2020 Annual HOA Meeting Minutes

The Annual Meeting of the Rives Edge Homeowner’s Association was held at 6:30 P.M. on November 8, 2020 in the Rivers Edge Clubhouse. The following Board Members were present: Ron Phillips, President and Gary Faltinowski, Secretary. Vice-President Richard Steinhoff was not present as he is in the process of moving from River Edge.

With the current COVID-19 cautions and restrictions still in effect there were six (6) property owners who choose to use available remote access to participate. As well, nine (9) properties were represented in person by owners, for a total representation of fifteen (15) property owners; thereby meeting the required quorum of 10% of Association membership (100 voting households) in accordance with HOA By-Laws.

Agenda

  1. Call to order

The meeting was called to order by Ron Phillips, who introduced the other board members and Treasurer, Emily Paulson, and spent a few minutes summarizing the overall intent of the meeting

Election of 3 new board members. All current board members have served for 3 years, with Ron and Richard having served one additional year. We attempted to bring a new board on last year, but were unsuccessful, which resulted in an amendment to the By-Laws.

Budget review of expenses from 2020.

Budget for 2021

Presentation of a management company to take the day to day work (including treasurer) at an annual cost of $6,000 annually.

  1. Reading of minutes

Due to the widespread infection of COVID-19 no General meeting was held in May, minutes from the HOA Annual meeting, held on November 10, 2019, were read.

A motion was made (Jean Marteski) to accept the minutes, seconded (Ruth Phillips), and passed by unanimous vote.

  1. Committee reports

Social Committee: Tracy Rabon Chairperson acknowledged the efforts of the committee volunteers who worked diligently to have several youth activities and adult activities, which were all cut short due to COVID-19. Undaunted, they still set up displays of Patriotic Flags, well received, and watch for word on this year’s Christmas decorating contest.

Pool Committee: Rachel Bishop Chairperson.  Heavy usage this past season, especially with COVID restrictions. Removed old unsafe furniture, new furniture purchased. Upgrades to pool access and clubhouse security, with timed locks on restroom exterior doors. These improvements were necessary to meet Franklin County regulations to allow opening of the pool. Pump maintenance, due to heavy usage, is planned in the coming year. There was a question regarding a timer on the pump that would shut down during pool non-use hours. There is a timer, but due to very heavy pool usage the pump was run to keep pool clean. During the winter pump is shut off.

Roads. Rian’s Paving has been contacted and is providing a proposal to seal a few areas throughout, including the rips in the pavement in front of 15 Oak Grove. There was discussion on areas within roadway, and along the edges, were grass is growing and causing cracks. The general opinion was along the roadway edge is homeowner’s responsibility. Ron will look at area were grass is growing in roadway.

Landscaping. Ruth Phillips and others was completely revamped the front entrance. Old plants and shrubs were removed, sign structure was pressure washed, and area weeded. Large decorative rocks, new plants and shrubs, and mulch were added.

  1. Budget (see attached)

The 2020 Budget expenses through November 3, were reviewed, to include the annual transfer of $10,000 to road fund.

The 2021 Budget was presented with projected expenses for the year. As well, an additional budget was presented with an added line item for paying an HOA Management Company ($6,000 annually).  The cost of a Management Company will necessitate an annual dues increase of $50.00 per property.

Although there was a motion to accept the budget and the management company, subsequent conversation among attendees noted that more information is required before contracting with any management company. It is the consensus of the attendees that having a management company to handle the day-to-day issues, treasurer duties, collection of dues, etc., would be a positive move. There was no second on this motion.

A new motion was made (David Williams) to accept the 2021 Budget, with the line item that pays for a management company to-be-determined, seconded (Ricky Evans), and passed by unanimous vote.

  1. Nomination and election of board members (3) openings

The floor was opened for nominations and or volunteers for consideration. With no nominations being presented the following residents have volunteered to form the 2021 HOA Board:

Glen Allen and Aaron Rowland, along with James Bendickson, who had previously contacted Ron regarding serving, will be the new board members.

A motion was made to accept these individuals, seconded, and carried by unanimous vote.

The new board members are required, in accordance with By-Laws, to meet within one week to determine among themselves who shall preside as President, Vice-President and Secretary, results of which are announced prior to December 15th.

The incoming Board of Directors and the current Board will schedule a meeting to discuss responsibilities of the Board, and how to proceed in interviewing potential management companies.

