Reflection Pointe HOA Meeting September 22, 2015 6:00 p.m. Attendees: The Reflection Pointe Homeowners Association met Tuesday, September 22, 2015 in the Reflection Pointe Clubhouse. The Board members in attendance were Vincent Sica, Mike Pasiecznyk, Brad Lozier, Sean Corcoran and Mike Pignatiello. Cedar Management Representative Brian Pizzuti was also present. Other attendees included Kym Corcoran (ACC), Dan Hartley (ACC) and Mark Selles (Designia). Approval/Correction of Minutes: The August 18, 2015 Board meeting minutes were approved unanimously. Public Input from the Community Jeff and Andre DeMatteis asked the Board about the final inspection process. ACC Chair Kym Corcoran answered their questions and will get in touch with Richard about setting up an appointment with them. Jack Morris spoke to the Board and inquired about having a forum for candidates running for Belmont City Council. The Board agreed that it would be a worthwhile event for RP residents. Jack agreed to coordinate the event. Jack also asked the HOA to buy into the responsibility of fixing the ditch between his yard and the marina. Deb Blee and Jason Rumsfelt addressed the Board on the Belmont Town and Country Club request to use the clubhouse for a Fundraising Event on Saturday, October 3 at no charge. The Board agreed to review the policy and let the group know if an exception would be made to waive the rental fee. Mike and Whitney Kirby had questions regarding the cell tower. Vincent answered the questions and informed them that an open community meeting will be held on Tuesday, October 13 at 7:00 PM at the clubhouse. Mike and Whitney also addressed the Board concerning the island behind Lot 47. It has not been maintained and needs to be groomed at least a few times out of the year.
Landscape Contractor Report: (DeSignia / Mark Selles) Mark presented the monthly report on the ponds and fountains. His team believes someone is messing with the timers on the ponds. They will be installing locks on the timer boxes to prevent access. Mark updated the Board on the improvements of the irrigation heads. The irrigation head repairs will be completed this week. The lighting repairs will be done in about 10 days and the pond cleanups in the front of neighborhood are beginning this week. Mark requested approval to procure 150 bails of wheat straw at a price of $1,500 to compliment the upcoming aerating and seeding of bare areas. The Board approved. The island on Beauhaven Drive is filled with crabgrass. Mark asked the Board for $300 to kill the crabgrass and re do it in the fall during aeration. The Board approved. The Board voted to allow Mark to use city water during irrigation for fall seeding and to purchase rain gauges for each controller. Seeding will be done sometime in middle of October. He agreed to tightly manage the watering process to avoid excessive cost. Mark expressed concern about community perception of DeSignia s performance since some projects are part of a three year plan and immediate results may not be apparent. Vincent and other Board members indicated that most feedback has been positive up to this point, particularly regarding the front ponds. The Board agreed to send out a landscape update if Mark wanted to draft the message. Kym pointed out that the ACC received an email from a property owner about damage to a sewer tap cover from the landscaper and also noted that some of the base to the lamp posts have been damaged. Architecture Control Committee: (Kym Corcoran and Dan Hartley) One schematic review submitted and approved. Three Design Developmental reviews submitted and approved. Received a complaint from a property owner about damage from a PSNC Energy sub contractor. Received two complaints that subcontractors were playing music too loud. No fines were issued this month. ACC requested additional funding to allow Richard to attend monthly meetings and four quarterly meetings and have an additional 10 meetings be allocated for unforeseen issues where the ACC needs his experience. Hermitage Court (Lot 199): The ACC, via Richard Alsop, sent a letter to the address of record for the property dated Thursday, August 27. As of today, the ACC has not received a response. Previously noted, the ACC reached out to the seller s agent for the buyer s contact information, but the agent did not have that information. The new owners
took possession of the home on February 13, 2015. Vincent noted that their needs to be a paper trail with the new property owners and that a more direct note needs to be sent to the owner. Kym and Dan met with John Fitzgerald of LiveWell homes Friday, September 19 for 90 minutes. The five plans that were submitted from LiveWell to the ACC were not what was requested at a previous meeting between Dan, Vincent and Brooks. One of the five met requirements. Fitzgerald told Kym and Dan that what they submitted was a litmus test to see what the ACC would approve. The homes that the ACC like from LiveWell have not been built in other communities and LiveWell does not know the cost of these homes. LiveWell has not purchased any lots in the neighborhood as of September 22, 2015. Welcoming Committee: (Benny and Elaine Yeargen) Both Benny and Elaine Yeargen have distributed welcome bags to two new homeowners in the community. Both are working with local businesses to solicit gift cards to new neighbors in the community. Andre DeMatteis suggested that a document explaining the front gate operating procedure via phone and the clicker request form also be included in the welcome pack. Communications Committee: (Sean Corcoran) Regular emails of upcoming events are posted on Facebook and emailed to the community in a timely manner. Elaine Yeargen and Pat Rice are working on updating the Reflection Pointe directory. Deer Hunting Program: Two deer have been killed since the program started. Crime Watch Committee (Mike Pasieczynk) A suspicious vehicle was called in and a false alarm was reported according to Belmont Police. Marketing Committee: (Andrea Verner) Mike Pignatiello provided the Board an update on the Realtor and Builder Open House. The date is tentatively set for Wednesday, October 7 from 11:30 a.m. 1:30 p.m. An email will be sent to realtors in the area and one mailing asking for an RSVP to a larger audience.
