Category: Meeting

Red Rose Civic Association
HOA Meeting Minutes
May 1, 2018 – Annual Meeting
redrosecivic@gmail.com ~ redrosevillage.org

Board Members Present: Kat H. – Chairman, Tina E. – Treasurer, Michelle W. – Secretary,
Linda M. – Member-at-Large, Jeanette A. – Member-at-Large

Board Member(s) Not Present: NA

Non-Board Members Present: Chuck M. – ARB, Ralph and Sannie B. – homeowners, Bill G. – homeowner

Meeting called to order by Kat at 7:16 pm. * This meeting was recorded.

Previous Meeting Minutes: The November 15, 2017 meeting minutes were reviewed. Linda motioned to approve minutes/ Jeanette seconded/motion unanimously approved.

Treasurer’s Report presented by Tina:
– Current balance in bank account is $58,598.71.
– Tax return not yet filed.
– Annual billing of HOA dues will be approx. June 10, 2018. Dues for fiscal year 2018-2019 will be due July 15, 2018.

ARB Report presented by Chuck:
– Discussion regarding…
– Buttercup property with unregistered vehicles parked on property
-Donation of a small basketball hoop for kids to use
-Need of signs to define common grounds, will research price
-Property on Gardenia dumping paint into the creek
-Residents can park a “non-car” in driveway for 48 hours WITH PERMISSION from the
ARB or HOA (for example: boat, RV, work vehicle, trailer).

Webmaster’s Report:
– Nothing reported

Secretary’s Report presented by Michelle:
-Returned paperwork for filing.

Neighborhood Watch (N.W.) Report:
– Nothing reported.

Members-at-Large Reports:
Linda: Nothing to report.
Jeanette: Nothing to report.

Old Business:
-Still obtaining bids for a new landscaper.

New Business:
-Heavy discussion regarding a parking issue between two residents. Resident A parks legally on a RRV street. Resident B has permission to park a vehicle on a field that connects to RRV but is not part of RRV. Resident B admits Resident A parks legally on the street but that the car blocks Resident B’s complete and clear access to the field. Resident B requests RRV HOA intervention, however, VDOT advised Kat that access to the field is not considered to be off the RRV street. Therefore, Resident B should not be entering the field through RRV. Chuck (ARB) agreed to ask Resident A to park away from the field but it was noted that Resident A is legally parking and is not violating any RRV rules/regulations.
-Discussion regarding the need to write annual letter. Many items need to be included such as need for volunteers/participation, need for residents to read disclosure packet, need to advise residents of dangers in non playground areas of common ground such as sinkholes and wildlife, need to clean off mold and mildew from exterior of houses and need to keep garbage cans out of sight.
-A legal ballot needs to be made for voting on RRV HOA board members.
-ARB will select a spring clean up winner at the end of June 2018.
-Community Yard Sale will be June 9, 2018, 8am-1pm.

Meeting adjourned by Kat at 9:07 pm. The next meeting will be in June 2018..

Members Present: Kat H. – Chairman, Tina E. – Treasurer, Michelle W. – Secretary, Linda M. – Member-at-Large, Jeanette A. – Member-at-Large

Member(s) Not Present: NA

Nonmembers Present: Chuck M. – ARB, Ralph and Sannie B. – Homeowners, Dwayne A. – homeowner.

Meeting called to order by Kat at 7:07 pm. * This meeting was recorded.

Previous Meeting Minutes: The June 20, 2017 meeting minutes were reviewed. Linda requested to amend the minutes by adding that Chuck M. also assisted in killing the ants in the entrance sign. Tina motioned to approve amended minutes/ Linda seconded/motion unanimously approved. A copy of the amended minutes will be filed with the board by the next meeting.

Treasurer’s Report presented by Tina:

• Current balance in checking is $57,060.83.
• The HOA received the $12,300.00 check from the county for “easement rights” for the sewer line located along the woods line behind Violet Dr. The money will be taxed.
• $5,036.01 was spent on the 5 new street lights.
• On 09/04/17, the third and final bill indicating homeowners have 30 days to pay before going to collections was sent out to 51 homeowners. $17,000.00+ is still outstanding in past dues and fines.

ARB’s Report presented by Chuck:

• ARB violation letters have been recently sent out to homes on Orchid Ln (vines growing on chimney, AC units in yard), Violet Dr (work vehicle), Red Rose Village Dr (work truck) and Lily Ln (tarp on roof).

Webmaster’s Report by Kat:

• The bill was received to renew website’s host/domain.