  1. A call for additional discussions and new business was made.

There was a question presented as to any proposed actions to establish community mailbox, to replace individual mailboxes. With no additional information on this topic it was tabled for future meeting.

With no additional new business presented a motion to adjourn the meeting was made (Jean Marteski), seconded (Kathy Webster) and carried by unanimous vote.

HOA Meeting Update

We held our meeting last night and with a quorum, elected 3 new board members.  James Bendickson, Aaron Rowlands and Glen Allen.  We also approved the 2021 budget that includes hiring a management company.  Dues will increase $50.00 in 2021 to $550.00.  Final decision of the firm chosen will be in coming weeks.  

Meeting minutes will be uploaded in the next couple of days.  Info on one of the companies, Pinnacle Group is file:///C:/Users/rphillips/OneDrive/Downloads/Rivers%20Edge%20HOA%20Mgmt%20Agreement%202020_10%20(1).pdf

file:///C:/Users/rphillips/OneDrive/Downloads/PRG%20Intro%20Binder%202020_10%20(1).pdf

 

 

Annual HOA Meeting November 8, 6:30 Clubhouse-option to link in via computer.

Residents are welcome to attend, we will space out as many chairs as possible and keep the doors open.  If you cannot attend, the link to log in to listen and participate in the meeting is:

 

Join on your computer or mobile app

Click here to join the meeting

 

Agenda: Election of 3 new board members

Budget review of expenses from 2020.

Budget for 2021

Presentation of a management company to take the day to day work (including treasurer) at an annual cost of $6,000 annually.

Notice of Annual Meeting

Notice of Annual Meeting Sunday, November 8th at 6:30.  More details coming based on Covid- we may do a virtual meeting, but would prefer a safe gathering.  

More detailed agenda will come soon, but for sure:

1. Election of 3 officers.

2. Presentation from local management company to handle finances, covenants, sub contractors (pool and grounds), etc.  

3. Dues increase to handle pay for item 2 listed above.  (Cannot exceed 10%)

4. 2020 spending and proposed 2021 budget.

Covenants Refresher

With new neighbors/residents moving into the community, we are taking the time to provide updates on one of the most active and often complained about covenant addressing commercial signage on vehicles.  Our attorney recently provided their interpretation of Section 4, advertising/logos on vehicles.  

Section 4, which states that “any vehicle which has advertising of any type, whether a display, a name or logo painting on the vehicle, as an attached sign, or otherwise, must be parked in the garage, in the rear of the residence or behind a screen so that such vehicle cannot be seen from the street”. 

The recommendation is to:

  1. Park vehicles with sign displays, logos, etc. in your garage or
  2.  Screen the vehicle so that such vehicle cannot be seen from the street.  

The ARB form is available to download from the Rivers Edge HOA home page.

 

Based upon these provisions, our attorney has advised that  any homeowner with a commercial vehicle not parked in the garage, needs to submit an ARC request to properly comply with this provision. 

 

HOA Management Company

Being proactive, we are going to start the process of interviewing and getting proposals to turn over the management of the HOA to a 3rd party provider who specializes in community management.  I can recall conversations a few years ago and with the lack of interest to source a treasurer and little interest thus far in volunteers who are willing to serve as board members, we feel it is the right thing to at least entertain proposals from companies who would take over the day to day management of the pool, grounds, real estate transfers, treasury, restrictive covenants and architectural requests.  We will have proposals for our meeting in November that will allow residents to review and comment on prior to making any formal decisions.  

Sincerely,

Ron Phillips

Board Vacancies

We are coming up on our annual meeting in November and there will be 3 board vacancies.  The terms of Gary Falkinowski, Richard Steinhoff and Ron Phillips were extended (through by-law amendment) for one additional year.  Assuming there will be at least 3 persons with a desire to serve the community, the board members then vote for someone to fill the role of President, VP and Secretary.  My term has not been that difficult and I don’t take anything personally.  Over the past few years the board tackled things like:

  1. Broken pipes in the clubhouse and internal repairs from the leak.
  2. Salt water pool conversion.
  3. Painting of the swimming pool surface.
  4. New clubhouse roof.
  5. New clubhouse/pool access system.
  6. Repaving of our roads. (separate road fund for future resealing every few years)
  7. Working with Dominion Energy to get natural gas throughout Rivers Edge.
  8. Installation of speed tables to help on Oak Grove Church Road.
  9. Great volunteers to lead the Pool and Social Committees providing activities for all ages.
  10. Stabilized annual dues.
  11. Work with neighbors with covenant violations to maintain the integrity of our documents and community.

