The Plantations Owners and Condominium Associations
Board Meeting – January 18, 2014
The Manor House at Sussex East – 9:00 AM
The Plantations Owners Board: Board Members – Elizabeth Wulkan / President, Bob Dickey / Vice President, Sherry Minear / Treasurer, Sal Somma / Secretary, Jim Anderson / Director.
The Plantations Condo Council: Council Members – Elizabeth Wulkan / President, Jim Anderson / Vice-President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bob Dickey / Director.
Owners’ Forum (15 minutes):
Mr. Deist asked about the installation of the speed humps. He also spoke about having holiday decorations set up in the circle earlier. Chris Nichols responded that there was a delay with the leaf clean-up and some of the decorations had issues with lighting and were then set up at the entrance. The Board had planned to install electrical outlets near the bridge, however the cost of the electrical installation, while the Sandie lawsuit was in progress, prevented it from happening it this year.
Mr. Tom Terrell asked about the absence of the flag. Chris Nichols reported that the old flag was very badly worn and a new flag has been ordered and will be installed upon delivery.
Call to Order – Elizabeth Wulkan, President, called the meeting to order at 9:00 am. She stated that the meeting would begin with a discussion on the SFH parking question. This discussion will focus will be on the issue going forward from today.
Single Family Home Parking:
Ed Brown, insurance rep from the L.W. Insurance Agency, was present to provide information related to insurance. He reported that the road is too narrow for parking on both sides of the street and permit an emergency vehicle to pass. The Fire Department will push cars out of the way, if their trucks cannot get through. Vehicle owners are responsible for the damage. He stated the Board should make the decision they believe is in the best interest of the community.
Mr. David Hutt, attorney, stated that law suits cannot be stopped. The Association’s duty is to maintain the health, welfare, safety and well-being of the community. The fact that this is being discussed, with input from experts, the Board has to make a decision. Something must be decided and then enforced to a reasonable level.
Elizabeth Wulkan then read the letter received from the
Chief of the Lewes Fire Department – basically stating that vehicles parked in
the way, will be towed and/or moved out of the way. The Fire Department would not be responsible
for any damage to the vehicles. Elizabeth
Wulkan then asked for input from those in attendance, starting from the front
of the room.
Pat Torelli said it is sad that we have to do this. She continued, saying we never had this problem before because we had communicated with neighbors in the past. If people have too many vehicles, then they have to park on the street.
Barbara Mullin stated that she occasionally will have guests over and felt that she should be able to have them park in the street in the cul-de-sac, since it is very wide.
Bob Bloomquist said he is hearing people speak about being reasonable. We should be able to get along. We should also keep the roads clear. Residents and/or guests of residents should park on driveways or in garages. Guests should park in a “safe” spot on the street and communicate with the neighbors.
Mari Plowman stated she is opposed to parking in remote parking spaces – at the Rec Center or the condo lots.
Bill Lacota stated that we have a situation with someone renting a SFH by the week. With that situation, we have had up to 8 cars parked in the street by that house. Mr. Hutt stated that the landlord is always responsible for the actions of the tenant.
Mari Plowman asked if there was a county rule stating that only two adults are permitted per bedroom in any rental?
Dino Costas stated that if we are invited to a neighbor’s party, we should be able to park. We, as owners, do have people that need help and should not be deprived of being able to park near a home.
Bob Bloomquist asked what the BOARD can do about the renters – a warning letter and/or a fine. The Board should take the attitude that they should do something about it. Chris Nichols pointed out the Board will be doing something.
Tagging onto that question, Pat Torelli added that something should be done about the problem with her next door issue.
Chris Nichols requested that all issues be reported to SeaScape and they will be handled appropriately.
Tom Mineo stated that he was a problem at one time. They did not have enough parking at the house. They have tried to abide by the rules by adding additional parking spots. Her personally felt this is really two issues – a temporary one and then a permanent one. .
Jim Anderson stated there are two issues – short term and weekly. The owners should be contacted about the problems. Parking on street beyond a few hours becomes a problem.
