Wednesday, July 2, 2014

Minutes from June 10, 2014


                                      SPRINGMEADOW ALLIANCE MINUTES

JUNE 10, 2014

 

v  MEETING STARTED AT 7:38 P.M.

v  ALL THOSE IN ATTENDANCE WERE WELCOMED AND ASKED TO REVIEW THE PREVIOUS

v  MONTH’S (MAY) MINUTES

v  MINUTES WERE MOTIONED FOR APPROVAL “AS READ” BY TWO HOMEOWNERS

v  THE QUESTIONS ONCE AGAIN ASKED, IF ANY H.O.’S HAD CALLED THE OFFICE ABOUT SIGNING UP FOR A COMMITTEE OR IF ANY LETTERS WERE WRITTEN TO THE OFFICE REGARDING THE USE OF THE CLUBHOUSE FOR OUR MONTHLY MEETINGS….

THE RESPONSE WAS NEGATIVE TO BOTH QUESTIONS

v  SMA REMINDED EVERYONE THAT WE EACH HAVE TO BECOME MORE PRO-ACTIVE IN OUR COMMUNITY

v  IT WAS STATED THAT A MINIMUM OF THREE H.O.’S IS REQUIRED TO ESTABLISH A COMMITTEE

v  A H.O.  ASKED,”WHERE CAN WE FIND THE DIFFERENT COMMITTEES?”

v  SMA POINTED OUT THAT A LIST OF COMMITTEES COULD BE FOUND IN “THE VILLAGER”.  EACH  COMMITTEE LISTED WAS REVIEWED AND DISCUSSED

v  MEMBERS WERE INFORMED THAT EACH COMMITTEE WOULD MEET ONCE A MONTH WITH A BOARD MEMBER WHO WOULD CHAIR THAT PARTICULAR GROUP

v  ORIGINAL PURPOSE OF BUILDING REPRESENTATIVES COMMITTEE WAS EXPLAINED.

   TO HAVE A REPRESENTATIVE FROM EACH BUILDING GATHER INFORMATION SUCH AS:                      CONCERNS, COMPLIMENTS AND SUGGESTIONS FOR IMPROVEMENTS – 

   NOT TO COMPLAIN!

v  EVENTUALLY “REPS” WERE ALSO ASKED TO DISTRIBUTE FLYERS TO EACH BLDG. SO AS NOT TO INFRINGE ON THE MAINTENANCE MEN’S DUTIES

v  H.O.’S DISCUSSED HOW THIS COMMITTEE WAS NOT PROPERLY HANDLED, I.E., NO STRUCTURE, AND THE LACK OF CONSISTENCY, WHICH RESULTED IN THE ABSENCE OF INTEREST AND IN ITS DOWNFALL.

v  THE FOUR LADIES DECIDED THAT PERHAPS THE GROUP WOULD BECOME MORE ENTHUSED IF WE STARTED THE “BALL ROLLING” BY CALLING THE OFFICE AND STATING THAT WE WOULD LIKE TO BECOME PART OF THE COMPLIANCE COMMITTEE.  IT WAS AT THIS POINT THAT TWO OTHER HOMEOWNERS VOLUNTEERED TO JOIN US.  A CALL WILL BE MADE TO THE OFFICE ADVISING THEM OF OUR REQUEST.

v  HOMEOWNERS SUGGESTED THAT A BUDGET LINE BE CREATED FOR EACH COMMITTEE THAT WOULD COVER THE COST OF ANY AND ALL SUPPLIES FOR RECREATIONAL ACTIVITIES PLANNED. 