I’m sure there are other things to address and take care of going forward to keep Rivers Edge a vibrant little neighborhood that is recognized throughout. It appears home values have increased over the past couple of years and there has been a great influx of new families.  If there are specific questions on the role of a board member, feel free to reach out to us and hopeful others will have that “community spirit” to serve and lead our HOA.  

 

Sincerely, 

Ron Phillips

Treasurer Needed

We are looking for a person to volunteer and fill the role of Treasurer for our HOA.  Emily Paulson has done a great job over the years.  The role of the Treasurer are: 

  • Print/mail annual homeowners dues.
  • Pay vendors- electric, insurance, internet, groundskeeper, pool company. (most are on line)
  • Make deposits at out bank.
  • Maintain checking and road fund accounts.
  • Check mail at Youngsville post office weekly.
  • Work with HOA board to create and maintain annual budget.
  • Communicate with closing attorneys when homes are sold to inform them of any outstanding balances.  
  • Keep resident mailing list up to date for mailings.
  • Get forms ready for non profit tax filing.

If anyone has an interest, please give me a call to discuss.  A laptop is provided for HOA business.  

Thanks, 

Ron Phillips

919-356-3524

Community Update

It has been a few months of silence during the winter months.  We have not been idle however.  I think the last update was the minutes from our November annual meeting.  Over the last few months, the roof was replaced on the clubhouse.  The shingles were part of the Certainteed claim for defective shingles so our responsibility was the $1,000 deductible from our insurance policy.  

  • Dues collection has been good, but we still have a few homeowners who have not paid.  Hopefully, this note will remind them that dues are due now.
  • We are replacing the gate and clubhouse access at the pool.  In coming weeks, a new system will be installed that will include:
    • Improved pool gate access entering and exiting.
    • Electronic access to the clubhouse.  For years, many have know the code to gain access, so going forward it will have improved controls.
    • Door closer to meet Franklin County Pool Codes on the door leading from the clubhouse out to the pool.
    • Timed locks on both restrooms that keep the restrooms locked when the pool is closed.
    • New access cards will be issued to all residents who are current on their dues.  
  • We will have to wait on a pool opening (if we can even open the pool) due Covid-19 and restrictions to protect our safety.
  • As for the front, I admit it looks horrible.  I’m reaching out to our groundskeeper to start cleaning up the beds and getting them ready for spring planting.  We have small group of volunteers ready to help with a redesign and will press forward on this, while maintaining compliance for social distancing.  
  • We have new residents, Tommy and Amy Ellis 145 River Club Way and Adam Acuff, 185 River Club Way.  Please welcome them from a distance.  
  • Tracy Rabon and the Social Committee continues to push forward on activities and events for all.  Things have been put on hold until it is safe to congregate again.  

A few reminders on Architectural Control/Neighborhood Covenants.

  • Cars/trucks are to be parked in your driveway.  Your lawn is not your driveway, nor is the street in front of your home.
  • Trailers (camping/boats) are not allowed.  Utility trailers that are used to go to the garden store are, but they need to be out of plain site.  (There are several out there that need to be hidden better.)
  • Trash cans should be hidden.
  • Mailboxes need to comply with community standards, the posts are to be painted white.
  • Any landscaping plans for the front of your home should be submitted to the ARB for approval.  (This includes tree removal requests.)
  • Cleaning up after your pets on walks is always appreciated.

It has been great seeing the weather change and so many neighbors outside in recent weeks, probably more so with the work from home and postponement of the school year.  Keep an eye out for walkers and bikers, and if you are out after dark, use a light or reflective clothing.  

We did spend $1,000 to have the pavement that had ripped near the entrance cut out and patched along with sealing of a few areas.  This was paid for from the dedicated road fund.  

We are always open to suggestions and volunteers.

Sincerely, 

Ron Phillips

2019 Annual HOA Meeting Minutes

The Annual Meeting of the Rives Edge Homeowner’s Association was held at 6:30 P.M. on November 10, 2019 in the Rivers Edge Clubhouse. The following Board Members were present: Ron Phillips, President; Richard Steinhoff, Vice President; and Gary Faltinowski, Secretary.

A total of fourteen (14) properties were represented by owners; thereby, meeting the required quorum of 10% of Association membership (100 voting households) in accordance with HOA By-Laws.

