Minutes from Special Board of Directors Meeting

                               

                           SPRING POND ESTATES HOMEOWNERS ASSOCIATION

                                        SPECIAL BOARD OF DIRECTORS MEETING

                                                          AUGUST 24, 2020

Vice President Sally Hudgins called the meeting to order at 6:30 P.M. noting she would be overseeing the special meeting in President Sally LeMon’s absence. All other Board members were in attendance. 

Vice President Sally Hudgins suspended the regular order of business so that Maintenance Committee Chairperson Lee Page would be given the opportunity to report on his research regarding what the cost would be to sealcoat the roads and driveways at the Spring Pond Estates complex. 

Vice President Hudgins noted Chairperson Page had requested this special meeting so that he and Maintenance Committee Members Bob Milbury and Bill Bannister could discuss details of their findings along with submitting the estimates they had received to the Board for their consideration. The three estimates presented were Armor Guard Sealcoat @ $11,754, RCH Paving Services @ $10,995 and Diamond Asphalt Service, Inc. @ $13,416 (Detailed Estimates on File for Review). 

Vice President Hudgins thanked Chairperson Page and his committee for their time and efforts stating the next step would be to have Treasurer Joe Strazzere report on the status of our Association’s finances and if this extensive expense would be feasible at this time.

Treasurer Strazzere reported that at the present time we have $78,000 in reserve and felt we were in a viable position to afford this expense. 

After some discussion by the Board and the Maintenance Committee Members, Vice President Hudgins asked Chairperson Lee Page for his recommendation. 

Of the three estimates, his feeling was that the Diamond Asphalt presentation was the most thorough and had been the only business that included a three-year warrantee as part of the total package. He also said it was suggested that negotiating the price was a possibility, making it more comparable to the other two estimates he had received. His second consideration would be Armor Guard Sealcoat.

A twofold motion was made by Treasurer Strazzere to first make the money available to begin the project and secondly to have Chairperson Page contact Diamond Asphalt to see if they would be willing to adjust their estimate to match Armor Guard Sealcoat’s total figure of $11,754, with the understanding that the project would go to Armor Guard if an agreement could not be reached with Diamond Asphalt. Motion was seconded by Vice President Hudgins. Motion passed unanimously.

Meeting was adjourned at 7:10 P.M.

Respectfully submitted,

El Rotsko, SPEHOA

Recording Secretary

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.