Meeting Notes 8/2/2017

Call to Order

The meeting was called to order at 7:00 PM, August 2, 2017, at the Brunswick Library.

Roll Call

  • Attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, Jason Sarris, Nick Galioto, Kristen Goggins, Linda Guinta, Dale Innocenti, John Tin Mak (late)
  • Not in Attendance: Carole Porter

Reading of Previous Meeting Notes

The previous meeting’s notes were read aloud and unanimously approved.

Old Business

  • Facebook group – HOA will allow board members to join Facebook group, but as a homeowner and not a member of the HOA board. Any and all HOA discussion shall be directed to the HOA website.
  • Our quarterly internal board meetings have had homeowners arrive believing it’s an open meeting. These are closed meetings, but homeowners may attend with prior approval from the HOA. Two homeowners were turned away at this meeting due to no prior approval.
  • HOA attorney will be at the annual meeting on August 30, 2017.
  • HOA discussed the collection policy. No exceptions are currently being made for homeowners that are late on payments. Please pay your bill on-time. If homeowners have a late fee and don’t pay the late fee, an additional late fee is added on top of the late fee not paid.

New Business

  • Association Books product for outsourcing collections and other general management of HOA was unanimously approved.

Announcements

  • None at this time.

Adjourn

  • The meeting was adjourned.
  • Next Meeting: 8/30/17 (Annual Homeowners Meeting open to public)

Meeting Notes 5/3/2017

Call to Order

The meeting was called to order at 7:00 PM, May 3, 2017, at the Brunswick Library.

Roll Call

  • Attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, Jason Sarris, Nick Galioto, Kristen Goggins, Linda Guinta, Dale Innocenti, Carole Porter, John Tin Mak
  • Not in Attendance: No one

Reading of Previous Meeting Notes

The previous meeting’s notes were ready aloud and unanimously approved.

Old Business

  • Collections
  • Lamp posts

New Business

  • Facebook group – HOA doesn’t want any part of it, trustees are not to be involved
  • By-law change – discuss concerns
  • Outsource collection of dues – Association Books has product for this
  • Laptop purchase for QuickBooks – approved up to $350
  • Right of First Refusal Charge raised from $150 to $250

New Business we ran out of time to discuss (carry-over to next meeting)

  • BFHOA Contact the Board messages from residents

Announcements

  • None at this time.

Adjourn

The meeting was adjourned. Next Meeting: 8/2/17

Meeting Notes 2/1/2017

Call to Order

The meeting was called to order at 7:00 PM, Feb 1, 2017, at the Brunswick Library.

Roll Call

  • Attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, Jason Sarris, Nick Galioto, Kristen Goggins, Linda Guinta, Dale Innocenti, Carole Porter, John Tin Mak
  • Not in Attendance: No one

Reading of Previous Meeting Notes

The previous meeting’s notes were ready aloud and unanimously approved.

Old Business

  • Collections
    • The HOA has $2,736 in Accounts Receivables (collections).
    • Only one house owes over $1,000 in dues. The property is currently owned by Huntington Bank. The address of the property is 854 Chad Court.
    • Homeowner dues are always due on April 30th each year. Invoices are scheduled to be mailed in March.
  • Lamp posts
    • About 50-60 houses have non-functioning gas lamps.
    • Lots of push-back from homeowners that they don’t want to fix due to cost to repair.
    • HOA found it difficult to argue that if the lamps were out, it was a safety issue to the surrounding properties.
    • We need to pass a by-law to require lamps be on from dusk-to-dawn, with the HOA having the authority to fix lamps and bill the respective homeowner. This by-law vote will be started at our General Meeting during the summer.
    • Electric lamp install is estimated about $500.
    • Solar lamps no longer accepted. Existing solar lamps will be grandfathered.

New Business

  • Board member appointments
    • Carole Porter appointed by the board as a new trustee, term expiring 2019. Carole is taking over Toby Foote’s trustee position.
    • Dale Innocenti appointed by the board as a new trustee, term expiring 2020. Dale is taking over the Empty Seat trustee position.
    • Toby will remain attending board meetings and assisting with the HOA but will be a non-voting resident.
  • Re-Up Expiring Positions for Linda Guinta and Deby Geyer. New term goes until 2020. Voted and passed unanimously.
  • Coyote Discussion – Keep small pets in-doors if possible.
  • Street Lights Out – Need to call the city for street light issues, as the streets are owned by the city.
  • Reserve Study was discussed with new trustees, Dale and Carole.
  • Financial Budget
    • 4% increase on HOA dues presented by Lou and passed unanimously.
    • Budget presented by Lou and passed unanimously.

Announcements

  • None at this time.

