The BrierPatch August

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1 Greenbrier Property Owners Association, Inc. The BrierPatch August 2015 Notice of Annual Meeting In accordance with the GPOA s Articles of Amendment and the By Laws, the GPOA Board of Directors does hereby announce that the Annual Meeting of the Association will be held at 7:00 p.m. on Tuesday, September 15, 2015, at the GPOA office located at 1021 Eden Way North, Suite 132, Chesapeake, Virginia. 7:00 p.m. If no quorum of 991, 7:05 p.m. If no quorum of 496, 7:10 p.m. If no quorum of 248, 7:15 p.m. If no quorum of 124, 7:20 p.m. If no quorum of 62, 7:25 p.m. If no quorum of 31, 7:30 p.m. If no quorum of 16, The annual budget will be reviewed and the assessment voted on at this time, as well as the election of three Board members and IRS Revenue Ruling In order to vote at the meeting or to assign a proxy, your account must be in good standing. Prior Annual Assessments: 2009 $ $ $ $ $ $ $ $224 proposed 2017 $224 proposed (cannot increase) 2018 $224 proposed (cannot increase) GPOA Board of Directors approves a $12 per billing assessment increase $24 per year Now its up to you! As the look of the 70 acres of the Greenbrier Property Owners Association (GPOA) common ground continues to improve, the Board of Directors (BOD) wants the homeowners of the GPOA to know what improvements have been completed and what improvements are proposed in the upcoming years. Since the last annual assessment increase in 2012, the following major projects have been completed: Since 2012, $18,957 in sidewalk repairs In 2013, Woodgate Commons playground replacement, White Oak Crossing bulkhead replacement and a fishing dock was installed at a cost of $50,705. In 2014, the Turtle Rock playground and bulkhead were replaced at a cost of $57,651. In 2015, the rotting timbers around the Foot Bridge were replaced and riprap was added to reduce lake edge erosion at a cost of $22,310. A new landscaping company is being utilized and they are providing additional services with weekly mowing during the spring and summer months. The BOD is continuing to work with our landscapers and local professionals to identify areas that require attention to slow or stop the continued erosion of the area around the lakes. Based on their advice and recommendations of homeowners, the BOD has proposed to complete several new projects over the next few years as well as continue to replace old playgrounds and expand existing playgrounds (adding new equipment). These projects include: See next page

2 2 Continued from front page GPOA Board of Directors approves a $12 per billing assessment increase-$24 per year Now its up to you 2015 GPOA Board of Directors Debi Jones, President Woodgate Commons Sandra Daniels, Vice President Woodgate Commons Edward Betz, Secretary Logan's Mill Melvin Parker, Treasurer Bayberry Place Judy Shangraw, Director Turtle Rock Ken Belkofer, Director David Englehart, Director Ashley Woods Replace River Birch Run bulkhead, remove approximately 30 trees around the GPOA grounds and increase seeding and ground cover around Cypress Place at a cost of $79,200. Install plants near lake edges in select areas to slow down erosion $20,000. Continue to replace broken sidewalks in many of the neighborhoods at a cost of $43,600. Replace the playground at 5 acre park (in phases) with adult and teen fitness equipment, toddler fitness/playground equipment and a possible picnic area at a cost of $45,000. Install a kayak ramp and riprap near the dock in Bayberry Place at Weber Park at a cost of $10,000. Expand existing playgrounds with additional equipment and install solar lighting at the entrance signs for each subdivision costing $7,400. The planned cost of the improvements over the next few years is $205,200. However, these projects are not possible without an increase in the annual assessment. Over the past four years, a lot of work has been completed to bring the GPOA back up to the standards you deserve but it will take your help to continue the improvements and to maintain the progress that has been made. The GPOA annual assessment is one of the lowest in the Tidewater area. With the planned projects and the required funding for annual upkeep, the BOD has made an informed decision to recommend an increase in the annual assessment from $ to $224.00, (an increase of $2.00 per month). This would cause the annual assessment to remain the same for at least the next 3 years through In order for the assessment increase to pass, your help is needed. Please plan on attending the Annual Meeting on September 15th or complete the attached proxy form. No one likes to see their dues increased, however the BOD believes this is necessary to keep the common areas well maintained and that in turn helps to preserve your property values.

