Report from

Council of Stewards Meeting

February 22, 2006 [Regular Meeting]

In attendance: Tom Fischer, Virginia Hart, Norm Reid, Sherman Kahn, David Smith, Vera Victorino (Abbott), and Donna Howell (Recording Secretary).
The Council of Stewards (COS) discussed these issues and took the following actions:

• There were no homeowner questions or issues.
• Leigh Ann Hamic and Teresa Furlong, volunteers for SPINN 2006, attended the meeting at the request of the Council of Stewards. The purpose was to discuss preliminary plans for the spring neighborhood party and to establish guidelines regarding total budget and payment of expenses. The date has been set for Saturday, June 3, with a rainout date of Sunday, June 4. Dave Smith will act as liaison between the SPINN Committee volunteers and the COS. [See newsletter article.]
• Committee reports were presented as follows:

1.  Finance Committee – Financial statements for period ending January 31, 2006 were available.
The Finance Committee met recently with Abbott Enterprises to discuss and clarify a variety of bookkeeping issues.
Townhome and Common Area surplus amounts from 2005 will be transferred to reserve accounts.
Following a discussion at the December meeting regarding protection of reserve funds, the Association discussed liability insurance coverage with Traveler’s Insurance. Since $150,000 of the reserve funds are invested in Merrill Lynch CDs, this amount is secure. Of the remaining amount in reserve funds, $200,000 is protected by Abbott’s liability coverage. The Association will purchase extra coverage to protect an addition $250,000. This amount will be adjusted upward as appropriate in the future.

2.  Property Transition Committee – No report.
Abbott recently e-mailed updated owner-resident information to COS members. This information should be verified and corrections made by going to the Abbott Enterprises website. If residents do not have a password to access their information, please contact Vera Victorino at Abbott (704.527.2314). [See newsletter article.]

3.  Townhome/Workplace Building Maintenance Committee – Pressure washing of townhome units (courtesy of The Cunnane Group) was completed on February 15. Some paint flaking occurred during the pressure washing, but only minor damage was caused by the project. Steps are underway to provide touch-up and repair as needed. The COS will send a letter of appreciation to Lance Cunnane for this cleaning.
Plans are underway for the next major painting project to be started this spring. Most likely, the painting this year will include all of the buildings on South Faulkner Way, the porch banisters on North Faulkner Way, most of the Casita staircases on North Faulkner Way and Harper Lee Street, plus touch-up on several of the remaining units. A recommendation and bid is expected by March 3.
A survey of kick plates (and associated door hardware) on the front doors of all townhomes will be completed in the next several months to determine needs. A recommendation will then be made to the Council of Stewards.
A recommendation for new categories for reserve funds has been accepted by the Finance Committee. This change is necessary to better account for and track expenses. Monthly contributions to reserve funds will be distributed as follows:

4.  Landscape & Grounds Committee – Maintenance of the St. Alban’s Square fountain and the Clemens Place water feature will be contracted to Norwood Creek Water Gardens of Statesville.
Damage to the foundation of the sidewalk from water washout at the wooden foot bridge off Harper Lee Street has been repaired by Contemporary Landscapes.
During a January ice storm, young pine trees were damaged along the Marler S. Tuttle Sr. and Miriam G. Tuttle Byways behind St. Alban’s Church. Although these trees are technically on church property, they were planted by the Founder as a neighborhood landscape enhancement and for erosion control. The Landscape & Grounds Committee felt repair of this screen is in the best interest of the Association and recommended repair since the church was unable to fund the $1285 estimate from Contemporary Landscapes. The COS was in agreement and approved this expenditure. [NOTE: The damage was repaired and weak trees staked by the end of the week.]
Plans have been completed for a Yard-of-the-Month contest for single family homes to begin in April and run through November.
[See newsletter article.]
Spreading of new mulch in the off-leash dog park and gravel piles in the parking areas will be completed soon. [NOTE: Doug Boone and neighborhood volunteers completed this work by the end of the week.]

5.  Architectural Review Committee – Luann Christine presented a request from The Cunnane Group for permission to install mailboxes for the business units located at St. Alban’s Square. The Post Office will install the box behind the office of Market Properties on Wallace M. Gamble Byway. The boxes will be configured as one unit with all of the boxes facing the byway. The unit will have low visibility from the street and will create a screen for the HVAC units and trash cans at the back of the building. A motion was made and approved to grant Cunnane’s request. [The COS has made it clear that this request has been granted due to the unique problems encountered by businesses with delivery only to a P.O. Box. This will not “open the door” for residents to consider similar installations for personal delivery.]

6.  Newsletter & Website Committee – Total newsletter copies remains at 300/month. Costs have been decreased by $50 to $80 each month in 2006 over expenses in 2005.

7.  Covenant Committee – No report.

• Old Business – The previously approved resolution (December, 2005) converting the Association’s accounting system from accrual to cash basis was signed by Sherman Kahn, Secretary.
• New Business - Vera Victorino (Abbott Enterprises) presented the Management Action Log for December, 2005 - February, 2006. A copy of a revised collection policy was also distributed. The only policy change was the addition of a new step (15-Day Pre-Lien Letter) in the collection process in order to bring Association policies in line with the North Carolina Planned Community Act. A motion was made and passed to accept the revised collection policy. [See newsletter article and the new policy document.]

A letter was received from a resident who disputed a late maintenance fee charge to their account. Following discussion of the facts, the request for removal of this fee was denied. However, the interest amount, calculated in error, will be corrected.

Sherman Kahn reported that efforts have been made to recruit a new facilitator for the Neighborhood Discussion Group. Discussions are continuing with St. Alban’s Church regarding the possibility of a joint discussion group.

• The Council adjourned the regular meeting and went into executive session. Virginia Hart will be moving from the neighborhood later this summer and has resigned from the COS. The nomination of David Stout to fill her unexpired term was approved.

NOTE: The Council of Stewards meets regularly on the fourth Wednesday of every other month in St. Alban’s Church library (lower level) at 7:00 p.m. Special meetings are called as needed throughout the year. Meetings are open to residents. The next regular COS meeting is scheduled on April 26, 2006.