Board Member Attendees: Michael Boyle, Archie Campbell, Dan Marabello,
Dave Markowitz, Ellen Miller, Bob Shinholt, Linda Steiner,
Barry Zeigler
Note: A quorum was reached with a total of 68 homeowners represented consisting of lot owners attending and proxy forms submitted.
OPENING REMARKS:
President Michael Boyle announced this year that he wanted to take a few minutes to recognize those homeowners and HOA members who volunteer their time to make the Meadows at Shawnee community a better place to live. Most of what they do goes unrecognized, but without their contributions, the community would not function as well as it does.
On behalf of the HOA Board of Directors he thanked the following members of the community for their time and service:
- Volunteers who have worked the registration tables at the annual meetings: Lead-Wanda Rodenberg, Bob Rodenberg, Larry Sullivan, Richard Prince, Tom Chilton, Henrietta Chilton, Carole Palermo;
- Architectural Committee Chairman Bob Shinholt and his committee members: Bob Rodenberg, Tom Chilton, Stacey Arnold, Kent Del Rossi;
- Grounds Committee Chairman Barry Zeigler and his committee members: Joe Palermo, Dan Marabello, John McGalagly, Tom Chilton, Gary Grimanelis, Joe Collins, Bob Shinholt, Larry Sullivan, Dave Markowitz, Gloria Markowitz, Linda Steiner, Gene Kline;
- Neighborhood Watch Chairman Dave Markowitz and his volunteers: Gloria Markowitz, Ray & Alyce Kirby, Joe Collins, Joe Campaniello, Nick Butcavage, Gene Kline, Joe Palermo, Carole Palermo, Jim Crowley, Tom Chilton, Nila Labajo, Lewis Sacks, Bob Baker, John McGalagly, Bob Rodenberg, Wanda Rodenberg, Dan Marabello, Gary Grimanelis, Arlene Pacarro, Stu Fogel, Richard Prince, Pete Gosnell, Wayne Roberts, Kent Del Rossi;
- Spring and Fall Clean-ups: The Jackson Family (Charles, Jennifer and children Jake, Holly and Brooke), Dan Marabello, Dave Markowitz, Gloria Markowitz, John McGalagly, Gloria McGalagly, Joe Palermo, Bob Rodenberg, Larry Sullivan, Marikate Leith, Bob Shinholt and his grandson, Isaac Daniel Shinholt, Gary Grimanelis and Linda Steiner;
- Yard Sale Organizers (2015-2016): Atrisha Beisterfeld, Noelle Sylvanus-Weed, Tammi Campaniello, Sheila Warrington, Sidrina Ruczynski;
- Website Development and Administration: Jim Mandelblatt volunteered hours of his time to develop the new website and reduced the HOA website cost by 50%. The President asked homeowners to visit the newly updated website.
- Website Photos: Gerry Boyle and Linda Steiner
- Holiday Lights – thanks to all who participated last year and hoping more families will participate this holiday season.
- Landscaping at front entrance – special thanks to Bob and Wanda Rodenberg for the hours of time and work they have put into planting and maintaining the flowers and shrubs at the front entrance. The Rodenberg’s purchased the plants and mulch and take care of the weeding, planting, watering. Special thanks also to the Bindesh Shah family for providing the water hook up to provide the water needed for the plants at the front entrance and the island.
Volunteer sign in sheets for the Architectural, Grounds and Neighborhood Watch Committees were placed on a table in the lobby for those homeowners who would like to join a committee. There were no new homeowners who signed up for any of the three (3) committees.
The President also thanked the Board of Directors for their time and dedication to manage the day to day and fiscal affairs of the HOA. Lastly, he thanked the homeowners for their interest in the Meadows at Shawnee HOA and for attending this year’s annual meeting.
The Annual Meeting of the Meadows at Shawnee Homeowners Association was then called to order at 7:15 pm.
