August Board Meeting Minutes

Spring Pond Estates Homeowners Association

Monthly Meeting Minutes

August 10, 2020

PRESIDENT - President Sally LeMon called the meeting to order at 6:30 PM. All members of the Board were present.

RECORDING SECRETARY - Recording Secretary El Rotsko asked if there were any questions and/or revisions regarding the July Meeting Minutes. A motion to accept the minutes was made by Vice President Sally Hudgins, seconded by Treasurer Joe Strazzere. Motion passed unanimously. (Minutes on File)  

TREASURER - Treasurer Strazzere presented his July report noting we ended the month over budget due to the immediate need for replacement of the outdated fire sprinkler system located in our Community Center. Assuming we do not encounter any other unforeseen expenses, he was confident we would be back on track for the month of August. 

Treasurer Strazzere also reported he has paid D F. Richard our propane heating expense in advance totaling $2400. This prepay format allows us to receive a $0.10 discount per gallon. The homeowners residing above the Community Center will be responsible for each paying $800 to cover their portion of the building’s total heating cost. Treasurer Strazzere also noted we utilized this prepay option last year and that it had worked out well.  Motion made by Sally Hudgins to accept the Treasurer’s report, seconded by El Rotsko.  Motion passed. (Itemized Treasurer’s Report on File)              

LANDSCAPING - Chairperson Sally LeMon reported that the ground maintenance has been completed by Patten Landscaping which involved extensive pruning and the removal of tree branches from behind 11 Ruch Lane. She also noted that Mainely Grass is in the process of performing the seasonal four step lawn care maintenance program.

MAINTENANCE - Chairperson Lee Page reported on the research he had thus far completed regarding several sealcoating services that could be performed on our roads and driveways. Since he was still in the process of reviewing additional options, President Sally LeMon suggested the Board table this item until the next meeting.

Chairperson Lee Page also reported on several repairs that had been completed including the street light on Styles Lane, the Spring Pond Estates sign lights and the motion sensor lights at the Community Center.

Lastly, Chairperson Page reported that he had received a request to remove a post from the porch located at 15 Spring Pond Circle. After some discussion, the Board determined the need for further information on this matter and also that a written request should be submitted to the Board from the homeowner prior to the September meeting (Detailed Maintenance Report on File)

OLD BUSINESS - Vice President Sally Hudgins conveyed her concerns about the lack of response from a portion of our Association members after posting a notice in July at the Community Center stating it is the responsibility of each individual homeowner to comply with our By-Laws.  The specific by-law in question states that a copy of a Declaration of Home Owners insurance proof of coverage should be submitted annually as soon as their policy has been renewed. The notice also stated the deadline for complying with this request would be at the end of August and that following the deadline, a letter will be distributed to the homeowners who have failed to respond.

NEW BUSINESS - President Sally LeMon noted the Guidelines for usage of the Spring Pond Estates Community Center were recently updated and have been posted on the bulletin board at the Community Center.

A motion to adjourn was made by El Rotsko, seconded by Joe Strazzere. Meeting was adjourned at 7:15 P.M.

Respectfully Submitted,

El Rotsko

Recording Secretary

SPEHOA

Monthly Board Meeting - Monday, August 10th

Just a friendly reminder...


Monthly Board Meetings are held in the Community Center on the second Monday of each month at 6:30 PM.

The next meeting is Monday, August 10, 2020.

As always, all homeowners are welcomed to attend.

July Board Meeting Minutes

Spring Pond Estates Homeowners Association

Monthly Board Meeting

July 13, 2020

PRESIDENT - President Sally LeMon called the meeting to order at 6:30 PM with all Board members in attendance.  It was noted that this was the first monthly Board meeting held since the Government’s Shelter in Place Guidelines were implemented in Mid-March. President LeMon also acknowledged and welcomed newly elected Board members Lee Page and El Rotsko.

RECORDING SCERETARY - Recording Secretary El Rotsko asked if there were any questions or revisions to the March minutes. A motion to accept the minutes was made by Vice President Sally Hudgins, seconded by Treasurer Joe Strazzere. Motion passed unanimously. (Minutes on File).

