2024 January 9 HOA Meeting Minutes

Fairways at Pheasant Run

Homeowners Association Board Meeting Minutes

January 9, 2024

Attendees:  D. Bair, M. Hazime, A. Nowak, D. Micallef, R. Thompson      Excused:  H. Ajami

Call to Order – R. Thompson called meeting to order at 6:38pApproval of agenda – unanimous approval.

• Approval of minutes – unanimous approval; no discussion or changes
• Officers Reports
• President’s Report – no report
• Treasurer’s Report – S. Hazime reported that some funds pulled from reserves in 2023 were not spent; requested funds be returned to the reserve account and to start 2024 with a fresh slate; unanimous agreement.
• Committee Reports
• Architectural Report – H. Ajami unable to attend meeting.  D. Bair and A. Nowak noted that the greatest interest is in solar power; meeting to be scheduled in February to finalize HOA requirements for solar power with H. Ajami; D. Bair to contact H. Ajami to schedule.
• PRRMA – D. Bair noted that construction continues at 351 Country Club Ct involving sidewalk and water main; discussion held that completion of project will probably be delayed until spring; will reach out to C. Yoder for verification.   M. Hazime noted that PRRMA paid $1500 for closure of wells for 2023; stated that we need to make certain that PRRMA be billed in the future for costs related to wells (i.e., repairs, opening/closing, electricity, etc.) and the HOA be billed for their 40% responsibility: D. Micallef expressed concern that PRRMA is not always timely on paying which might be an issue regarding electricity.  Report accepted unanimously. Discussion held regarding township’s marking sidewalks for replacement; estimated cost to HOA is $12K; unbudgeted item. Township will be purchasing cement in bulk and thus a potential cost savings vs purchasing repairs outside of township offer; board agreed that having township perform the work will likely be the least expensive way to proceed; D. Micallef has requested quotes for cost comparison. 
• Code Enforcement – no report. D.Bair opened discussion about non-compliant homeowners that we did not address in fall 2023 in hopes of getting bylaws vote. He recommended that welan to start property inspections in the early spring; all were in agreement.  Discussion held about current obvious issue at 502 Sandalwood Rd.; missing siding.  D. Bair to mockup letter for board regarding ongoing violations at that address. 
• Old Business
• Solar Guidelines – see Architectural Report comments.
• Snow & Lawn Care RFP – D. Micallef reported that contracts are signed; Oakley for grounds keeping and Home, Lawn and Beyond for snow removal.  M. Hazime requested breakdown on anticipated costs.
• Website Cleanup – A. Nowak reported that he has not made progress on updating website.  D. Micallef to provide A. Nowak with updated homeowner list 2^nd quarter to present based on “welcome packages” sent to new owners.  
• New Business – Discussion held to keep HOA meetings on the first Tuesday of the month; D. Micallef to reserve space at township building.
• Public Comments – No non-board members were present at meeting.
• Adjourn Public Meeting – Meeting adjourned at 7:00pm