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Report from

Council of Stewards Meeting

August 23 , 2006 [Regular Meeting]

In attendance: Sam Coleman, David Smith, Teresa Furlong, Sherman Kahn, Norm Reid, Dave Stout, Donna Howell (Recording Secretary), and Vera Victorino (Abbott Enterprises).

The Council of Stewards met in Executive Session in advance of the regular meeting in order to elect officers and committee representatives for 2006-2007. New officers are as follows:

President: Dave Smith
Vice-President: Sam Coleman
Treasurer: Tom Fischer
Secretary:  Sherman Kahn

Committee representatives are as follows:

Finance Committee
Tom Fischer, Treasurer
Dave Smith, President

Covenant Committee
Sam Coleman

Architectural Review Committee
Dave Stout

Landscape & Grounds Committee
Norm Reid

Townhome & Workplace Building Maintenance
Sam Coleman

Newsletter & Website Committee
Sherman Kahn

Property Transition Committee
Teresa Furlong

Homeowner comments & issues were discussed. All comments were logged by the recording secretary and a record kept of further actions and feedback required by the COS or neighborhood committees.

  • A homeowner presented documentation and input regarding how their overdue account was handled, including the filing of a lien on the property. Issues centered on communication problems with Abbott Enterprises and a concern about how rapidly the penalty process was applied without at least a phone call. The original problem resulted from incorrect information transferred from CSI, the management company at the time of purchase in December, 2004. Details of the account, including more specific information regarding the history of the account, were discussed with the homeowner in closed session following the open part of the meeting.
  • A second homeowner presented comments in regard to an error made to her account when address information was accidentally changed early this year. The homeowner was frustrated at the length of time it took to correct the error. Vera Victorino of Abbott apologized for the problem and discussed improvements to how data will be obtained.

NOTE: In response to this situation and others mentioned at the Annual Members Meeting on August 8, the COS has agreed to conduct a detailed review by the President and Treasurer prior to initiating any lien or foreclosure process. Although this is not a significant departure from the current procedure, the level of detail and questioning (including phone calls) is expected to increase over previous reviews by the COS. A proposed survey program with door-to-door contact was presented in order to improve quality of information and provide feedback (positive and negative) to Abbott Enterprises. The current contract with Abbott is due to expire at year end and performance will be reviewed prior to any renewal.

  • Several residents of Fairview Lane expressed concern for child safety due to traffic on Fairview, particularly with respect to speeding cars and failure to observe STOP signs. A request was made for consideration of speed bumps.

NOTE: Since the roads are now owned by the Town of Davidson, installation of speed bumps or other traffic calming methods would ultimately fall under the town jurisdiction. However, notification will be made to the Davidson Police Department and a request made to tighten law enforcement patrol as a first-step to resolution. Subsequent actions will be reviewed. Residents were urged to make personal calls to both the Police Department and Town Board to heighten awareness of the issue.

  • The issue of possible mail delivery to New Neighborhood was discussed. There are supporters of both sides of this issue.
  • A number of issues were discussed in regard to upkeep of yards, especially along Fairview Lane. In particular, concern was expressed about care of the front strip between the sidewalk and the road and about lack of adequate maintenance and upkeep of backyards that abut the pipe-line and church property. Neighbors are concerned about property values and the potential problems associated with rodents and/or snakes. There is an automobile parked in the front of one yard, clearly in violation of neighborhood covenants.

Additional concerns were expressed about the two wetland (drainage basin) areas. A bad odor is reported from the one at the end of Fairview.

NOTE: The Landscape & Grounds Committee will review comments and consider actions. Lawn maintenance is a widely discussed individual issue. However, the committee will consider drafting a set of standards or expectations regarding appearance and care, including backyards. Flyers reminding residents of seasonal needs will be considered as an added form of communication already provided by the newsletter. Assessment penalties may be applicable if improvements are not made. The issues surrounding the two wetland areas are complex, but have been and will continue to be addressed by the Landscape & Grounds Committee.

  • Covenant violation issues were also brought to the attention of the Council. Storage of garbage cans, use of basketball goals, woodpiles, and street parking of cars (including parking against traffic) were all mentioned in the discussion.

