TALL TREES AT THORNBURY BOARD OF DIRECTORS MEETING July 10, 2007 MINUTES

Transcription

1 TALL TREES AT THORNBURY BOARD OF DIRECTORS MEETING July 10, 2007 MINUTES A regular meeting of the Board of Directors of the Tall Trees at Thornbury Homeowners Association took place on July 10, 2007 at Joe Toddy s house, 37 L Enfant Court, Glen Mills, Pennsylvania 19342, at 7:00 p.m. I. Called to Order In attendance were: Joe Toddy; Sean Kennedy; Robert Ferrara; and Laureen Young from Mid-Atlantic Management Corporation II. Additions to the Agenda There were no additions to the agenda. III. Approval of the Minutes The May 2007 Minutes were approved. IV. Treasurer s Report A review of the May 2007 financials indicated that at the end of May 2007: The Commerce Operating Checking account had a balance $84, The Commerce Reserve account had a balance of $24, The income was $7, for May. This is $20.00 above budget due to late fee income. The expenses for May were $7, This is $4, below budget due to no money being spent on landscape improvements. The Executive Board also inquired as to whether the Homeowners Association accounts are receiving competitive interest rates. Mid-Atlantic Management Company has negotiated an interest rate of 4.78% with Commerce Bank. Based on this interest rate, no further action will be taken relating to the Homeowners Association accounts. V. Committee Reports Architectural/Property A. The Board was presented with architectural requests for 15 L Enfant Court, 2 Strickland Way, and 17 L Enfant Court. All architectural requests were reviewed and unanimously approved.

2 B. The Architectural/Property Committee recommended clarification of certain rules relating to plantings within the existing planting beds. After careful consideration, and input from the Architectural/Property Committee, it was decided that pre-approving certain plantings surrounding each Unit is aesthetically harmonious, suitable and compatible with the community. Likewise, the Executive Board unanimously passed the following resolution: Tall Trees at Thornbury Administrative Resolution Architectural Approval WHEREAS, Article IX, Section 9.04 of the Declaration creating Tall Trees Community Association provides for an Executive Board who shall manage the business, operation and affairs of the property; and WHEREAS, Article XVI, Section of the Declaration provides that no improvements, additions and alterations shall be performed without approval from the Executive Board; and WHEREAS, Article XVI, Section (a) gives the Executive Board the right to establish design criteria, standards for alterations, additions to the property; and WHEREAS, Article XVI, Section (c) gives the Executive Board the right to approve any changes to the exterior aspects of a Unit; and WHEREAS, the Executive Board has determined that certain plantings and planting beds surrounding each Unit are aesthetically harmonious, suitable and compatible with the community; Now Therefore, with the above recitals incorporated herein, be it Resolved this tenth (10 th ) day of July, 2007 that: 1. The Executive Board hereby pre-approves and gives all Unit owners the right to plant and/or replace shrubbery, flowers, trees and plantings within the existing planting beds of all Units without further approval from the Executive Board. 2. The Executive Board hereby pre-approves and gives all Unit owners the right to create planting beds surrounding the foundation of each Unit, which shall extend no further than eight (8) feet from a Unit s foundation, and the planting of shrubbery, flowers, trees and plantings within the planting beds. 3. Notwithstanding the above, this Resolution does not permit the removal, change, expansion and/or modification to any of the

3 community street trees or their planting beds. The street trees are identified as those trees lining the community roadways and further identified on the Tall Trees at Thornbury Subdivision Landscaping Plan, pages 54 through Notwithstanding the above, this Resolution shall not change, relax or modify any other rule, obligation, right, duty, restriction and/or use restriction contained within the Declaration or Bylaws of Tall Trees at Thornbury. 5. Notwithstanding the above, this Resolution shall not change, relax or modify the Architectural Review requirements for any other improvement, addition, or alteration which is otherwise subject to Architectural Review. 6. Notwithstanding the above, this Resolution is limited solely to preapproval based on the above described plantings and planting beds being aesthetically harmonious, suitable and compatible with the community. Each Unit owner shall verify and fully comply with the requirements of all applicable codes, building codes, ordinances, laws, regulations, applicable setbacks, grading requirements and stormwater management regulations. No Unit s plantings or planting beds shall encroach upon any boundary lines. 7. Notwithstanding the above, all Unit owners shall secure all applicable permits from all applicable governmental entities before commencing any work. This Resolution was adapted by the Executive Board at a meeting held on July 10, VI. Old Business A. Transition Update/ Retention Basins/ Beautification On May 7, 2007 Thornbury Township accepted dedication of the Tall Trees roadways and open space. The retention basins are the first area of focus for community beautification. The Executive Board unanimously voted on the following actions relative to the function and beautification of the retention basins: 1. Requesting that the Architectural/Property Committee work with the Executive Board in investigating whether the retention basis are built to specifications and consistent with the development agreement, subdivision plan and specifications. Before expending monies to beautification of the basins, the interests of our community will be promoted by first ensuring that the basins are built to specifications and consistent with the

4 development agreement and subdivision plan and specifications. The Architectural/Property Committee is authorized to form a retention basin subcommittee for this purpose, and to report the results to the Executive Board. If the basins are deficient relative to the development agreement, subdivision plan and specifications, appropriate action will be taken by the Executive Board. 2. Requesting that the Architectural/Property Committee establish advisory goals and design criteria for beautification of the retention basins. Some of the considerations shall include: B. Delinquent Accounts a. Investigation as to the plantings most likely to thrive considering daily maintenance, water requirements, nutrition requirements, sunlight requirements, deer, other natural predators; b. Investigation as to whether the present bubblers should be replaced with fountains in the main portion of the basins; c. Investigation as to whether the any reasonable steps can be taken to limit mosquitoes; d. Investigation as to whether the plantings could be designed or situated to deter the geese; e. Investigation as to any safety issues; f. Investigation as to whether fencing is appropriate at any locations; g. Consideration of future access to the basis for maintenance (dredging, etc.); h. Consideration of the optimum time to purchase and install plantings; i. After considering all of the above, and any other issues deemed appropriate, formulate and recommend a comprehensive beautification plan for the basins; j. Obtain pricing quotes from various contractors (including contractor availability) without obligating the Homeowners Association to any contract or obligation. Certain delinquent accounts will be referred out to legal counsel to ensure payment of the HOA fees.

5 VII. New Business A. Association Fees Tall Trees at Thornbury presently has monthly billing of the Homeowners Association Fees. After consideration of certain homeowner observations and suggestions relating to the Homeowners Association Fees, it was determined that the monthly billing plan be reviewed in an effort to promote the interests of both the Homeowners Association and the individual homeowners within the community. It was calculated that approximately $ of administrative costs can be saved each year by simply switching from monthly billing to quarterly billing of the Homeowners Association Fees. It was also discussed that the billing of a nominal association fees on a monthly basis poses a nuisance to homeowners, while quarterly billing would pose less of a nuisance. The Executive Board unanimously voted to switch the monthly billing to quarterly billing for the Homeowners Association Fees. It is our understanding that Mid-Atlantic will verify that this change will not affect the process for those homeowners who choose to direct debit. The effective date of this change is targeted to be October 1, 2007, subject to any administrative problems and subject to significant negative feedback from the community members on this issue. B. Contracts with Outside Vendors Tall Trees at Thornbury presently has contracts with several outside vendors for purposes of maintenance and garbage disposal. It will be the intention of the Homeowners Association to negotiate indemnity terms into future contracts in an effort to protect the Homeowners Association. Mid Atlantic Management Company advised that the Homeowners Association is also named as an additional insured under the policies of insurance and that copies of the policy declaration sheets indicating the same are on file with Mid Atlantic Management Company. C. Community Regulations Mid-Atlantic Management Company and the Executive Board has received several complaints relating to the use of motorized mini-bikes on Common Facilities, portable basketball nets and failure of certain homeowners to adequately maintain their property. The Tall Trees at Thornbury declaration has been reviewed relative to these complaints. Mid Atlantic Management Company will investigate these complaints and take appropriate action if necessary. VIII. Adjournment The meeting adjourned at 11:00 p.m. The next meeting date: To be determined