February Meeting Minutes
Beckett Ridge HOA Board Meeting
February 21, 2012 at Tri-County Baptist Church
Call to Order
Dennis Bender called the meeting to order at 6:30 p.m.
Board Members present were Dennis Bender, Dave Burling, Mark Morris, Debbie Olszowka, Sharon Palm, and Burt Young. Terri McGill-Wong was absent with notice. Representatives from Towne Properties and Brickman were also in attendance. Jim Matre, legal counsel for the Association was also present as well as members from the Mill Creek Board and several homeowners.
An owner from Tollbridge wanted to know if the Board had decided on a plan of action for the stone planting bed at the corner of Tollbridge and Crossbridge. The Association will have the bed cleaned up and new plantings will be added.
The Minutes of the Board of Trustees January meeting were approved with no changes.
Landscape Committee Report
Bruce Rankin gave the report. The committee met and came up with a plan to replace missing trees and add new trees to the common areas along Lakota West Drive. The estimated cost for this work will be $6,000. Preliminary work for expanding the irrigation system at the Beckett Road entrance has begun. The estimated cost for this project will be $15,000.
Bob Wilson gave the report. He reviewed the maintenance schedule. He presented the Board with several landscaping proposals. The Board reviewed them and accepted five (5) of them. Work to be done will include the cutting back of brush along the walking path, behind the Meadows and maintenance work in the wetlands area.
One application was submitted. The Board tabled a decision until further information can be received from the owner.
Debi Perkins gave the report. The Board reviewed the current Management Report.
The Board reviewed and approved the current cash statement and delinquent status report. As of February 14, 2012, the delinquency amount was $130,035.
The Board reviewed the phone and email log from Towne Properties.
A.Millcreek Clean Up
Lisa Lawson from the Mill Creek Board addressed the Beckett Ridge Board regarding the ongoing problems with the trash in the creek that is on Beckett Ridge-owned common property, adjacent to Mill Creek. The Mill Creek Board feels they are being punished by the Master Association because the Master Association only charged Mill Creek the cost of the cleanup. They feel the trash in the creek is coming not only from Mill Creek owners but also from Deer Run owners and from Kroger. They presented the Beckett Board with three options on how to best handle what appears to be an ongoing problem with keeping the creek free and clear of trash. They also wanted to know if the Master Association planned on charging Mill Creek for the latest clean-up which was more extensive. The Mill Creek Board suggested that Beckett Ridge install a fence along the creek, between the Kroger shopping center and the Mill Creek and Deer Run communities. Mark Morris told the Mill Creek Board that he sat on the Villages of Beckett Ridge Board. He told them that VBR pays to clean-up the sections of Beckett Ridge-owned common property that is adjacent to their community. He suggested that Mill Creek send out letters to their owners telling them that if anyone is caught dumping in the creek that they would be charged the cost of the cleanup. At this point the Mill Creek Board left the meeting.
The Beckett Board reviewed the suggestions and discussed the clean-up charges. The Board has no problem with having the creek clean-up bid out. However, there remains the issue of whose trash is in the creek. It does not appear that a mattress, tires, plastic doll houses, etc. would be blowing over from the Kroger lot. More than likely the items are coming from either Mill Creek or Deer Run owners. The Beckett Board decided to meet with the Deer Run Board and discuss the problem with them and get their input on a possible solution to this ongoing problem. As for charging back Mill Creek the $900 charge for cleaning up the trash in the creek, Beckett Board decided to waive this charge. Towne will notify the Mill Creek Board of the decisions.
B.Rupp Farm Drainage – Update
The Board discussed with Jim Matre the responsibility of the Association to manage the runoff from the hillside behind Rupp Farm. Although the Association does have a duty to keep the drain debris catchers clear, the Association is not responsible for the water management on private property. Each owner is responsible for their own individual Lot and water management. The Association will send letters to the Rupp Farm property owners notifying them of the Association’s decision.
The Board reviewed with Jim Matre the draft of the proposed resolution prohibiting storage sheds in Beckett Ridge. The resolution will grandfather in the handful of existing sheds that were approved by the Board via submission of an Improvement Application. Jim will re-work the resolution and send it to the Board via email for their final vote of acceptance.
D. Annual Meeting
The annual meeting will be held on March 20th. Four Board positions will be open. The first notice was sent out at the end of January with the second notice going out at the end of February. Four positions on the Board will be open. A proxy will be included in the mailing in an effort to secure enough participation to meet quorum requirements.
E. Community Newsletter
The newsletter is ready for publication. It will be sent along with the annual meeting notice to help reduce the cost of postage.
A.Hilltop Electric Proposal
The Board reviewed a proposal from Hilltop to purchase a quantity of light bulbs that are used in the community. The Board accepted the proposal.
B.Green Space Cleanup
Towne has submitted a proposal to cleanup the trash that is in the tree line along the walking path. The Board accepted the proposal for $2,500. This will be done after Brickman has cut back the brush.
C.Community Garage Sale
The annual garage sale will be held in May on Saturday the 12th. The Association will place ads in the local papers.
D.Dumping in Common Areas
Dennis Bender updated the Board about a recent incident in which two men were spotted dumping construction debris in the common area between Crossbridge, by the Meadows entrance, and Beckett Road. A police report has been filed and hopefully the perpetrators will be caught and charged. Several individuals saw the vehicle involved and one of them did get a license number. If the individuals are not caught, the cost to clean up the mess will be approximately $2,500 which will have to be paid from Association funds.
There being no further business to come before the Board, the general meeting was adjourned at 9:22 p.m.
The next Board of Trustees Meeting will be held on Tuesday, March 20, 2012 at 6:30 p.m. at Tri-County Baptist Church. The annual meeting will be held immediately thereafter at 7:30 p.m.