Page 1 of 2 Park Village Homeowners Association Board of Directors, Meeting Minutes April 27, 2017 7:00 p.m. Park Village HOA Board Meeting Thursday, April 27, 2017 Park Village Clubhouse 7:00 PM Meeting Minutes 1. Call to order. Meeting called to order at 7:00 PM 2. Roll Call, Establish Quorum A. Present: James Bernier, Jr., Karen Michailo, Linda Yoquelet, Brian Zeyak, Lee Klimek. Quorum established. 3. Amend agenda if needed [reference attachment 1, Agenda] A. MOTION: Remove item 4A from agenda and accept the agenda as amended. Motion made by James, Second by Lee. Vote result: PASSED (unanimous). 4. Old Business A. Actions Items List Update. This item has been removed from the agenda by vote (see item 3A above). B. Homeowners Covenants Review Committee (HCRC). The draft letter to be sent to all homeowners was presented and discussed, two edits were introduced. [reference attachment 2, HCRC Letter] MOTION: Make final edits of HCRC letter and proceed with distribution via surface mail. Motion by Karen, Second by James. Vote result: PASSED (unanimous). C. Review of Work List Projects. The Board was presented with the current spreadsheet of projects and all estimates associated with each project. The list was reviewed, status updates to several items were made. [reference attachment 3, Work List Spreadsheet] MOTION: Direct Hayley to obtain price quotes for painting the pool Quotes are to be solicited from AquaTech and two other vendors. Motion made by Karen, Second by James. Vote result: PASSED (unanimous). D. Review status of pool and electrical projects. Discussion ensued. E. Cut-through across from playground. An example of a draft proposal by Matthew Klimek was presented, [reference attachment 4, Stairs]. MOTION: Give the sample proposal to Hayley of R.S. Fincher for the purpose of soliciting three price quotes from vendors. Motion made by James, Second by Karen. Vote result: PASSED (unanimous). 5. New Business A. Upcoming projects and open email items. Discussion and reiteration of need to paint pool Refer to motion in item 4C above. B. Safety issues and projects: Playground. MOTION: Obtain two more estimates for the playground items. Motion made by Karen, Second by James. Vote result: PASSED (unanimous). C. Vandalism. General discussion ensued.
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Park Village Homeowners AssociationBoard of Directors, Meeting Minutes
April 27, 20177:00 p.m.
Park Village HOA Board MeetingThursday, April 27, 2017Park Village Clubhouse
7:00 PM
Meeting Minutes
1. Call to order. Meeting called to order at 7:00 PM
2. Roll Call, Establish Quorum
A. Present: James Bernier, Jr., Karen Michailo, Linda Yoquelet, Brian Zeyak, Lee Klimek. Quorum established.
3. Amend agenda if needed [reference attachment 1, Agenda]
A. MOTION: Remove item 4A from agenda and accept the agenda as amended. Motion made by James, Second by Lee. Vote result: PASSED (unanimous).
4. Old Business
A. Actions Items List Update. This item has been removed from the agenda by vote (see item 3A above).
B. Homeowners Covenants Review Committee (HCRC). The draft letter to be sent to all homeowners was presented and discussed, two edits were introduced. [reference attachment 2, HCRC Letter] MOTION: Make final edits of HCRC letter and proceed with distribution via surface mail. Motion by Karen, Second by James. Vote result: PASSED (unanimous).
C. Review of Work List Projects. The Board was presented with the current spreadsheet of projects and all estimates associated with each project. The list was reviewed, status updates to several items were made. [reference attachment 3, Work List Spreadsheet] MOTION: Direct Hayley to obtain price quotes for painting the pool Quotes are to be solicited from AquaTech and two other vendors. Motion made by Karen, Second by James. Vote result: PASSED (unanimous).
D. Review status of pool and electrical projects. Discussion ensued.
E. Cut-through across from playground. An example of a draft proposal by Matthew Klimek was presented, [reference attachment 4, Stairs]. MOTION: Give the sample proposal to Hayley of R.S. Fincher for the purpose of soliciting three price quotes from vendors. Motion made by James, Second by Karen. Vote result: PASSED (unanimous).
5. New Business
A. Upcoming projects and open email items. Discussion and reiteration of need to paint pool Refer to motion in item 4C above.