Agenda
1. Call to order
  The meeting was called to order by Ron Phillips, who introduced the other board members and Treasurer, Emily Paulson. New residents, Aaron and Elizabeth Rowlands, were identified.

2. Reading of minutes
  Minutes from the HOA General meeting, held on May 5, 2019, were read. A motion was made to accept the minutes, seconded and passed by unanimous vote.

3. Nomination and election of board members (3) openings:

  As announced at the General meeting in May, and the notification for the 2019 Annual meeting, published on Oct 3, 2019, the current board members terms would expire at year’s end. Two of the positions have served three consecutive years, and in accordance with the By-Laws, cannot serve beyond that period and nominations/volunteers were needed to fill positions.

  The floor was opened for nominations and or volunteers for consideration. No nominations were presented nor volunteers identified.

  With no nomination coming forth the point was raised that if we cannot get residents to become members of the HOA Board we may find ourselves forced to hire a Management Company, which would result in an increase in Association dues.

  It was asked if the By-Laws could be amended. In accordance with Article VI of the current By-Laws: “These By-Laws may be amended by a simple majority vote of those present and voting at a regular or special meeting of the Association as long as a quorum is present.”

  Additional discussion followed regarding what would be an appropriate increase in the total consecutive period for board members to serve and would the current board member be will willing to serve another year; thereby providing a temporary resolution.

 A motion was made by Jean Marteski to amend Article III, Paragraph 2, last sentence to read, “Members of the Board shall be eligible for reelection up to a maximum of five (5) consecutive terms.” Motion was seconded by George Heydner and passed by unanimous vote.

  A motion was made by Nancy Faltinowski to nominate and reelect the current three members of the HOA Board of Directors for the 2020 term, Motion was seconded by Ken Pike and passed by a 13-1 vote.

  As it was noted this is only a temporary resolution. If residents are not willing to participate in the HOA meetings and serve on the Board of Directors, Rivers Edge may be forced to engage a management company to handle the business of the HOA. The Board will begin researching cost associated with those agencies.

4. Committee reports

  a. Clubhouse: As with many of the homes throughout the development an assessment of the clubhouse roof condition revealed many broken shingles. A claim was made to insurer (Nationwide), was approved, and a contract has been signed with Covenant Roofing to replace the roof shingles.

  b. Paving/Road: Jodi Blackburn met with Rian, of Rian Paving, to discuss addressing any issues with the previous paving project of the development streets, specifically cracks that have been identified. Rian Paving will also submit a quote for repairing the area near the front entrance where the (older) asphalt has been damaged.

  c. Social Committee: Tracy Rabon discussed the upcoming social events and the future distribution of a newsletter to households.

    1) Thanksgiving Feast Saturday 11/16 at the Clubhouse 5:00- 6:30. We will provide ham, turkey and nonalcoholic drinks. Bring a side dish or dessert to share.

    2) Weather permitting- Sunday 12/1 at 11:00. We will be decorating the front entrance and clubhouse. If you would like to help please meet at the clubhouse at 11:00. We will need ladders at the clubhouse to put up lights.

    3) There will be a Christmas Yard Decorating contest this year. Start getting ideas and planning. More information to come.

5. Budget Review

  a. The 2019 expenditures to date and the 2019 budgeted amounts were presented, unbudgeted costs to date include.

    1) Costs for repainting pool, repairing pool lights, adding a GFI outlet, and replacement of pool furniture.

    2) Speed Tables installation

    3) Nationwide insurance deductible of $1,000 for roofing

  b. The draft 2020 budget was presented for review. The Board and Treasurer will meet, prior to January 1st, to review the budget on a line item basis before finalizing.

6. Emily Paulson, HOA Treasure, will be stepping down from her duties as Treasurer, she has served in this position for the past three (3) years, and prior to that served as the Social Committee Chair.

  a. The floor was opened for volunteer to become the HOA Treasurer.

    1) With no one coming forward a solicitation will be made to the Association at large.

      • In accordance with Article III, Section 5, of the current By-Laws, if the Board is unable to obtain the services of a qualified person to serve as Treasurer, they may pay an individual, not a member of the Association, to perform such required duties.

7. A call for additional discussions and new business was made. With no additional discussion or new news being presented, a motion to adjourn the meeting was made by David Williams, seconded by Richard Stienhoff, and carried by unanimous vote.

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