Adjourn

The meeting was adjourned at 8:15 PM. Next Meeting: ~3 months

Meeting Notes 9/28/2016

Call to Order

The meeting was called to order at 7:00 PM, Sept 28, 2016, at the Brunswick Library.

Roll Call

  • Attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, John Tin Mak, Jason Sarris
  • Not in Attendance: Jennifer Skomski, Linda Guinta, Kristen Goggins, Nick Galioto
  • It is assumed Jennifer Skomski has left the board, as she has not been at meetings for over a year.

Reading of Previous Meeting Notes

The previous meeting’s notes were ready aloud and unanimously approved.

Unfinished Business

  • Board members have not been receiving prompt responses from our attorneys at Kaman & Cusimano, so we have left their practice and have started using Orr & Associates. We currently use our attorneys for collections as well.
  • Reserve Study found us to have the proper savings in reserve.
  • Park swings were oiled.
  • New basketball hoops have been installed.
  • Street signs have been installed that tell drivers to slow down on Benjamin Drive.
  • ARC has reported normal approvals; no rejections since last meeting.

New Business

Board member appointments

  • Jason Sarris has been appointed by the board as a new trustee.
  • Jason Sarris and Linda Guinta have accepted the duties of ARC members.

Our collections policy was updated and unanimously approved.

Announcements

The HOA has $5223 in Accounts Receivables. More than half of our A/R are among 3 homes. The following properties are more than $1000 each in collections.

  • 811 Eliza Court
  • 852 Edgar Lane
  • 854 Chad Court

Homeowner dues are always due on April 30th each year. Invoices are scheduled to be mailed in March.

Adjourn

The meeting was adjourned at 7:35 PM. Next Meeting: ~3 months

Meeting Notes 4/27/2016

Time/Location: April 27, 2016, 7:00 PM, Brunswick Library

Attendance: Lou DeCuzzi, Toby Foote, Linda Guinta, Kristen Goggins, John Tin Mak, Nick Galioto, Mike Woolard (resident)

Not in Attendance: Jennifer Skomski, Deby Geyer

DISCUSSION:

General

  • Attendance taken.
  • Previous meeting notes read.

Financial

  • Lou proposed a reserve study be performed for BFHOA for $2000 cost. Board discussed and unanimously approved to complete the reserve study. Should be complete within 90 days of purchase.
    • A reserve study is a long-term capital budget planning tool which identifies the current status of the reserve fund and a stable and equitable funding plan to offset ongoing deterioration, resulting in sufficient funds when those anticipated major common area expenditures actually occur. (Source)
  • Reserve study could determine we don’t have enough saved in our reserve bank account. If this is the case, we will consult with HOA lawyers how to address.

Parks

  • Playground equipment is in bad shape and needs replaced. Because of the expense, we will wait for the reserve study to be performed to determine direction forward on playground equipment.
  • Swings are squeeking. Nick Galioto will talk with Jim Marks to WD-40 them.
  • Basketball hoops are permanently bent and need replaced. Nick Galioto will obtain a quote for complete replacement of basketball hoops, including removal of old hoops and installation of new hoops.
  • Cars continue to drive over speed limit on Benjamin Drive. Board discussed and unanimously approved the purchase of 2 Slow Down street signs to help address this issue.
  • Dog poop continues to be an issue in the park, and along resident sidewalks.

Old Business

  • Replacement of gas lamps has been temporarily tabled. Board will pursue an amendment to our by-laws, detailing what is required of your lamps, and present to homeowners for vote by postal mail.
    • Board will wait to send out ballots until reserve study is complete, in hopes to reduce postal mailing fees.

New Business

  • ARC (Architectural Review Committee) is currently unfilled. We have 9 total board trustee positions. Only 7 are actively filled. We desperately need two additional board members to fill the two ARC roles. Until these positions are filled, the HOA has no choice but to halt all building approvals.

Next Meeting: ~3 months

Meeting Minutes 1/20/2016

Quarterly Meeting Minutes 1/20/16

We read the previous meeting minutes.

Attendance

  • In attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, Linda Guinta, Kristen Goggins, John Tin Mak
  • Not in attendance: Nick Galioto, Jennifer Skomski
  • 9th board member empty slot

Financials

  • FYI – If resident is $500 in back dues, a lien is placed on property
  • FYI – If resident is $1000 in back dues, property is sent into foreclosure
  • Every collections expense incurred by a resident is passed onto the offending homeowner
  • Remind – Last year we agreed via vote to increase dues 4% (maximum allowable)
  • 922 Edgar Ln foreclosure – wrote off this debt, but may still receive later

Parks Report

  • Path refinishing – this is complete
  • Basketball court – Lou to ask Jim Marks about fixing this

