Board Meeting Agenda for December 5, 2013

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Plantation Estates Homeowners' Association

P. O. Box 2284

Swansboro, NC 28584

 

 

AGENDA FOR BOARD OF DIRECTOR'S MEETING December 5^TH, 2013

7:00P.M. at the home of Grant Sparks

 

 

WELCOME:

 

MINUTES FROM September 5, 2013 board meeting:

 

PUBLIC COMMENT (3MIN/PERSON):

 

FINANCIAL REPORT:

OLD BUSINESS:

·        Plantation Drive – Update on action taken on the condition of parts of the work performed on the new section of road

·         

NEW BUSINESS:

·        Removing  yellow "BUMP" signs and replacing with letters spelling "BUMP" attached vertically to 4x4 posts

·        The Ninth Annual Christmas Get Together is Saturday December 14^th at the home of Dale and Steve Land. Please remind your neighbors to RSVP and hope we will all attend this annual celebration.

·         

 

CLOSING COMMENTS:

ADJOURN:

 

December Board Meeting

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***Notice***

PEHOA

DIRECTOR'S MEETING

 

12/5/2013

Thursday   7:00PM

 

 

At Grant Sparks

Residence

 

Christmas Get Together

 

 

 

 

 

 

 

Plantation Estates

 

Ninth Annual

 

Christmas Get Together

 

Saturday,

December 14, 2013

3:00 P.M.

 

 

This year Dale and Steve Land have volunteered to host the Dinner and Dessert.  If you are interested in helping our Hosts, please contribute an hors d'oeurves, side dish or a dessert, to round out the meal.  Beer and wine will be provided. 

 

Please RSVP to Dale and Steve by phone at 910-325-0325 or by e-mail at vanesa.land@gmail.com.  Their address is 211 Plantation Drive.

 

The deadline to RSVP the number of guests and what dish you plan to contribute is Dec. 9, 2013.

 

This year, as in the past, the Get Together will be BYOB.

 

Looking forward to seeing all of you and celebrating the holidays with our neighbors!!

Thank you

The Board would like to thank Julie Brown for putting a new coat of paint on the speed bumps.  They look great!

Board Meeting Minutes September 5, 2013

MINUTES

PEHOA Board of Director's meeting

September 5, 2013

 

 

In attendance:

·        Grant Sparks, President; Duane Jastremski, Vice President; Chris Rowland, Treasurer; Julie Brown, Secretary; Alice Aurilio, Member-at-Large.

·        PEHOA Members: Whip Wilson

Agenda:

·        Grant called the meeting to order at 7:03pm and presented the agenda.

Minutes:

·        Minutes from the board meeting of June 17, 2013, had been distributed to all board members and homeowners at an earlier date.  Duane moved the minutes be accepted as written and Alice seconded.  Motion passed.

Financial Report:

·        Current balance in bank account is $8,244.35

·        All expenses to date are included budget items for the year. There were no other expenses since the last meeting of June 17, 2013.

·        Alice moved the financial report be accepted as stated and Duane seconded. Motion passed.

Old Business:

• The board members met with our attorney, Frank Erwin of Erwin & Simpson, Attorneys, PLLC. on June 27th. This is a complimentary session which Mr. Erwin offers that introduces his firm to new board members and answers any questions they might have.  He sent copies via email of all the current valid and fully executed and recorded documents which are used by the association:

Rules and Regulations

Articles of Incorporation

By Laws

Restrictive Covenants

Change of Registered Agent

Two easements agreements

(If anyone would like a copy of any or all of these documents emailed to them, please let me know.  juliebrown@nc.rr.com)

• Plantation Drive asphalt resurfacing: there were issues with the quality of the work in some areas of the last section completed. Grant has emailed Jacksonville Paving about these areas.  They will contact and meet with Grant at a future date to discuss our concerns.
• Chris prepared a comparative analysis of a projected budget from the fiscal 2013/2014 year thru the fiscal 2019/2020 year. The projection includes the impact of different income changes.  The analysis shows the effects of no dues change, $100 increase, $200 increase and a special assessment.

In order to complete asphalt resurfacing of Plantation Drive:

v     An increase of $100 dues would make it possible to resurface during the year 2017; an increase of $200 dues would make it possible to resurface during the year 2016.

v     If there was a one time special assessment of $600.00 due in the fiscal year 2014/2015, there would be enough money to fund the resurfacing that year.

New Business:

·        Unoccupied Houses have been an ongoing concern for all of us in Plantation Estates.  Unfortunately there is no recourse the board has to enforce any rules to assure an unoccupied house will be maintained by their owners or representatives.  Our many thanks are extended to all who have mowed lawns and kept an eye on these unoccupied houses. 

·        The Board also would appreciate a notice from homeowners when they plan to move giving a forwarding address and phone numbers, plans for the future of the house, and who is accountable for the lawn and house maintenance in their absence.

Member's Comments:

·        Whip Wilson suggested a "community neighborhood day" be set aside in the near future where all as a group would work in the "Plantation Park" common area at the end of Plantation Drive trimming the overgrown trees and bushes on each side of the lawn area.  (This is a good time to thank Grant for mowing the common area lawn all year). 

·        Duane said he would take his BBQ grill to Plantation Park and cook hot dogs for all who helped.

·        Anyone interested in helping organize this effort should contact Whip.

Adjourned:

·        With no further matters to discuss, the meeting was adjourned at 8:00pm.

 

Respectively submitted,

Julie Brown, PEHOA secretary

Board Meeting

Plantation Estates Homeowners' Association

P. O. Box 2284

Swansboro, NC 28584

 

 

AGENDA FOR BOARD OF DIRECTOR'S MEETING September 5^TH, 2013

7:00P.M. at the home of Grant Sparks

 

 

WELCOME:

MINUTES FROM June 17, 2013 board meeting:

PUBLIC COMMENT (3MIN/PERSON):

FINANCIAL REPORT:

OLD BUSINESS:

·        Meeting with the attorney --  Report on the meeting with Frank Erwin our Attorney   (we never did receive an email from him with information about "Rules & Regulations" changes and other info he was going to email to us).

·        Plantation Drive – Update on action taken on the condition of parts of the work performed on the new section of road

·        Plantation Drive -  how to raise funds to complete the repaving for the last portion

NEW BUSINESS:

·        Unoccupied Houses –  Mark and Mary Pace—letter written and response from Mary  

·        New Rules and Regulations for unoccupied Houses --  Other house that are empty and the maintenance problems. What rules and regulations can and should be implemented to be sure these unoccupied houses are being cared for

·        Association Dues – increase or assessment

 

CLOSING COMMENTS:

ADJOURN:

 

September PEHOA Board meeting

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NOTICE:

 

 Plantation Estates Homeowner's Association --- Board of Director's meeting  

 

September 5, 2013   ---   Thursday    ----    7:00 p.m.

 

Grant Spark's home @ 305 North Plantation Lane

 

                                                            *****

 

All are welcome and if you plan to attend, please advise one of the board members.

 

 

Thank you

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Plantation Estates Homeowners' Association

P. O. Box 2284

Swansboro, NC 28584

 

 

 

 

 

August 6, 2013

 

 

 

Dear Earnie,

 

Several homeowners within our neighborhood commented about seeing you mow the area around the Plantation Estate signs this past weekend.  Along with all of our neighbors, the Board would like to thank you for your efforts.

With all of the rain we've had the grass has never looked better and your efforts to keep it from being overgrown makes a beautiful entrance for all to enjoy.

Again, thank you!

 

 

Best regards,

Plantation Estates Board of Directors

 

 

 

 

 

Thank you!

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Plantation Estates Homeowners' Association

P. O. Box 2284

Swansboro, NC 28584

 

 

 

 

 

July 22, 2013

 

To:       Nancy and Earnie Combs,

Ted Pope,

 

The Board would like to thank you for trimming and mowing around the front entrance Plantation Estates sign last week.  We also saw Earnie mowing along the road before the stop sign, thank you Ernie. 