B. Safety issues and projects: Playground. MOTION: Obtain two more estimates for the playground items. Motion made by Karen, Second by James. Vote result: PASSED (unanimous).
C. Vandalism. General discussion ensued.
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Park Village Homeowners AssociationBoard of Directors, Meeting Minutes
April 27, 20177:00 p.m.
D. Community Teen Team. General discussion for the purpose of community benefit, a mechanism for Park Village teens to be involved with the community -- to take pride in their contributions to the community. The purpose of this item is to introduce the idea and initiate thoughts and ideas. MOTION: Brian to draft a letter for publication on our Yahoo Group. Motion made by Karen, Second by Lee. Vote result: PASSED (unanimous).
E. General discussion of the Board.i. MOTION: Reimburse Lee for the costs of material incurred in preparing the Work List Spreadsheet and estimates. Motion made by Karen, Second by James. Vote result: PASSED (unanimous).ii. MOTION: Request Hayley to look into alternative motion detector lights for both parking lots. Motion made by Karen, Second by James. Vote result: PASSED (unanimous).
6. Homeowner Input
A. Brief general discussion ensued.
7. Adjournment
A. MOTION: Adjourn. Motion made by James, Second by Karen. Vote result: PASSED (unanimous).
MOTIONS PASSED
1. MOTION: Remove item 4A from agenda and accept the agenda as amended. (agenda item 3A) [reference attachment 1, Agenda]
2. MOTION: Make final edits of HCRC letter and proceed with distribution via surface mail. (agenda item 4 B). [reference attachment 2, HCRC Letter]
3. MOTION: Direct Hayley to obtain price quotes for painting the pool Quotes are to be solicited from AquaTech and two other vendors. (agenda item 4 C).
4. MOTION: Give the sample proposal to Hayley of R.S. Fincher for the purpose of soliciting three price quotes from vendors. (agenda item 4 E). [reference attachment 4, Stairs]
5. MOTION: Obtain two more estimates for the playground items. (agenda item 5 B).
6. MOTION: Brian to draft a letter for publication on our Yahoo Group. (agenda item 5 D).
7. MOTION: Reimburse Lee for the costs of material incurred in preparing the Work List Spreadsheet and estimates. (agenda item 5 E i).
8. MOTION: Request Hayley to look into alternative motion detector lights for both parking lots. (agenda item 5 E ii).
b. HomeownersCovenantsReviewCommitteeUpdate–Lee–7:15PM
c. ReviewstatusofWorkListprojects.–7:25PM
d. Reviewstatusofpoolandelectricalprojects.–7:35PM
e. Cut‐throughacrossfromtheplayground–7:45PM
5. NewBusiness
a. UpcomingprojectsAndOpenemailitems–7:50PM
b. Safetyissuesandprojects:playground–8:00PM
c. Vandalism–8:10PM
d. CommunityTeenTeam–8:10PM
6. HomeownerInput:‐Opendiscussion–8:15PM
7. Adjournment–8:30PM
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Attachment 1: Agenda
April 27, 2017 Dear Homeowner: The Park Village Homeowners Association Board of Directors has formed the Homeowners Covenants Review Committee (HCRC) for the purpose of reviewing and revising the Park Village Homeowners Covenants.
HISTORY: Current Park Village covenants have been in existence since the building of Park Village. These covenants were filed with Wake County on October 7, 1993 and have been in effect since that date, almost 25 years ago. Park Village homeowners have recently expressed concern about the applicability and enforcement of the same, and many are asking for a contemporary review.
BACKGROUND: In the context of residential neighborhoods such as Park Village, a "covenant" is a rule or, in the case of multiple covenants, a set of rules that govern the use of real property. Even when covenants are not part of the contract and are instead signed among neighbors (such as a mutual compact), they are binding.
Covenants are used by planned developments such as gated communities, condominiums, and housing cooperatives to ensure a certain level of order and uniformity. Standards enforced through covenants often help the homes in the neighborhood retain their value.
Various issues addressed by our covenants 25 years ago may, in some instances, be dated. For example, a covenant restricting or prohibiting satellite dish antennas may now be superseded by current federal law and FCC (Federal Communications Commission) regulations. Other covenants may no longer be in alignment with the needs of families today.