FUND RAISING EVENTS WERE PROPOSED SUCH AS: A CHINESE AUCTION, CAKE SALE, CAR WASH, ETC.  THESE EVENTS WOULD CERTAINLY HELP DEFRAY THE COST.

v  HOMEOWNERS STILL FEEL THAT COMMUNICATIONS BETWEEN THE BOARD AND THE COMMUNITY COULD BE IMPROVED REGRADING EVENTS

v  NEW MEMBER ADVISED THE GROUP THAT SACHEM HAS A SERVICE CREDIT PROGRAM FOR TEENS.  THEY COULD POSSIBLY ASSIST IN THE CARWASH AND PERHAPS WITH THE CLEAN UP OF ANY DEBRIS (BRANCHES,ETC,) IN THE AREA AND ALONGSIDE THE FENCE WITH APPROVAL OF THE BOARD

v  A DISCUSSION OF THE ELECTION ON SATURDAY, JUNE 7, 2014 INCLUDED SUCH TOPICS AS: BOARD MEMBERS SHOULD HAVE INTRODUCED THEMSELVES, AND WHY WEREN’T THE H.O.’S INFORMED HAS TO HOW THE ELECTION BECAME INVALID

v  HOMEOWNERS WERE ADVISED THAT THERE WAS A SUBSTITUTE OF POSITIONS BETWEEN A BOARD MEMBER AND THE CURRRENT PRESIDENT.  WE NOW HAVE A NEW PRESIDENT AND THE FORMER PRESIDENT IS STILL ON THE BOARD

v  ACCORDING TO A H.O. THE ATTORNEY PRESENT STATED THAT HOMEOWNERS CAN USE THE CLUBHOUSE TO PLAY GAMES, CARDS, ETC.  HE FOLLOWED THIS WITH, H.O.’S “HOMEOWNERS CAN USE IT… AND ISN’T THAT WHAT IT’S USED FOR?”

v  IT WAS STATED THAT THE ASSESSMENT WOULD END IN JULY AND THAT THE BANK NOTE STILL DUE WOULD BE PAID FROM OUR RESERVE

v  THE QUESTIONS WERE RAISED:  HOW MUCH IS LEFT ON THE ASSESSMWNT?

                                                          WILL IT BE PAID IN FULL WITH ONE PAYMENT OR

                                                          WILL HOMEOWNERS BE PAYING INTEREST?

v  MENTIONED WERE TWO CONDOMINIUMS THAT THE WVC OWNS AND HOW WVC GOT TO THAT POINT.  BY RENTING OR SELLING THEM IT WILL BE ADVANTAGES TO THE COMMUNITY FINANCIALLY

v  H.O’S WOULD HAVE PREFERRED TO BE NOTIFIED OF THIS ACQUISITION BEFORE THE HOMEOWNERS MEETING

WHAT MONIES ARE BEING USED FOR THE REPAIRS OF THESE CONDOMINIUMS?

WHAT BUDGET LINE WILL THE MONEY GO INTO UPON RECEIPT OF EITHER THE SALE OR RENTAL OF THESE CONDOMINIUMS?

v  H.O.’S  WANT TO BE INFORMED AS TO WHERE THE MONIES ARE SPENT BEFORE THE “FINANCIAL REPORT” AND HOW CAN THEY OBTAIN THIS INFORMATION

v  DIALOG WAS HAD THAT THERE IS STILL AN AIR OF MISCONCEPTION THAT THE BOARD DOES NOT UNDERSTAND THAT THE SPRINGMEADOW ALLIANCE WANTS TO ACHIEVE THE SAME POSITIVE GOALS FOR WOODGATE VILLAGE AS THE BOARD

v  A HOMEOWNER ADVISED THAT THE PUBLIC COMMISSION HAD BEED NOTIFIED OF ISSUES CONCERNING REPAIR WORK DONE PSEG ON THE PREMISES OF WOODGATE VILLAGE. THE COMMISSION INFORMED PSEG TO CORRECT THE PROBLEM THAT THEY CREATED.

v  MEETING WAS ADJOURNED AT 9:07 P.M.

 

NEXT MEETING

TUESDAY, JULY 8, 2014

 

 

Monday, June 2, 2014

Minutes from May 13, 2014

Springmeadow Alliance
Minutes
May 13, 2014

Meeting called to order at 7:44 P.M. with all interested homeowners.  Minutes of April 8, 2014 meeting were distributed to all for review, corrections, and approval.

