Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors Meeting
April 19, 2016
Clubhouse – 3149 Bridgehampton Lane
7 P.M.
The meeting was called to order at 7 P.M. followed by the Pledge of Allegiance to our Flag. Board members in attendance were Linda Smith, Matt Inman, Tom Landon, Janice Lancaster and CAM / Office Manager – Paul Anderson. Nick Miokovic was unable to attend the meeting. There was 1 additional attendee present for the meeting.
Received the following items in the Board of Directors’ packages: Agenda, Meeting Minutes for March 15, 2016, Meeting Minutes for Special April 12, 2016 Meeting, Office Manager’s Report for April 2016, Delinquents & Foreclosure Report, OUC Bill comparison – 2016, Budget 2016, copy of unofficial By-laws for web site publication, 3 bids for tennis court lighting, final Sihle Insurance Group renewal, draft cleaning schedule, cameral system service contract renewal, Financial Statements for March 31, 2016, Bank Reconciliation Worksheet, and the Schedule of Reserve Activity.
Received at the meeting: Treasurer’s Report April 19, 2016, current pool furniture package from Linda Smith, 2 service proposals from Water Works, Inc. irrigation repairs, CAM evaluation form.
Homeowners Questions and Concerns: None
Minutes of previous meeting:
March 15, 2016 Minutes for approval
A motion was made by Tom Landon to accept the March 15, 2016 meeting minutes as presented; seconded by Matt Inman, 4 for; none opposed, motion adopted.
April 12, 2016 Special Minutes for approval
A motion was made by Tom Landon to accept the April 12, 2016 Special Meeting Minutes as presented; seconded by Matt Inman; 3 for; 1 abstained (Linda Smith); motion adopted.
Treasurer’s Report:
The Treasurer’s report was presented by Janice Lancaster for approval.
A motion was made by Linda Smith to accept the Treasurer’s report as presented; seconded by Matt Inman; 4 for; none opposed; report adopted.
Manager’s Report
The Manager’s Report was presented by Paul Anderson for approval.
A motion was made by Matt Inman to accept the Manager’s report as presented; seconded by Tom Landon; 4 for; none opposed; report adopted.
Committee Reports:
ARB Committee report was presented. There were 4 ARB Requests for this month. 2 for re-roofing, 1 house painting, and 1 new fence – withdrawn by homeowner.
Lake/Landscape Committee report was presented by Matt Inman for Chairman Nick Miokovic. Blade Runners was asked to resolve their erratic mowing schedule of the past several weeks and to communicate with Nick and Paul any changes that may occur. They will be resolving the dead viburnum on Conway and raking leaves this week as well as picking up any dead tree limbs. The Yard of the Month Award program will resume in May. Reviewing plans to redo our entrances; beginning with the Ashford Blvd / Conway Road area.
Newsletter Committee report was presented by Chairman Tom Landon. Tom requested that any news be forwarded to his attention so that he can edit the information and post it to the web site.
Tech Committee report was presented by Chairman Nick Miokovic. Nothing to report – Chairman unable to attend the meeting.
Social Committee report was presented by Chairman Matt Inman. Sunday, June 26, 2016 from 12 noon to 4 P.M. has been selected for the event date. Meat alternatives for hot dogs and hamburgers will again be offered. The DJ will return again this year to provide outside music entertainment. Suggested vendor is once again Bubbalou’s BBQ.
Declaration Bylaw Committee report was presented by Chairman Janice Lancaster. There was no meeting held for April 2016. The Covenants and Restrictions Documents re-write will be handled by Janice Lancaster and committee. It was clarified that Linda Smith is not responsible for this project.
Clubhouse Interior Committee report was presented by Chairman Matt Inman. The kitchen painting project has been completed and looks great! Nothing additional at this time.
Fining Committee
Follow-up on committee members will be resumed. Janice and Paul will develop a schedule of fines and their suggested amounts to be presented at the next meeting.
Old Business:
Update on Locks
The new card lock system is being installed this week. Training will probably be held Friday, April 22, 2016. Activation is tentatively scheduled for Monday, April 25, 2016.
Pool Area Landscape Projects – discussion occurred with pool furniture review.
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Tennis Court Lighting
A motion was made by Linda Smith to accept the bid from All Phase Electrical Contracting, Inc. for $2,752.00 to replace the tennis court lights; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Insurance Renewal
A motion was made by Linda Smith to accept the renewal amount from Sihle Insurance for $11,182.17 for the yearly insurance premium; seconded by Tom Landon; 4 for; none opposed; motion adopted.
New Pool Furniture
Linda Smith presented the pool project options to the Board. It was determined that the furniture replacements and additions would be considered prior to landscaping changes / updates.
A motion was made by Linda Smith to purchase picnic tables and have Mark Rollman assemble them for no more than $300.00 total expense; seconded by Matt Inman; 4 for; none opposed; motion adopted.
New Business
BBQ Party
A motion was made by Matt Inman to hold the BBQ on Sunday, June 26, 2016 from 12 noon to 4 P.M.; seconded by Linda Smith; 4 for; none opposed; motion adopted.
A motion was made by Matt Inman to allocate $1,100.00 for the BBQ Party in total with the vendor of choice Bubbalous’ BBQ; seconded by Tom Landon; 4 for; none opposed; motion adopted.
Ratify McDonalds Masonry – Brick Wall Repair
A motion was made by Tom Landon to ratify the wall repair by McDonalds Masonry for the amount of the insurance check from GEICO Insurance Co.; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Ratify Water Works Service Call – $105.00
A motion was made by Matt Inman to ratify the service call amount for Water Works’ Service Call for $105.00; seconded by Tom Landon; 4 for; none opposed; motion adopted.
Irrigation Pump Repair – Water Works
A motion was made by Tom Landon to approve Service Proposal 7742 for the amount of $375.00 to repair the Centrifugal Switch on the irrigation pump; seconded by Matt Inman; 4 for; none opposed; motion adopted.
A motion was made by Tom Landon to accept Service Proposal 7746 for the amount of $350.00 to clean the existing lake screen; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Cleaning Schedule Approval
A motion was made by Tom Landon to accept the proposed clubhouse cleaning schedule; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Renew Pool Operating Permits
It was discussed that renewal of an operating permit is the same as reoccurring monthly bills for clubhouse operations. For the records, authorization for payment does not require a Board vote.
A motion was made by Linda Smith to have on record that the Board does not need to approve the annual renewal of operating permits; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Security Camera Service Contract Renewal – Tabled
Approve lien for Unit 304 – Estate
KWPA will begin monitoring any property that is in an estate status free of charge.
A motion was made by Matt Inman to pursue the lien of unit 304 due to an estate status; seconded by Tom Landon; 4 for; none opposed; motion adopted.
Reviews – CAM and Housekeeper
Linda Smith distributed copies of the CAM – Manager’s evaluation form and asked that they be completed by all Directors and returned by April 30, 2016 to her. She will develop a similar document for the housekeeper position based on the approved cleaning schedule.
The Meeting Adjourned at 8:37 P.M.