It is important that every covenant be observed equally by all. Clarity and applicability lead to enforceability and are important aspects of all covenants. None know this better than homeowners.
CREATION OF HCRC: Because many homeowners have recently expressed concern about our existing covenants and the applicability of these covenants, the Park Village Homeowners Association Board of Directors has approved formation of the HCRC (Homeowners Covenants Review Committee). Lee Klimek has been appointed as liaison between the HCRC and the PV HOA Board of Directors.
The HCRC is an ad hoc committee of the Board of Directors. Its objective is to review existing covenants, make recommendations of change (where applicable), submit those changes to the Board of Directors for affirmation and distribution to every homeowner in Park Village for their vote.
The HCRC is to be comprised of homeowners and all current homeowners are eligible and encouraged to actively participate. Being aware of the broad diversity of our community, it is fundamental to recognize every homeowner’s opinion, ideas, concerns and suggestions.
To achieve this goal of revising the covenants, the HCRC will hold its first meeting on Wednesday, May 24, 2017 at 7:00 PM at the Park Village Clubhouse.
As a homeowner, your participation and input to revising the covenants are invaluable. We urge you to take part in the revision process by taking an active role in the Homeowners Covenants Review Committee! For questions or further information please contact the Park Village HOA at: [email protected].
Sincerely, James Bernier, Jr. President, Park Village Home Owners Association Board of Directors
Park Village Homeowners Association C/O RS Fincher & Company, LLC P.O. Box 1117 Apex, NC 27502 Phone 919-362-1460 Fax 919-362-1462
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Attachment 2: HCRC Letter
Attention needed Work completed
NOTES
Item Number
Item Name Brief Description
Overall StatusO‐penW‐orkingC‐losed N
ice to Have
Must H
ave
Safety
Security
Normal
PV Quo
te #
Vendor Name AmountMean cost among bids
Guarantee
Selection (Y or N
)
Approv
al Date
Stage
Board Ap
prov
ed
Engaged
Started
Completed
Inspected
Fund
s Released
Scheduled Work Start
Date
Actual Work Start Date
Scheduled Completion Work Date
Actual Work Completion Date
BBB Accredited/R
atingAngie's List Additional Notes
C 1A Leak Locators $1,500.00 Y Completed X X X X X 2/22/2017 2/22/2017 Y/A+ AC 1BC 1CW 2A Aqua Tech $4,500.00 Y 3/20/17 Engaged X X XW 2BW 2CW 3A Aqua Tech $1,800.00 1 year Y 3/20/17 Engaged X X N/A+W 3B Signature Aquatics $3,930.00 NW 3C Swim Specialties $3,500.00 5 years NO 4A J&S Cleaning and Repair $4,913.00O 4BO 4CO 5AO 5BO 5CC 6A Supplied by unknown vendor $629.90 Y Completed X X X X X X 2/23/2017C 6BC 6CC 7A Supplied by unknown vendor $426.91 Y Completed X X X X XC 7BC 7CC 8A Aqua Tech $8,348.63 Y 12/15/16 Completed X X X X X XC 8BC 8CW 9A McCann Concrete $2,000.00 NW 9B Jay's Lawn and Landscape $4,742.00 Y 3/20/17 Started X X XW 9C J&S Cleaning and Repair $2,140.00 NO 10AO 10BO 10CW 11A Aqua Tech $1,753.06 Y 3/20/17 Started X X XW 11B J&S Cleaning and Repair $475.00 NW 11CC 12A J&S Cleaning and Repair $3,211.00 Y 3/23/17 Started X X X Y/A+*C 12B Falls Contracting $3,686.86 NC 12C NO 13A McCann Concrete $975.00O 13B Jay's Lawn and Landscape $3,635.00O 13C J&S Cleaning and Repair $3,695.77C 14A Blue Wave Pressure Washing $890.00 Y 3/23/17 Completed X X X XC 14B Off Duty Fireman Pressure Washng $1,525.00 NC 14C Off Duty Fireman Pressure Washng $225.00 NO 15A Falls Contracting $47,732.61O 15B Onofrio Construction $25,099.56O 15C Onofrio Construction $24,967.31O 15D J&S Cleaning and Repair $20,564.10O 15E J&S Cleaning and Repair $29,041.00O 16A Foster Lake & Pond Mgmt $14,990.00O 16B Estimate neededO 16C Estimate neededC 17A Sweetwater Landscapes $0.00 Y CompletedC 17BC 17CC 18A Sweetwater Landscapes $494.00 Y Completed X X X X X DONEC 18BC 18CC 19A Sweetwater Landscapes $1,491.88 Y Completed X X X X X DONEC 19BC 19CC 20A Sweetwater Landscapes $18,315.00 Y 12/18/17 Completed X X X X X DONEC 20BC 20CO 21A J&S Cleaning and Repair $6,156.50O 21B Estimate neededO 21C Estimate neededO 22A Sweetwater Landscapes $1,796.12O 22BO 22C
19
20
21
22
13
14
15
16
17
18
Vendor Ratings
Pool leak detection To locate leak(s) ‐ not repair X
Importance
X
Priority Quotes Received or NeededItem
1 $1,500.00
This was proposed by the former GFC.