3 3 Did You Forget? Assessments were due on July 31. If you have not paid, please contact the GPOA office. Past due accounts are forwarded to collections where attorney fees, courts costs and interest are added. Please call the office at if your account has not been paid. CrimeMapping.com Do you know if there has been any crime in your neighborhood? The best way to find out what may be happening in your area is to check the daily crime reports. Chesapeake Police provides information about crime via the web site: Crimemapping.com. According to CrimeMapping.com: The site has been developed by The Omega Group to help law enforcement agencies provide the public with valuable information about recent crime activity in their neighborhood. Crime data is extracted on a regular basis from each participating department s records system and is uploaded daily so that the information being viewed though a web browser is the most current available. This data is always verified for accuracy and all address information is generalized by block in order to help insure privacy is protected. We understand the sensitive nature of crime data and work hard to maintain integrity as well as security with every solution we provide. This service is funded by your local law enforcement agency and is absolutely free for the general public. Any member of the public can sign up to receive Crime Alerts! This additional service is also free and provides customized reports via to any subscriber. A crime alert will only be sent to you if there is new crime reported in the area that you have selected for your crime alert . If you register for crime alerts, your address and registration information will only be used for Crime Alerts. Your contact information will not be shared with any third parties. You can also unsubscribe at any time. Chesapeake Police Officers attend most of the Open Forum Meetings and can address any concerns you may have about crime in your neighborhood. Resolution of the Greenbrier Property Owners Association, Inc. RE: Excess income applied to the following year s assessment - Revenue Ruling WHEREAS, the Greenbrier Property Owners Association is a Virginia corporation duly organized and existing under the laws of the State of Virginia; and WHEREAS, the members desire that the corporation shall act in full accordance with the rulings and regulations of the Internal Revenue Service; NOW THEREFORE, the members hereby adopt the following resolution by and on behalf of the Greenbrier Property Owners Association; RESOLVED, that any excess of membership income over membership expenses of the year ending December 31, 2015, shall be applied against the subsequent tax year member assessments as provided by IRS Revenue Ruling The Community Emergency Response Team (CERT) will be holding a new CERT class starting on September 15, 2015, at 7p.m. The classes are 7 weeks long and meet on Tuesdays and Thursdays at 7p.m. If you are interested please contact Bobby Gelormine at: argelormine@cityofchesapeake.net for more information. The CERT website is Click on government and then Fire Department. You can find us on Facebook too.

4 4 Where do you park your car? Please be considerate of your neighbors when you park your vehicle in the street. It is expected that you keep your vehicles in your garage (if available) and your driveway. However, if you have to park it in the street try to keep your vehicle parked in front of your house and not your neighbors. If you have to park it in front of your neighbor s house be considerate and move it back to your house when a spot opens up. Parking is very limited in many of the neighborhoods and some streets have little or no extra parking available especially at the end of the courts. Please be courteous of each other when extra parking is needed! All vehicles should be properly licensed and should not be parked in front of mailboxes, fire hydrants, trashcans, etc. Lawn Maintenance Standards Lawns should be mowed on a regular basis, usually at least once a week. Weeds should be treated or pulled from flowerbeds and other areas so their growth is controlled in the lawn. Sidewalks, driveways and street surfaces around your home should be kept weeded and grass free and a clean edge should be maintained. The curbing, gutter and street in front of your home should be kept free of litter and debris as the City of Chesapeake only cleans the streets once a year. It is incumbent on all citizens to keep the road clean in front of their own home. Trees and bushes should be trimmed to keep them from hanging over a neighbor s property, sidewalk or street and so they do not obstruct windows or doors. They should be pruned and shaped to their proper height and shape according to accepted best management practices. Tree stumps should be removed or cut flush with the ground or otherwise hidden from view of the street. Dead trees and tree limbs should be removed as soon as possible as they could present a safety hazard. Leaves, gumballs and other yard waste should be placed in clear plastic bags and placed at the curb on trash collection day. Leaves, grass clippings, etc. should not be blown into the street. Paper and other trash should be picked up from your lawn on a regular basis. Lawn equipment, grills, bicycles, toys, etc. should be stored out of view of the street when not in use. Lawn furniture in the front yard is not allowed, however exceptions may be made for small decorative benches or chairs that blend in with the overall appearance of the home. These may be kept near the home s front entrance or porch but not in driveways or front yards. The front lawn must have grass and be kept as free of weeds as possible. Bare areas need to be seeded so that the entire front lawn has grass. At the front foundation of the house evergreen bushes need to be installed in a defined bed area with mulch or other approved ground cover (excluding white rocks). Azalea, holly and hawthorn are examples of the many different types of shrubs that will stay green all year. A minimum of three shrubs should be installed at the largest portion of the front foundation of the house. Decorative items such as statues and knick-knacks should be kept to a minimum in the front yard. Artificial flowers, bushes, or other vegetation is not allowed.