·       The Springmeadow Alliance thanked all for attending and their continued support

·       Minutes of April 8th meeting were reviewed: one correction was made to the fourth bullet. The correction was to the number of positions upon which the community will vote on June 7th: there are three not four positions as indicated.  The minutes were approved and seconded by home owners

·       Home owners were informed that our meeting notices are being ripped off the dumpsters by a resident.  A witness confronted the person while removing the notice and the response was that the person “didn’t like the group and did not believe in its cause”.  Whether or not one agrees with an organization, they haven’t any right to remove notices informing the homeowners of Woodgate Village Condominiums of pertinent meetings.  They do have the option to not attend but not to destroy the property of others’.  Home owners were advised to inform SMA if the flyers are removed from their dumpsters

·       Discussion regarding the importance of joining a WVC committee
o   Home owners reviewed the available committees and discussed the contracts/insurance committee-the committee members would be involved with the bids submitted, etc. All encouraged if have an interest in this to call WVC office and volunteer!

·       SMA discussed the importance of having a valid election
o   Home owners to get the word out: encourage and remind neighbors to vote and the need to sign the proxy
§  In the past, residents knocked on doors to remind all to vote in order to have a valid election
§  Must sign proxy and mail in to WVC
·       One doesn’t need to select any candidate if they choose not to but MUST sign and submit the proxy!
§  There are four people running for the three board positions
o   A suggestion from home owners was for the board to send out a “robo call” one week before the election and again the day before

·       A discussion was had regarding WVC property values and curb appeal
o   Several units have unkempt gates and fences that are in disrepair, balconies need painting etc.
o   Several units have washed out plastic flowers or dead plants hanging that detract from the beauty of WVC which can bring down the worth of our condominiums
o   Many condominiums have set standards on what's permitted on the exteriors of units: WVC does also but these must be enforced so the community can maintain its property values
o   Many units (one right on Springmeadow Drive) have overgrown shrubs and dead bushes that need to be removed/trimmed
o   Home owners were requested to bring this concern to the board’s attention at the home owner’s meeting on Saturday June 7, 2014

·       E-mail response from the board regarding SMA’s meeting with the board representative read to home owners and all advised they are posted on SMA website: springmeadowalliance.net
o   All advised SMA awaits the board’s decision to meet free of charge in the WVC community room

·       The meeting was adjourned 9:00 P.M.

THE NEXT SMA MEETING IS TUESDAY, JUNE 10, 2014 @ 7:30 P.M.


Wednesday, May 7, 2014


Springmeadow Alliance

Minutes

April 8th 2014

 

 

Meeting called to order at 7:30 P.M. with all interested homeowners.  Minutes of March 11th, 2014 meeting were distributed to all for review and approval.

 

Ø  The Springmeadow Alliance thanked all members for attending the meeting and their enthusiasm in the support for SMA!

 

Ø  Minutes of March 11, 2014 meeting were reviewed approved and modified and seconded the motion by H.O.’s.

 

Ø  SMA reminded everyone “Change can be promoted through positive action which can only happen with homeowners taking an active interest and involvement”.

·       All H.O.’s have the same interest to maintain property values.

 

Ø  The SMA reminded everyone, that June 7, 2014 is the annual election. This year four positions are to be voted upon. In order to have a valid election the following must occur:

o   ALL homeowners…..  Please sign your proxy and mail the self addressed, stamped envelope.

o   It is not necessary to CHOOSE a candidate listed.

o   Substitutions can be made right on the card itself (H.O. can write someone’s name on ballot).

o   It is extremely Important you SIGN and RETURN the proxy (self addressed, stamped envelope) in order to make this an Official Election.

 

Ø  Two SMA representatives met with the secretary of the Woodgate Village Board of Managers most recently. There was a positive point of view during the course of meeting and below are topics that were discussed:

o   As of January 2014, the Board of Managers holds their meetings on the 4th Tuesday of each month.

o   The secretary asked for some suggestions from the SMA.

·       SMA revisited original requests, concerns and or suggestions, from the May 2013 list for improvement at all level with the Board of Managers

·       .Allow the Springmeadow Alliance to meet in the community room for their monthly meetings.  And to reinstate the no charge policy.

·       Landscaping -  to request the current landscaping company to:

o   Maintain the area that borders our (WVC) property side of the golf course fence.

·       Sheds are in need of painting as well as the curbs steps (yellow)

o   Suggested  responsible volunteers be allowed to do the painting

§  H.O. suggested a release waiver if there are concerns about liability.

§  Power wash railroad ties and make note of those disintegrating and place on replacement list.

o   SMA members were encouraged to volunteer for the Beautification committee

 

o   Discussed importance of communication between the board and the community with the use of Robo-Calls. (Very helpful – it keeps homeowners informed).

o   Concerns of high energy rates.  Perhaps BOM could arrange an open meeting with homeowners and PSEG for ideas on how to reduce the rates. I

o   Suggested an opening day pool party with the involvement of the BOM, SMA, and the Pool Co.

o   The positive atmosphere was mentioned regarding the last homeowners meeting       (atmosphere one of the mutual cooperation, dialog and respect).

Ø  All are encourage to attend the homeowners meeting on June 7, 2014

 

Ø  H.O.’s commented again on how well the snow removal company removed the snow in the parking lots as well as the sidewalks.  Good Job…

o   Other concerns were:

·       Why isn’t the snow removed to the front door of both the ranch and the three bedroom condominium?   The width of a shovel would be the minimum requirement for a path.

o   This was done in the past.

·       H.O. stated the new insurance company/WVC attorney interpreted the landscape/snow removal policy that the patios are the homeowner’s responsibility.

Ø  Is the snow company responsible for the damages which occurred during snow removal to the (grass, sidewalk etc…)?

·       These additional expenses should be part of the contract not WVC expense.

 

Ø  H.O.’s noticed and are happy with the board and office responding, communicating and informing homeowners of issues.

 

Ø  SMA asked if any members:

o   Volunteered to join the WVC’s Beautification committee?

o   Called the office to request using the clubhouse for meetings?

 

Ø  SMA reminded all members WVC has many different committees of which the BOM approves and supports (check Villager for various committees). H.O.’s should join these committees this is an excellent opportunity to get involved, have input and to be aware first-hand of any information regarding the community.

o   SMA reminded everyone that in order for the group to function properly, we must have the support of its members. And although we can offer suggestions and perhaps point you in the right direction, each H.O. must be proactive

 

Ø  H.O.’s are still upset about the “DOG ISSUE “(even after letter sent out by BOM).

o   There are some irresponsible pet owners who don’t care about others and our community. They continue to disregard rules, even after flyers were sent out reminding them of these rules.

 

Ø  WVC should have two-three designated area in which the dogs are allowed to defecate and nowhere else.  (H.O. has suggestion of areas).

o   Eliminates any confusion on where the dogs can defecate.

 

Ø  A volunteer obtained information regarding both the Islip Town Recreation and Senior Citizen card.

 

Ø  Three volunteers had offered to become the “Welcome Wagon” and were to contact the Holbrook Chamber of Commerce as well as local merchants inquiring about coupons and/or discounts for new homeowners of WVC (the volunteers did not attend this meeting).

 

    

     Next Meeting is Tuesday, MAY 13th, 2014

Saturday, April 5, 2014

Directions to 20 Peachtree Court, Holbrook
From Springmeadow Drive, heading South:  Turn right, heading south on Patchogue Holbrook Road.  Hop onto Nicolls Rd, heading south.  Take to Sunrise Highway service road, and continue heading west, but bear to the right onto Veterans Highway.  At the 2nd light, (Lincoln Ave.) make a right.  Make a right onto Peachtree Court, approx. 1/2 mile.  On the right, at the end of the court, you will see a parking lot.  Pull in and  park by the door on the right.  Once in the building, follow the signs. 
From Springmeadow Drive, heading North:  Make a left on Patchogue Holbrook Rd, heading North.  Continue to Furrows Road and make a left.  Go to the end of Furrows and make a left onto Lincoln Ave.  Head South on Lincoln approx. 1 1/2 miles to Peachtree Court.  On the right, at the end of the court, you will see a parking lot.  Pull in and park by the door on the right.  Once in the building, follow the signs.   
Springmeadow Alliance
Minutes
March 11, 2014


Meeting called to order at 7:30 P.M. with all interested homeowners.  Minutes of January 14, 2014 meeting were distributed to all for review and approval.