Inspection requires this. Recommend Board clean and organize storage room prior to April 1, 2017.
Delivered 2/23/17.
Holes in Wall, mold in freezer, floor covering worn, shack
unkemptX
Lifeguard stand is rusting and unstable
X
Several concrete squares are damaged, others are heaving
Need: Confirmation vendor's (Jay's) scheduled work completion date.
This is nice to have. Short board is okay. Decision needed on installing new long board.
Need: Confirmation vendor's (Aqua Tech) scheduled work completion date.
New umbrella basesVendor? Quantity (10)?
X
Fence cleaningVinyl fence at entrance to community at Davis Drive
X
Stairs at end of Swan Quarter Drive
Provide access from Swan Quarter to Park Village Drive
X X
X
$2,768.59
$880.00
Pond Remove sediment, repair riprap X
Bathrooms remodel
Repair of bathrooms X X
X
$29,480.92
$14,990.00
Cupola water damage
Repair cupola leaks and all affected interior and exterior
X
Dry Pond / Swale Repair
Repair required for Town of Cary inspection
Washout Fix Fix washout at trail X Washout at trail repaired at no cost.X
Mulch clubhouse, parking lot
Mulch clubhouse bare spot, parking lot. Spray vegetation
X X
Erosion Repair erosion behind pool. X X
PinestrawInstall pinestraw in community,
Park Village DriveX X
$1,491.88
$18,315.00
X This is a short‐term repair.X
Board Action Overall Action Taken Work Dates
X
X
X
X
X
$629.90
$426.91
$8,348.63
$2,960.67
$1,114.03
$3,448.93
$494.00
Work completed, leaks found.
Work Items, Status, Estimates and CostsLast Update: 26APR17
Board approved
2
3
4
5
6
7
8
Pool Leak Repair Repair of pool leaks
Umbrella bases
Umbrellas 10 umbrellas ordered
20' Retaining wall on back side of
pool
12
$4,500.00
$3,076.67
$4,913.00
X
X
X
Lifeguard Shack
Pool deck concrete work
X X
X
X
X
Refurbish Pool Furniture
Storage room Storage room needs to be cleaned and organized
Wading pool Needs repair and painting
X
X
9
10
11 Lifeguard Stand
X
X
X
Long diving board is broken. Short board is in place
XDiving Board
$6,156.50
$1,796.12
X
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Attachment 3: Work List Spreadsheet
Attention needed Work completed
NOTES
Item Number
Item Name Brief Description
Overall StatusO‐penW‐orkingC‐losed N
ice to Have
Must H
ave
Safety
Security
Normal
PV Quo
te #
Vendor Name AmountMean cost among bids
Guarantee
Selection (Y or N
)
Approv
al Date
Stage
Board Ap
prov
ed
Engaged
Started
Completed
Inspected
Fund
s Released
Scheduled Work Start
Date
Actual Work Start Date
Scheduled Completion Work Date
Actual Work Completion Date
BBB Accredited/R
atingAngie's List Additional Notes
Vendor RatingsImportance Priority Quotes Received or NeededItem Board Action Overall Action Taken Work Dates
Work Items, Status, Estimates and CostsLast Update: 26APR17
Mfg & safety label missing, S‐hook closure gap > 0.04", Fall
zone < 184"
$750.00
$1,900.00
Pool TileReplace pool tiles and racing
lanesX Review estimates for exact comparisonX
Pool Resurfacing XSoutheastern quote is confusing. $42,641.20 and maybe add $19,012.00 for sandblasting. Needs determination.
