Monday, August 25, 2014
SPRINGMEADOW ALLIANCE MINUTES
AUGUST 12, 2014
Ø Meeting called to order at 7:30 P.M.
Ø Minutes from previous month read and approved – 1st and 2nd motion made by two homeowners
Ø Remembrance of the board of manager’s late president and memorial service. Mentioned also was the passing of another homeowner
Ø Discussion regarding the robo call advising homeowners of an open board position and request for resumes. Homeowners discussed that there are those who have “opted out” from receiving robo calls and as such weren’t notified. Several felt that the board should have sent this request in writing; however, the cost of such mailings may have been a factor.
o All were encouraged to consider applying for the open board position and to request their neighbors to do likewise
Ø Reviewed questions posed at past SMA meetings regarding:
o Financials: the purchase of one WVC unit and possibly a second with information regarding their respective costs
§ Will the units be rented and will local real estate offices be advised of the listing
§ All felt this was a positive move as opposed to having an empty unit but request the board keep the community informed as to where the money will be allocated and the cost savings
Ø Several homeowners had questions regarding the requirements of being on the board, and inquired how the most recent member had been appointed. All advised that the reason may have been due to the last appointee having his resume on file
o Several in attendance felt that a requirement for every board member should include both reading and familiarizing oneself with the prospectus/by-laws of WVC as other condos require
Ø Volunteers: encouraged all to get involved on WVC committees wherever they have an interest. To date, those in attendance have not called to join any committee-reminded that 5 names were given to the board for the Compliance Committee but have not yet had a response. This committee had been chosen from one of several available for homeowners to join as listed in the spring 2014 Villager.
o Several committees including the Compliance Committee and their purpose/intent discussed
§ Members would apprise the board of areas needing attention such as gates in disrepair, overgrown shrubs, unpainted balconies, etc. The purpose of the committee is to increase/maintain WVC property values. Discussion had about previous years and that members of the board and the property manager actually walked WVC property on a regular basis and noted areas needing attention for which action was taken. All would like that interest from the board as well as the property manager to resume
Ø SMA cancelled the meeting scheduled with two board members out of respect for the recent passing of the board’s president; it is to be re-scheduled in the near future
Ø Homeowners mentioned the numerous pieces of equipment owned by WVC and if an inventory list is maintained. Several noticed the new tents used for the memorial service recently held on WVC and wanted to know if these would then be used by the pool for more available shade
Ø Homeowner advised that recently two mortgage companies denied mortgages to potential buyers. This was due to when the companies ran their assessment reports: WVC maintenance fees are due by the 15th of the month, since the reports were run on the 1st of the month it showed many in arrears. When the reports are run on the15th or the end of the month, the number in arrears falls well below their requirements. Discussion had in reference to dealing with this issue: prospective buyers would need to put down a higher down-payment, use a different mortgage company, request the company run their report at the end of the month.
Ø The meeting was adjourned at 9:01P.M.
Monday, August 4, 2014
SPRINGMEADOW ALLIANCE MINUTES
JULY 8, 2014
v MINUTES WERE READ AND APPROVED (1ST AND 2ND MOTION BY TWO HOMEOWNERS) WITH TWO CORRECTIONS
v THE POOL IS OPEN ON A DAILY BASIS AND IS BEING USED WITH GREAT ENTHUSIASM
THE BOTTOM OF THE POOL WAS REFINISHED THIS PAST YEAR. IT LOOKS
AND FEELS WONDERFUL
THE POOL SCHEDULE AND RULES SIGN POSTED ON THE BRICK WALL,
INSIDE THE POOL AREA HAS NOT BEEN UPDATED FOR MANY YEARS
AND REQUIRES ATTENTION
RECENTLY A REPRESENTATIVE FROM THE SUFFOLK COUNTY HEALTH
SERVICES INSPECTED OUR POOL AREA. HE POSTED (FOR THE FIRST TIME)
THE PERMIT THAT IS REQUIRED BY OUR FACILITY TO OPERATE A POOL
THERE WAS AN INCIDENT AT THE POOL ON JULY 7 INVOLVING AN
EXTREMELY ABUSIVE MALE (H.O.) TOWARDS A FEMALE (H.O.) AND
WITHOUT ANY PROVOCATION ON HER PART. THE PRESIDENT OF THE BOARD
HAD BEEN CALLED AND RESPONDED, BY THIS TIME THE SITUATION WAS
ALREADY UNDER CONTROL. THIS INCIDENT WAS ESCLATING AND WAS
EVENTUALLY GOING TO INVOLVE THE POLICE, AS THE MAN THREATENED
THOSE OF US WHO WERE THERE TO WITNESS THIS OCCURRENCE, VERY
MUCH APPRECIATED THE PRESIDENT’S PRESENCE AND SHE SHOWED H.O.’S
A “HANDS ON APPROACH”
v EVERY MONTH THE QUESTION HAS BEEN ASKED, “HAS ANYONE CALLED OR WRITTEN THE OFFICE REQUESTING TO BE PART OF A COMMITTEE? THE ANSWER REMAINS THE SAME…NO SOME EXPLAINATIONS WERE GIVEN AS TO WHY NOT
THREE OF THE FOUR LADIES HAVE REQUESTED THAT THEY AS WELL AS
TWO OTHER VOLUNTEER HOMEOWNERS RE-ESTABLISH THE COMPLIANCE
COMMITTEE. AN EMAIL WAS SENT TO THE OFFICE REGARDING THIS
REQUEST AND WE ARE AWAITING AN ANSWER.
