A Board of Directors Meeting is scheduled for Monday, August 26th, 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 July, 2024
4. Financial Report July, 2024
5. Committee Reports
   1. Social Committee
   2. Landscaping Committee
   3. AREC
   4. Communications Committee
6. Managers Report (no verbal reporting necessary as report follows agenda)
7. Unfinished Business
   1. Gas Lamps (tabled)
8. New Business
   1. Ratify vote Tree Works
   2. Ratify vote Hydra Irrigation
   3. Ratify vote Pump House Repairs
   4. Ratify vote Gazebo Lights
   5. Ratify vote Gazebo Repairs
   6. 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

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
• Jack Timms, Vice Treasurer

• Jill Albright – Select Representative

Homeowners’ Forum

• Presence of surveyors in the community discussed. Board clarified that they are not appointed by HOA.
• A home owner’s mailbox was knocked down by a truck and he enquired whether AREC request is needed for rebuilding the same.  If it will be a similar structure, then no AREC request needed. 
• Need for speed bumps discussed by homeowner due rise in speeding vehicles in the community including Golf carts. Issue comes under city jurisdiction – it was noted that the request was refused 10 yrs. ago by the city.  Alternatively, a request for more police presence was discussed. 
• Issue of persistent wet grounds around the Gazebo area and timing of the sprinkler, and steps to mitigate the issue. 
• A sprinkler spraying on homeowners patio needs to be fixed.
• Parking issues with Manor House events discussed. They have permit for 65 parking spots from the city. “No Parking” signs will be placed in future to avoid inconvenience to home owners. Event managers will pay personal attention to avoid this issue in the future. Manor House owners clarified that they always require the wedding couples to have insurance just in case any untoward event happens leading to damage to home owners property.
• One of the home owners had questions about noise ordinance and timings of the city noise ordinance from Saturday evening 6 pm to Monday morning 8am were confirmed. 

Secretary’s Report

July Minutes will be published when evaluated by board members. Rough draft will be made available.  

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

• Happy Hour planned for September.
• Concert in the Park planned for Sunday September 22, 5 – 7PM. Musician will be Pete Hansen.
• High School age kids end of summer get together hosted on Thursday August 22 at the Gazebo from 7-9pm was a huge success. The kids had great time. There was DJ and cotton candy machine. 

Landscaping – Presented by Ms. Manns 

• Tree removal is occurring in phases: Tree works – Dave is following up 
  • Phase 1 – Quays Park and Quays trail behind Meeting House Rd and Church Point Rd – Completed.
  • Phase 2 – First half of carriage path in Timber Ridge – pending stump removal – need to contact Tree Works.
  • Phase 3 – Second half of carriage path (approx. 15 trees to come down).
• The tops of Holly trees on First Ct Rd need to be trimmed beyond 10 feet and proposals are being reviewed.  Brightview will only trim or maintain Hollys up to 10 feet. Question raised regarding ignorance leading to overgrown trees and remediation, if possible, from Bright View team.  Committee will contact Brightview to trim trees per contract as they were not maintained and allowed to overgrow. 
• Areas left out for mulching/ edging/ mowing have been followed up. 
• Board applauded efforts by the Landscaping committee. Ms. Manns encouraged community participation and using website to notify any landscaping issues. 
• Homeowners with French drains/grates on their driveways are encouraged to keep them clean so that storm water drains freely. 
• Oversight discussed at length. Current contract employs Select group for grounds oversight one time per month.  There is lot of work for single person and need for hiring a community inspector discussed. 

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.
• Current process is working but needs more tune up to remove significant lags in reviewing applications to avoid rushing into decisions.
• Violations are reviewed and hearing had been arranged for the first time for recurrent violation.
• Notices/ reminders for maintaining lawns, community regulations were discussed.
• Need for hiring a community inspector discussed. 

Communications – Tabled 

Manager’s Report 

Ms. Albright invited questions from the board and homeowners. 

Unfinished Business:

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

New Business:

Motion to Ratify votes for following issues by Jack Timms, second by Michael Gen and carried unanimously: 

1. Ratify vote Tree Works.
2. Ratify vote Hydra Irrigation – repairing pumps and irrigation system. 
3. Ratify vote to perform pump house repairs and pump house roof.
4. Ratify vote to repair gazebo lights.
5. Ratify vote gazebo repairs.
6. Ratify vote to install Ballard and replace sign for the path to the Thoroughgood house. 

Meeting adjourned to Executive Session at 7:06 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 7:26 pm. 

Motion to adjourn meeting 7:27 pm by Amit Badiye, second by Michael Gen and carried unanimously.