Minutes 2009 Board Meetings

PEHOA Board Meeting

October 12, 2009

 

A board meeting was held on October 12, 2009, at 7:00 p.m. at the home of Grant Sparks.  Members present were Grant Sparks, President; Scott Losito, Vice President, Lydia Hellams, Treasurer; and Roger Brown, Member-at-large.   Alice Aurilio, Secretary was absent.  Member of the association present:  Mr. and Mrs. Waylon Wilson, Mr. and Mrs. John Gott, Ms. Barbra Howard and Mr. and Mrs. Ralph Drumm.

Grant met with Barbra last Wednesday night to try and determine where to place a shed on her property.  He is satisfied with the placement that they agreed on.  Barbra will paint the shed the same color as the house.

Grant stated that the PEHOA covenants do not specifically address the appearance of fences. He said the board would come up with some rules addressing harmonious in regards to fences.  Grant stated he didn't feel that the fence was an issue but that other board members have different opinions.  Grant said that Barbra was given permission to erect the fence and we could not make her take it down.  He said that the fence was a non-issue.  Barbra stated that she had received positive feedback on the fence.  Mrs. Gott stated that she did not see anything wrong with the fence.   Barbra is going to plant 28 cedars down the Loop Road, plant some evergreens on Scott's side of the fence and plant some plants of some kind down the fence that faces Plantation Drive.  She has planted 2 climbing roses on the fence that faces Plantation Drive.

Grant mentioned that Barbra had called him several weeks ago to ask if she could move the sign in front of her property that states this is an association controlled community.  It was too close to her drive.  He told her that would be ok and she did.

Mrs. Gott mentioned that Sherman Houston was devastated with the letter he received.  Grant told her Sherman was sent a letter due to starting construction without getting the board's approval as stated in the covenants.  Sherman has contacted the board in writing explaining the details of the construction project.

 

Whip then thanked the members of the association who were at theboard meeting on behalf of Barbra and himself.  John Gott stated that we have a "Facist" in our community who is taking aerial pictures of our homes.  He stated someone had taken an aerial picture of Whip's property and gave it to the county inspectors.  Grant stated that he did not know who had done that. 

 

John Gott mentioned that someone was getting up early in the morning and driving around the neighborhood to see if they could find anyone in the association doing something they should not and reporting to the board.  He also stated that it was a shame that the board was being used by a member of the association to do their bidding. 

 

John Gott asked how we get information concerning things going on the community.  Is it by email, phone call?  Grant stated that we did receive information by email and phone call but that we didn't just take someone's word – we investigated.

 

Whip submitted a hand written letter and sketch of the new construction he is doing on his property.  He stated that the construction of his garage was finished in December of last year.  Lydia told him that was not so.  After Lydia repeated it a second time he then stated it was finished in the spring.  He said that he did not want to hear that if he had not put a lock in a door that the project wasn't finished.  He considered the project finished.  Whip stated that the new construction was put on the garage permit with the county

as of August 20, 2009.  He is also going to put a berm area with trees around the property for privacy.

 

Something was mentioned about Whip receiving the letter.  Lydia spoke up and said that he had received two previous letters and always refused to notify the board of his intentions – a letter in September of 2008 (called Grant with a verbal date of completion – nothing in writing), a letter in August, 2009 (nothing received by the board) and the letter in September, 2009.

 

Pat Wilson stated that her husband did everything correct or it was redone (example given of working on their decoys).  She wanted the board members to be aware of this fact.

 

Mrs. Drumm questioned the penalty that could be imposed.  She asked Lydia if that was something that could be enforced.  Lydia said it was.

 

John Gott asked Roger  if he had concerns about our covenants.  Roger told him that he had helped draft the covenants we have for a reason.  The covenants were in place to protect everyone.

 

Grant stated if they were not satisfied with the language in the covenants then they needed to change them.

 

After the members of the association had left Lydia presented a plan for a fence along their property starting at the easement where the Fowler's, Hellams', and Chases' property begins.  Grant asked her why they wanted to do this.  She told the board that they wished to segregate their property so they could maintain it.  At the present time the Fowler's use their property in lieu of theirs and refuse to pay for rock to maintain same.  The fence is along their property line.  The Fowler's have a 10 foot strip of land from the easement to their home.  The Chases' have a 10 foot strip of land from the easement to their home.  The Hellams' have a 10 foot strip from the easement to their home.   Grant questioned if their were any easements on our property and I told him no.  He said that he would have to contact the lawyer.  Scott stated that he did not have a problem if there were no easements.  I believe Roger did as well.  I was asked if I had contacted the Chases or the Fowlers about the fence.  I told them that the Chases had been contacted and they did not have a problem but we had not contacted the Fowlers yet. 

