Mystic Mountain Estates Property Owners Association Board Meeting Minutes

Transcription

1 Mystic Mountain Estates Property Owners Association Board Meeting Minutes Meeting Date: August 2, 2016 Meeting Location: MME Congeniality Center of 600 Evergreen Ln, Catawissa, PA Meeting Time: 5:30 pm Attendance: Jodi Berry, Kathy Beidler, Allan Baruch, Father Dormer, Kathy Mackafee Paul Scharf, Pam and Larry Kressler I. Call to Order Meeting was called to order by the President at 5:30 pm; a quorum was present to conduct business. II. III. IV. Approval of prior minutes MOTION made and seconded that the minutes of the 6/14/2016 meeting be approved as corrected. Vote: All in favor. Motion passed. Meeting Purpose This was a standard business meeting. PMI Report Review Ageing Report and Late Payment Letters reviewed. MOTION made and seconded that PMI should continue to send the Late Payment letters as currently done. Vote: All in favor. Motion passed. Secretary to communicate action to PMI. Secretary to ask Atty Fox about the guidelines and standards associated with doubtful accounts. President will discuss the topic with a representative at her bank. Responses will be discussed at the next board meeting. MOTION made and seconded that PMI should make phone contact with any unit owner at the time their account becomes 6 months overdue to let them know that their payments are late and to assess any hardship or need for alternate payment plans. PMI should negotiate the monthly amount that is viable, and provide feedback for the board to review. The board will make final approval of any alternate payment plans and confirm those with PMI. Secretary to notify PMI of this requested process change. The VP stated that the board has a fiduciary right to collect money owed to the Association. Secretary will request a copy of the 30-day notification letter previously sent to unit owners by TSCC for review by the board for potential future use. V. Declarant Comments 2016 School Real Estate Bill Declarant stated that she met with David Good, Tax Assessor, at his request at the end of May regarding the residual land that TSCC still owns. At the end of that meeting, I had asked him to just confirm that the POA would not be paying any taxes on the 200 acres that TSCC donated to the community for their use. He said that is correct, except for this year due to the timing of the transition from TSCC to the POA. I then questioned him with regards to the

2 breakdown of the upcoming bill. I had asked him if I paid 2 installments of the bill would that be fair to the POA. He replied, more than fair. He then added that they determined (Columbia County) that starting next year the tax amount for the 200 acres will then be distributed to the 225 owners, as they would then all own a part of the property and receive the benefit from it and that it would amount to approximately $12 - $13 per year for each lot owner. I then called him again in July once the bill came to reiterate our conversation relating to the bill I received and he confirmed our original conversation. MOTION made and seconded that the MMEPOA board should pay one of the 3 tax payments due for 2016 ($3,307.73) due by Dec. 15, TSCC will make the payments due on Aug. 31, and Oct. 31, TSCC is setting up to auction off the 112 acres, plus congeniality center sometime mid- September Declarant stated that a restriction of only allowing the cutting trees greater than 16 has been placed on anyone wishing to purchase the property for lumbering. Declarant noted that any anticipated usage other than what currently exists, will have to be reviewed and approved by the local authorities and meet all requirements of current zoning and governing guidelines. VI. Committee Reports a. Roads and Grounds Allan Baruch, Chair Dunrite will begin work on the roads, including Upper Evergreen tomorrow. VP will provide info regarding currently buried pipes to Dunrite which may need to be cleaned. Chair will meet with a contractor tomorrow to discuss proposal/cost for making permanent types of improvements to the roads/drainage. Estimate is free. A discussion regarding Illusion Rd where VP noted that the belief is adjoining homeowners on Illusion Rd. own the road. MOTION made and seconded that Chair can approve up to a $2,000 cap to make improvements to Upper Evergreen Rd; based on an estimate from Dunrite of $470 for each of 2 loads of stone, 4 man hours to trim, 12 man hours maintenance, and 4 hours of loader time. VOTE: all in favor, motion passed. Chair of Roads and Grounds will manage all members of the committee. b. A list of Roads and Grounds volunteers will be provided to Atty Fox by Secretary along with list of expected tasks for assessment of risk relating to the use of Hold Harmless Agreement. Hold Harmless form will be completed by Atty Fox if such is viable for MMEPOA to use. c. Other committees to be established? MOTION made and seconded to establish a Helping Hands Committee for the purpose of neighbors helping neighbors when there is a need. This is to include a list of contractors, helpers, etc. VOTE: all in favor, motion passed. Kathy Mackafee will be the chair and organizer of this committee. Once the list is developed it will be added to the MMEPOA.ORG website and communicated to the community. It was discussed and decided that an Architectural Review Board was not needed at this time. Page 2 of 6

3 VII. Unfinished Business a. Snow removal contract Secretary provided copies of the Dunrite contract for review. MOTION made and seconded to allow Dunrite to install a board approved shed at the maintenance area to store his equipment. VOTE: all in favor. Motion passed. MOTION made and seconded to extend the Dunrite Snow Removal contract for winter with changes noting that the cameras are no longer in service, date corrections, Dunrite name and address correction, etc.. VOTE: all in favor. Motion passed. Secretary to communicate changes to PMI. b. Complaints (encourage use of PMI) All board members should remind unit owners that any/all complaints should go thru PMI. Those complaints requiring board attention will be forward by PMI to the board for review and follow-up action. c. Rules and Regulations MOTION made and seconded to table this topic to a stand-alone meeting to occur following Fair week. VOTE: all in favor, motion passed. Secretary to send an to Atty Fox asking whether or not Board Meeting and Community Meeting minutes can be posted to the MMEPOA.ORG website. Is this a UPCA requirement? d. Mortgage Register Secretary to send an to PMI stating that the board wishes to hold off on the data gathering notice for this requirement until Jan when the notice can be included the new coupon books and separate letters sent to those who don t receive coupon books. e. For sale signs / need for sale properties to be listed on MMEPOA website? MOTION made and seconded that Secretary should ask Atty Fox about any liability of posting all lot/unit sale contact info on the MMEPOA.ORG website. VOTE: all in favor, motion passed. f. Resale certificate packages Declarant will contact Atty Toner regarding the need for the developer to require a Resale Package be completed. Secretary to request a sample Resale Package from PMI which should include the Atty Fox revised Resale Certificate. g. Liens / revivals Declarant distributed an update lien list showing current amounts due and noted that Atty Fox can prepare a form to be sent to Atty Flick to transfer previously issued TSCC liens. This is a 1-time form for all 18 accounts to be transferred from TSCC to MMEPOA. Secretary to notify Atty Fox to prepare this form and provide same to Atty Flick for transfer and revival of the liens. h. Hold Harmless Agreement Refer above to Roads and Grounds Committee discussion. i. 10-day Warning Letters use MOTION made and seconded that secretary should notify PMI that 10-day demand letters are to be discontinued. VOTE: all in favor, motion passed. Page 3 of 6

4 j. Attorney usage Secretary to question OTLLP (Atty Fox) regarding discrepancies noted in recently receive invoice #22407 for 1) services involving rates for Paul Toner ($375 on invoice vs $250 on Fee Agreement) and 2) and the subject matter regarding a letter to the IRS for (years the board was not in place). k. Existing/Pending/Future Payment arrangements Secretary to notify PMI that any hardship requests already discussed, or those received in the future, should have documented proof of the hardship and a PMI negotiated payment plan sent to the board for review and approval. Any future requests received by the board should be forwarded to PMI for follow-up as noted above. l. Secretary/Treasurer MOTION made and seconded that secretary/treasurer position will remain as is. The position will not be separated into two separate positions. VOTE: all in favor, motion passed. m. Review Action Item List VIII. New Business a. Survey Results The list was not reviewed at this meeting since items were mostly closed. Secretary distributed Survey Summaries for review. Results to be discussed the upcoming Community Meeting. b. Communication of MMEPOA to MLS Secretary contacted Daniel Young, previous president of local realty group about the best method to communicate that MMEPOA is now present on Mystic Mountain. Dan provided the info to local MLS participants. President advised Key Realty of MMEPOA s existence. c. ATV complaints President has been in touch with Locust Twp. regarding the youth involved. LTPD Chief has contacted the families in question. d. 9/10/16 Community meeting (Refer to Next Meeting below) e. Account Name Changes (documentation type needed) Secretary to notify PMI that MMEPOA does not want account names changed until such time that the account is paid current. IX. Next Meeting Community Meeting: September 10, 2016 at - 1 p.m. in the Basement Meeting Room of - St. Paul s Lutheran Church, 27 Ringtown Mountain Rd, Numidia, PA - Tentative AGENDA to include: MMEPOA Financial Review, Survey Results, Committee Updates. - President to invite Locust Twp. Police Chief - Notice to be posted on MMEPOA.ORG and mailed by Secretary to those unit owners without access. Page 4 of 6

5 - Secretary to review Agenda with Atty Fox. - Secretary to invite PMI Property Manager to this meeting. Board Meeting: September 10, 2016 following Community Meeting. X. Adjournment MOTION and seconded to adjourn at 8:30 pm. Vote: All in favor. Motion passed. Submitted by: Kathrene Beidler MMEPOA Board Secretary-Treasurer Minutes approved/approved as corrected on. Page 5 of 6

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