Other old business

  • Gas lamps – List of offending lamp posts listed by Lou on our Facebook page
  • Gas lamps – solar lamps no longer an approved option, as they are not bright enough
  • Gas lamps – notifying residents via postal mail by 2/5/2016 that they’re lamp isn’t working and we will be fixing it if they don’t fix it by April due date, and resident will be responsible for paying (including Jim Marks’ labor rate)
  • Fast traffic on Benjamin – Slow Children At Play sign was not ordered yet. Lou will order.
  • Facebook sign – Not purchased yet, but Lou will order
  • BBQ grills – Nothing wrong with grills, we are keeping as-is

New business

  • Lou and Toby renewed as trustees in president and vice-president roles on board
  • Beaver dam removal in 2011-ish; the Beavers are back
  • Landscaping contrac with Jim Marks is complete; Jim proposed 3-year contract, board unanimously approved with contingencies
  • Trees trimmed in front entrance-way of park
  • Dogs running loose – If residents see free-roaming pets, please call Brunswick Animal Control
  • Pet poop – Discussion occurred about pet feces in parks areas

Meeting Minutes 10/7/2015

2015 Annual Meeting

Prior to the Annual Meeting, the Board of Trustees for Benjamin Farm Homeowners Association convened a regular meeting that lasted 5 minutes. The purpose of that meeting was to appoint new trustees to fill two of the three open board positions. Both Kristen Goggins and John Tin Mak were unanimously approved by the board.

Annual Meeting Minutes 10/7/15

  • Attendance
    • Board members in attendance: Lou DeCuzzi, Toby Foote, Deby Geyer, Linda Guinta, John Tin Mak, Kristen Goggins
    • Board members not in attendance: Jennifer Skomski, Nick Galioto
    • Only eight board members in existence currently; one open/empty position on the board
  • Financials
  • Parks Report
    • Jim Marks, our contracted lawn care maintenance guy, has been doing an excellent job with the parks, and continues to post regular pictures on the Benjamin Farm Homeowners Facebook group for people to see what’s going on; homeowner reported weeds around playground equipment, which Jim knows about and will be addressing Saturday during his big fall clean-up
    • Nick Galioto, our HOA Parks Trustee, was not in attendance, but provided an update for the meeting; Nick likes the work Jim is doing, the path refinishing is looking nice but noticed existing cracks haven’t been filled in; high-school kids hanging out after dark in park; bricks under park benches and trash-can lids have been moved or taken and Jim Marks has had to replace them
  • Old business
    • Street signs painted this year by the homeowners – recognizing Mike Bottger, Linda Guinta, Dave (Linda’s husband), Toby Foote, Dale on Uxbridge/Theora, and Lynn, as well as another homeowner that we don’t have their name. Thank you!
  • New business
    • Revamped website – HOA will include meeting minutes and financials here going forward
    • Gas lamps – many non-functioning gas lamps; Jim Marks (our parks contractor) will be commissioned to compile a list of homeowner addresses with non-functioning lamps and report this data back to the board; the board will send letters to homeowners to fix by April 1, 2016 or board will fix it for them and bill for services; unanimously approved by board
    • Basketball court – resident asked for new net, hoop, backboard, and pole; another resident asked the entire basketball court be torn up; board discussed and decided to proceed with plan already in-place to seal the blacktop; Jim Horn, a homeowner in attendance, spoke up that he knows a company called Snyder & Associated that can probably correct the leaning basketball poles, Jim or company will reach out to the board with more information
    • Fast traffic on Benjamin – resident asked for speed bumps on Benjamin; we live on city streets, so HOA can’t do that, nor was the board interested because it would affect snow plowing on Benjamin; most of the board agreed that traffic was fast on Benjamin, so Lou DeCuzzi proposed a Slow Children sign and small speed trap sign; BPD can supply the small speed trap sign for no-cost for temporary basis, but Slow Children sign will probably need to be purchased, so we capped a purchase of this sign at $500; board unanimously approved
    • Facebook sign – Lou DiCuzzi requested a low-cost sign to placed near entrance of development to promote the Benjamin Farm Homeowners Facebook group in effort for more residents to be able to talk about potential maintenance issues; capped sign purchase at $25; board unanimously approved
    • BBQ grills – resident requested the grills be removed; board removed some grills last year, but 2-3 of the best grills from last year were not removed; board is unaware of anyone ever using them throughout the year; board wasn’t aware they were is terrible shape, so board will ask Jim Marks to look at grills and report back to the board
  • Special thanks
    • There was a big shout-out to an unknown young man who has been seen collecting and taking out the park trash to the curb on Tuesday night; it’s possible the young man could be contracted by Jim Marks to do this work, regardless the board was very appreciative and wanted to thank him