DRAFT Minutes of Greystone Community Association Board of Directors meeting and two recent Formal Hearings conducted in July and August 2014: DRAFT Greystone Community Association MINUTES OF THE BOARD OF DIRECTORS MEETING, GRACE COMMUNITY CHURCH, 872 CLEARFIELD AVENUE 27 JULY 2014 Establish Quorum and Call to Order 6:15 p.m. - Call for motion to open the meeting to the Homeowner’s Session. A minimum quorum of four (4) board members and was met. The meeting was called to order by Mr. Michael Lucarelli, Board President. Board members present: Michael Lucarelli Jeff Brooks Kevin Kennedy Mike Turner Daniel Smith Member at Large (Vacant) Board members absent: None. Management Representatives Present: Dana Shotts-Neff, Chesapeake Bay Management, Inc. Homeowners present: David & Sharon Pullman Wayne & Jackie Grice Ron Reichelderfer Hillard Bane Tony Pannone Homeowner’s Session Homeowners present were satisfied with the overall quality of the landscaping and lawn services; adding how well maintained the main and secondary entrances look. Homeowners present were concerned with the number of residents attending board meetings. Alternatives discussed were from special interest guest speakers to alternative supporting events in effort to increase interest in homeowner attendance. Speeding in the neighborhood is of concern, but it was determined in most cases, these are anomaly events executed by visitors (deliverers, guests, etc.) to the neighborhood and a few resi-dents not observing the speed limit. Minutes (Review & Approval) Board Secretary, Mr. Kevin Kennedy was present. Previous Minutes were not discussed. 2014 Budget Presentation & Approval Mr. Jeff Brooks, Treasurer Budget information was not discussed. Association Manager Ms. Dana Shotts-Neff , CBM Manager It has been noted the front entrance requires cleaning unrelated to the rust stains present. A ven-dor quote has been requested to remove rust stains and pressure wash the guard shack. Motion was duly made, seconded, and unanimously carried to approve recommendations to the board as presented. Committee Reports Architectural Committee Mr. Kevin Kennedy, Chairperson, was present. ACC applications were not discussed as none were open as of the date of this meeting. Grounds & Beautification Mrs. Susan Lucarelli, Chairperson, was not present. No Grounds Committee information was discussed. Social Committee Ms. Jackie Grice, Chairperson, was present. No Social Committee information was discussed. Treasurer Mr. Jeff Brooks, Treasurer, was present. No Treasurer information was discussed. Nomination Committee Mr. Mike Turner, Chairperson, was present. Volunteers requested to fill ACC Committee positions currently filled by sitting Board Members in effort to eliminate any conflict of interest issues that may arise in the appeals process. 6:30 p.m. Agenda Review and Adoption New Business Adjust each start time in the July 27, 2014 agenda by 15 minutes. Submit Greystone HOA revised documents, which include language commensurate with HB791, to be recorded with the Circuit Court Land Record on July 31, 2014 as it applies to the Resolu-tion 2009-1 Update. Revised ACC Rules & Regulations are recommended to better clarify its contents and require-ments, and add language surrounding the use of equipment and materials associated with alterna-tive/green power generation. This revision will incorporate a more user friendly Architectural Review Application as well as updated information in varying sections. The validity of tracking Contractor metrics was discussed in effort to act in the best interest of GCA financial expenditures in alignment with Contractor performance. There remains a need to assess the criteria and boundaries necessary to provide data of value. Motion was duly made, seconded, and unanimously carried to approve the agenda, and changes, recommended to the board as presented. Executive Session Motion was duly made, seconded and unanimously carried to enter into closed Executive Session at 7:10 p.m. for the purpose of discussing status of delinquent accounts, covenant inspections, and possible or pending litigation. By unanimous consent of the directors, the Executive Session closed at 7:48 p.m. and the Open Meeting was reconvened. Item #1 - Outbuildings and sheds in non-compliance and how best to asses liens against those not in compliance as well as those exceeding the 5-year statute of limitations. No action on those outside the statute of limitations is anticipated. After-the-fact applications and approvals are recommended for those already in compli-ance. Awaiting applications for retention in official records. Certified True Copies will be requested from homeowner’s with an outbuilding previously approved and built in conjunction with the primary dwelling. It was determined the best course of action is to work with homeowners in seeking volun-tary compliance vice taking action in court wherever possible as court action would