It looks great and certainly helps keeping Plantation Estates looking beautiful and cared for. 

I understand there was another neighbor who helped along with you three and we would like to thank them also.  Would you please let me know who that would be?

 

Best regards,

Plantation Estates Board of Directors

Julie Brown

PEHOA secretary

 

 

Board Meeting Minutes for June 17, 2013

Board Meeting Minutes

June 17, 2013

 

In attendance: Grant Sparks, President; Duane Jastremski, Vice President; Chris Rowland, Treasurer; Julie Brown, Secretary; Alice Aurilio, Member-at-Large.

PEHOA Members: Whip Wilson, Mark & Peggy Sholzenberg.

• Grant called the meeting to order at 7:03pm and presented the agenda.

Agenda:

• Grant proposed a new addition to the agenda whereas any PEHOA member would have the opportunity at the beginning or at the end of a meeting to address the board with concerns or questions they might have. There would be a time limit of 3 minutes per member. After discussion the decision was made that a member could select either the beginning or the end of the meeting to voice their concerns.

Minutes:

• Julie read the minutes from the board meeting of March 12, 2013, which were accepted as read.

Financial Report:   

• Chris reported the second invoice from Frank Erwin, our association attorney, was received and paid--$250.00.
• Two members have not paid their annual dues: Muller and Keel.
• Muller still owes $125 of the $300 for the special assessment for repaving.
• There is $9,692.76 in the checking account.

Old Business:

• Grant reminded the board members of our complementary educational meeting with the attorney on Thursday, June 27^th at 1pm.
• Alice commented about the quality of the paving/asphalt on the road.  She feels the first third of the road was a better quality job compared to the most recent part of the road completed.  There are several spots where the asphalt does not look finished or is rough. Grant, Duane, and Alice will get together and walk the road to identify these areas and mark them. Grant will call Jacksonville Paving and ask them to look at these areas and give an opinion if there is a need to repair or replace them.
• Alice questioned the statement that Whip had made at a earlier time that there were 32 or 36 members in the association who had said they were in favor of allowing a homeowner to have a coup with laying hens (chickens) on their property.  

New Business:

• Chris asked that the board look into a method to raise the annual dues. If we start the process now, an increase would not take effect until the year 2015.
• Whip suggested we ask for a special assessment of $600.00 to complete the repair of the asphalt for the remaining third of Plantation Drive.
• The board will speak with the lawyer at our upcoming meeting to give us the best method to accomplish these items.

Adjourned: with no further matters to discuss, the meeting was at 8:15pm

 

Respectively submitted,

Julie Brown, PEHOA secretary

Fwd: PEHOA Board Meeting Notice

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PEHOA Board Meeting

 

June 17, 2013

 

7:00 P.M.

 

Grant Sparks' Home

 

All Members Welcome

Minutes of Annual Meeting May 4, 2013

Plantation Estates Homeowners' Association

(PEHOA)

P.O. Box 2284

Swansboro, NC 28584

May 27, 2013

 

Minutes of Annual Meeting May 4, 2013

 

 

• First Order of Business:  Duane Jastremski, President, called the meeting to order at 10:03 A.M.  Members present were Rick Chase, Grant (Vice President) and Marla Sparks, Peggy Stolzenberg, Chris Rowland (Treasurer), Duane(President) and Bobbie Jastremski, Dave and Julie (Member-at-Large) Brown, Bruce Miller, Bill and Dorothy Tisdale, Woody Stewart, Ben Reece, Whip Wilson, Tawnya Losito, Lydia Hellams and Alice Aurilio (Secretary).  Members represented by proxy were Gene and Carol Bennett, Sheldon Derksen (representing the estate of Phyllis Perrine), Jack Dudley, Jeff Gormley, Paul and Linda Haid, Bill and Denise McCulloch and Jim and Linda Stephens.  Twenty two members in total were represented.  Twenty members are required for a quorum (40% of the members), and as such, the requirement was met and the meeting proceeded. 

