Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors Meeting
March 15, 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, Nick Miokovic, Matt Inman (had to leave at 7:50 P.M.), Janice Lancaster and CAM / Office Manager – Paul Anderson. Tom Landon was unable to attend the meeting. There were 2 additional attendees present for the meeting.
Received the following items in the Board of Directors’ packages: Agenda, Meeting Minutes for February 16, 2016, Treasurer’s Report – March 15, 2016, Office Manager’s Report for March 2016, Delinquents & Foreclosure Report, OUC Bill comparison – 2016, Budget 2016, quote for Julie’s Painting – kitchen, Sihle Insurance renewal information, AllPhases tennis court light replacement quote, adult pool handrail replacement quote, pool leak repair quote – adult pool Financial Statements for February 29, 2016, Bank Reconciliation Worksheet, and the Schedule of Reserve Activity.
Received at the meeting: list of account activity with KWPA, key card system notification letter and pool notification sign drafts, 3 landscape proposals for pool project, picture of wall accident needing repair, 3 bids for pool shower cut-off valve and Lou Biron presentation package.
Homeowners Questions and Concerns: None
Lou Biron, Sihle Insurance Renewal Presentation
Mr. Biron reviewed the insurance renewal package in detail with the Board of Directors. The total renewal premium is expected to stay about the same with little deviation in cost (between $11,000 and $12,000). Policy renewal is due May 2016.
Minutes of previous meeting:
February 15, 2016 Minutes for approval
A motion was made by Nick Miokovic to accept the February 15, 2016 Meeting Minutes as presented; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Treasurer’s Report:
The Treasurer’s report was presented by Janice Lancaster for approval.
A motion was made by Nick Miokovic to accept the Treasurer’s Report as presented; seconded by Matt Inman; 4 for; none opposed; report adopted.
(Director Matt Inman left at 7:50 P.M.)
Manager’s Report
The Manager’s Report was presented by Paul Anderson for approval.
A motion was made by Nick Miokovic to accept the Manager’s report as presented; seconded by Linda Smith; 3 for; none opposed; report adopted.
Committee Reports:
- ARB Committee report was presented by Chairman Linda Smith. There were 4 ARB Requests for this month. They were 2 painting, 1 re-roof, and 1 replace sliding doors.
- Lake/Landscape Committee report was presented by Chairman Nick Miokovic. Nick is developing a project plan for 2016 landscaping projects to be presented in the near future.
- Newsletter Committee report was presented by Chairman Tom Landon. Tom unable to attend; nothing to report.
- Tech Committee report was presented by Chairman Nick Miokovic. Nick reported that a new monitor for the security system camera display is needed. A motion was made by Nick Miokovic to spend up to $150.00 for a new security system camera monitor; seconded by Linda Smith; 3 for; none opposed; motion adopted.
- Social Committee report was presented by Chairman Matt Inman. Nothing to report.
- Declaration Bylaw Committee report was presented by Chairman Janice Lancaster. There was no meeting held for March 2016; nothing to report.
- Clubhouse Interior Committee report was presented by Chairman Matt Inman. Nothing to report from the chairman. Nick mentioned that he is reviewing prices for the purchase of 2 TVs for the clubhouse. Nick will report at a later date.
- Fining Committee – Nothing to report.
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Old Business:
Update on Locks – discussed prior to 7:50 P.M. Matt Inman present for Vote.
The software has been installed on the office computer system. Paul is busy entering each property ID into the data base. There is 12 hours of free training for office staff. Discussion regarding the cost of the key cards, how many allowed per property and lost / misplaced card replacement. The letter to be sent to rental property homeowners was reviewed and approved.
A motion was made by Matt Inman to allow the initial card free with a cost of $5.00 per card for any additional, extra or replacement card; seconded by Linda Smith; 4 for; none opposed; motion adopted.
Pool Area Landscape Projects
Linda Smith reviewed the status of the project and the related future phases with the Board of Directors. She is still in the process of obtaining project bids for presentation to the Board.
Tennis Court Lighting – Tabled; waiting of additional bids.
Kitchen Painting
A motion was made by Nick Miokovic to approve up to $500.00 for repainting the kitchen area; seconded by Linda Smith; 3 for; none opposed; motion adopted.
New Business
Insurance Renewal – there was no vote at this meeting; vote / approval due April 2016.
Ratify Access Control Cost Increase – E-Mail Vote
A motion was made by Nick Miokovic to ratify the additional expense for the Access Control System of $49.71 to cover the total cost for the new key card system; seconded by Linda Smith; 3 for; none opposed; motion adopted.
Notification Letter to HOA Members – new card system / Pool Area notification Signs
Letter and signs were reviewed and approved.
Adult Pool Leak Repair
A motion was made by Nick Miokovic to accept the bid from Aqua Blue Pools for $565.07 to repair the adult pool leak; seconded by Linda Smith; 3 for; none opposed; motion adopted.
Hand Rail Quote – Adult Pool
Since the repair of the handrail requires that the pool be drained, it will be held to be completed when the pool has to be drained for future repair purposes.
Pool Shower – Water Auto Cut-off
A motion was made by Nick Miokovic to accept the bid from All Pro Plumbing for up to $250.00; seconded by Linda Smith; 3 for; none opposed; motion adopted.
Move Pool Fence Quote
A motion was made by Nick Miokovic to approve up to $350.00 to move fencing in the pool area; seconded by Linda Smith; 3 for; none opposed; motion adopted.
New Pool Furniture – Tabled
Collection Policy – Update Re: Estates – Attorney to be invited to present information on this subject at a future meeting.
Wall Repair Quotes – Tabled; still waiting on repair quotes for GEICO Insurance Co.
The Meeting Adjourned at 8:30 P.M.