Chris Nichols stated - The Plantations does have a degree of common sense. We’ve had the discussion, now we have to make a decision. The focus should be on the Covenants – and the lack of specifics in the Covenants. We can’t make any changes to the Covenants until 2016. Presently, the Covenants do not say anything about short term rentals (1 week rentals).
You should be able to have parties, gatherings, etc., but there should be a limit on the parking. He stated a 72 hour limit should be reasonable. In addition, cars should not be parking on street 24 hours before and 24 hours after a snow storm.
Judy Bloom asked if parking stickers can be used for resident cars.
David ________ stated that owners should inform tenants that they should not park on the street.
Chris Nichols proposed we send out a letter describing a modified 72 hour rule – Guests can park on the street for up to 72 hours. Owners must use driveways or garages. No one should park in the street during a snow emergency. The letter will be sent out with a request for feedback.
Elizabeth Wulkan then stated we will terminate this discussion and send out this survey.
The minutes of the October 20, 2013 Board/Council Meeting were reviewed and accepted as presented. Bob Dickey made a motion to accept the minutes as presented. Jim Anderson seconded the motion. All Board and Council members approved the motion.
Sherry Minear, Treasurer, reported:
Checking and Savings Balances
MT&T Checking $ 42,619.47
MT&T Savings: 40,878.51
TOTAL $ 83,497.98
Budget to Actual (YTD) – P & L (Profit and Loss) – Sherry Minear stated this is the strongest balance she has seen in the Owners account. We did not spend more than we took in. The insurance rates increased 300%, so we adjusted other lines.
Delinquent Account Report and Collections – a collection has been made from one of the larger overdue accounts.
Sal Somma made a motion to accept the Treasurer’s Report on the Owners account. Bob Dickey seconded the motion. All Owners Board members approved the motion.
MT&T Checking: $ 16,429.72
MT&T Savings: 93,569.93
TOTAL $ 109,999.65
Normally our goal is to keep over $100,000 in the reserve account. Hopefully, next year we will be able to accomplish that.
Budget to Actual (YTD) – P & L (Profit and Loss) – Sherry Minear reported we are basically very good. There was a 200% insurance increase, so adjustments were made in other budget lines.
Delinquent Account Report and Collections – Overdue issues exceeding 60 days have been addressed.
Property Managers’ Report: (Chris Nichols)
Projects – Owners:
- Trimming Around Ponds – completed as of yesterday. Envirotech can now move onto the next step. You can look at the Plantations East to see what the ponds will look like. We will be getting native, healthy vegetation growing around the pond. All this trimming was done by Envirotech at no additional charge. The larger trees were removed with some of the Sandie lawsuit money
- Trimming of Trees on Main Roadway (January 20th) – Sussex Tree will trim and prune the trees. We will be getting a fuller, balanced tree, done according to the arborist’s standards.
- Big Trash Day – propose bringing back Big Trash Day. We have a bid for $360 per truck, per day + tipping. The Owners have asked for this to be done. The total cost will probably be around $1,000. This will probably be scheduled for early spring. Two trucks will be requested. The funding will come from the General Maintenance Fund. Sherry Minear made a motion to schedule the Big Trash Day. Elizabeth Wulkan seconded the motion. All Board and Council members approved.
- Purchase of New Flag – a new flag is on order. Upon its arrival, it will be installed. It is a 15’ x 25’ flag. In the winter the flag is down more than it is up, because of the high winds. We do have a vacancy in the Flag Committee.
Mr. Terrell was appointed the new Flag Committee Chairperson. Jim Anderson suggested buying two flags, so we always have a back-up. Chris Nichols reported that in the past we have always had the repaired flags as the back-up. The present flag was too badly worn to serve as a back-up. Jim Anderson again suggested a second flag be purchased.
- Gate Lock issues. The lock in the box had seized, two new locks had been ordered and will be installed as soon as they arrive. Jonathan Poole reported that the gate had been repaired and was now working again
Projects - Condo:
- Staining of steps Building 5 – the steps were rebuilt last year and will be stained in the spring. The steps of Bldg 3 will be done at the same time
- Full Building/Grounds Inspection – will be done as soon as the temperature improves a bit
- Recent Snow Removal – good effort. We only received one recall request, which is very good. Pat Torelli complimented the snow plowing work done.