THE PURPOSE OF THE COMPLIANCE COMMITTEE WAS AGAIN EXPLAINED
H.O.’S ARE ENCOURAGED TO CALL OR WRITE IN FOR REPAIRS TO SIDEWALKS,
FENCES, SPRINKLER HEADS, LEAKING FAUCETS, BROKEN GATES, ETC.
v THE FOUR LADIES ARE MEETING WITH TWO BOARD MEMBERS TO DISCUSS THE FUTURE OF THE SPRINGMEADOW ALLIANCE
THE BOARD IS REQUESTING THAT THE SPRINGMEADOW ALLIANCE
CHANGE THE NAME AND BECOME A COMMITTEE OF THE BOARD
H.O.’S ARE FEELING THAT THE MEETING MIGHT BE ONE-SIDED
H.O.’S ALSO ASKED WHY DOES THE NAME HAVE TO BE CHANGED
v ONE H.O. IS STILL WANTING TO KNOW WHY SHE CAN’T USE THE CLUBHOUSE FOR HER LEISURE WHICH WOULD INCLUDE HER FRIENDS FROM WVC
v THERE IS A SIGN ON THE OFFICE DOOR (BOTTOM HALF) WHICH SUGGEST THAT HOMEOWNERS CAN USE THE CLUBHOUSE DURING OFFICE HOURS, MONDAY-FRIDAY BUT NOT TO DISTURB THE OFFICE STAFF. DOES THIS INCLUDE THE EVENING HOURS AS WELL?
v PARKING STICKERS WAS REVISTED AGAIN.
HOMEOWNERS HAVE BEEN ADVISED THAT ALL H.O’S OF WVC ARE
REQUIRED TO HAVE AND DISPLAY PARKING STICKERS
LAST MONTH A H.O. HAD BEEN QUESTIONING (THROUGH EMAILS AND
PHONE CALLS) WHY SOME INDIVIDUALS SUCH AS THE FORMER PRESIDENT
OF THE BOARD WAS EXEMPT FROM HAVING TO DISPLAY THE PARKING
STICKER ON HIS CARS. THIS IS IN THE HOUSE RULES.
IF WE ARE TO HAVE PARKING STICKERS, THEN EVERYONE MUST ABIDE
BY THE RULES ANDTHIS IS TO BE ENFORCED BY THE BOARD. IF NOT
DO AWAY WITH THE PARKING STICKERS AS THEY ARE CURRENTLY
v H.O. CRITIZED THAT THE REPAIRS TO THE CURB DID NOT MATCH UP WITH THE EXISTING CURB AND ALSOWANTED TO KNOW WHY A NEIGHBOR WHO IS A RENTER DOES NOT HAVE THEIR FENCE PAINTED.
SMA ADVISED THAT SHE SHOULD CALLTHE OFFICE ABOUT THE CURB AND ASK
THEM ALSO TO ADVISE THE LANDLORD OF THE NEED TO PAINT THE FENCE
v BOARD MEMBER OPENING – WHY WAS STU BLANCK PICKED TO FILL THIS. HE WAS NOT ON THE BALLOT ON JUNE 7, 2014 NOR DID THE BOARD INFORM THE
COMMUNITY OF THE NECESSITY TO FILL THIS OPENING
v ONCE AGAIN, HOMEOWNERS WOULD LIKE INFORMATION ON WHERE MONIES ARE BEING PLACED…ON A MONTHLY BASIS.
v ONE QUESTION STILL REMAINS UNANSWERED REGARDING THE PAST ELECTION…
HOW WAS THE ELECTION COMPROMISED WHICH RESULTED IN AN INVALID
v IT WAS SUGGESTED THAT AN INVENTORY OF ITEMS WITHIN THE SHED OF THE
MAINTENANCE MEN SHOULD BE DONE ON A REGULAR BASIS
v HOMEOWNERS ARE OF THE OPINION THAT THE BOARD DOES NOT WANT THEM TO HAVE FULL KNOWLEDGE OF THE FINANCES CONCERNING THE CONDO’S RECENTLY PURCHASED BY WOODGATE VILLAGE CONDOMINIUMS THAT WILL EITHER BE UP FOR SALE OR RENTED
v OTHER CONDOMINIUM BOARDS
A DISCUSSION WAS HAD ON HOW OTHER BOARDS OF CONDOMINIUMS HAVE
A BUSINESS FORMAT WAS USED AND EACH BOARD MEMBER HAD A PARTICULAR
RESPONSIBILITY THAT WAS HE OR SHE WAS EXPECTED TO FOLLOW THROUGH ON
v MEETING WAS ADJOURNED AT 8:50 P.M. NEXT MEETING Aug.,12,2014
Wednesday, July 2, 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.
TUESDAY, JULY 8, 2014
Monday, June 2, 2014
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.
Wednesday, May 7, 2014
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