Church Point

Nextdoor

Board of Directors Meeting – September 23rd, 2024

A Board of Directors Meeting is scheduled for Monday, September 23rd, 2024 at 06:30 PM in the former Cellars Restaurant at the Church Point Manor. All Board of Directors meetings are open to HOA members of record.

Please note that although the address for the Church Point Manor is 4001 Church Point Road, the entrance to the Cellars is actually around the corner on Meeting House Road.

Agenda

  1. Call to Order Board of Directors Meeting / Establish Quorum
  2. Homeowners Forum 
  3. Approval of Minutes August, 2024
  4. Financial Report July, 2024
  5. Committee Reports
    • Social Committee
    • Landscaping Committee
    • AREC
    • Communications Committee
  6. Managers Report (no verbal reporting necessary as report follows agenda)
  7. Unfinished Business
    • Gas Lamps (tabled)
  8. New Business
    • Ratify vote Tree Works
    • Ratify vote Hydra Irrigation
    • Ratify vote Pump House Repairs
    • Ratify vote Gazebo Lights
    • Ratify vote Gazebo Repairs
    • Ratify vote to install Bollard and Replace Sign
  9. Executive Session: As needed – Review Delinquency & CCR History Report. Additionally, review of other items of confidential nature as needed.
  10. Reconvene in Open Forum and vote on any items addressed in executive session.
  11. Adjournment

Documents

Minutes

Called to order at 6:30 pm.  A quorum was confirmed.

Board members present:

  • Gary Lauck, President
  • Michael Gen, Vice President
  • Amit Badiye, Secretary
  • Don Degner, Treasurer
  • Jack Timms, Vice Treasurer
  • Jill Albright – Select Representative

Homeowners’ Forum

  • Presence of surveyors in the community discussed. Board clarified that they are from City of Virginia Beach to create a map of low lying areas to prevent future flash floods. Other survey was for water pipes. 
  • Association owns the retention pond and discussed maintenance issues and role of the city in future to get it dredged. 
  • Home owner requested to send out a reminder for speed limit of 25 miles/hr as schools have started. Homeowners noted a rise in number of people speeding in the neighborhood. Encouraged home owners to use the community website to generate complaints to gain more momentum for more help .
  • Discussed utility of additional speed limit signs in the neighborhood and making that request to the city officials.
  • Home owner discussed reckless driving leading to damage to personal property/ letter box.
  • Utility of surveillance cameras at the two entrances and expenses to install the same discussed as it would need dedicated internet and electricity. 
  • Requesting police car presence every now and then was discussed 
  • Need to hire professional webmaster/ IT person discussed under supervision of Mr Johan and cost analysis for the same.
  • Utility of speed bumps, Speed radar displays discussed.
  • A summary page with changes to the current declaration will be shared with homeowners. Copy of full declaration is available on website.

Secretary’s Report

July and August Minutes  evaluated by board members. Motion to approve minutes by Mr Lauck, seconded by Mr. Badiye, approved unanimously. 

Treasurer’s Report 

Presented by Jill 

Operating funds, revenue and reserve totals were reviewed and explained.  Total operating and revenue assets were summarized. 

Motion to approve treasurer’s report by Jack Timms, seconded by Michael Gen and approved unanimously. 

Committee Reports

Social – Presented by Gary Lauck

  • Concert in the Park planned for Sunday September 22, 5-7PM, attended by 55 people and was a success. Musician was Pete Hansen.

Landscaping – Presented/ discussed by Mr Degner

  • Committee members will be meeting on Oct 30th -nthey were not present during the meeting. 
  • Phase 4 tree removal will be starting soon – tree removal next to Timber Ridge.
  • Phase 5 bids are being sent.
  • Hydra has been appointed has the irrigation company.
  • HOA is responsible for tree related damages and trees removed/ cut by tree companies and related damages are responsibility of the tree company. HOA is proactively identifying dangerous trees and working on cutting/ removing them. The damage generally gets covered by general liability policy. 

AREC – Presented by Susan Hauser, Committee Chair

  • Review process working well and aims for a faster turnaround time.
  • Ongoing organization and review of issues with Select Group.
  • Boards   thanked Ms Hauser for her tremendous efforts.

Communications – Johan’s resignation was discussed. Need for Webmaster emphasized. 

Manager’s Report 

Ms. Albright invited questions from the board and homeowners. 

Unfinished Business:

  • Gas Lamps – changing the declaration to remove the requirement to have one will be discussed at annual meeting. 

New Business:

  • 2025 operating budget was discussed by Mr Degner 
    • Assessment with increase by 25$ per quarter so 175$ per quarter as opposed to current 150$. – inflation, contract increases, sharing cost of governing documents with updates – legal and mailing fees associated with the same. This will also have issues like gas lamp for example for Home owners review.
    • Other major cost burden is landscaping, management and old overgrown trees. Mr Degner also discussed HOA reserves.
    • Detailed budget will be published and shared with the homeowners prior to the annual meeting with full transparency.
    • HOA dues invoice went in late and Mr Degner and Mr Lauck discussed sending emails to the homeowners to communicate the issue. Encouraged to register the email addresses with Enumerate for billing.
    • Motion to approve the budget was requested by Mr Degner, seconded by Mr Gen and approved unanimously.
  • Motion to Relocate the garbage can next to Gazebo 30 ft away and install a new garbage can at Commons park was requested by Mr Lauck and seconded by Mr Gen and approved unanimously.
  • Follow up on pending work which was ratified in last HOA meeting was requested by Mr Badiye. Ms Gill noted that all the work has been assigned and will be done in a timely manner. She noted that there is 3-4 week time lag for each work item. Pumphouse roof repair is complete.

Meeting adjourned to Executive Session at 7:24 pm.

Executive session: as needed – review delinquency and CCR history report. Additional review of other items of confidential nature as needed.

Meeting brought back into session 7:49 pm. 

Motion to adjourn meeting 7:51 pm by Amit Badiye, second by Michael Gen and carried unanimously.