5/12/15 HOA Meeting Minutes

Agenda and summary of minutes:

1. Financial Update
• Review current financial numbers.  Future Budgets will be discussed in a later section
• Perhaps move money to get an interest rate. Discuss at a later time
2. Pending Documentation--reviewed and edited
• Reimbursement & Common Area Mowing 
• Architectural Review Request
3. Road Plan to fix what they already paved
• June scheduled for "repaving"
• Take pictures of current Road Conditions. It is unacceptable
• Ask Jeremy EXACTLY what the plan is and emphasize that the warranty hasn’t begun yet
4. Landscape Maintenance
• Watch for issues with plants, consider using new company
• Revisit in the Fall
• Is the front area too much to handle and pay for?
5. Tree Maintenance and Replacement
• Contact master gardeners and landscapers for opinions on best trees.
• Using those, get quotes from nurseries in the area
6. Sustainable Living – Chickens, et al And 
• Sustainable living will be interesting to people who choose to live in this area. Have to decide where the line is -- perhaps "within certain parameters"
• Survey neighborhood. How do we stay relevant/what are important issues? (General Survey – rank these issues. 
• Would require change to covenants which requires a vote
• FYI: Can’t legally deny something to increase energy efficiency aka solar panelsAny decisions would have to apply to all lots
7. Speeding on Thoroughbred Drive
• Consider more traditional speed limit signs
• Ask Sheriff if we can lease a radar that will show people how fast they are going
• Remind neighbors
8. Annual Meeting 
• Set for September 20th at the Pappas' house (#2001)
• Show capital projects vs money that we actually have. Create survey for neighborhood prior to then
9. Memorial Day Cookout
• Assignments made
10. New Business
• n/a

Road Repair Update

All,

When you drove home Tuesday, you may have noticed some arrows painted on the road.  Jeremy, the Asphalt company representative, came by for a final walk-through prior to delivering the final road resurfacing quote for approval and scheduling by the HOA Board.

The road has been marked to show the beginning and end of the area to be resurfaced.  This area will include the entire width of the road from between the Vandre and Von Hagen driveways to between the Newburg and Alford driveways.  This span includes the pot holes and the two septic line dips.  The ends of the resurfaced area will be tapered to ease the transition back to the existing pavement.

You will notice two lines at each of the ends of the proposed area to be resurfaced.  The inside line (toward the arrow head) shows where the taper will begin, while the outside line (toward the arrow tail) shows where the taper will end.

Jeremy mentioned that he might need to reach out to some of the home owners that have concrete driveways or transitions that tie into the road with an uneven edge.  Turner Asphalt may need to bring a concrete saw out to smooth out that edge to improve the concrete to asphalt joint.

We should have a final quote by Thursday (end of day tomorrow).  The HOA Board will review it, have a final HOA Board vote to approve it and then schedule the work with Turner Asphalt.  We plan to have the work done on a Monday, if at all possible, to give us as much time as possible for the road to set before garbage or recycling trucks have to travel on the road.  

If you have any questions regarding the resurfacing project, please feel free to reach out to your HOA Board. HOA Board members are listed in the Board Members tab on the blog: http://thoroughbredhoa.blogspot.com/

-Marvin Watkins & The HOA Board

Road Repair Proposal

Belmont Sub-division, Hillsborough, NC
Friends, Neighbors and Property Owner

8/20/2014

To our Friends, Neighbors and Fellow Property Owners,

As most of you know, our Home Owners Association (HOA) Board has been working out the details of the first phase of our neighborhood Road Project.  In 2007, the HOA Board at that time, following a decision to keep our road as a private road, established a Road Fund that would be funded by $10/month/property of HOA Dues paid by the HOA Member to address inevitable road maintenance and repair needs.

Over the years, we have had several paving contractors out to the neighborhood to consider everything from patching, to sealing, to completely re-paving the road all with greatly varying costs.

Within the last year or so, it has become very apparent that we need to address some critical road deterioration issues in the curve between the Newburg and Livingston houses.  There are two potholes that we have been cold-patching for at least two years that are threatening the base of our road.

Thanks to the efforts of Randy Berry and the existing HOA Board, we were able to get two paving contractors out, over the last two months, to assess the condition of our road and recommend the necessary repairs to not only fix the immediate issues, but also to prepare the road for another 15-20 years of service.  The consensus was that the road, that was installed 16 years ago, has a solid base and is in good shape for its age.  The areas in the curve with the potholes and major cracks have surface issues that need to be addressed very soon, before those issues begin impacting the base of the road.

8/17/14 HOA Meeting Minutes

Board Members present: Marvin Watkins, Mike Thomas, DJ Pappas, Nancy Vandre

Meetings with neighbors to discuss road repair options.

Discussion held and questions answered.

BOARD MEMBER VOTE:
MOTION (Marvin): Vote to go with Turner asphalt company for the Road Repair proposal as sent to neighborhood on 8/20
SECOND (Mike)
VOTE: Aye (Marvin, Mike, Nancy, & Deborah by proxy. DJ no longer in attendance by end of meeting)
SO MOVED.

8/3/14 HOA Meeting Minutes

BELMONT HOA BOARD MEETING Minutes August 3, 2014

1.     Process for dealing with road issue

a.     Contact all companies for how far the road money will get us

b.     OPTIONS:

                                      i.     Whole road paving – this option is off the table

                                     ii.     Do a full road patch up to the corner (fill in the blanks) – get quote

                                   iii.     Just patch the curve plus how far we can get– get all quotes

1.     How far will the money is the road fund get us?

                                   iv.     Patch as recommended (left and right) for road - ~ $17k

1.     Ace willing to negotiate, something like $14k now and pay the rest later so we can retain cash on hand

c.      Other previous quotes: Turner Asphalt and Jim’s Blacktop

                                      i.     Get second quote just on what we decide is the best option

2.     Budget

4/12/14 HOA Meeting Minutes

PRESENT: All Attending

AGENDA: 

1) Discuss plan for replacing lost trees or not. If so, determine how many to replace and who will get quotes and by when, etc.
2) Discuss mowing of common areas and weeding of entrance beds and possibly pruning of trees. Do we need to hire this out or do we have enough participation from within the community? Do we need to consider reimbursing mowers for gasoline?
3) Discuss remnants of old sign (bricks and debris).  How can we get rid of that?
4) Discuss when to add a new sign and who will get quotes and by when.
5) Hear more from Randy on his ideas for the road and his plans for getting bids.
6) Make tentative plans for Memorial Day party: set date and location (we are happy to volunteer to host if people would like so kids/people can enjoy the pool)
7) AOB

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DISCUSSION: