The Reserve Advisory Board Meeting Minutes October 1, 2013 I. Call to order John Hudgens, President, called to order the regular meeting of the Reserve Advisory Board at 7:01pm, 01 October, 2013 at the Reserve Clubhouse. II. Attendance: Present: John Hudgens, President Henry Day, Interim Vice-President Eric Adams, Secretary Sherry Weller, ARC Jerry Sanford, Interim Budget Patti Christ, Interim Clubhouse Henry Fitzgibbons, Interim Landscaping Tracy Huber, Interim Social Jennifer Nash, Property Mgmt Absent: Bell Tower Representative III. President's Report: John introduced the board and chairs. IV. Approval of Minutes: August minutes read and approved. V. Riley Security Presentation: Neighborhood Watch lead, Dan Huber, discussed some recent breakins around The Reserve and Edgewater complaints about potentially fake security companies soliciting door to door. Dan then announced representatives from Riley Security who presented a 10 minute briefing on their neighborhood patrol services. During their briefing, there was a short discussion about needing to establish a work stoppage time for construction. VI. Property Manager's Report: Jennifer Nash was introduced as our new property manager from Hughes Properties. Beverly Van Wagner is now semi-retired. Jennifer is responsible for nine HOAs and approximately 2,000 homes. VII. New Business/Committee Reports: a. Budget Committee: Jerry Sanford reported that the HOA is now out of debt having paid off our loan to the Declarant. Jerry requested that committee chairs send him their current outgoing expenses. We’re at 56% expenditure level. Landscaping Committee: Current priority is planning Christmas decorations. Henry F. obtained two quotes for wreaths/lights. See Landscape report attached. Other works in progress are the walkway around the lake, playground mulch, removing stumps around the lake, and bush
Transcript
The Reserve Advisory Board
Meeting Minutes
October 1, 2013
I. Call to order
John Hudgens, President, called to order the regular meeting of the Reserve Advisory Board at 7:01pm, 01 October, 2013 at the Reserve Clubhouse.
II. Attendance:
Present: John Hudgens, President
Henry Day, Interim Vice-President
Eric Adams, Secretary
Sherry Weller, ARC
Jerry Sanford, Interim Budget
Patti Christ, Interim Clubhouse
Henry Fitzgibbons, Interim Landscaping
Tracy Huber, Interim Social
Jennifer Nash, Property Mgmt
Absent: Bell Tower Representative
III. President's Report: John introduced the board and chairs.
IV. Approval of Minutes: August minutes read and approved.
V. Riley Security Presentation: Neighborhood Watch lead, Dan Huber, discussed some recent breakins around The Reserve and Edgewater complaints about potentially fake security companies soliciting door to door. Dan then announced representatives from Riley Security who presented a 10 minute briefing on their neighborhood patrol services. During their briefing, there was a short discussion about needing to establish a work stoppage time for construction.
VI. Property Manager's Report: Jennifer Nash was introduced as our new property manager from Hughes Properties. Beverly Van Wagner is now semi-retired. Jennifer is responsible for nine HOAs and approximately 2,000 homes.
VII. New Business/Committee Reports:
a. Budget Committee: Jerry Sanford reported that the HOA is now out of debt having paid off our loan to the Declarant. Jerry requested that committee chairs send him their current outgoing expenses. We’re at 56% expenditure level.
Landscaping Committee: Current priority is planning Christmas decorations. Henry F. obtained two quotes for wreaths/lights. See Landscape report attached. Other works in progress are the walkway around the lake, playground mulch, removing stumps around the lake, and bush
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hogging the back tract near Nature’s Landing. Motion: Hire ALM to bush hog the rear tract near Nature’s Landing for $495
Motion was seconded and approved
b. Social Committee: Tracy Huber is coordinating a Trunk or Treat for the 25th and an adult costume party for the 26th. Flyers to go out soon.
c. ARC Committee: Sherry presented her ARC report (attached).
d. Clubhouse Committee: Patti announced that the pool is now closed. Clubhouse committee has spent $32k of its $52k for 2013. Briefly discussed expanding the gym.
e. Bell Tower: Bell Tower Representative absent.
VIII. New Business/Resident Feedback:
a. Quit Claim Deed: 11 tracts have been transferred from the Declarant to the HOA.
b. Elections: Still have not received any candidates. Eric to send out another request.
c. Projector: A projector for the clubhouse was requested to assist with meetings and rentals.
d. Willow Trees: Henry F. to request ALM trim the willow trees by the lake near Edgewater Dr.
e. Resident Concerns: Al not happy with Breland contractors. Dirt and rocks being left on the road on Wolf Creek Trail.
f. Fall Cleanup: Bennett Hlavac inquired about a Fall Cleanup. Bennett agreed to lead the cleanup.
IX. Adjournment: The meeting was adjourned.
Respectfully submitted,
Eric Adams
Secretary
Landscape Committee Report - 10/01/2013
Activity since 08/06/2013 HOA meeting:
– Received quotes to decorate the main entrance sign for Christmas. Contacted two companies with the same requirement of four 36” artificial wreathes with red bows and white lights, all necessary electrical cords, and includes install and remove.
Christmas Decor - $790 for 4 wreathes and install strings of white lights in three bushes at both ends of the monument sign.
Christmas Light Pros - $200 for 4 wreathes. $200 to add white C7 stake lights to surround the monument sign and nearby bushes. $250 to add installation of strings of white lights to the eight Crapemyrtle trees at the other end of the island median.
