Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors Meeting
September 20, 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, Janice Lancaster and CAM / Office Manager – Paul Anderson. Nick Miokovic and Tom Landon were unable to attend the meeting. There were 2 additional attendees and one guest present for the meeting.
Received the following items in the Board of Directors’ packages: Agenda, Meeting Minutes for August 16, 2016, Treasurer’s Report, Office Manager’s Report for September 2016, Delinquents & Foreclosure Report, Pool Area Projects – furniture, Proposal for Janitor / Handyman position, All Phase Electric Invoice Tennis Court Light repair, two American Lock Repair Invoices, ALLPHASES Electric quote – fix photo cell pool area light, Contract renewal Aqua-Blue Pool Service, Proposed Budget 2017 package, Voting Rights Suspension Notification Letter, Email Blast Script for Annual Election, 2016 Budget Information, Financial Statements for August 31, 2016, Bank Reconciliation Worksheets, and the Schedule of Reserve Activity.
Received at the meeting: Nothing
Guest speaker – Hoffner Landscaping
The guest speaker, Tom from Hoffner Landscaping, reviewed proposals for the Conway Rd. at Ashford Blvd. entrance island update, as well as the entrances at Ashford Blvd. / Bridgehampton Lane and Ashford Blvd. / St Brides. Additional proposals were presented for the Clubhouse front and the pool area update projects. All proposals will be reviewed and considered for future completions.
Homeowners Questions and Concerns: None
Minutes of previous meeting:
August 16, 2016 Minutes for approval
A motion was made by Matt Inman to accept the August 16, 2016 Meeting Minutes as presented; seconded by Janice Lancaster; 2 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; 3 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 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. Two to replace fence, one replace roof, and one replace sliding doors.
- Lake/Landscape Committee report was presented by CAM – Paul Anderson. Paul reported for Nick that communications to the landscape vendor regarding missed contract items continue to be brought to their attention. He continues to monitor the issues as they occur.
- Newsletter Committee report was presented by CAM – Paul Anderson. Paul reported for Tom Landon that any items of interest should be submitted to Tom Landon or Paul Anderson as soon as possible for October Newsletter.
- Tech Committee – No Report at this time.
- Social Committee report was presented by Chairman Matt Inman. There is a request to have a community garage sale the November 5, 2016 from 8 A.M. to 1 P.M. Matt will be working on this project. A motion was made by Matt Inman to support a community garage sale on November 5, 2016 from 8 A.M. to 1 P.M.; seconded by Linda Smith; 3 for; none opposed; motion adopted.
- Declaration Bylaw Committee report was presented by Chairman Janice Lancaster. There was no meeting held for September 2016. Nothing to report at this time.
- Clubhouse Interior Committee report was presented by Chairman Matt Inman. Nothing to report at this time.
- Compliance Committee – Nothing to report at this time.
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Old Business:
- Pool Area Landscape Projects
Linda Smith presented options for refurbishing the pool furniture that included purchase of additional furniture where needed.
A motion was made by Janice Lancaster to approve up to $4,000.00 for purchase and refurbishing of pool furniture as presented; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Proposed Fines for Violations – Tabled
- Janitor / Handyman – New Position – Tabled
New Business :
- Ratify E-mail Vote Additional $115.00 Wind Screen Cost Tennis Courts
A motion was made by Janice Lancaster to ratify the additional $115.00 wind screen cost for the tennis courts; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Ratify E-mail Vote Change Tennis Court Colors
A motion was made by Janice Lancaster to ratify the color change for the tennis court update; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Approve ALLPHASES tennis court light repair – $334.00
A motion was made by Janice Lancaster to approve the AllPhases Electric cost of $334.00 for the tennis court light repair (lightning strike); seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Approve Handy Man expenses for tennis court and pool area lights.
A motion was made by Janice Lancaster to approve $280.94 cost for Mark Rollman to re-hang t tennis court windscreens and change burned out lights at the clubhouse; seconded by Linda Smith; 3 for; none opposed; motion adopted.
- Approve two American Lock Repair Bills
A motion was made by Linda Smith to approve Invoices 94164 / $112.50 and 37340 / $838.52 for American Lock & Door Specialists; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Approve Photo Cell Light Repair – Pool area
A motion was made by Linda Smith to approve AllPhases’ quote of $155.00 to replace the photo cell of pool light that is bad; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Aqua Blue Pool Service Annual Contract
A motion was made by Matt Inman to renew the pool service contract for Aqua Blue Pool Service as follows: 3 time weekly April – August $650.00 monthly and 2 times weekly September – March $500.00 monthly; seconded by Linda Smith; 3 for; none opposed; motion adopted.
- 2017 Proposed Budget
A motion was made by Janice Lancaster to approve the Proposed Budget for 2017 for publishing to Association Membership for the October 2016 Annual Meeting’s Budget Approval; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Pre-paid Annual Dues Discount – 2017
A motion was made by Janice Lancaster to approve the $50.00 Discount for Annual Dues paid in advance for 2017 if paid in full ($550.00) by January 31, 2017; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Reserve Adjustment – transfer line items
A motion was made by Janice Lancaster to approve the transfer line items for the year end 2016 Budget funds as proposed; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Annual Meeting
The Election Committee is as follows: Dorothy Boyer – Chairman, Diana Schnitzer and Carol Mano. Diana Schnitzer and Carol Mano will check in homeowners and distribute ballots for the Annual Meeting process.
- Voting Rights Suspension
A motion was made by Janice Lancaster to suspend voting rights and common area access for homeowners owing more than $300.00, notification to be made by United States Postal Service as soon as possible; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- Refreshments
A motion was made by Janice Lancaster to spend up to $300.00 for refreshments (Social Budget) for the Annual Meeting; seconded by Matt Inman; 3 for; none opposed; motion adopted.
- E-Mail Blast Verbiage Approval
A motion was made by Janice Lancaster to approve the verbiage of the 5 E-Mail Blasts for the Annual Meeting Notifications to be sent to homeowners as scripted; seconded by Matt Inman; 3 for; none opposed; motion adopted.
The Meeting Adjourned at 8:52 P.M.