The President opened the meeting by first explaining the ground rules since there was much to accomplish in 2 hours. He asked the audience not to interrupt Board Members during their reports. Questions will be addressed at the end of each report. He asked members of the audience to raise their hand to be recognized and state your name and address before making a comment or asking a question. Questions should be short and to the point and time limits may be imposed.
The President then introduced each HOA Board Member: Archie Campbell, Vice President, provides insight into current affairs at City of Milford; Dan Marabello Treasurer, provides sound fiscal management of HOA’s finances; Linda Steiner, Secretary, manages all HOA correspondence and kept the Board organized; Bob Shinholt, Architectural Chair, who processes all requests impartially and in accord with HOA restrictions; Barry Zeigler, Grounds Committee Chair, who oversees the landscaping and maintenance of the ponds and common areas; Dave Markowitz, Neighborhood Watch Chair, who recruits, trains, schedules and supervises the activities of the 25 volunteers on the Neighborhood Watch.; Ellen Miller is the Board’s “go to” person to get the vote out and to intervene to resolve misunderstandings.
Vice President Archie Campbell addressed the audience and wanted to thank everyone who voted for him for the City Council seat in the recent City of Milford election. He had served on the Planning Board for the City for the past six years and this new position will involve more of his time. For that reason, he announced that he was stepping down as VP on the Board of Directors and not seeking re-election.
PRESIDENT’S REPORT:
President Mike Boyle asked all members of the audience to review the packet given to them at the door which includes the Agenda for the meeting, the Board of Directors Ballot, the HOA financial report with proposed Budget and Budget Ballot.
The President started the meeting by reporting on the many successes of the HOA over the past year. The HOA’s financial position is sound and we ended the 2016 fiscal year within budget. The Board authorized the purchase of two laptop computers and accounting software which provides for a centralized system of records that can be passed on to future Boards. On December 1, 2015, the shed amendment was passed changing the restriction on the size of sheds from 80 sq. feet to 120 sq. feet. There were 127 votes in favor of the increase in sheds and 20 opposed. The proposed clothesline amendment failed to achieve a 2/3’s (122 votes) majority vote with a tally of 78 in favor and 69 opposed. The amount of unpaid assessments was reduced by more than half. All typographical errors were corrected in the Bylaws and the Declaration of Restrictions was updated to include the five (5) approved amendments. Copies of the amended governing documents were hand delivered by the Board to all homeowners in the development in May 2016. The drainage pipe in the ponds was repaired for a very small fraction of the estimated replacement price and the Grounds Chairman will address this in his report. The Grounds committee also negotiated a new 2-year landscaping contract for an increase of only $25.00 more per month. The HOA’s website was updated and improved to be more user friendly. The Restrictions and Bylaws are posted on the website as well as an architectural request fillable form. There are also links to the City of Milford and Sussex County. The website was moved to a new host platform at a reduced annual cost. The Board also distributed an algae and mold information article to all households to encourage homeowners to address this problem in order to preserve market values. All of the above improvements were accomplished while staying in budget and avoiding an increase in the annual assessment for fiscal year 2017.
For the next year, the Board will be looking into implementing an on-line credit card payment option to pay HOA annual dues, continued expansion of the HOA website and more tree planting in the open areas around the large pond.
Question #1 from the floor: One homeowner asked if there would be a processing fee for paying the annual dues by credit card. The President replied that there would be a processing fee of approximately $3.00.
Nominations from the floor and Vote for FY17 Board of Directors:
President Boyle asked all homeowners to look at the Board of Directors Ballot blue sheet in the packet which had the names of eight (8) homeowners running for a seat on the Board. He asked twice if there was anyone else in the audience who would be interested in adding their name to the ballot as a nominee. There were no other residents who came forward to be added to the ballot. A homeowner made a motion that all 8 nominees named on the Ballot be elected to the Board and motion was seconded. The following homeowners were elected to the Board of Directors for FY17: Michael Boyle, Madeleine Mandelblatt, Dan Marabello, Dave Markowitz, Ellen Miller, Bob Shinholt, Linda Steiner and Barry Zeigler.