The Springmeadow Alliance thanked all members for attending the meeting and their enthusiasm in the support for SMA!
Minutes of January 14, 2014 meeting were reviewed approved and seconded the motionby H.O.’s.
SMA informed all the BOM has accepted two new members for temporary positions.
o
We congratulated these new members for their interest and support in joining the board.

H.O.’s questioned why the board only picked two new members when three seats were available.
o
SMA suggested H.O.’s should send letters to BOM.

The SMA reminded everyone every June is the annual election and this year four positions should be voted upon. In order to have a valid election the following must occur:
o
Everyone needs to sign the proxy for an official election.
o
You don’t need to choose anyone listed on the card
o
You can write in someone’s name on ballot
o
It is extremely Important that you SIGN the proxy and return it (comes with stamp) in order to make it an official election

H.O.’s were concerned and stated that if a board member misses three or more meetings they should be removed as they are unable to fulfill their responsibilities.
o
SMA suggests H.O.’s call the office and request to review the minutes from the board  meetings and see which board members were present
H.O.s would then need to generate e-mail or follow up letters regarding same

H.O.’s are upset that the clubhouse can’t be used free of charge for our SMA community meetings.
o
H.O.’s should send letters to BOM requesting the use of the clubhouse free of charge.

H.O.’s commented on how well the snow removal company removed the snow in the parking lots as well as the sidewalks.  Good Job…

o
But did have other concerns:
Why isn’t snow removed to the front door on the Ranch and 3 bedrooms’.
This was done in the past.
H.O. stated the new insurance company/WVC attorney interpreted the landscape/snow removal policy that the patios are the homeowner’s responsibility
Is the snow company responsible for the damages which occurred during snow removal to the (grass, sidewalk etc…)?
Is the snow company responsible for the removal of all the sand in the parking lot?
These additional expenses should be part of the contract not WVC expense.

Some H.O.’s have concerns because they are unable to remove the snow to get into their house and gate.  

o
Suggestion was made to call the Public library – students have to do community serviceand may be available to shovel the respective patio or try to see if you can pay someone.
o
H.O.’s could also contact the Senior Citizen’s center to see if any volunteers available.

SMA advised all members WVC has many different committees of which the BOM approves and supports (check Villager for various committees). Joining these committees would be an excellent opportunity to get involved and have an actual “say”
o
Also, one would be able to keep up on issues by joining a Committee.
H.O. mentioned these committees no longer exist because home owners have shown no interest in participating; however, the committees remain available if interest is shown 

SMA reminded everyone “Change can be promoted through positive action which can only happen with homeowners taking an active interest and involvement.
All H.O.’s have the same interest to maintain our property values

H.O.’s are upset about the DOG ISSUE
o
WVC should have two-three designated area in which the dogs are allowed to defecateand nowhere else.
Eliminates any confusion on where the dogs can defecate.
There are some owners who don’t care about others and our community.
There were suggestions to put up signs stating “DOG FREE ZONE” so children/adults wouldn’t step in dog feces at school bus stops, and other places 

H.O.’s suggested WVC should enhance its Welcome Committee in addition to giving out the prepared “packet”, the ‘House Rules”:
o
Have two or three individuals work with WVC for a “meet and greet” and actually deliver the welcome package to the new homeowner personally
o
This is a good time to get people involved and become aware of the “inner workings” of the community. This committee would be Woodgate’s “Welcome Wagon”.
o
SMA has three members who are interested in volunteering.
o
A volunteer offered to obtain information from the town regarding the Islip Town Recreation card and also the Holbrook Chamber of Commerce to see if there are any coupons/discounts from local merchants available for the welcoming committee to distribute. 

SMA advised attendees that representatives from the WVC Board of Managers contacted SMA and requested to meet; a meeting has been scheduled.




    Next Meeting is Tuesday, April 8, 2014





Tuesday, January 28, 2014

Minutes from January 14, 2014

Springmeadow Alliance
Minutes
January 14, 2014


Meeting called to order at 7:30 P.M. with all interested homeowners.  Minutes of November 12, 2013 meeting were distributed to all for review and approval.


