2022 November 22 HOA Meeting Minutes

Fairways at Pheasant Run Homeowners Association Meeting Minutes

Meeting: HOA Meeting
Date: November 22, 2022
Time: 6:30 p.m.
Location: Canton Township Administration Building, Room D

Meeting was called to order at 6:32 PM Attendees:

 HOA Board
o Ron Thompson (RT)

o Steve M Hazime (SH) o Carol Savoni (CS)
o Dr. Derek Bair (DB) o Hassan Ajami (HA)

 Others
o Debi Micallef (IPM)

o David W (homeowner) o Loraine (homeowner) o Valerie (homeowner) o Additional homeowner

1. RT started with a call to order

2. Introductions

   1. Ron Thompson

   2. Derek Bair

   3. Carol Savoni

   4. Steve Hazime

   5. Debi - IPM

3. Approval of agenda

   1. SH – hold off on item 8D

   2. Agenda approved

4. Approval of meetings

a. Records of last meeting

1. Will be posted to website

2. Will provide hardcopies

5. President’s Report

a. Recognize former directors and volunteers i. President

2. Treasurer

3. PRMMA

4. Web

5. Architecture Review

b. Recognize volunteers remaining on

1. Carl Yoder – PRMMA

2. Chad – Webmaster 2nd

1. Andrew to take lead c. Looking forward to next few years

6. Treasurer’s report

1. Attach financials to minutes

2. Bank accounts

   1. Waiting on State of Michigan to make change

   2. Closed out Capital One account, transferred to Huntington

      1. Reserve funds account

      2. Will look at alternate accounts for better return

      3. Recommend looking at Credit Union

a. Local investment

7. Architectural Review

   1. No new requests

   2. Waiting on paperwork from solar panel request

8. PRRMA

a. No one present 9. Old Business

a. Snow Removal
i. Contract signed

1. DJS 10. New Business

a. Approval of 2023 Budget

1. SH sent out memo related to budget

2. Didn’t have opportunity to look at new vendors or cost savings

3. Plan for next year

1. Evaluate expenses
iv. Had to make assumptions to complete 2023 budget

1. Minimum amount for tree maintenance

2. Some money for decorations, same as for 2022

   1. CS – Has anything been done for this year?

   2. Not yet

   3. IPM reached out to former board member who handled

      before, waiting to hear back

3. Landscaping bids

   1. Received 1 bid so far

   2. Project a 5% increase

4. PRRMA expenses expected to be the same

5. Snow Removal

   1. Not billed as part of a year

   2. Might get additional expenses

6. IPM Contract

a. Renewal up in October 2023

7. Other assumptions based on historical performance v. Hold budget and dues flat

1. Evaluate budget more closely next year vi. Recommend approval of 2023 budget

1. Motion to approve & 2nd

2. CS – Trees on Cherry Hill are mostly dead

   1. How can these be covered with no budget increase?

   2. SH – HOA maintains reserve fund, can use if needed

i. Evaluate direction for trees in the coming year c. Before, only cutting trees to ground level, not grinding

stumps
i. Can’t replant in that area until ground

d. Need to develop a tree strategy
i. Reserve fund and new board setup

vii. RT – Background from SH
1. Director of public pension fund

a. Manage budget of $14M
2. COO of building management company

viii. Budget approved 5-0 b. 2023 Dues Approval

1. 0% increase in dues

2. 2022 was 8% increase

3. Take opportunity to evaluate

4. Current dues are $655

5. Dues approved 5-0

11. Designation of IPM Liaison

1. Independent Property Management

   1. In business for 33 years

   2. Debi purchase 5 years ago

   3. Family company

   4. Several properties have been in IPM’s portfolio for 33 years

   5. Took on additional properties

   6. Downsized some properties due to location

   7. Call office and reach Debi or Kim

   8. 2 Maintenance staff

2. SH & Debi met regarding having designated individuals to work directly with IPM

i. Motion to approve liaison 5-0

ii. Financial 1. SH

iii. Building/Architectural/Others
1. Adress action items that IPM requires 2. CS

iv. Approved 12. PRRMA

1. Carl Yoder agreed to continue to support

2. Motion to appoint Carl

3. Discussion

i. SH – non-voting member d. Approved 5-0

13. 2023 Landscaping

1. 1 bid received so far

2. 9-10 requests sent out

3. Debi requests getting a written RFP on what’s required

4. RT – is there a prior scope of work?

   1. Usually based on what Oakley has done in the past

   2. Some areas were not being maintained

1. Golf course
iii. Want to get proactive on the future bids

e. Many
i. Irrigation, mulch, trimming, ...

other contractors do not do other services

2. Might not be able to get anyone to bid all work

3. Split out parts of the bid?

4. Have bidders list out subcontractors?

14. Glengarry Well (David – Homeowner at corner) a. Not working, needs to get fixed

i. David - Well is on property line
1. Equipment is in easement in back yard

2. PRRMA/Township issue

   1. Cost split

   2. Well location

3. Township had previously filled in mulch at Glengarry entrance all the way to Beck

   Rd

4. David

   2. Square sewer on Sandalwood

   3. HOA’s responsibility?

   4. DPW does not respond

   5. Send request to IPM

1. Debi to check with homeowner after meeting

vi. Evaluate cost to fix well and sewer
e. Check during PRRMA meeting on payment split with Township

i. How long have bills not been paid?
f. Sewer at rear/side of home between the 2 houses

- Township refused to fix sewer in front of house i. Floods when getting lots of rain

1. Backing up

2. Goes to creek

g. Full inspection was done on the drains ~ 2016

1. Should be done again

2. Maintenance schedule?

1. 2-3 years

8. RT – Reason for PRRMA rep

   1. Intent to make township and PRRMA to honor obligations

   2. Homeowner – Township stated that each association, golf course, and township each get 1 vote. Associations never vote together