TREASURER’S REPORT:
Treasurer Dan Marabello referred the audience to the HOA’s financial report sheet included in the packet. He reported that there is a balance of $3,507.00 in the checking account and $50,082.00 in six (6) CD’s for a cash total of $53,590.00 as of today’s date. All bills are paid as of today with a few due by the end of the month. Dan stated that even though there was a negative figure of ($242.00) for the FYE 6/30/16 and a negative figure of ($1,360.00) for the proposed budget for FYE 6/30/17, the shortage would be allocated from unrestricted net assets. Therefore, there would be no reason to raise the yearly assessment. Dan referred homeowners to Notes 1, 2 and 3 on the back of the financial report. A new in-house Quickbooks accounting software was purchased for $190.00. Two (2) new computers and software were purchased for a total of $982.00. The HOA saved $580.00 by taking a new 3-year contract with another website provider. The laser printer that was purchased last year has paid for itself due to money saved on commercial printing. The HOA saved on postage this past year by hand delivering documents to homeowners rather than mailing. There are three (3) homeowners who owe a total of $2,715.00 in delinquent assessments. A levy has been placed on the automobile of one homeowner; a garnishment has been requested on a second homeowner and the property of the third homeowner is in foreclosure. The HOA has a $1 million insurance policy which covers general liability, directors and officers and a bond. The HOA is investing very conservatively. All monies are in CD’s with Discover Bank earning about $1,000.00 per year at the rate of 2% interest per annum. The goal of the HOA is to have $120,000.00 in reserves by the year 2025 for any future pond maintenance expenses. Dan asked if there were any questions from the floor and there were none. At that point, all present were asked to vote on the budget by filling out the Budget Proposal Ballot green form. The ballots were then collected.
ARCHITECTURAL COMMITTEE REPORT:
Architectural Chairman Bob Shinholt reported that for shed, fence and deck architectural requests, homeowners should go on the HOA website to fill out the Architectural request form on line. The form can then be dropped off at his home at 4 W. Bullrush or emailed to him at bobshinholt@gmail.com. There is a quick turnover on requests and they are usually approved within 24-48 hours. If anyone in the development plans to install a fence or shed where there will be digging involved, he reminded homeowners that they must call “Miss Utility” at “811” to report it. The service is free and it is best to call a week in advance. “Miss Utility” will come out and mark all utility lines on your property. If a utility line is hit, the homeowner will be liable to have it fixed. President Boyle at this time spoke about solar panels. He stated that the restriction is off on installing panels but an architectural request still has to be submitted to the Board for approval. The City of Milford requires that it be approved first by the HOA.
At this time, the President announced that the Budget ballots were counted and the budget was approved with the results as follows:
52 YES
1 NO
Question #2 from the floor: A homeowner asked about the many homes in the development that have the green mold/algae on the siding and if there was anything that could be done about it. President Boyle replied that there is no “maintenance clause” in the Declaration of Restrictions so the Board can only use “gentle persuasion” to convince homeowners to take care of the problem to improve the visual look of the house and address the health aspect.
The pothole by the front entrance has been reported to the City of Milford. The city owns the streets and it is their responsibility to fix it.
If a street light goes out in the development, the city should also be called. There is a number on every lamppost and it can be reported to Public Works.
Question #3 from the floor: A homeowner asked about the $5,700.00 allocated for grounds maintenance last year. Treasurer Dan Marabello reported that the landscaper charges $750.00 per month for 7 months for grounds maintenance which totals $5,250.00 and $438.00 was spent on flowers, plants and mulch for the front entrance.
Pond maintenance is also done by the landscaper. He clears out weeds, sprays for weeds and fills in stones. The crack repair on the damaged pipe in the storm water pond cost $550.00. The projected FYE2016 budget was set at $2,695 and the proposed budget for FYE 2017 is set at $3,000.