 

Respectfully submitted,

 

Lydia M. Hellams

Acting Secretary

 

 

 

 

Minutes 2009 Board Meetings

PEHOA Board Meeting

September 30, 2009

 

A board meeting was held on September 30, 2009, at 7:00 p.m. at the home of Grant Sparks.  Members present were Grant Sparks, President; Scott Losito, Vice President, Lydia Hellams, Treasurer; and Roger Brown, Member-at-large.   Alice Aurilio, Secretary was absent.

Grant stated that we needed an item in the budget for the replacement of the road.  Lydia stated that it could be put in the budget with no problem.  The balance of the budget after all expenses would be the budget for the road.

Clarification of the covenants were mentioned so that we would not have another situation like we do with the fence around Barbra Howard's property.  Scott mentioned that we would need to register the Rules and Regulations at the court house.

1 – Discussion on B. Howard's fence – several complaints have been received concerning the materials used for her fence from members of the association.  Grant thought he had an email from Barbra concerning her intent as to where to place her fence.  He said he remembered her saying something about fencing around the back of the house and backyard for her two (2) small dogs.  Lydia presented the emails she had sent to everyone on the board objecting to the fence and the reasons why as well as the email as to what had happened concerning permitting the fence materials and placement of same.  She did not have an email from Grant stating that Barbra could go ahead with her plans.

Scott said that he was asked by Barbra if she could attach her fence to his.  He thought the fence was to be placed at the back of the property so he agreed.  Had he known she was going to fence the front he would not have done so.

Grant stated he didn't think we could do anything about it now.  Lydia said she did.  If Barbra misled Grant as to the placement of the fence then the board does have grounds to approach her and have her move the fence to the back of the home.  Lydia also stated that the board had done a disservice to the members of the association by allowing the fence (materials and location).  She also stated that the board should be held liable for moving the fence to the rear of the property.  Suggestions were then made about members of the association helping her move the fence to the back of the home so she (Barbra) would not have any extra expense.

2 - Discussion on outbuilding – Barbra Howard application:  Grant stated that he did not like the placement Barbra was proposing for the outbuilding.  The other board members present (Scott, Roger, Lydia) were in agreement.  With the trees being taken down, the placement of the outbuilding would stand out like a sore thumb.  Lydia mentioned that she had talked to Alice and she (Alice) was not in favor of the lean-to that was being proposed in the future to the building.   Lydia was in agreement with Alice.   It was decided to send Ms. Howard a letter requesting her to talk to us about the fence and the outbuilding.

3 – Construction on Houston property – An email received by the board from Duane and Bobbie Jastremski concerning the addition to a building behind the home of Sherman Houston prompted this discussion.  Mr. Sherman has not presented any plans to the board for any additions. It was decided to send Mr. Sherman a letter regarding the submittal of plans for the construction.

4 – New construction and completion of garage construction – Whip has failed to complete the garage construction that began in Oct, 2006 and has not provided a copy of the plans for the latest construction which was requested in the letter dated August 12, 2009.  It was decided to send another letter to request this information again stating that the board was considering taking action to address the matter (imposing a fine of up to $100.00 a day until completion of the garage and the submittal of the plans).

Respectfully submitted,

Lydia M. Hellams

Acting Secretary

 

 

 

Minutes 2009 Board Meetings

PEHOA Board Meeting

August 12, 2009

While waiting on the meeting to convene Grant, Lydia and Scott discussed the fence around Barbra Howard's property.  Lydia stated that she thought the board had a strong case to have the fence placed in the rear of the property.  Grant stated that he was not up for another battle (paraphrased).  Lydia stated she was and she would work on it.

 A board meeting was held on August 12, 2009, at  3:00 p.m. at the office of Frank Erwin.  Members present were Grant Sparks, President; Scott Losito, Vice President; Lydia Hellams, Treasurer; and Roger Brown, Member-at-large.   Alice Aurilio, Secretary was absent.

