Minutes for Special Meeting of NE Homeowners November 5, 2015

Transcription

1 Minutes for Special Meeting of NE Homeowners November 5, 2015 The subject of this meeting : Special Assessment for NE Painting The meeting was called to order at 6:30 p.m. Quorum Established: YES Four board members present: Glen Rushing, Ann Douglas, Carolyn Wilson, Suzanne Harrell Seventeen residents present James Strange 170 Ann Douglas 172 (Board) Nena Martnez 173 Michael Little 176 Elaine Connell 177 Holly Hinson 184 Tracy Luckower 186 Isabel & Jack Rush 187 Nancy Titcher 188 Kristina Holmes- Mohr 189 Carolyn Wilson 191 (Board) Sally Roberts 192 Sybil Marie Griffis 193 Jim and Jill Norman 194 Vickie Kyle 195 Five Proxy votes Stephen Dudas 175 Willie Bell 178 Marie Weldon 180 Marilyn Strickland 182 Fletcher & Susan Dunnaway 190 Welcome, Announcements and Purpose of the Meeting President of the Board, Glen Rushing, welcomed owners. President Rushing then presented the purpose of the meeting. To explain to NE homeowners the reason the Board is pursuing the painting project. To present the rationale for the proposed special assessment To provide an opportunity for discussion and questions To vote on the proposed special assessment. Painting Committee Presentation by Holly Hinson The committee s goals were to:

2 Reduce the current house paint colors from ten to three or four Determine which current/existing paint colors would remain Determine which paint colors would go best with different brick colors Determine general guidelines for painting and color schemes. Committee members met with real estate professionals regarding current trends that would maintain or increase property values. The Committee considered roof and brick colors in choosing color schemes, as well as coordinating colors of all units under one roof. The committee presented their recommendations to the Board at the July 16 Board meeting. At that time the HOA Board approved three color schemes and guidelines. (see attached NE Painting Committee report) Discussion followed with concerns regarding specific units (190, 192, 194); general questions re: balancing lighter trim with darker walls; coordinating between multiple units; flipping trim and wall colors. Glen Rushing announced a break so that homeowners could view digital pictures on a lap top of homes with the color selections. Special Painting Assessment Presentation "The reserve fund is to be used for large maintenance projects, such as painting and re-roofing." Ann Douglas, Board Treasurer, discussed background for initiating a painting committee, the budget and funds (regular and reserve), large vs small projects, and the way the covenants affect Board decisions. Some homeowners have been begging the HOA to paint their homes. Reasons include an initial poor paint job when last painted, cracking, pealing and wood rot problems exacerbated by the poor paint work. In addition, good paint work can help protect the wood on a home. The covenants require the Board be responsible for maintaining property in good repair and condition. The Board plans to use some reserve funds toward this project. Expenses for maintaining the property come from the annual budget revenue and from the reserve fund. The Board must balance keeping the reserve fund in good shape and using reserve funds when needed. The reserve fund is to be used for large maintenance projects, such as painting and re-roofing.. However, a special assessment for all homeowners would also be

3 needed. Currently there are seven homes in need of painting. The reserve fund can partially pay for large projects such as this, but the Board must balance the use of those funds with keeping the reserve fund in good shape for future projects and emergencies. Discussion and Questions from NE homeowners Based on recent inspections, there does not appear to be a termite problem. However, there is a considerable problem with wood rot. We continue to have storm water problems. Ann explained that we have both funds in the annual operating budget and the reserve to address these kinds of problems. Some costs are paid by either SE or NE; some are shared cost on a 60/40 percentage. Glen explained the work request process on the HOA website available to homeowners to let the board know about issues at their homes. Based on the comments from the homeowners, the Board will re-assess its priorities. However, there are at least three homes that do have a serious problem with failing paint which lead to worsening wood rot. Some owners were concerned that painting was not a necessity, but a nice to do. Ann asked what the homeowners felt were the major objections to the painting project: painting some of the homes now and the rest in 2016 and OR -- doing painting (wood rot on those homes would be completely taken care of prior to painting), when we should be addressing only wood rot? There was a lot of concern from homeowners about not knowing what the total cost for painting would be, both now and in the next few years. Some homeowners stated they didn't need their homes painted. Other homeowners felt that painting sooner rather than later would actually cost less; that waiting until paint is peeling exposes the wood to more water damage, plus the labor cost in hand-scraping peeling paint greatly increases the painting cost." Following discussion, the homeowners voted on the question of the special assessment. Eighteen disapprovals constituted a majority opposed the painting the seven homes this year, and the proposed special assessment for painting. Attachments: Special Assessment for Painting Notice Painting Committee Report ************************************************************************