Ø  The Springmeadow Alliance wished all a Happy and Healthy New Year!
o   Everyone was thanked  for attending the meeting

Ø  Despite the bad weather – very cold and snowing, the food drive went very well.  Food was collected for both families and animals. Donations were made to the Lighthouse Mission and the Islip Town Animal Shelter.
o   A brief description of the mobile Lighthouse Mission and towns they service was given

Ø  H.O.’s are upset that the clubhouse can’t be used free of charge for our SMA community meetings.
o   Suggestions were made for H.O.’s to send letters to the BOM requesting the use of the clubhouse free of charge
§  Our monthly maintenance fees pay for this clubhouse.

Ø  H.O. commented that Woodgate Village (WVC) and/or landscapers should be responsible for planting in areas which are blighted that are common areas.
o   Is the snow company responsible for the damages to the grass, sidewalk etc…which occurred during snow removal. 
§  This shouldn’t come out of WVC budget for these repairs. Apprised that they are responsible for repairs.


Ø  Garden committee will resume planting in the spring.  Spring projects will be planned next month.
o   Recommended calling the office and see if you can volunteer for the WVC garden committee since it is listed as an available committee in the Villager.

Ø   WVC has many different committees of which the BOM approves and supports (check the second page of the Villager for a listing of the various committees). Joining these committees would be an excellent opportunity to get involved and have an actual “say
o   Also, one would be able to keep up on issues such as increases in maintenance fees (there was a 7% increase on the common charges)   and those interested in the process for obtaining contracts could join the Contracts & Insurance Committee.
o   Change can be promoted through positive action which can only happen with homeowners taking an active interest and involvement.

Ø  H.O. mentioned that committees no longer exist and that home owners have shown no interest in participating. Advised that all of the committees are still listed in the Villager and if an interest is made known then the board will head up (chair) that particular committee.

Ø  H.O. recently spoke to a board member and asked why the club house was not open for New Years Eve for homeowners who are not going out to celebrate.  Homeowners would be able to come to the club house and provide their own refreshments. Perhaps the board would send out a “robo” call to the community, asking if  there is any interest for such an event of this kind. The homeowner was advised that there is a Recreation Committee that she might consider joining to have more social events.

Ø  H.O. said part of the problem is that WGV is a diversified community.   You have seniors, single men and women, single parents as well as families. With 504 units in this community, a room that only holds 43 people is a problem.  
o   All H.O.’s have the same interest to maintain our property values.

Ø  WGV should resurrect its Welcome Committee consisting of two or three individuals. In addition to giving out the prepared “packet”, the ‘House Rules” which can also be included.
o   This is a good time to get people involved and become aware of the “inner workings” of the community. This committee would be Woodgate’s “Welcome Wagon”.

Ø  H.O. commented on the snow removal and that they did a good job.

Ø  A sample letter, as previously requested, was given out for anyone wishing to send it to the board regarding notifying the community who was appointed to the board as there were three board positions vacant.

Ø  Tonight they are interviewing candidates for the board.  A few of our SMA H.O.’s had submitted their resumes and are being interviewed.

Ø   H.O. said the board doesn’t do things they are supposed to do.
o    If a board member misses three or more meetings they should be removed. She was advised that minutes of the board’s meeting would need to be reviewed to determine who was in attendance and then the H.O. would need to do the follow up letters.
.
Ø  H.O. thought that the House Rules is the prospectus in plain language.
o   Some H.O.’s didn’t want to say anything, but the House Rules are not the same as the Prospectus
o   The rules the board added only serve certain situations.  When a new attorney comes on aboard they usually makes new rules. i.e., the balconies. The attorney at the time seems to interpret that it was the responsibility of the homeowners.  For many years it was the responsibility of Woodgate Village Condominium to make the necessary repairs.  The past has shown that with each new attorney,  management company and board president there is another interpretation of the same rule over and over again.
 
Ø  Hopefully if everything remains the same our loan/assessments should be over by July 2014.

Ø  Mention was made to turn over the roads to the Town of Islip
o   This may raise our property taxes, and there may be other negatives which would not be beneficial to us in the long run. A committee would need to be established to look into this further if there was enough interest.
Ø Next Meeting is Tuesday, February 11, 2014