Question:  Does  the board have to put problems/questions to the entire population of the association or can we act on the problem on behalf of the association?

Answer:  The board can act on the problems/questions without asking the association members.

Question:  Does the board have to ask permission of the association to spend more than a certain amount of money?

Answer:  The board does not have to ask permission of the association to spend more than a certain amount of money as long as the item has been budgeted or there is money in the budget. 

Question:  How do we handle the different things that are mentioned at the meetings of the association?  Do we take their concerns and add them to the agenda of the next meeting?  Such as: wanting to have the security lights removed; wanting to restrict the amount of money ($5,000) the board could spend on a single item; wanting a bank account for the repair of Plantation Drive established.  

Answer:  Frank stated that the other concerns of the members should be submitted to the board and the board makes the decision.  Nothing is put to the association.  Any members are welcomed to attend the quarterly board meetings and can make their concerns known at that time or in writing.  The board can make clarifications of the covenants in the form of "Rules and Regulations" – such as you cannot "paint your home purple". 

Frank Erwin stated that the annual meeting is for one purpose: TO ELECT OFFICERS FOR THE NEXT YEAR.   He also stated that we needed a meeting for the approval of the yearly budget.  Grant stated that we presented the yearly budget and elected officers at the same meeting.  Frank said that it was okay to do so.

Frank Erwin stated that there were 5 reasons to have a vote of the association:

     1 – The election of officers for the association.

     2 – The approval of the yearly budget.

     3 – Changes to the covenants.

     4 – Increase of Dues.

     5 – Capital improvement projects.

Pictures were shown of the new construction on the Wilson's property as well as the construction that had yet to be completed which began in Oct of 2006.  Frank stated that we were within our rights to write him a letter for both.

Pictures were shown of the fence surrounding the Howard property.   Lydia told Frank that Ms. Howard had misled the board as to the placement of the fence and she told the board the fence would blend with the surroundings.  The board thought the fence was to be erected around the back of the house for two (2) small dogs.  Since erecting the fence she has cut down 80% of the trees.  The fence doesn't blend with anything.  Frank stated we were within our rights to write her a letter.

 

Respectfully submitted,

Lydia M. Hellams

Acting Secretary#

 

 

 

 

 

Minutes 2009 Board Meetings

PEHOA Board Meeting

March 2, 2009

 

 

In attendance:  Grant Sparks, President; Lydia Hellams, Treasurer; Phyllis Perrine, Member-at-Large, and Alice Aurilio, Secretary.  Scott Losito, Vice President was not in attendance.

 

• Grant convened the meeting at 7:00 P.M.
• Lydia presented a listing of members who have and have not paid their 2009 PEHOA dues.  Delinquent are Combs, Gross and Keel.  Phone calls will be made by Alice to Combs and Keel.  The Gross' have received a demand letter. 
• Lydia provided a checking account breakdown from January 1, 2008, to February 27, 2009.  Minus the $5,500 paid to Onslow Paving and Grading for replacing a section of pavement at the entrance of Plantation Estates, the balance was $29,434.90.
• Lydia presented the budget for PEHOA for May, 2008 to April, 2009.  A budget will be developed prior to the semi-annual meeting to be held in May for member approval.
• Lydia has completed the 990 tax form required of organizations exempt from paying federal taxes and has mailed same to the IRS.
• Lydia noted the electric bill for PEHOA has increased by $3.22 per month, which now makes the monthly electric payment $128.62.
• Lydia suggested that Gwindy Stewart be asked to audit the financial records for PEHOA.  This process is one Frank Erwin, the attorney the Board consults, has said needs to take place annually.
• At this time, Grant, Scott, Lydia and Alice have intentions of running for the office they currently hold on the Board.  Phyliss is uncertain about running at this time.  At the May meeting, other members will be encouraged to participate. 
• Items that will be voted on during the May meeting were discussed.  These included amending the Restrictive Covenants to require a building permit to be submitted along with house and/or qualifying outer buildings prior to review and approval by the Architectural Committee.  At this time, building permits are not required.  The other item was getting members to vote on allowing the Common Area to be used as collateral for a loan to resurface Plantation Drive.  Votes would be taken either by persons in attendance or by proxies.
• Grant stated that speed bumps will remain on Plantation Drive.  When the road receives an overlay they will be "softened".  The current cost of an overlay is $51,000.
• The Board set the date of Saturday, May 2, 2009, for the semi-annual meeting.  A potluck lunch at 12:00 P.M. will precede the 1:15 P.M. meeting.  Hot dogs, hamburgers, tables, cutlery, napkins and possibly a tent will be provided by the Board.  Members will be asked to bring a dish to share, a chair and a beverage.  Phyllis stated that there is ample cutlery for the lunch, but plates will be needed.