4 ATTACHMENT 1 VILLAS HOMEOWNERS' ASSOCIATION, INC. SPECIAL ASSESSMENT FOR NE PAINTING Based on many homeowner requests, on June 2, 2015, the Board of Directors voted unanimously to paint all 26 Northeast homes. The Declaration of Restrictive Covenants authorizes the Board to levy a special assessment from homeowners when a maintenance project of this size will be undertaken. In addition to the special painting assessment, NE Reserve funds will pay for a portion of the project. Reserve funds are monies set aside from the homeowners' monthly dues to cover emergencies and help defray the cost of large maintenance projects. In an effort to maintain an adequate Reserve account for future required expenses and unforeseen emergencies, funds are not available to paint all 26 homes at one time; therefore, the NE painting project must extend over several years. Each homeowner must pay the special painting assessment every year of the project, irrespective of when their home is painted. The Board voted to paint seven homes beginning later this month and, after reviewing 3 bids, voted to contract with Calvert Construction, LLC. While the Board has a firm bid for these seven homes, the cost may change over the life of the 26-home project. The special painting assessment for the first seven homes, to be painted in late 2015, is $750 per home-owner, with payments starting in January Homeowners have the option of paying the 2015 special painting assessment in the following installments: Due On Or Before One Payment Two Payments Three Payments January 15, 2016 $750 $375 $250 February 15, 2016 $375 $250 March 15, 2016 $250 A similar schedule will be set up for the remaining special painting assessment. Before proceeding with this project, the Board requests written approval from NE homeowners, with the majority vote making the decision. Please complete the section

5 below and bring it to the NE Homeowners meeting on November 5, 2015, 6:30 PM at St. Stephen Lutheran Church. You may also give it to a Board member or mail it to: Villas Homeowners' Association, P.O. Box 3481, Tallahassee, FL 32315, no later than November 10, I approve of the special painting assessment for all NE homes and agree to its multiyear payment terms. signature address # date I do not approve of the special painting assessment. signature address # date ATTACHMENT 2 NE Painting Committee Report Members: Nena Martinez, Nancy Titcher and Holly Hinson Volunteered to serve on the committee at the June 2, special meeting. NE Painting Committee Goals Reducing the current ten (10) different house paint colors to three (3) or four (4) Determine which current/existing NE house paint colors will remain. Determine what paint colors go best with the different brick colors. Determine what paint colors are favorable to future homebuyers. Determine general NE guidelines painting and color schemes. Members of the Committee talked with Real Estate professionals for additional guidance In order to keep up with current trends and maintain or increase property values - ALL units on the street should NOT be same color - There should be several color schemes, but the colors should be same under one roof. - Color schemes should be limited to 3 or 4, depending on the number of units - Color schemes should be neutral and complement each other

6 In choosing the color schemes, the committee considered the roof and brick colors. There are different brick and roof colors on the street We also want to provide choices: - a color scheme with a light trim - a color scheme with a dark trim - a color scheme with a light wall - a color scheme with neutral wall The committee met several time in June and July. We presented our color schemes and painting guideline recommendation to board at the July 16 th meeting. The Board approved three colors schemes and guidelines at the July 16, 2015 meeting. Board Approved Guidelines All homes, which are attached (under the same roof), will have the same color and trim. The HOs will decide and agree on the color and trim. The Board will not make this decision. Gutters, patio fences, doors, and garage doors will match the trim color (Therefore all units, under the same roof, will have the same color trim, doors, garage doors, gutters, patio fences and patio beams) Gutters that are in poor condition, and cannot be painted will either be removed or replaced at the HO expense. Board Approved NE House Paint Colors: Brand and ID numbers 1. Current NE Paint Color - 179/181/195 NE - Putty/ with Blue Gray Trim Custom color and the formula are on the paint cans. (Holly Hinson has the paint cans) 2. Current NE Paint Color NE - Beige/with light Tan Trim

7 Benjamin Moore Shabby Chic and 1020 Wood Acres. (Nancy Titcher has the paint cans) 3. NEW NE Paint Color - Gray White /with Dark Gray Trim Sherwin Williams - Lattice SW7654 / Peppercorn SW7674 NOTE FROM BOARD PRESIDENT: Glen Rushing The Board received 18 Disapprove Votes from NE homeowners and voiced their individual reasons. This constituted more than a majority opposed.