– Received quotes for civil engineering services to design a walking path with a bridge to connect across the south section of the lake. Mullins LLC proposal is for a flat fee of $4,600 and 4Site Inc. presented a proposal for work to be done on a time and materials basis, not to exceed $6,500. The proposals will be reviewed with the Board and activity will proceed if approved.
– Worked with ALM to quote and install playground mulch.
– Quoted and received approval for ALM to repair drainage problem at corner of the west parking lot at the clubhouse. Waiting for ALM to provide work date.
Action Items:
1) Follow up with Rocky Ridge about damaged trees at the clubhouse.
2) Request approval for additional bush hogging of tract between Stone's Throw and Nature's Landing at $495. This should be final cut for 2013.
3) Follow up with Aqua Services for full season treatments for aquatic vegetation and shoreline weeds for 2014.
4) Review with the Board - ALM's quote to remove small stumps around the lake.
Items for consideration:
- New entrance to The Island may affect median island irrigation system and landscaping.
Mr. Fitzgibbon, I have reviewed the information provided along with my notes from the site meeting we had and also looked further at the City’s GIS data for this site. There is one very significant observation from this review. The majority of the proposed development site including most of the area for the walkway as well as the proposed “bridge crossing” is located within a regulated FEMA “Floodway” (this shows up on both the current FEMA map as well as the “preliminary map”). No “fill” or “obstruction” above grade can be placed within a regulated Floodway without proof to the reviewing agency that the improvements will not negatively impact the existing flood elevation. This means that in order to obtain approval for and construct the bridge as well as the "ramp sections” down off of the road a flood study will have to be completed to provide final construction documents. Unfortunately as you might imagine flood studies require a significant amount of effort to complete and carry through approvals with both the City and FEMA which obviously means cost. Depending on the condition of the existing FEMA model data this will likely add $10,000 to $15,000 or more in additional expenses (including required field surveying) to the cost of the final construction plans for the elements impacting the floodway. Based on all of that obviously a majority of the budget you currently have would go towards just developing the construction documents. There probably are not any good options to avoid this expense and make a connection all the way around the lake. I would offer the following for consideration. We could develop a preliminary Master Plan for proposed improvements based on publicly available data including the following: preliminary bridge design path layout preliminary design for stormsewer improvements pavilion location fishing pier location preliminary utility plan No field surveying or flood study or hydrology will be included in this initial effort. For this effort we will utilize the City’s existing 2 foot topography and other publicly available data such as existing plats and maps. We will also provide preliminary construction details and quantities sufficient for budget pricing of the various elements included on the plan. We would include 3 owner review meetings (2 preliminary and one final) to obtain comments on the design and make appropriate edits. We would provide up to 10 hard copies (24x36) of the plan and details developed under this work effort. I would propose that we provide this service on a time and materials basis not to exceed $6,500. We would also review these plans with the City to confirm the required scope of services for final construction documents and provide a proposal for that work effort at that time.
Please let me know if you have questions about the above or if you would like a formal proposal for this effort. Thanks, Jerry Jerry M. Cargile, PE/LEED AP Founding Partner | Principal Civil Engineer Registered in AL, TN, GA, VA, NC, TX, NM, MS 4SITE, Incorporated 7500 Memorial Parkway SW, Suite 209 Huntsville Alabama 35802 Office: 256.539.1221 | Fax: 256.539.1220 www.4siteinc.biz
The Reserve ARC Report for the Period of 7 August 2013-1 October 2013
ARC requests received to-date in 2013 are 92. • New construction: 43 • Fence: 20 • Other: 11 • Sign: 2 • Landscaping: 16
____________________________________________________________________________________ The ARC received the following 32 requests since the last Board, 7 August-1 October 2013. Status is provided (open requests are in bold):
• 134 Wolf Creek Trail, Compass Homes, Reston Home Plan. Approved 24 Aug 13. • 502 Balsam Terrace Way, Savvy Homes, Barton-C home plan. Approved 30 Aug 13. • 503 Balsam Terrace Way, Savvy Homes, Barrett-E home plan. Approved 30 Aug 13. • 504 Balsam Terrace Way, Savvy Homes, Stratton-A home plan. Approved 30 Aug 13. • 505 Balsam Terrace Way, Savvy Homes, Taylor-C home plan. Approved 30 Aug 13. • 507 Balsam Terrace Way, Savvy Homes, Carpenter-C home plan. Approved 30 Aug 13. • 122 Wolf Creek Trail, KSB/Valor Homes, Rose Glen 4ft home plan. Approved 13 Sep 13. • 224 Natures Way, Dunn Family. Approved 13 Sep 13. • 468 Natures Way, Holt family detached garage. Approved 30 Aug 13. • 106 Rainwood Drive, KSB/Valor Homes, Trey Vista. Open/Working. Same home plan and
elevations as built at lot 1 (which is within 500 ft of lot 23). • 105 Spring Meadow Dr., Pearson Homes, Georgetown Home plan. Open/working. • 104 Spring Meadow Dr., Pearson Homes, Mason Home plan. Open/working. • 107 Windflower Circle. Pearson Homes, Taft-B Home plan. Open/working. • 103 Spring Meadow Dr., Pearson Homes, Coolridge-B Home plan. Open/working. • 456 Natures Way, Pearson Homes, Kingston Hom plan. Open/working. • 378 Natures Way, Lot 2 Reserve Estates, Stoneridge Homes. Open/working. • 110 Wolf Creek Trail. KSB/Valor Homes, McGrath Home plan. