Report from Council of Stewards Meeting
August 24, 2011 [Regular Meeting]
IIn attendance: Sam Coleman (Presiding), Nancy Lingle, Charlie Huffine, Tom Fischer, Jill Stierli (Secretary), Jack Christine (Recording Secretary), and Vera Victorino (Abbott Enterprises).
There were no homeowner complaints or concerns.
The Council of Stewards (COS) also discussed these issues and took the following actions:
- Committee reports were presented as follows:
1. Townhome/Workplace Building Maintenance Committee [Gary Simmons, COS representative and acting chairperson] – Final results of the video work on the drainage project were presented and action plans recommended. Letters have been prepared to go to townhome owners affected by cable lines in drains and by potential root damage from unauthorized planting in byways. Lines that require power-flushing from debris will be addressed by work orders. Lines with crimps, cracks, and severe bends will be repaired under separate work orders. The committee has requested Abbott to seek quotes regarding work to find a more adequate solution to crushed and deteriorated outlets. It is expected that much of the work will be completed by the end of October. The work on outlet drains may require a longer period of time.
A schedule and projected costs for power-washing and painting the Wolfe Road entrance fencing were presented and approved. Work should be complete by the first week of October.
YTD (through July) maintenance expenses are running over budget by nearly $11,000.
The COS has still not received any copies of survey results from homeowners receiving maintenance services from Abbott contractors. The e-mail evaluation system has not been implemented as originally envisioned. Vera Victorino will investigate the status and report to the COS.
2. Finance Committee [Tom Fischer, chairperson; Sam Coleman, COS representative] – The financial report (July, 2011) was presented to COS members. Common expenses are slightly under budget. Peer maintenance expenses are over budget by $12,000.
The 2012 budget was presented to the COS for approval. The projections for Peer Group maintenance costs in 2012 were over $20,000 greater than 2011 budget. This cost and other minor increases will result in an increase of Peer Group assessments by $15 per month in 2012. The second planned increase of $6 for Peer Reserve Funds will also become effective on January 1, 2012. There will be no change to Common expenses. After much discussion regarding the need for this increase, the COS approved the budget as presented. [See newsletter article on page 5.]
3. Property Transition Committee [Nancy Lingle, chairperson and COS representative] – Two homes were closed and a third is under contract. A system to insure proper information is exchanged at closing is proving to still be problematic.
4. Landscape & Grounds Committee [Judy McLean, chairperson; Charlie Huffine, COS representative] – Judy McLean presented a list of landscaping needs and associated costs to the COS. Two items were applicable to Common expense: replacement of two trees that have died in the Clemens Place common area ($830); and rework and mulching of the eroded strip between the sidewalk and the Ashby Park area at the end of South Faulkner Way ($2002). The tree replacement was approved, but the second issue was tabled pending additional scope and information. Three Peer Group needs were discussed: replacement of six dead shrubs ($209); pruning of two trees on St. Alban’s Lane and redirection of drain lines to eliminate water build-up in this same area ($895); and resolution of downspout drainage problems on South Faulkner townhomes ($270 X 8 units). The first two issues were approved. The downspout project will be deferred until 2012.
The next landscape upgrade will occur in late 2012. A schedule of all remaining work will be made available at the next COS meeting. All dead shrubs from the landscape upgrade on South Faulkner Way will be replaced by the landscape company under warranty.
The hard work by Shirley Fischer and Judy McLean to develop a specific list of recommended tasks for volunteers and a proposal for coordinated maintenance with the town in areas not covered by volunteers is beginning to pay off in action by the Town of Davidson. Because of confusion by residents regarding neighborhood responsibilities between the association and the town, Shirley was requested to draft an article for the newsletter providing an explanation of the problem and future responsibilities. [See newsletter article on page 6.]
5. Architectural Review Committee [Luann Christine, chairperson; Dave Stout, COS representative] – No new requests were submitted.
6. Newsletter & Website Committee [Dave Smith, editor; Steve Lee, webmaster; Nancy Lingle, COS representative] –The topic of electronic newsletter delivery will be discussed at the Membership Meeting in September. At that time, the COS will review future options to the traditional newsletter delivery and the possibility of a charge to receive a hard copy.
7. Covenant Committee [Shannon Stout, chairperson; Jill Stierli, COS representative] – A copy of the modified Cannons of Conduct regarding roll-out garbage and recycle bins will be mailed to all homeowners in the packet that will be sent in advance of the Membership Meeting in September. Final approval will be announced at the meeting.
Parking problems continue to be an issue in the neighborhood. Abbott has been requested to mail letters to violators. Clarification of parking in restricted areas with a handicap sticker was received by the Davidson Police Department. Although the DPD will not ticket violators, a handicap sticker does not override neighborhood parking restrictions unless provision is made for a short-term exemption.
8. Ad Hoc Safety Committee [Julie Robinson & Alfred Geiger, co-chairpersons] – The committee reports that there are still issues with speeding and running STOP signs on Fairview , Conroy, and Wolfe/O. Henry. The COS agreed to table the issue until a future meeting, but to include an update and restatement of the problem in the next newsletter. [See newsletter article on page 6.]
Safety concerns were also raised regarding the large number of solicitors in the neighborhood. The Davidson Police Department is expected to address this issue and others such as animal control at the Membership Meeting in September.
9. Ad Hoc Neighborhood Beautification Committee [Dave Stout, chairperson and COS representative] – No report.
- Management Report – The Aging Report and the Management Action Log were reviewed.
Abbott will conduct a Board Orientation & Training Session on October 10 at their offices in Charlotte. Interested board members should contact Vera Victorino to sign-up for this meeting.
- Unfinished Business – The play structure in Wolfe Neighborhood Park was awarded to one of the interested neighborhood residents and, will be removed by the first of September.
- New Business – Candidates for vacancies on the Council of Stewards were introduced. Bob Cameron and Celeste Colcord attended the meeting.
- The meeting was adjourned at 9:25 p.m.
- The COS went into Executive Session following the regular meeting.
Many Thanks from Your NeighborhoodAs noted in the Candidate Profiles section of this newsletter, there are three seats that will become vacant this year. Nancy Lingle’s term and Sam Coleman’s term both expire this year. Both of these persons have served a number of years on the COS and have repeatedly volunteered for positions of leadership. Sam Coleman even returned to the COS and stepped in as president when a vacancy last year left the council with a need for experience. Charlie Huffine has turned in his resignation after serving part of a three-year term. Our deepest gratitude and respect go to all three of these fine individuals for their service. Thank you & good luck always to
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NOTE: The Council of Stewards meets regularly on the fourth Wednesday of every other month in St. Alban’s Church classroom (lower level) at 7:00 p.m. Special meetings are called as needed. Meetings are open to residents.The next regular COS meeting is scheduled on August 24, 2011. If an owner or resident wishes to address the COS at a regular meeting, please call a COS member about 5 days in advance of the meeting and the issue will be added to the “Homeowner Concerns” part of the agenda near the beginning of the meeting. |
