one homeowner who had not paid dues for the entire year of 2007. The balance in the account at the end of the year was $4,086.03.
A homeowner questioned the amount spent on taxes for the lakes and roads. Leo explained these bills were from time periods when the Developer still was responsible for the HOA and were inadvertently overlooked when he turned over the HOA to the homeowners. As a non-profit organization, we will not be responsible for such taxes in the future.
Another homeowner questioned the amount spent on the website and questioned who authorized such expenditure. It was explained that the cost of the website design was $1500; however, in subsequent years, the annual cost of maintaining the website will be approximately $215. The Board of Directors authorized the expenditure, as is their responsibility according to the By-Laws.
A discussion broke out as to why Phases V and VI are not part of our association and why they do not contribute to the common expenses of the neighborhood. Leo explained the Phases V and VI are still under the control of the Developer of those phases. When and if the developer chooses to give up control and turn it over to either the homeowners or requests to join the HOA of Phases I through IV, a decision will have to be made as to whether we want to accept them. There are several issues involved in merging them with us; i.e., a different dues structure, a different set of covenants and by-laws, who maintains the roads, etc. It was also explained that the developer usually does not turn over control until the area is 80 to 90% complete. That does not seem to be in the near future for Phase VI. It was evident from the discussion that homeowners in Phases I through IV would like to see some contribution from everyone who lives in the neighborhood to help pay for the common expenses that benefit all homeowners.
Leo introduced Trooper Magana of the North Carolina Highway Patrol. On behalf of the Safety Committee, he was asked to speak to the residents on the topic of safety issues. He is also a resident of Hunters Ridge, Phase V. Trooper Magana explained that since the roads in Phases I through IV have been turned over to the State, the State laws apply to those roads and law enforcement will be enforcing such laws. These include the 25 mph speed limit, obeying the stop signs, littering, seat belt usage, cell phone usage, child restraints, parking, etc. He also reviewed safety rules regarding bicycle helmets, scooters, golf carts, pedestrians, etc. Trooper Magana concluded by reminding the residents to take advantage of the State’s services when it comes to keeping our neighborhood safe.
Next, each Committee presented a brief discussion on their role and accomplishments to date.
Architectural Review Committee – Ed Pittman and Bob Williams are members of this committee. Any homeowner or lot owner needs to submit plans of any new house construction, proposal and plans for any additions and/or alterations to the exterior of existing structures or proposal for the addition of any exterior features on the property of existing homes. The committee’s responsibility is to review and approve or deny such submissions in accordance with the Covenants.
Welcome Committee – Sandy Garrett represented this committee. In addition to welcoming new homeowners, the Welcome Committee has obtained a supply of sympathy cards to send to family members in the event of a resident’s death. Please keep her informed of residents in need of such condolences.
Safety Committee – Russ Whitaker represented this committee and thanked Trooper Magana for his informative presentation.
Covenants Committee – Russ Whitaker also reported on this committee. He reminded the residents that the purpose of this committee is to enforce the covenants that are currently in place. The previous chairman has resigned and Joe Mauney has agreed to head up this committee on an interim basis.
Maintenance Committee – Jim Davis provided an update on the activities of the Maintenance Committee. The met with the landscapers and determined a pruning, edging and mowing schedule for the year. They are looking into handling a tree that was struck by lightning. The DOT will not cut it down, so they are looking to the insurance company to see if it can be handled through them. The Maintenance Committee has also discussed many options in dealing with the deteriorating brick wall at the entrance. At the request of the Board, they had an evaluation performed by an engineering firm. It was determined that the columns in the wall did not include any expansion devices, so over time of heating, cooling and expanding, it has cracked and is falling apart. The obtained a proposal from a masonry company that estimates a cost of $1870 per column to repair. They suggest that they repair one column to determine if it fixes the problem. Then they will look at the possibility of repairing the remaining columns.
Leo introduced Brian Taylor, the attorney who represents our HOA. Brian explained the difficulties in running an HOA and acknowledged we were experiencing growing pains. He commended the Board for all the hard work they have done to date and all the accomplishments they have made. He explained that the covenants were written by the Developer and are a legal document filed with the county. The same goes for the Covenants covering the other phases of Hunters Ridge. There are indeed issues to be considered when determining whether these phases should join each other, and Brian said he would be happy to help us if and when we need it. He also explained that he handles a lot of real estate closings, and if the HOA has a legal issue with a homeowner whom he has represented in a closing, it would be a conflict of interest. He would not be able to represent the HOA nor the homeowner.
It was determined that there was not enough representation from the homeowners and proxies received to make a quorum. There are 36 eligible members present to vote and we received 21 proxies, for a total of 57. We needed 75. Therefore, the vote for new Board of Director positions will not be allowed to take place. It was explained that we will have to have an additional meeting to hold this vote. The meeting will be no less than 30 and no more than 60 days from tonight’s meeting. At that meeting, the requirement for a quorum will be one-half of the original requirement, which equals 30% or 38 votes.
Nonetheless, Leo asked each candidate to introduce themselves. They included Gayle Basnight, Ed Pittman, Randy Gibson and Jim Davis. Les Coddington and Tim Daly were not able to attend the meeting. There were no nominations from the floor.
Leo then provided an update on recent activities of the HOA.
While discussing the budget, a homeowner reminded the Board that if we continue to fly the American Flag at night, a light should be put on it. It was agreed that when we decide on a permanent fixture to light the monument at the entrance, we will also get a light to shine on the flag.
Leo explained to the homeowners the current situation with the section of land at the end of Stony Brook Drive, which was platted by the original developer of Hunters Ridge to be the club house/recreation area. A different developer who now owns that section is looking to build 4 to 5 houses. We currently have an attorney looking into whether or not we have any entitlement to that section or if we have any other type of recourse.
The floor was opened up for comments and questions. Homeowners made the following suggestions:
The Board acknowledged these suggestions and will consider each of them. They will have a response at the next meeting.
The meeting adjourned at approximately 9:15 p.m. |
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