NOTE: The Covenant Committee will make a final review of Enforcement Policies and Procedures at its September meeting. Legal review has been completed. Review and final approval by the Council of Stewards will occur at the special meeting in September or at the regular meeting in October. At that time, the Covenant Committee is expected to take action with regard to many of the issues mentioned above, including assessment of penalties and fines. Please be aware that parking against traffic is a violation of Davidson Town ordinances and residents have been ticketed for this offense.
The use of basketball goals has already been addressed by the Architectural Review Committee and hopefully an acceptable compromise reached. This standard was approved by the COS and is published in full in this newsletter. [See page 15.]

The Council of Stewards wishes to thank all homeowners who attended the meeting and provided comments about important issues. We encourage all residents and homeowners to bring concerns before our Council and we need this kind of input to do our jobs well. Hopefully our neighborhood will continue to improve in an open and inclusive atmosphere where people are energized enough to be involved.

Thank You!

Committee reports were presented as follows:

1.  Finance Committee – Financial statements for period ending July 31, 2006 were available.

2.  Property Transition Committee – Although this committee was initially formed with one or two members. Sign-ups at the Annual Members Meeting and additional volunteers have significantly added to membership. Following numerous comments from that meeting and following-up with comments at the regular COS meeting, a survey of the entire neighborhood is proposed to solicit key input: (1) verification and correction of address and personal information, and (2) comments regarding positive & negative experiences with Abbott Enterprises. Teresa’s Committee has been charged to develop details and timing for this survey. It is desirable to complete the survey prior to the Membership Meeting for budget ratification in November and prior to meeting with Abbott management to discuss annual performance.

3.  Townhome/Workplace Building Maintenance Committee – The painting project completed in June came in at $60,286, over $9,000 under the Council approved amount of $69,566. Painting of power panels throughout the neighborhood is complete. Lights installed in byways about a year ago were not designed for outdoor use and have been burning out at a high rate. All replacements will be the outdoor type and should last much longer.

The COS approved a recommendation that the Architectural Review Committee establish standards for “door accessories.” The replacement of any door hardware would be the responsibility of the homeowner, but done according to the standard established. This follows the approach taken with storm doors and windows.

The COS approved a recommendation by the committee to take responsibility for maintenance of all “original” attic fans and ventilators as part of the roof system covered in the covenants. Any fans installed as additional or replacement equipment by the homeowner (other than replacement of the “original”) would not be covered and would be the responsibility of the homeowner (as is true of other equipment installed by the homeowner). The cost of the fan is minimal and avoiding the potential costs and concerns with roof leaks are expected to offset this expense.

4.  Landscape & Grounds Committee – The contract with Contemporary Landscapes of Charlotte expires at the end of this year. A meeting was held with Contemporary Landscapes during the month to discuss the contract and upcoming plans for fall and 2007 maintenance. [See newsletter article on page 4.] The Council approved renewal of their contract for three years at a very reasonable increase of only 3% to primarily offset fuel price increases. Issues discussed in the homeowners’ comments section of the meeting were noted and will be discussed by the committee.

5.  Architectural Review Committee – A report outlining requests and approval status was distributed. The committee discussed designing a specific form instructing homeowners on what information is needed, and a suggested format, for submitting landscaping requests.

Final approval of the standard for “Basketball Hoops on Individual Property” was granted with a stipulation that all permanently installed goals (in ground or attached) require approval by the Architectural Review Committee. This standard relies heavily on common sense and neighbor courtesy. Continued problems may result in significant restrictions or elimination of the standard.

6.  Newsletter & Website Committee – A year-to-date cost summary was provided.

7.  Covenant Committee – Membership is now up to the level established in the Covenant. Review of the “Governing Document’s Enforcement Policies & Procedures” is expected to be completed by this committee at the September meeting. Legal review is already complete. The Council of Stewards is expected to approve this document at the special meeting in September or the regular meeting in October. Strict enforcement of covenant violations, including parking restrictions, will follow that approval.

  • Management Report – Vera Victorino presented the June-August 2006 Management Action Log.

Old Business – The deeding of all Common area property to the Association was completed on August 5, 2006.

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. Meetings are open to residents. There will be a special meeting on Tuesday, September 26, to resolve some outstanding issues. The next regular COS meeting is scheduled on October 25, 2006.