GROUNDS COMMITTEE REPORT:
Grounds Committee Chairman Barry Zeigler reported first on the new 2-year grounds maintenance contract with the current landscaper. The cost will be $775.00 per month and it starts in 2017. Regarding the cracked pipe in the ponds, he met with engineers and DNREC fixed the pipe at a cost of $550.00. This was a major saving for the HOA as replacing the pipe could have cost between $10,000 and $15,000. A sealant was used and it should last from five to ten years or longer. He also stated that children playing in the ponds is a hazard.
Question #4 from the floor: A homeowner asked about mosquito control in the ponds. Barry reported that no pesticides are put down. Joe Palermo, grounds committee member, reported that all subdivisions in Milford were sprayed for mosquito control. Archie Campbell reported that the City of Milford had already sprayed for mosquitoes in the Meadows at Shawnee, but not in the ponds.
NEIGHBORHOOD WATCH REPORT:
Neighborhood Watch Chairman Dave Markowitz reported that he checked with the Milford Police Department recently to get the latest statistics on crime in the Meadows at Shawnee. During the first 5 months of this year, there were 26 calls to the police department as compared to last year, when there were 32 calls for the same time period. Most of the calls were to report suspicious persons and activity. People are being more vigilant and Dave requested that if you see something suspicious, call the police at 422-8081. He also added that the Neighborhood Watch could always use more volunteers. It is important that all homeowners lock their cars when they are parked in the driveway. All cars should be off the street after midnight. If not, they are considered suspicious.
The following suggestion and comments were made from the floor:
- A homeowner mentioned that there are apps you can put on your phone to receive alerts. On the Milford Police Department website, there is a “Code Red” form that can be filled out with contact information to receive evacuation notices, bio terrorism alerts and missing child reports. It was suggested that signs are put on cars that are parked in the street overnight.
- Another homeowner suggested that a “No Solicitors” sign be placed at the front entrance.
- Lighting should be installed at the front entrance either by the City or by solar lights.
- If anyone sees a suspicious car in the development, they should get the license plate.
- Bob Shinholt stated that there is a nationwide program called “Smart 911” where people can go on the website and list all important information about themselves and their home. In the case of an emergency, it saves lives and time.
- Another homeowner complained about the private airplanes that fly very low over the homes in the development during the week and on weekends.
Question #5 from the floor: A homeowner asked if there are any special requirements for house numbers. It was suggested that the house number should be placed near the front door.
Question #6 from the floor: A homeowner asked if she could make a motion to amend the restrictions to allow an above-ground pool. She stated that her daughter suffers from a disabling medical condition and swimming in the pool and being out in the sun would be therapeutic for her. She asked if the Board, as the declarant, could make an exception and authorize the above ground pool. Amendments to the restrictions need 122 votes in favor to be approved. At this point, there was ample discussion for approximately 15 minutes among all the homeowners, some in favor and some opposed. A motion was made for a proposed amendment to the Declaration (Article VI, Section 10, Swimming Pools) to allow above ground pools and it was seconded. A vote was then taken by a show of hands and the motion was voted down as per the following results: 18 in favor of the proposed amendment and 26 in opposition of the proposed amendment. (The Board did not exercise its 27 proxy votes).
President Boyle said he would check with the HOA’s attorney regarding the swimming pool restriction in the Declaration of Restrictions and if the Board of Directors has the authority to grant such an exception.
Question #7 from the floor: A homeowner asked about amending the clothesline restriction. Solar panels are a terrible eyesore and that restriction was lifted. Hanging clothes outside is another form of green energy and that restriction should be lifted also. President Boyle reminded the homeowner that the last failed ballot in December 2015 was the second on clotheslines in 3 years and both times it was voted down by substantial margins. The matter was discussed by the members but no motion was offered to initiate another ballot to amend the restriction on clotheslines.
Motion was made and carried to adjourn the meeting. The meeting was adjourned at 8:50 p.m.
Respectfully submitted by:
Linda Steiner, Secretary
