2023 September 5 HOA Meeting Minutes

Fairways at Pheasant Run Homeowners Association

 

Meeting Minutes

 

Meeting: HOA Meeting

Date: September 5, 2023

Time: 6:30 p.m.

Location: Canton Township Administration Building, Room D

 

Meeting was called to order at 6:31 PM by RT

 

Attendees:

• HOA Board
  • Ron Thompson (RT)
  • Dr. Derek Bair (DB)
  • Hassan Ajami (HA)
  • Steve Hazime (SH)
  • Andrew Nowak (AN - New Board Member)
• Others
  • Debi Micallef (DM)
  • Carl Yoder
  • Lorraine Y

 

• Approval of agenda
  • Approved 5-0
• Approval of minutes
  • Approved 5-0
• President’s Report
  • No report
• Treasurer’s report
  • Signed contract with IPM
  •  
• Architectural Review
  • No new requests
  • New ACC Chair – Hassan Ajami
• PRRMA
  • Emergency meeting on tree cleanup last week
    • Most trees have been cleaned up
    • Tree at Beck entrance was leaning and was cut down
  • Lead Eng is out until November
    • Quotes for paving did not go out
    • Any backup person?
  • Issue with well
    • Homeowner running hose to well connection
  • RT – homeowner email on speedbumps
    • Would this have to be presented to PRRMA?
    • CY – speedbumps are problem to snowplows
    • RT – Report showed that speedbumps had reverse impact, people speed more in between
    • RT – Should board review and present to PRRMA?
      • SH – Ask PRRMA first
    • DM – Other HOA looked at it, investigating electronic signs
    • AN – Additional stop signs?
      • Only ones are at golf cart crossings
• Code Enforcement
  • RT – Concern if send demand letters, will turn homeowners off from amendment
    • SH – Look at most egregious issues
    • RT – How to determine which are worst?
    • Ask those who did the walk to point out biggest issues
      • RT will take lead
• Old Business
  • Glengarry Well
    • CY – homeowner ran hose to well connection
    • SH – Email Greg about issue
      • It is Township property, not HOA
      • Per Township, any future issues – call PD
      • CY – is hose connection needed?
        • Cleanout/blowdown
      • Add lockbox?
        • Easy to cut off
      • Puch back to Township to resolve
    • Coming up on time to winterize – DM will reach out to Blair
    • SH – Need Blair’s invoice for startup
      • Township owes 60%
  • Drain Inspections
    • Had some vendor quotes
    • One backed out due to access
    • CY – will check who PRRMA uses
    • LY – used Midwest in the past
  • Amendment to C&R
    • RT – 111 signed ballots to date
      • Get list of association members and compare with signed ballots
      • RT – will personally email those that haven’t signed yet
    • RT – Comment to people reluctant to sign
      • Developer puts 80% limit during building
        • Limits changes, dev has full control
      • Long term goal – 
      • Will put together email for board review before sending
    • SH – can add more users to DocuSign
      • To see who’s all signed
      • Helps out when doing final tally
• New Business
  • Storm Damage
    • Franks came out last Friday to clean up, will be back out this week
    • Tree at Country Club Ct – cut up by someone else
    • CY – Damage at summit park area
    • CY – Any home damage?
      • AN - Some had roof damage
      • DB said some had water damage
  • Tree trimming guidelines & requests
    • SH – homeowners inquired on tree trimming and some dead trees that need to be cut – pending
    • SH - Motion to approve RT’s procedure
      • 2^nd – HA
    • RT – Review tree policy
      • If the Board consensus is that the tree, based on health, size and location, constitutes either an unreasonable danger to adjoining property or an unreasonable ongoing trimming expense to the HOA, it should be removed.
      • In all other cases (subject to #3 and #4), the tree should remain.
      • In the event the Board cannot reach a consensus on whether a particular tree falls into category #1 or #2 above, the default will be #1.
      • If the complaining homeowners is willing to have the tree removed at their expense. The Board will approve such measure absent good cause not to.   
    • Approved 4-0
  • ACC Committee
    • SH – 2 people currently, nominate AN
      • Approved 4-0
• Public Comments
  • LY – Still want to volunteer and support
    • Newsletter – used to do them 2-3 times per year
      • If someone writes it up, can format it
      • Includes items from minutes, do’s/don’ts, …
      • SH – pull together input from everyone and work with LY
  • LY – Door-to-door visits, recommend 2 people
  • LY – street drains @ Mornington & Country Club not draining
• Next meeting planned for October 3, 2023 @ 6:30 pm
• Public meeting adjourned at 7:34 pm