Secretary Rotsko also reported, for the record, and in accordance with the SPEHOA By-Laws under Article III-Board of Directors, Section 3.14 Action Without Meeting that, prior to the regularly scheduled July 13th meeting, the Board determined a need for immediate action regarding repairs to the faulty sprinkler system located at the Community Center which included the two second floor units. The repairs were completed by Life Safety Fire Protection, Inc. on July 1st. A Fire Protection Systems Inspection was also performed at that time. (Documentation on File with July 13th Minutes).

TREASURER - Treasurer Joe Strazzere presented the June report stating that because of the increased landscaping costs during the month of May, along with additional tree pruning maintenance, the June expenses ended the month over budget. He also anticipated the July expenses would be over budget due to the immediate need to replace the fire sprinkler heads in the Community Center building. 

On a positive note, Treasurer Strazzere reported that in spite of these additional expenses, we were still able to transfer our usual $1740 into our Reserve Account. A motion to accept the Treasurer’s report was made by Vice President Sally Hudgins, seconded by Board Member Lee Page. Motion was passed unanimously (Detailed Treasurer’s Report on File).

BY-LAWS/COVENANTS - Chairperson Sally Hudgins reported that the By-Laws Committee has completed their review of the By-Laws and Covenants and will be meeting again in August to begin review of the Declarations.

             

LANDSCAPING - Landscaping Chairperson Sally LeMon reviewed with the Board a list of items that were addressed during the month of July. Among them were adjusting the Proscape sprinkler timer, tree trimming maintenance, stump removal and some clearing of small trees and brush. (Detailed Landscaping Report on File).

Chairperson LeMon also read a letter from the homeowner residing at 15 Spring Pond Circle requesting they be allowed to have Patten Landscaping transplant a small potted evergreen tree on common ground near their residence. After some discussion, the Board concluded that no new tree plantings would be allowed at this time. A letter will be forwarded to the homeowner informing them of the Board’s decision.

MAINTENANCE – Chairperson Lee Page submitted several items which included sidewalk repair at 11 Spring Pond Circle, repairing sprinkler head leak at 15 Spring Pond Circle, replacing heat exchange filters at the Community Center, replacing broken inground junction box at 6 Spring Pond Circle, evaluating downspout erosion at 22 Spring Pond Circle and replacing a light bulb in the Community Center restroom (Detailed Maintenance Report on File).

Chairperson Lee Page noted that three items will be addressed in the near future which include adjusting the Community Center motion detector, replacing light bulbs in front of the SPE sign, and repairing the street light located on the Styles Lane entrance way. Lastly, he recommended the Sprinkler System in the Community Center be inspected on an annual basis with the Board in agreement. 

OLD BUSINESS - Vice President Sally Hudgins addressed her concerns to the Board regarding the Spring Pond Estates Homeowner’s Insurance referring to Article II of our By-Laws-The Association, Section 2.1-Composition which states in part that “each year lot owners shall file with the Secretary of The Association Proof of Insurance as required by the Declaration or these Bylaws.  Homeowners must inform their insurance companies to place the name of SPEHOA on their policy for notification to the Association in the event of cancellation, changes, or lapsing of their policy.” 

Vice President Hudgins added her concerns were specifically related to the lack of compliance by a portion of our Association members to submit the required annual proof of insurance coverage with a proper Declaration Page as referenced in the SPEHOA By-Laws. 

Following a lengthy discussion, it was determined that a letter be sent to all Association homeowners stressing the importance of fulfilling this requirement.  The letter would also clarify that it is the responsibility of each individual homeowner to comply with our By-Laws.

NEW BUSINESS - President LeMon suggested, for esthetic reasons, that the Board consider sealing the Association’s roads and driveways. Maintenance Committee Chairperson Lee Page offered to obtain an estimate from RCH Paving and will report his findings at the next board meeting.   

Motion to adjourn was made by Vice President Sally Hudgins, seconded by President Sally Lemon. Meeting was adjourned at 8:10 PM.

              

Respectfully Submitted,

El Rotsko, SPEHOA Recording Secretary