 

• Second Order of Business:  Proof of Meeting Notice for this Annual Meeting on May 4, 2013, was e-mailed, mailed and posted on the PEHOA blog on April 11, 2013.

 

• Third Order of Business:  Minutes from the April 28, 2012, Annual Meeting were read by Alice Aurilio, Secretary.  Grant Sparked noted a correction on the date of the Special Assessment of $300 from 2012 to 2013.  No other corrections were noted and the minutes were approved.

 

• Fourth Order of Business:  Chris Rowland, Treasurer, presented the Treasurer's Report.  (Please refer to the materials e-mailed or mailed prior to the meeting or distributed at the meeting for specifics.)  No questions were raised concerning the report.  Chris asked if there were any questions about the proposed 2013-2014  budget.  As there were no objections to the budget, it was ratified.

Chris and Duane thanked Lydia Hellams for auditing the financial records of PEHOA and finding the records in order.

 

• Fifth Order of Business:  Old Business dealing with the proposal to amend the Restrictive Covenants of PEHOA to allow keeping laying hens was discussed.  A letter sent to members dated April 10, 2013, explained that the Board could not justify the expense of $1,500 to $2,000 in attorney fees to amend the covenants when a third of Plantation Drive remains in need of patching and repaving.  Bruce Miller asked if this amendment had been approved by the members.  Several Board members noted that it had been discussed, but never put in writing for approval.  Any proposal given to members would have been that, only a proposal.  It would be the attorney's job to write the proposal in a recordable format and this is what would cost PEHOA approximately between $1,500 and $2,000.  Additionally, for the covenants to be amended, 60% of members would need to vote in the affirmative.  A recent informal survey, returned by 23 of 50 lot owners, resulted in 10 votes in favor, 13 against and 1 not caring one way or the other.  Whip stated  he felt the results of the vote would have been different if folks had been given a proposal. 

A discussion concerning the process required to amend the covenants followed.  Ben asked if individual members could put up their own money to amend the covenants.  Yes, they could, but if the measure didn't pass, their money would be lost.

Tawnya  wanted to know if new residents and/or landowners had a copy of the covenants so they would know what is and isn't permitted in Plantation Estates.  Alice said she would e-mail a copy to Bruce Miller and asked Peggy Stolzenberg if she received a copy.  She said she'd check and if not, she would get in touch with Alice. 

No other Old Business issues were raised.

 

·         Sixth Order of Business:  Topics of New Business were introduced and discussed.  Tawnya asked if dues could be raised.  Duane stated the Board had agreed not to discuss raising dues until the dues return to $200 per year in 2015.  This being the result of crediting Annual Dues in the amount of $100 for 2013 and 2014 for payment of the $300 Special Assessment.  Julie wondered if raising dues and amending the covenants to allow laying hens could be done simultaneously.  Dave asked if possibly the covenants could be amended to give the Board the authority to raise dues by a given (not specified) percentage each year without requiring  it to be approved by the members.  Julie asked if the Board should work on a covenant change such as the one suggested by Dave.  No consensus was reached on this matter.

 Whip suggested the possibility of another Special Assessment, this time in the amount of $500, to finish the patching and repaving on Plantation Drive.  He said $300 could be put into the Capital Improvement Fund (maintenance of Plantation Drive) and the remaining $200 could be used in the Operating Budget and each member's dues credited $100 for another two years.  A concern raised by Board members was that this would leave the Operating Budget, which is already in the red through 2014, in the same shape for an additional two years.  Julie asked if extra monies could be put into a "slush" fund.  Grant responded that money ear-marked for a certain budget item must to be spent only on that item.

Julie asked to know who fixed the signs and mailboxes after the night of vandalism caused by the drive through in January.  Several members replied that many neighbors helped to put things right.  Thanks go out to all who lent a hand in the clean-up!

Ben mentioned that a family living in River Reach West behind his property had set-up a practice area for bows and arrows complete with hay bales and targets and were shooting toward his house.  He spoke with the home owner and the bales have been moved, but may be near the Stolzenberg's home.  Peggy said she would have her husband check into this matter.

The matter of mowing was discussed.  Duane thanked those who had volunteered their time to keep the neighborhood well manicured, among them Grant, Whip, Ernie and Nancy Combs, Angela Lawson and Ted Pope.  Apologies to anyone whose name may have been omitted.  Grant volunteered to continue helping with the mowing.

Officers elected to the 2013-2014 PEHOA Board  are as follows:  Grant Sparks, President; Duane Jastremski, Vice President; Chris Rowland, Treasurer; Julie Brown, Secretary and Alice Aurilio, Member-at-Large.

 

·         The meeting was adjourned at 11:02 A.M.

 

 

Respectfully submitted,

 

Alice Aurilio,

PEHOA Secretary

Annual PEHOA Meeting Reminder

Good morning!  Just a reminder that the Annual PEHOA Meeting is tomorrow morning at 10:00 A.M. at the Common Area.  Please bring the materials for the meeting which were e-mailed to you last month, for your reference during the meeting.  If you need another set of these materials, please let me know and I will e-mail them to you.

 

If you will not be attending the meeting, please give your proxy to another member so a quorum will be met and the meeting can go forward.

 

Looking forward to seeing you at the meeting.

 

 

Best regards,

 

Alice

2013 Annual Meeting Notice

PLANTATION ESTATES HOMEOWNERS' ASSOCIATION

(PEHOA)

P.O. BOX 2284

SWANSBORO, NC 28584

April 10, 2013

 

 

Hello, neighbors!  Hope this finds you well and enjoying the spring weather that has finally arrived.  The Annual Meeting of PEHOA will be held Saturday, May 4, 2013, at 10:00 A.M. at the Common Area.  The rain date will be Sunday, May 5, 2013, at 1:00 P.M.  Please bring a lawn chair, if desired, to the meeting.

 

Accompanying this meeting notice is a proxy, financial statement, proposed budget for 2013-2014, and a survey question to determine interest in amending Article X of the Restrictive Covenants to permit keeping laying hens within Plantation Estates.

 

In order for business to be conducted at the meeting, a quorum of 40% of voting members must be represented in person or by way of the proxy.  The number required for a quorum is 20.  So, if you will not be attending the meeting, please sign and designate a member or an officer of the Association who will be attending  to represent you and return your proxy.  The proxy may be given to your designated representative or e-mailed  to Alice Aurilio at alicefrank@embarqmail.com. 

 

As in the past, the Board is asking folks to  consider volunteering to serve as a member of the Board.  The only compensation you will receive is knowing that you are helping to make Plantation Estates a great place to live, but that's a pretty big deal!

 

One final note, if any money is owed to the Association, voting rights will be suspended for this meeting.

 

Looking forward to seeing you at the meeting.  If you have questions or concerns about the meeting or anything discussed in this notice, please feel free to contact one of the Board members listed at the end of this notice.

 

PEHOA ANNUAL MEETING AGENDA

MAY 4, 2013

 

 

I.  Introduction of Members (Those present and those represented by proxy)

II.  Proof of Meeting Notice

III.  Reading of minutes from April 28, 2012, Annual Meeting

IV. Treasurer's Report  and Ratification of 2013-2014 Budget (No vote is required)

V.  Old Business

VI.  New Business

      1.  Mowing

      2.  Amending Restrictive Covenants

      3.  Election 2013-2014 Board

VII.  Adjournment

 

 

Duane Jastremski         910-326-7790         dbjastremski@hotmail.com

Grant Sparks                 910-326-2329         gsparks@ec.rr.com

Chris Rowland               336-984-1364         RowlandReps@gmail.com

Alice Aurilio                    910-326-5841         alicefrank@embarqmail.com

Julie Brown                    919-274-9428          juliebrown@nc.rr.com