- Broken Water Pipes – 15 or 16 occurred in The Plantations. Most occurred in the newer Country Life buildings, many were related to the HVAC overflow pipe which goes over the second floor bedroom, some of the breakages were with the hose bibs next to the garage. It will be suggested that there is a turn off for the hose bibs.
- Building 21 Landscaping – has been completed.
Sherry Minear made a motion to accept the Property Managers Report. Jim Anderson seconded the motion. All Board and Council members approved the motion.
- Parking Lot Removal/Repaving – has been completed.
- Parking on Roadways in SFH – already addressed at the beginning of the meeting.
- Owners and Condo Reserve Study Proposals – Board and Council members received information packets in the meeting materials. Chris Nichols explained the options. It was decided to utilize the same vendor who completed the original study. The will do a site visit and evaluate all items, with consideration of all the work done. This year the Owners report will include the roads. The cost of the Reserve Studies are - Condo - $ 3850; Owners - $ 2950. We want to do the study early, so there is time to prepare for next year’s budget.
Sherry Minear made a motion to have USI Commercial do the Reserve Study for the Owners at $ 2950 and for the Condo at $ 3850. Elizabeth Wulkan seconded the motion. All Board and Council members approved the motion.
President’s Report: (Elizabeth Wulkan)
1- We have received information from Walt Libet, Urban Financial Corp of America, regarding Reverse Mortgages. If there are residents interested in Reverse Mortgages, Elizabeth will contact him and make arrangements for him to speak to us. This can occur with or without FHA certification.
2- Last Saturday Elizabeth and Ed Wulkan hosted a meet and greet. Many owners attended. Lyn & Bob Bloomquist will host a meet and greet on the 2nd Saturday in March. These are great opportunities for the community to get together.
3- Yard Sale in early spring? Elizabeth Wulkan made a motion for a Yard Sale on the newly grassed area. Jim Anderson seconded the motion. All Board and Council members approved the motion.
4- Social committee – Elizabeth Wulkan asked for additional money for the Social Committee.
Next two Board / Council meetings – March and May. The Lewes Public Library is not available. The Community Rec Center has been offered to us for the Friday evening at 7:00 PM, no cost. The meeting space at The Manor House costs us $ 150. It was agreed to hold the next two meetings on a Friday evening, 7:00 PM, at the Community Rec Center.
Architectural Review Committee (ARC): Ed Wulkan, Chairperson, reported no new requests have come in since the last meeting.
Documents Committee: Elizabeth Wulkan, Chairperson, stated there is nothing new to report.
Finance Committee: Sherry Minear, Chairperson, stated there is nothing new to report.
Flag Committee: Mr. Tom Terrell is the new Committee Chairperson.
Landscaping Committee: Nancy Brooks, Chairperson, reported that the courtyards of bldgs 15 and 21 have been completed. We will have to wait until spring to really see how they look. The fountain at the front entrance will be addressed in the spring.
Nominating Committee: Ken & Nancy Brooks, Co-Chairs, stated there is nothing to report at this time.
Security Committee / Gates: – , Chairperson. The gates are now fixed.
Wastewater Committee: Bob Dickey, Chairperson, reported that Tidewater has taken over and the first bill should have been received. The next bill should include a small credit – our share in the Sharp Propane Gas lease (from Oct – Dec 2013).
Website: Elizabeth Wulkan stated that nothing new been done. Additional people are needed to modernize the Website. Elizabeth invited everyone to give her their e-mail so they can be invited to join Nextdoor, our community info exchange.
Owners’ Input; (15 minutes)
There was a question about the dumpsters. Chris Nichols reported that the dumpsters will be partially surrounded by fencing in the spring.
Adjourn: Elizabeth Wulkan, President, made a motion to adjourn the meeting at 11:04 AM. Jim Anderson seconded the motion. All Board and Council members approved the motion.