increase HOA annual fees markedly. CCR #4. Homeowner indicated all requisite documents would be provided in support of CBM record retention. Adjourn Motion was duly made, seconded, and unanimously carried to adjourn the meeting at 8:02 p.m. Approved By: Kevin Kennedy, Board Secretary GREYSTONE COMMUNITYASSOCIATION, INC. MEETING MINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS JULY 30, 2014 OFFICE OF CHESAPEAKE BAY MANAGEMENT, INC. 100 VOLVO PARKWAY, SUITE 320 Board Members Present: Michael Lucarelli Daniel Smith Jeff Brooks Mike Turner Kevin Kennedy Management Representative Present: Dana Shotts-Neff, President, Chesapeake Bay Manage-ment, Inc. It was determined that a quorum of Board members was present. The special meeting of the Board of Directors for the purpose of conducting evidentiary hearings was called to order by Michael Lucarelli, President, at 6:12 p.m. Motion was duly made, seconded, and unanimously carried to approve the agenda as pre-sented. Motion was duly made, seconded, and unanimously carried to enter into Executive Session to discuss potential violations of the Association’s Governing Documents at 6:14 p.m. Owners in attendance at the meeting were called in to meet with the Board privately on a first come, first seen basis unless a prior appointment had been set. Items 1a, 1b, and 1c No Owner or representative was present at the meeting. Item No. 2 The Owner had contacted the management office and requested the meeting be rescheduled due to his inability to attend. Item No. 3 The lot owner and representative were present at the meeting. Ms. Shotts-Neff outlined the association’s action taken to date regarding a shed that was con-structed for which no application was on file. The Owner presented what he believed to be relevant information regarding the construction of the shed. The Owner completed an application for exterior alteration and submitted a copy of the contract with the builder from when the shed was constructed. The lot owner and representative were thanked for attending the meeting and told that they would receive written notice of the Board’s decision within seven days of the hearing. Item No. 4 No Owner or representative was present at the meeting. Item No. 5 The lot owners were present at the meeting. Ms. Shotts-Neff outlined the association’s actions taken to date regarding a shed that was con-structed for which no application was on file. The owners presented what they believed to be relevant information regarding the construction of the shed. The owners completed an application for exterior alteration for the files. The lot owners were thanked for attending and told that they would receive written notice of the Board’s decision within seven days of the hearing. Item Nos. 6a and 6b No Owner or representative was present at the meeting. Item No. 7 The lot owners were present at the meeting. Ms. Shotts-Neff outlined the association’s action taken to date regarding a shed that was con-structed for which no application was on file. The Lot Owners presented what they believed to be relevant information regarding the construc-tion of the shed. The Board requested the Owners provide a copy of the permit from the City of Chesapeake from when the shed was constructed. The Board thanked the owners for attending the meeting and told them they would receive writ-ten notice of the Board’s decision within seven days of the hearing. Item No. 8 No lot Owner or representative was present at the meeting Item No. 9 The lot owners were present at the meeting. Ms. Shotts-Neff outlined the association’s actions taken to date regarding a shed that was con-structed for which no application was on file. The Lot Owners presented what they believed to be relevant information regarding the construc-tion of the shed. The Owner had completed an application for exterior alteration dated June 25, 2014 with a plat attached dated 2005 showing the shed constructed on the Lot. The Board thanked the Owners for attending the meeting and told them they would receive writ-ten notice of the Board’s decision within seven days of the hearing. Item No. 10 No lot Owner or representative was present at the meeting. The Board members discussed the information presented at the meeting and arrived at a consen-sus regarding how each item should be handled. Following the discussions the executive session was closed and the Board re-opened the meeting at 7:15 p.m. in order to make motions pertain-ing to each item discussed. In regards to Item 1a (CCR #15), motion was duly made, seconded and unanimously carried to give the Owner seven (7) days from the date of notice to repair and paint any wood rot and to repair and paint trim work. If not remedied within that time period a non-compliance assessment of $10.00 per day will be levied for each day the non-compliance remains up to the maximum of $900.00. In regards to Item 1b (CCR #17), motion was duly made, seconded and unanimously carried to