FERNBANK UNIT OWNERS ASSOCIATION P.O. Box 1642 Shepherdstown, WV 25443 May 4, 2015 7:00 p.m. Fernbank Unit Owners Executive Board Meeting Minutes The Club at Cress Creek, May 4, 2015-7:00 pm The Executive Board Meeting was called to order by President William Hinkley. The following Board Members were present: William Hinkley Peter Fischer Gene Kelly Phyllis LeTart Robert Morrow Timothy Murphy Elisabeth Staro The following Board Member was absent with apologies: Leo Driehuys A Quorum was present. INPUT FROM UNIT OWNERS Fence request. Mrs. Candy Barnes addressed the Executive Board regarding the possibility of obtaining approval to construct a fence on her property, providing the background and rationale for the proposed fence. Phyllis LeTart, ARC Chairman, advised Mrs. Barnes that she would have to do a complete submission to the ARC, providing all the details of the proposed fence, size, and materials, and its proposed location. Mrs. LeTart advised that it would be considered at an ARC meeting, after the required meeting notice was posted. Sinkhole. During the aforementioned discussion, Mrs. Candy Barnes queried the status of a sinkhole near her property. Bob Morrow advised that repair of the sinkhole by her neighbor is planned for May 2015. Lawn mowing complaint. The Executive Board received a noise complaint that a commercial lawn mower service was mowing on Sunday. After discussion, the Executive Board encourages all residents to avoid mowing on Friday and Saturday after 6:00 PM and not to mow at all on Sundays. Elisabeth Staro, Chairman, Beautification will address this topic further via an Email Blast to the FUOA residents. Culvert appearance. A resident requested the Executive Board consider the appearance of the culvert at the corner of Fernbank Drive and Singletree Drive (lot 103). Bob Morrow will follow-up.
CONSENT AGENDA ITEMS Consent Agenda items, being the April 2015 Minutes and the Committee Reports, were approved by unanimous vote of the Executive Board. DIRECTORS AND COMMITTEE REPORTS President s Note of Thanks Secretary/Communications. The Executive Board accepted Lori Kelly s resignation in April as a Board Member with regret and thanks her for her valuable contributions during her tenure. Coincident with her resignation, she completed the Executive Board minutes for April 6, 2015 and the Fernbank Fanfare for April newsletter. Vice President/Treasurer Treasurer s Report for April 2015. Bob Morrow, Treasurer, reviewed the Balance Sheet, Profit & Loss Budget vs Actual, Profit & Loss by Class, and Open Invoices. The Executive Board unanimously approved the April 2015 Treasurer s Report. Proposed Budget for 2015-2016. Bob Morrow reviewed the proposed annual budget to be presented at the June 28, 2015 Annual Meeting for approval by the FUOA residents. The Beautification and Road Committees will submit additional input. The proposed budget will be included in the Annual Meeting package which will include the agenda, the proposed budget, proxy statement, and the minutes of the June 22, 2014 Annual Meeting. The Annual Meeting package will be mailed to the residents by June 12, 2015. Changes to insurance documentation. Bob mentioned that the annual insurance statement has included numerous changes. Phyllis LeTart volunteered to review those changes. Nominating Committee results. Bob made a report for the Nominating Committee for candidates to serve on the Executive Board. The Nominating committee included Bob Morrow, Phyllis LeTart, and Elisabeth Staro. Charlie Watson and Katherine Irwin have volunteered to be placed on the ballot for consideration of the FUOA membership at the Annual Meeting. If elected, they will begin a three-year term on the Board in June 2015. Bill Hinkley is also up for election consideration by the residents as he had served a three-year term of office on the board. Under the FUOA Covenants a resident may serve two terms of three years each. Further, Bruce Lapham has volunteered to serve the remainder of Lori Kelly s term for one year as the Secretary of the Board. The Executive Board has so appointed Bruce to that position. ARC Attachments. Phyllis LeTart submitted the following documentation for review/consideration by the Executive Board. See attached. ADDENDUM TO THE DESIGN GUIDELINES AND DESIGN REVIEW PROCESS FOR FERNBANK SUBDIVISION AT CRESS CREEK. The Executive Board unanimously adopted the Resolution. ARC Report dated April 2015. Report is explanatory in its own right.