 

The meeting was adjourned at 8:00 P.M.

 

Respectfully submitted,

 

Alice Aurilio,

Secretary#

 

Minutes from 2009 Board Meetings

PEHOA Board Meeting

1/12/09

 

 

In attendance:  Grant Sparks, President; Scott Losito, Vice President; Lydia Hellams, Treasurer (via conference call); Phyllis Perrine, Member-at-Large; and Alice Aurilio, Secretary

 

• Grant Sparks convened the meeting at 7:00 P.M.
• The Lawsons have yet to respond to a letter sent in September notifying them that their roaming dogs are a violation of the Covenants.  Grant has called and left to messages also, but still no response.  Grant will call Jerry again and another letter will be sent by certified mail.  This letter will let them know that the Board will be considering a fine and suspension of their voting rights until the situation has been corrected.
• Dorothy Tisdale voiced a concern to Alice Aurilio about the Keel's dogs that she has seen leaving the Keel's yard while she is walking her dog.  Grant will speak with them and thinks it may be a dog sitter who is not keeping a close watch on the dogs and not the Keels.  If the situation does not improve a letter will be sent.
• Looking at getting the front entrance repaired.  Onslow Grading and Paving has been contacted and Jacksonville paving will also be called about a price.  The company to do the slurry seal for Plantation Drive will also be contacted.  Both projects will need warmer weather.
• Scott Losito will speak with the O'Briens about a completion date for their outer building.  They have not officially notified the Board as to what is going on with their project.  Scott will ask for a letter requesting an extension for the completion of the building.
• Scott Losito has volunteered to cut the trees that are beginning to creep toward the side of Plantation Drive as you head toward the Common Area.  Attempts to have Stewart, Pace and Keel, owners of the properties, take care of the trees has been unsuccessful.
• Discussion of items that will require a vote during the spring meeting are

the Builder's fee- amount (possibly $1,000) nonrefundable; provisions previously discussed, but not done correctly to add to the Covenants- "eyesore", nuisance and submission of building permits and election of Board members.

·         Possibly a letter to Stephen Jones who has property on South Plantation Lane about the drainage and buildup of sediment caused by work done on the entrance to his property.

·         Grant will speak with the Keels concerning the road to the side of their property that is impeding the follow of water off the cul-de-sac into the drainage ditch down the right side of South Plantation Lane.

 

The meeting was adjourned at 8:08 P.M. 

 

Respectfully submitted,

 

Alice Aurilio,

Secretary#

 

 

PEHOA Board Meeting
March 4, 2010

Agenda

1. Read minutes from December 17, 2009, Board meeting
2. Discuss draft of 2010 budget
3. Discuss maintenance for Plantation Drive
4. Set date of 2010 PEHOA annual meeting
5. Generate list of potential candidates for 2010 Board
6. Other topics

PEHOA Budget Draft
May, 2010 to April, 2011

• Jones Onslow Electric $1,620.00
• Erwin, Simpson and Stroud 1,250.00
• Signs 80.00
• Postage and Printing 400.00
• Meetings (April) 150.00
• BB&T- Officers' Insurance 825.00
• Ohio Casualty Group- Liability Insurance 291.00
• Covenants 60.00
• Landscaping- Entrance and Common Area 500.00
• Capital Improvement 4,824.00

• Total Expenses $10,000.00

This budget draft will be discussed at the Board meeting on March 4, 2010, at 7:00 P.M. at Grant Sparks' home. All PEHOA members are invited. In conjunction with the budget discussion, the Board will discuss using additional monies to repair Plantation Drive.

PEHOA Board Meeting

The quarterly meeting of the PEHOA Board will take place on March 4, 2010. The meeting will be held at Grant Sparks' home at 7:00 P.M. All PEHOA members are welcome to attend.