9. Fairway Pines stopped contributing to PRRMA before

i. PRRMA stopped fixing streets until FP got back on track

10. DB – Is there a correlation between well issues and tree issues?

    1. No point to plant new trees if can’t water

    2. Tree issue is disease related

       1. Pines are dying

       2. Spruce are close behind (Needle Cast)

11. RT – Background from CS

12. Concern about landscaping using Roundup

i. Spraying around the beds

m. Before – used to dig out grass around trees i. Mechanical bed edge

14. What is in the landscaping contract?

15. RT – recommend reviewing landscaping scope of work

16. David - Basement caved in

    i. Hydrologist report – golf course not built properly ii. Michigan Foundation fixed it ($210K)

    iii. Golf course promised to put in French drains, never installed

1. Michigan Foundation gave them quote

iv. Hydraulic pressure is building on where the well equipment is located v. PRRMA needs to be involved

vi. CS wants to measure where well is located on property line vii. Locks on the wells?

1. Used to be, all broken
2. Ppl have tried to steal equipment before
3. CS – Homeowner didn’t want a fence around equipment

1. Homeowner - No, board decided by itself

2. CS – put metal fence?

3. David – well shouldn’t be above ground

i. Should be a “Pitless well”
d. RT – David, can you write up something about it?

4. IPM has list of well companies
q. SH – visit both wells this weekend to see their condition

i. IPM - Last issue was with electrical panel @ Glengarry well

ii. Replacement at Cherry Hill well done before, no warranty information 1. Keller & Cribly called, Cribly fixed it

iii. Check with Ranson on locks and other equipment 15. Tree Trimming/Replacement

1. Need to develop
   i. CS&DBtoworkon

2. What are the property owner’s obligations?

3. Legal obligation of owners of the trees?

4. RT to do more research

16. Code Enforcement Chair
a. RT – Motivation is to keep properties updated/clean

1. Bylaws have no teeth

2. Can’t fine homeowners

3. Need 80% to change bylaws

1. Drops to 2/3 after 30 years

a. Article 8, Section 6 in Covenants b. Use township as enforcement arm

i. Need to keep on top of them
c. Formally appoint a CE chair and committee

1. Meet with township superintendent

2. David - Township has appointed someone to handle these issues and

   work with HOA’s

4. CS – Ordinance is under police dept

5. RT – Focus on big issues

6. Valerie – spoke with ordinance about houses with boats, not an issue with

   township, how to handle then?

7. SH – Supportive of endeavor, need communication with homeowners

   i. Accountability

ii. Inquiry – ACC and Code Enf – what comes to the board?

h. Look at getting 2/3’s vote
i. Go house-to-house if needed

9. Get some success talking to people in person

10. SH – ACC chair, 3 board members

    1. Are decisions still coming back to the board?

    2. If split vote, yes, come to the board for final approval

    3. If 3-0 in ACC, no need for full board decision

k. Code
i. Chair – RT

Enforcement – should be a committee

2. Members – SH, David Wdoviak, Valerie Krimmer, Loraine Yoneda

3. CS – should have homeowners as part of it

4. Does committee make decisions?

   1. Members gather information and present to chair

   2. Chair presents to board

5. Does this group handle ordinance only or covenant & restriction violations?

   1. Ordinance mainly

   2. Some might be both ordinance and C&R

6. DB – Allowed to go onto a homeowner’s property?

1. No, only easement

7. SH – Intent is to bring everything to the board?

   1. RT–Yes

   2. RT as Chair with committee support

   3. Communicate to homeowners of process and expectations

8. RT – Always want to give fair warning 1. How – in person

9. IPM – send out violation notices via letter or email 1. New portal tracks all comms

10. David – use knock on door or letter 1. Registered mail

    2. RT – send certified mail

11. Motion to create Code Enforcement Committee and RT as chair

12. Approved 5-0

l. Motion on ACC process

1. 3-0 vote, no need for full board

2. Split vote, take to full board

3. No vote, take to full board

4. Can do board approval through email

5. Add decisions into minutes for next meeting

6. Approved 5-0

17. Meeting with webmaster planned for Tuesday at 7pm

1. Administrative rights

2. Email to all homeowners

18. Discussion for next meeting – website and IPM portal 19. Public Comments

1. Loraine – Street drains are PRRMA
   i. Ask how often they clean drains

2. Zoom - Snow salting
   i. Entrance and intersections

   ii. Can request for additional areas, upcharge

3. Zoom – Plan to survey homeowners on changes to Cov& Rest?

   i. Yes, will solicit input from homeowners

   1. Issues & concerns

   2. Attach to dues notice mailer

a. Email address to send comments to

3. IPM will be sending out homeowner information update

4. Send out a “Did You Know” mailer

a. Ex. What’s a violation?

5. Who will write request?
a. Homeowner volunteered – Rania Ajami

4. Valerie – Lives on Cherry Hill berm, lot 13

   1. Grass issues, patchy, dead

   2. Didn’t see any watering

   3. CS – Infestation of insects killing grass & fungus

   4. RT – saw lots of leftover grass clippings

   5. Sprinkler issue on Cherry Hill not fixed until late summer

5. Valerie – Gardens getting out of control

   i. Pushback in the past with homeowners, attorney got involved ii. C&R covers exterior modifications

   iii. Community garden?

6. Zoom – How often will there be meetings open to everyone?

   i. All meetings are open

7. CS – Christmas decorations

   1. Past expense was $3,500

   2. IPM to reach out to current vendor

20. Next meeting planned for January 10, 2023 @ 6:30pm a. Send out email to all homeowners

21. Meeting adjourned at 8:43 pm