5 5 Yard of the Month Winners June, July & August 2015 Ashley Woods 1101 Buford Court 1304 Summerset Court 1100 Buford Court Ashley Woods South 1106 Mill Lake Quarter 1110 Mill Lake Quarter 1111 Mill Lake Quarter Bayberry Forest 1609 Waterside Drive N Lake Point Drive 1239 Lake Point Drive Bayberry Place 1413 Bayberry Place 1528 Waterside Drive N Waterside Drive S. Bayberry Woods 1308 Thyme Trail 1309 Sage Court 1305 Thyme Trail Cypress Place 925 Golden Cypress Court 920 Golden Cypress Court 1304 Cypress Place Logan s Mill 2206 Logan s Mill Trail 2026 & 2028 Dawnee Brook Tr. N Kelly Run Mill Quarter 1208 Cedar Mill Square 1201Cedar Mill Square 1227 Mabry Mill Place River Birch Run 1303 River Birch Run S River Birch Court 1336 River Birch Run S. Turtle Rock 900 Sugar Tree Court 915 Sugar Tree Court 925 Sugar Tree Court White Oak Crossing 901 Scarlet Oak Court North 925 Scarlet Oak Court North* 909 White Oak Court North Woodgate Commons 1822 Woodgate Arch 1905 Devonwood Common 1801 & 1844 Woodgate Arch GPOA Meeting Dates Open Forum/Board of Director Meetings are always held on the 3rd Thursday of each month at 7:00p.m. All residents are encouraged to attend to share your concerns or comments. Remaining 2015 meeting dates: September 17 October 15 November 19 December 17 Architectural Review Committee (ARC) meetings are held on the first and third Monday of each month. Your exterior change applications should be submitted by the Friday before the Monday meeting in order to be added to that meeting s agenda. Remaining 2015 meeting dates: Sept 7 & 21 Oct 5 & 19 Nov 2 & 16 Dec 7 & 21 * Corrected from the July BrierPatch

6 Actual 2014 Actual 2015 Budget 2016 Proposed Annual Regular Assessment $200 $200 $200 Assessment Income $ Other Income Attorney collections, resale pkgs. interest on accounts, newsletter ads, etc Total Income Financial Fees Insurance CPA Audit and Tax Prep, bank account fees, collection expenses, etc. General Liability common grounds, Workers Comp, Director & Officers liability Legal Attorney retainer, court preparation fees for covenant enforcement, etc. Postage Bulk mailings, stamps, semi-annual billing Newsletter Printing and postage for BrierPatch Office Rent Cost to lease office space Copy Machine Lease payment office copier Office Telephone 2 phone lines, fax, internet, cell Salaries/Taxes 2 employees, payroll taxes, health ins-mgr (Fed, state, Soc sec, medicare, unemployment taxes) Common Ground Lighting 113 Dominion VA Power night watch lights, 20 misc. lights Common Ground Mowing Mow, edge, trim 70 acres turf and 10 miles sidewalks Common Ground Maintenance Tree trimming & removal, mulch, cave-ins, bench repairs, etc Storm Clean-Up Contingency - severe weather tree clean-up Office Supplies Equip. repair, envelopes, paper, etc Taxes Federal, state, personal property Miscellaneous Mileage, software support, website, license & dues Reserves Money placed in reserve accounts for major projects Total Expenses

7 7 Greenbrier Property Owners Association, Inc. Proxy Statement I (we), the undersigned owner(s): Name please print of the property located at: Property Address in the Greenbrier Property Owners Association do hereby appoint: (Please check I or II) (I) The Board of Directors (II) or (full name) to serve as my (our) *proxy* in counting towards a quorum and in representing my interest in voting: 1. The election of members to the Board of Directors. 2. The Annual assessment for 2016 ($24.00 increase from 2015). 3. Any other business that may properly come before the Association at the Annual Meeting of the Association on Tuesday, September 15, 2015, at 7:00p.m. at the GPOA office at 1021 Eden Way North, Suite 132, Chesapeake, VA This proxy is to be in effect for the Annual Meeting of the Greenbrier Property Owners Association on September 15, 2015, and any continuation of this meeting or until sooner revoked by me (us) in writing, received by the presiding officer of the meeting, or unless I (we) am present at the meeting. Owner signature(s) Telephone number Greenbrier Property Owners Association, Inc Eden Way North, Suite 132 Chesapeake, VA Phone: Fax:

8 Greenbrier Property Owners Association, Inc Eden Way North, Suite 132 Chesapeake, VA gpoa@gpoahomes.org August 10, 2015 Dear Greenbrier POA Member, Please allow this correspondence to serve as official notification of the 38th Greenbrier Property Owners Association, Inc. Annual Meeting. It will be held on Tuesday, September 15, 2015, at 7:00p.m. at the GPOA office located at 1021 Eden Way North, Suite 132, Chesapeake, VA The Board of Directors has approved an annual assessment increase of $ This amount would remain the same for at least the next 3 years. The annual operating budget, IRS Revenue Ruling and proxy statement are attached. Please complete the proxy statement and return it to the GPOA office if you are not planning on attending the meeting. The proxy statement allows someone who is present at the meeting to vote on your behalf. The proxy statement is not a voting form. Please contact the GPOA office at or at us at gpoa@gpoahomes.org if you have any questions.