Ryerss Hunt Homeowners Association
Board of Directors
2003 Annual Meeting Minutes
P.O. Box 2121 West Chester, PA 19380 February 20, 2003 @ 7:00pm
Attendees
Scott Pilotti – President Tim Porreca – Secretary Kevin Dagit – Vice-President Teri McCandless – Treasurer Dave Fox – Member at Large
Discussion Topics
1)Call to Order – 7:08pm.
2)Approval of Minutes –Scott motioned to approve the 2002 Annual Meeting minutes. Teri seconded. The minutes were unanimously approved as distributed.
3)Introduction of Board Members – Scott explained that the Board oversees the operation of the homeowners association, that we operate as unobtrusively as possible, and that we have taken the stance that we don’t police the neighborhood. He went on to explain that the Board is responsible for the maintenance of the common areas in the community as well as for enforcing the development’s by-laws. Questions:
a)Carol Stairiker – Why does the Board only give a 2 week notice for open Board positions? What positions are available? Kevin stated that we send out the notice 1 month in advance of the meeting per the association By-Laws and we try not to send out too far in advance for fear they will be lost or forgotten.
4)Explanation of Items to be Voted on
i)Election of Board Members Tim explained that there are currently two open positions on the Board, these positions were currently being held by Scott Pilotti and Teri McCandless. Both positions (three year terms) will be voted on today. He further explained that we were not voting on specific positions (e.g. President), only for a seat on the Board. Specific positions would be voted on by the Board during its first meeting following today’s meeting. Tim also explained that we need 2/10 of the homeowners (38) to vote in order to reach a quorum, which we achieved with proxies.
5)Introduction of Candidates for Board of Directors Teri McCandless introduced herself as the current Treasurer of the Board. Tim asked again if anyone was interested in running, there were no respondents.
6)Association Financial Review - Teri McCandless – Teri stated we have historically tried to keep the fees low by using some of the initial capital contribution to offset the annual expenses. For 2003, we added $5,000 for legal fees to handle dedication. The association’s legal council has recommended we get an independent engineer to review how the basins were built as well. We added $1,000 for snow removal and $2,000 for repairs to the front entrance, repainting of the front sign, and installation of low-voltage underground lighting. Finally, $12,000 has been added for landscaping of the front entrance.
Questions:
a)Maria DiMarco – Is the $12,000 going to be recouped from Brandolini? Kevin said, “no”, and will expand on that when he talks about dedication and landscaping.
b)Anthony Donofrio – If the wall at Jack Russell fails, is that covered by the reserve? Kevin indicated that the reserves were for the basins which need annual maintenance. The wall is expected to have life-expectancy of 50-100 years.
c)Jim Dwyer – With respect to the $12,000, what other than the island is covered? Kevin stated that landscaping the entire front entrance, including planting around each of the signs was included.
d)David Bunn – Suggested we look into hanging lights instead of ground mounted lights. Tim indicated the Board has considered this in the past, but the homeowners on the corners were opposed as they did not want the lights visible from their houses.
e)Janet Cheney - Inquired about the walking path. Kevin stated he would cover this later.
f)Steve Lamb – Once dedication is complete does the management expense go away? What does insurance cover? Legal fees? Teri explained that the management company takes care of managing our finances, paying bills and sending our assessments. Tim informed the group that we have 3 insurance policies, one for General Liability, one for Directors and Officers insurance and one Fidelity Bond.
g)Rob McClay – Does insurance cover vandalism? $3,000 for annuals seems high? Teri told Rob we did not spend the full $3000 last year, and that covers mulching too. Tim stated that we have a $500 deductible and it would not be worthwhile even if the vandalism was covered.
7)Review of Items the Board has Been Working on
a)Dedication - Kevin reviewed the status of the walking path which was washing out and is now paved in places. The walking path is 95% complete and the Board expects to endorse its usage this summer. Kevin stated the basins were found not to have been built to specifications. The wall on Jack Russell is falling down and is a major concern. The Board will utilize legal council and engineering firms moving forward. Questions:
i)Jennifer Jeandell – Is the $670,000 dedicated to specific things? Kevin said, “sort of.” There are line items on a phase by phase basis, 15% is held back in an escrow account. The things the Township is responsible for will take precedence.
ii)Guy McCandless – Is it time to start another letter writing campaign? Kevin suggested that the time is not right yet, but might be soon.
iii)Maria DiMarco – The trail is not complete? Kevin stated it is almost done except for near the Hill’s property at Constitution. The Board did not want to promote the use of it until it is complete.
iv)Janet Cheney – Is the part where it is paved where we had a water problem? Kevin said “yes.”
v)Helen Castrucci – Do you have the punch list with you? Kevin stated “Yes, you can review it after the meeting.”
vi)Julie Donofrio – What can be done about dirt bikes on the trail? Tim suggested that homeowners call the police.
vii)Unknown – How is landscaping going to be approved and who is going to approve? Tim stated the Board will approve it, but he will put the plan on the web site and provide a way for homeowners to provide input.
viii)Jim Dwyer – What happens next with Dedication? Kevin stated our attorney is working with the Township on the last major issues. We are hopeful for completion this summer.
ix)Ester Dakin – Do we take our $20 off proactively? Teri stated, “yes.”
x)Ion McDonald – Expressed his appreciation for Board’s work.
xi)Rob – Can we send out reminders to homeowners regarding the use of the conservation easements? Tim said he would resend a similar letter to the one he sent last Spring.
8)Election / Votes – A box was passed around to collect votes. Tim Porreca and Patty Mullin-Smith counted them.
9)Open Floor to Questions – There were no additional questions recorded beyond the dedication questions.
10)Election Results – Tim announced the results as follows:
a)Open Positions** Teri McCandless – 39 Steve Lamb – 20 Scott Pilotti – 15 Jackie Spurlock – 15 Donna Cooper – 10 Mike DiSanto – 10 Mark Bower – 10 Debbie Shulkowski – 10 Jim Johnson – 10 ** The Board cast its votes evenly among the candidates receiving votes, 9 votes per person. Both Teri McCandless and Steve Lamb were elected to 3 year terms.
11)The meeting adjourned at 8:59pm (Scott motioned, Kevin seconded)