www.ashleyfarmspoa.com ASHLEY FARMS PROPERTY OWNERS ASSOCIATION SEMI-ANNUAL MEETING MINUTES The Ashley Farms Property Owners Association (AFPOA) held their semi-annual meeting on at the Lehr Park Pavilion, Dover, PA. Board members present were: Doug Copp (President), Jeff Stanley (Vice President), Cathy Yontz (Treasurer), Arijana Cooper (Secretary), Joanie Miller (Board Member) The meeting was called to order at 6:30 p.m. by the President, Doug Copp. President s Report: Mr. Copp thanked those in attendance for coming to the meeting and introduced the current AFPOA Board of Directors to the attendees. Mr. Copp also provided his cell number to the attendees and encouraged everyone to call if they have any questions. In addition to Mr. Copp s cell phone number, property owners were reminded that they can reach out to the Board via email. Mr. Copp then proceeded to report on the Purpose & Responsibilities of the Board, due to a few property owners reaching out to Mr. Copp and asking what exactly does the Board do. Mr. Copp mentioned that the Board is responsible for upkeep of the stormwater ponds, assessment and collection of yearly dues, resale certificates, creation and oversight of committees, supervising and enforcing bylaws, keeping up-to-date liability insurance along with D&O insurance, managing financials, and filing yearly tax returns. Vice President s Report Mr. Stanley thanked those in attendance and provided an update on the sign lighting at the Jayne Lane & Davidsburg Road development entrance. Mr. Stanley explained that the entrance to Ashley Farms Development lacks proper lighting, so he obtained a price proposal and submitted it to EG Stoltzfus for review and approval. EG Stoltzfus was in favor of adding solar lights to the development sign and covering the cost. Mr. Stanley is awaiting permission from the property owner (where the community sign is located) before moving forward with the installation. Treasurer s Report: Ms. Yontz reported on 2015 year-to-date financials and reviewed in detail the Profit & Loss Budget vs. Actual report. Ending balance as of June 30, 2015 was $32,948.61. The year to date financial report and Profit & Loss Budget vs. Actual report is attached. Ms. Yontz also took the time to explain the check writing procedure and that Ms. Yontz does not sign the checks. Instead, checks are approved and signed by two of three officers and Ms. Miller audits financials every month. Ms. Yontz also noted that all officers have access to the bank account and can perform audits.
ASHLEY FARMS PROPERTY OWNERS ASSOCIATION ANNUAL MEETING AND ELECTION MINUTES Page 2 of 3 Secretary s Report: Ms. Cooper explained in detail the resale certificate procedure and how the paperwork is processed for the Board to collect the $200 initiation fee during settlement of a property. Ms. Cooper also informed everyone that there have been ten (10) resale certificates since January 1, 2015. Ms. Miller s Report: Ms. Miller informed everyone that she performs an audit of financials every month. Ms. Miller assured everyone that the financial records are kept in great detail. Mr. Copp also announced that all the Board members obtained a background check in the state of PA and all records came back clean. New Business: A. Mr. Copp announced that AFPOA obtained a website where helpful information can be found (resale certificate request, PO Box address, documents page, assessments and current board members). Mr. Copp encouraged everyone to check out the website and provide ideas/suggestions/feedback. B. Mr. Copp explained the annual assessments collections process in detail and what the Board is doing. C. Currently, there are no active committees and Mr. Copp encouraged attendees to get involved and provide ideas and suggestions. Ms. Cooper would like to form a Welcome Committee and is looking for ideas and volunteers to help out. D. Mr. Copp informed attendees that the annual meeting/elections will be held in January 2016, per current bylaws. Mr. Copp also announced that if anyone was interested in running for a position on the Board that the information will be mailed out in November. Mr. Copp also briefed everyone on the annual meeting that was held in January 2015 and noted a quorum was not present; therefore, the scheduled election could not be held. Mr. Copp stressed to the attendees importance of attending the annual meeting and encouraged everyone in the neighborhood to attend the elections. Property Owner questions and comments: Property Owner asked about quorum being changed and if anything can be done about it as our current bylaws require a 35% quorum. Mr. Copp explained that the only way to change the required quorum is by having 35% of property owners attend the annual meeting and provide their vote to change the quorum requirement. A brief discussion was held on what can be done and what the current Board has done so far to encourage everyone to attend the meeting. A suggestion was made to place signs two weeks prior to the meeting. The Board will discuss this prior to the elections. Property Owner that recently moved to Ashley Farms community wanted to know who the current attorney is and Mr. Copp provided the information. Property Owner also expressed her thoughts on individuals who are currently in arrears and provided some suggestions. Mr. Copp and Ms. Yontz explained that the Board is currently working on providing an equally-applied policy, consistent for all property owners. The property owner was also encouraged to review the letters that are currently posted on AFPOA website that described the collection process. Property Owner, who has background in collections, asked if the Board provided a timeframe for payment of any outstanding balance to those individuals who are currently in arrears. Mr. Copp and Ms. Yontz explained that the Board has not as a collection procedure is still being developed, but moving forward, the Board will look at different options and also consult the Attorney for input.
ASHLEY FARMS PROPERTY OWNERS ASSOCIATION ANNUAL MEETING AND ELECTION MINUTES Page 3 of 3 Property Owner wanted to know current outstanding balance for property assessment and Ms. Yontz informed the individual that the current balance is $13,743.54. A few property owners raised concern that the retention pond on Jessica Drive needs to be trimmed and not just mowed. The weeds seems to be getting out of control and Mr. Copp assured that he will get in touch with the company that is currently moving all retention ponds and raise the concern and remind them to trim around the ponds and not just mow. Mr. Copp also reminded everyone to contact the Board and not the Township about any of the retention ponds in the development. Property Owner asked if there is anything in our bylaws about upkeep of the property as there was some concern with tall grass/weeds in the neighborhood. Mr. Copp said that the current bylaws have nothing written as far as upkeep of the property and advised the property owner to call the Township as that would be a Township ordinance. Property Owner asked for a status on David Nero s case. Mr. Copp explained that the savings account, noted on the Financial Report, shows payments received from Mr. Nero. Mr. Nero currently pays $50 a month. Property Owner praised the current Board on a job well done on keeping everyone informed and up-to-date on the financials and thanked the Board for their time and efforts. Property Owner asked if payment could be made online/via our current website and Mr. Copp mentioned that the Board did hold a discussion and will further look into different options to be able to offer online payment for yearly dues. Property Owner suggested that the Board add the website link to all correspondence and Board agreed to do so. NEXT REGULAR BOARD MEETING DATE: TBD by Board Members Mr. Copp entertained a motion to adjourn the meeting. Motion made by Mr. Butch Amspacher, seconded by Mr. John Nadolny. The meeting was adjourned at 7:39 p.m. Respectfully submitted, Arijana Cooper Secretary