Yard Sale. Judith Ringer has received approval to conduct a yard sale on Friday, June 19, and Saturday June 20, from 8 AM to 5 PM at her residence on South Tamarac Drive. Residents should contact Judy if they would like to participate. An email-blast will be sent in this regard. Beautification Maintenance and upgrade. Elisabeth Staro, Chairman, Beautification Committee, discussed ongoing work at Juniper Circle and S. Tamarack. Roads Maintenance contract. Gene Kelly, Chairman, Roads Committee, has conferred with a contractor to repair cracks in our roadways with hot tar like substance. Gene will follow-up with the contractor to obtain a specific bid as to cost and time to conduct the repairs. Signage Repair. Gene Kelly has obtained repair items and has generously offered his skill and time to make needed repairs personally. The Executive board thanks Gene for his willingness to perform this work personally at a cost savings to the FUOA. Social. Planning meeting. The Social Committee is meeting this date, May 4, 2015, to plan for social activities coincident with the FUOA Annual Meeting on June 28, 2015. Welcome Home visit. Henny Driehuys and Betse Hinkley visited Judy and Carl Moore on Juniper Drive and Lois and George Bailey on Reachcliff Circle this month. Both couples were delighted with their gifts and asked several questions. At this point there are no new residents to visit. There are 7 homes in the community for sale, 2 additional homes that are projected to go on the market in the next few months and 3 rentals in the process of turning over. When new occupants have settled, the Welcome Committee will visit. The Committee has requested a $200 budget for the 2015-2016 fiscal year. Animal Control, Covenants, Safety & Security These committees conducted routine matters during April 2015 with no reportable specifics. Adjournment. The Executive Board meeting adjourned at 9:00 PM. The next meeting will be held at The Club at Cress Creek on June 1, 2015 at 7:00 PM. Respectfully submitted, W. L. Hinkley, President
FERNBANK UNIT OWNER5 ASSOCIATION ARCHITECTURAL REVIEW COMMITTEE ( ARC ) REPORT April, 2015 Hardscape The ARC approved the installation of three retractable awnings on the back decks of villas located at 412, 420 and 444 Fernbank Drive. Softscape The ARC approved the planting of a tree at 567 Fernbank Drive. The ARC retroactively approved the removal of grass, due to the difficulty in getting the grass to survive, and the laying of mulch in a naturally occurring rock formation at the request of the unit owner at 32 Hackberry Drive. The ARC noted that prior approval was not required for this modification, as the ARC considered this to be routine maintenance. Miscellaneous The ARC responded to a unit owner s complaint regarding modifications to an existing plant bed on the basis that prior ARC approval was not obtained. The unit owner was advised that prior ARC approval was not required for the modification to the existing plant bed on the basis that it was considered to be routine maintenance and too minor for ARC involvement. Further, the unit owner was advised that even if prior approval was required, there would be no basis for the ARC to oppose the modifications. The ARC responded to a unit owner advising that blasting on an adjoining property during initial construction caused a sinkhole on the unit owner s property. The unit owner was advised that because of the karst topography in this area, sinkholes routinely develop. But if the unit owner had a reasonable basis to conclude that the sinkhole was caused by activity on another lot, it was a matter for resolution between the respective unit owners. It was later determined that the sinkhole was on the property of the adjacent homeowner and that homeowner is taking steps to correct the sinkhole. Dated: May 3, 2015 Phyllis LeTart, Committee Chair
ADDENDUM TO THE DESIGN GUIDELINES AND DESIGN REVIEW PROCESS FOR FERNBANK SUBDIVISION AT CRESS CREEK By Resolution adopted by the Board of Directors of the Fernbank Unit Owners Association ( FUOA ) at a regularly scheduled meeting on May 4, 2015, at which a quorum was present for the conduct of business, the following modifications to the Design Guidelines and Design Review Process were adopted. 1. The terms and conditions of this Addendum shall control over the terms and conditions of the Design Guidelines and Design Review Process. 2. Section II.B.4. titled Submittal Fee Structure is modified as follows: 4. Submittal Fee Structure. a. Fees for New Construction Concept Review $200.00 Preliminary Plan Review to Final Review $600.00 Required Additional Meetings $200.00 b. Fees for Hardscape Modifications The following modification to a developed site are categorized as hardscape modifications; Additions, construction of an outbuilding, driveway, retaining walls, parking, deck, terrace, fence, path, pool, patios, tennis court, lighting or other structures. Project Cost Estimate Review Fee $0 - $5,000.00 $100.00 $5,000.00 - $10,000.00 $200.00 $10,000.00 - $25,000.00 $300.00 Over $25,000.00 $500.00* *Up to two meetings. Meetings in excess of two - $200.00 per meeting. Specialized circumstances necessitating the need for the retention of additional experts, i.e. engineers, will be charged to the unit owner at cost. c. Softscape Modifications There will be no fees charged for softscape additions or changes to property. Examples of softscape modifications include: change of exterior paint color; removal of trees, and planting of shrubs, flowers and trees. d. Additional Items for which no fees are charged: Installation of wrought iron railings, no prior approval required. ` Installation of awnings and generators. Prior ARC approval is required and submissions should include the design, color, size and manufacturer and in the case of generators, plans for proposed screening. 3. The terms and conditions of this Addendum shall be effective July 1, 2015.