The idea is to have the board in attendance and welcome the realtors and other community members in attendance. Possibly two ACC members would also be in attendance along with Paul Hendricks and two builders in the community. Realtors would get a packet of information and a list of services that Reflection Pointe offers. There will be three prize drawings for those in attendance. After 1:30 p.m. realtors will have the opportunity to visit homes that are for sale. The realtors of homes for sale would have the option to pay $50 for other realtors to visit. If a realtor visits all of the seven homes they would participate in a drawing where they could potentially win $350. Pool Committee (Mike Pasieczynk and Laura Alspaugh) Pool closes Sunday, September 27. Eleven chaise lounges were repaired at a cost of $43 a piece. Social Committee: (Paul Hendricks) Residents had a fun time at the End of Summer Party event. At the next community event it was suggested to have a volunteer signup sheet to help with set up and break down. The Board discussed ways to promote the Halloween Hayride event which is set for Saturday, October 24. Financials / Treasure: (Brad Lozier, Brian Pizzuti Cedar) HOA expenditures are below plan for the month and the year by 11%. The expenses analyzed exclude owner other expenses, which are not budgeted for and are expected to be directly offset by owner other income. The primary reason for being under budget is that the project based budget has not yet been allocated/spent. Projects have been identified but the timing will be in the latter part of the year or possibly delayed into next year (e.g., enhancing that irrigation system). The HOA has collected approximately 80% of the dues owed from the July billings. The Board approved legal action to initiate HOA foreclosures on several properties that are not current with their dues. All properties with past due balances are being monitored for the most appropriate collection/legal actions. One small claims lawsuit was approved, pending confirmation that liens can be attached to the owner's primary residence. The board agreed that additional $20 per month late charges would not be applied to accounts whose HOA dues had been paid in full, (i.e., late fees would stop accumulating when the only remaining balance was associated with late fees).
It was agreed that quarterly statements would be mailed out to all owners with accounts that are not current to reinforce that $20 late fee charges are being assessed each month until the dues balances are paid off. Quarterly statements will not be mailed to property owners with current balances. It was agreed that all community privileges will be taken away from property owners that aren t current with their HOA dues. New Business The ACC appointment process was developed last year to establish the terms of the members. The terms would be stagger two members terms would expire the first year, two the second year and one the third year. In October an email will be sent out to the community for those that are interested in being on the ACC. A member whose term expired may reapply. Kym is providing the Board with term expiration dates for each ACC member. Brian updated the Board on the process of taking water from Lake Wylie. It is a $2,000 deposit and a $2,000 application fee. The process usually takes between three and six months. The contact person at Duke Energy is Ronnie Lawson. The Board agreed to remove the silt fencing on Reflection Pointe Boulevard and Ashwood Park Drive. Brian will ask DeSignia to remove it and seed where necessary. The Board agreed to keep the Clubhouse Reservation Policy as is and not to waive the $200 fee to non profit groups or charitable organizations. The Board is holding off on pump repairs for ponds #17 and #21. The Board agreed not to repair an issue where water was running from the marina parking lot to a homeowner s yard. The Board had previously discussed networking and benchmarking with other HOA s in surrounding neighborhoods. Vincent made contact with the President of Misty Waters who also thought it would be a good idea. The Board agreed to host a joint meeting so both Boards could share ideas, processes and experiences. Vincent will set it up for one evening next month or early November. Old Business Tennis court repairs will be completed by the first week of October. The board agreed to have Brian get a price quote for a tennis backboard. The Board approved to have Perry Pool Supply fix four tiles and a skimmer tile repaired in the pool.
The Board approved to have an engineer do an assessment and provide a quote for assessing conditions of the roads and recommending a course of action. Brian will have Sonitrol give us a quote on a new security camera system with four new cameras at the clubhouse and two cameras at the gatehouse. Depending on the price, the Board agreed to look at other vendors. The Board received an update from Brian on the A/C being repaired in the clubhouse. The date for the cell tower community meeting is Tuesday, October 13. Information will be shared and feedback will be provided by the Board and representatives from T Mobile. Other carriers such as Verizon, Sprint and AT&T have been invited, but have not committed. Brian will be maintaining a project tracking document. Sean will post it so it will be available in real time to all Board members for viewing and editing. Meeting adjourned at 11:58 p.m. Our next meeting is scheduled for Tuesday, October 20, 6:00 p.m. at the Reflection Pointe Clubhouse.