Secretary’s Report presented by Michelle:

• Returned paperwork for filing.
• Shared tennis court proposal received from Tennis Courts Inc. Options range from $46,446.00 to $138,631.00. Different options included work on repairing/resurfacing tennis courts, basketball court and path leading from street to park.
• The board discussed the best scenario would be to repair half the tennis court, move existing fence to enclose this half of court, resurface basketball court and path and replace playground equipment. The problem is having the funds to achieve this goal.

Neighborhood Watch (N.W.) Report by Kat:

• During a NW patrol one evening around 10pm, “suspicious” activity was observed in the park with people leaving the park and going to parked cars. Police were notified but suspicious individuals left before police arrived.
• Parents of elementary school kids have been observed standing in the middle of the road blocking traffic and endangering themselves while looking for the school bus. Parents, please be a good example to your children and refrain from standing in the middle of the road especially when vehicles are traveling in your direction.

Members-at-Large Reports:
Linda: Nothing to report.
Jeanette: Nothing to report.

Old Business:

• Dominion finally installed the new lights. Dominion said lights would be working on 9/12/17 but they weren’t. Kat will follow up with Dominion.
• Sewer line check was finally received as stated during the treasurer’s report.
• Registered agent for HOA has been changed to Tina, HOA treasurer.
• The homeowners on Red Rose Village Dr who cut down several healthy trees without ARB approval and then dumped them in common area removed the dumped trees at their expense.
• Kyle the “Tree Guy” will cut back the trees hanging into the road along Geranium St.
• New landscaper is still needed for next season to include mowing common area, removing/replacing poison ivy infected juniper bushes at main entrance and removing/replacing crape myrtle stumps at main entrance.

New Business:

• Registration certificate was received.
• Neighborhood yard sale will be 10/14/17 from 8am-1pm.

Meeting adjourned by Kat at 9:00 pm. The next meeting is scheduled for Nov 15, 2017 at 7pm.

Minutes

Meeting called to order by Kat at 7:16 pm. * This meeting was recorded.

Previous Meeting Minutes: The March 29, 2017 meeting minutes were reviewed. Linda motioned to approve minutes/Kat seconded/motion unanimously approved.

Treasurer’s Report presented by Kat/Tina:

• Matt K. resigned as Treasurer April 26, 2017 with Kat accepting his written resignation.
• Tina E. graciously offered to return to the position of treasurer that she had previously held.
• Kat motioned to vote Tina as Treasurer/Linda seconded/Tina was unanimously voted in!
• There is currently over $18,000.00 in outstanding dues and fines.
• Kat spoke to the new collections agent on April 21, 2017. HOA must follow this protocol:
  • June 1, 2017 statements mailed, if not paid then…
  • July 1, 2017 1st letter mailed indicating dues and notify of collections, if not paid then…
  • Aug 1, 2017 2nd letter mailed indicating dues and notify of collections, if not paid then…
  • September 1, 2017 to collections
• Current balance in checking is $36,653.53.
• Talk of switching banks to a location closer to the neighborhood. There was a unanimous agreement amongst the board to make the change to Union Bank and Trust.
• Tax return was filed.
• Registered agent for HOA is a former HOA president. Need to change to a current member and the current HOA address.
• Checks were written for the landscaper for spring clean-up and mowing.

ARB’s Report presented by Chuck:

• May 12, 2017 is the ARB due date to pay fines.
• Discussed that ARB fines cannot go to collections. Can only put lien on house.

Webmaster’s Report

• Nothing to report.

Secretary’s Report presented by Michelle:

• Nothing to report.

Neighborhood Watch (N.W.) Report

• Nothing to report.
• Now with Tina being Treasurer, the NW committee chair is vacant.

Members-at-Large Reports

• Neighborhood yard sale will be May 13, 2017. An ad was placed in the paper.

Old Business

• Kat made contact with all homeowners where new lights will be installed except the Buttercup location.
• Still trying to get quotes for park/court resurfacing. Pictures were sent to one company to obtain an estimate. Still waiting to hear back from the company.

New Business

• Dominion needs to be contacted regarding the light being out at the park.
• Kat motioned to vote to increase the yearly HOA dues/Michelle seconded. The board voted unanimously to raise the yearly dues from $92.00 to $100.00 beginning with the fiscal year June 1, 2017-May 31, 2018.
• This increase is because of the increase in Dominion Lights in RRV.
• Neighborhood spring letter with the board ballot and the statement for dues will be sent out no later than June 1, 2017.
• The ballot needs to be returned/received by June 16, 2017.
• Board members will meet May 25, 2017 to stuff envelopes.

Meeting adjourned by Kat at 8:27 pm. The next meeting will be June 20, 2017 at 7pm.

Minutes

[ Add this after the meeting to let the community know what the board discussed ]