give the Owner seven (7) days from the date of notice to repair and/or replace the broken fence boards. If not remedied within that time period a non-compliance assessment of $10.00 per day will be levied for each day the non-compliance remains up to the maximum of $900.00. In regards to Item 1b (CCR #19), motion was duly made, seconded and unanimously carried to give the Owner seven (7) days from the date of notice to clean, paint, and repair the front porch rails. If not remedied within that time period a non-compliance assessment of $10.00 per day will be levied for each day the non-compliance remains up to the maximum of $900.00. In regards to Item 2 (CCR #16), motion was duly made, seconded and unanimously carried to reschedule the hearing to a later date and provide notice to the Owner when the date and time is established. In regards to Item 3 (CCR #9), motion was duly made, seconded and unanimously carried that the Board noted that the shed is recognized as a legitimate structure due to the lapse of enforcea-bility and statute of limitations. The shed is grandfathered in and this item is now closed. In regards to Item 4 (CCR #3), motion was duly made, seconded and unanimously carried to find that a violation does exist. The Owner has forty-five (45) days from the date of notice to remove the dead shrubs in the front landscaped beds and remediate. If not remedied within that time period a non-compliance assessment of $10.00 per day will be levied for each day the non-compliance remains up to the maximum allowable of $900.00. In regards to Item 5 (CCR #11), motion was duly made, seconded and unanimously carried to approve the shed as constructed. It was noted that the structure is compliance. No further action was needed. In regards to Item 6a (CCR #19), motion was duly made, seconded and unanimously carried to find that a violation does exist. The Owner has fifteen (15) days from the date of notice to com-plete and submit an application for exterior alteration for the Architectural Committee’s consid-eration. If the application is not received within that time period a non-compliance assessment of $10.00 per day will be levied for each day the non-compliance remains up to the maximum al-lowable of $900.00. In regards to Item 6b (CCR #22), motion was duly made, seconded and unanimously carried to keep this item open and take no action at this time until the association attorney can be consulted for further advice. In regards to Item 7 (CCR #3), motion was duly made, seconded and unanimously carried noting that the shed is recognized as a legitimate structure due to lapse of enforceability and statute of limitations. The shed is grandfathered in and this item is closed. In regards to Item 8 (CCR #9), no action was taken as this item was found to be compliant on the day of the meeting. In regards to Item 9 (CCR #13), motion was duly made, seconded and unanimously carried not-ing that the shed is recognized as a legitimate structure due to lapse of enforceability and statute of limitations. The shed is grandfathered in and this item is closed. In regards to Item 10 (CCR #4), motion was duly made, seconded and unanimously carried not-ing the Owner provided evidence of a compliant structure which was built at the same time as the main dwelling. The detached garage is approved after the fact and this matter is closed. There being no further business to discuss, motion was made to adjourn the meeting at 7:50 p.m. Submitted By: Approved By: Dana Shotts-Neff Michael Lucarelli Association Manager President GREYSTONE COMMUNITY ASSOCIATION, INC. MEETING MINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS AUGUST 14, 2014 LOT OWNER’S HOME Board Members Present: Michael Lucarelli Daniel Smith Jeff Brooks Mike Turner Kevin Kennedy Management Representative Present: Dana Shotts-Neff, President, Chesapeake Bay Manage-ment, Inc. It was determined that a quorum of Board members was present. The special meeting of the Board of Directors for the purpose of conducting an appeal of the Ar-chitectural Committee’s decision regarding the Lot Owner’s application for fence staining was called to order by Michael Lucarelli, President, at 6:08 p.m. The Board members and the Lot Owner discussed the owner’s request and viewed the stain which had been applied. Motion was duly made, seconded, and unanimously carried that the Board of Directors concurs with the Architectural Committee’s disapproval. The owner will resubmit an ap-plication with a new color sample or will use the stain color which was approved at the meeting, Russet SC-117, to restain the fence. It is noted that paint is specifically prohibited. There being no further business to discuss, motion was made to adjourn the meeting at 6:48 p.m. Submitted By: Approved By: Dana Shotts-Neff Michael Lucarelli Association Manager President Bill Clinton
Posted on: Wed, 03 Sep 2014 13:19:02 +0000
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