Following pool leak repair, pool will need resurfacing
X
$266.88
$52,957.07
$17,269.00
X
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Attachment 3: Work List Spreadsheet
Park Village Homeowners Association
Stairs and Landscape Project
Presentation prepared byMatthew Klimek
April 2017
NOTE: This presentation is presented with no expectation, nor will any consideration be given for contracted involve-ment or further development of a definitive proposal or plan. It is being delivered as an aide to assist the Park Village Homeowners Association in establishing a methodology for standardization of work projects within Park Village. It is given to Park Village gratis.
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Attachment 4: Stairs
Park Village Homeowners AssociationStairs and Landscape Project
April 2017
Design example for stairs across from playground, at end of Swan Quarter Drive.
Artist rendition of one proposed design - curved steps
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Attachment 4: Stairs
Park Village Homeowners AssociationStairs and Landscape Project
April 2017
Figure 1: Form concept - Thick curved spread steps with border
Figure 2: Form concept - Thin curved spread steps without border
Figure 3: Form concept - Thick straight spread steps with border
Figure 4: Form concept - Thick straight grouped steps without border
Form concepts: Thick curved, thin curved, thick straight, thick grouped steps with and without borders.
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Attachment 4: Stairs
Park Village Homeowners AssociationStairs and Landscape Project
April 2017
Labor and Materials List
Labor Costs:
1. Excavation and prep of subgrade and subbase2. Installation of forms3. Pour and finish concrete4. Spread gravel5. Excavate and prep landscaping edge6. Other
Materials Costs:
1. Concrete2. #3 rebar3. Gravel4. Soil and amendments5. Mulch6. Plants, foliage7. Other
Other Costs:
1. Applicable sales taxes2. Applicable permits3. Other
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Attachment 4: Stairs
Park Village Homeowners AssociationStairs and Landscape Project
April 2017
Description of Work
• This project will create stairs to transition from the cul-de-sac at the end of Swan Quarter Drive down to the existing sidewalk on Park Village Drive directly across from the playground.
• There shall be five stairs in the transition. TBD: Curved or Straight. Stairs shall be curved with a radius and width to be determined, or stairs shall be straight with a width to be determined.
• Each concrete stair height shall be ten inches high and ten inches deep. Each step will be below finished and compacted grade by three inches. This will leave seven inches above grade as a seven inch rise.
• Each concrete step shall slope 0.25 inches from the back (cul-de-sac) to the front (Park Village Drive).
• Each step shall be placed on a subbase of compacted gravel. The depth of the compacted gravel shall be six inches minimum. The gravel subbase shall be placed on a subgrade of undisturbed native soil. A vapor barrier is not required between the subbase and concrete.
• Concrete shall have a minimum psi of 2,500. Each step shall be reinforced (TBD) with two each #3 rods (0.375”).
• The concrete finish on the top of each step shall be with ridges (broom swept) to ensure non-slip surface. The face (riser) of each step shall have a slightly smoother finish than the top (runner).
• After initial phase of curing and forms removed, compacted gravel shall be placed from the street curb at the cul-de-sac to the first step, then between each step to the last step, then from the last step to the existing sidewalk on Park Village Drive. There shall be a slight slope of the gravel fill running down from the bottom of each riser to the top of each runner.
• The width of the gravel fill will be from end-to-end of each step, wider at the top step to the cul-de-sac street curb, and wider at the bottom landing to the existing sidewalk. The type of gravel is to be determined.
• Each side of the entire project shall consist of prepared soil and amendments into which various plants and foliage will be planted.
• The bottom of each plant bed will have a base of gravel (~3”) sloped slightly away from the stairs. The soil and amendments will have a depth of approximately 8 inches.
• The plant bed will be topped off with mulch and/or ground cover of color and consistency TBD. Plants and foliage are TBD.
• The vendor shall be responsible for compliance with all city and state building requirements and applicable building codes, as well as ensuring no services (electrical, gas, water, or similar) will be impacted by construction.
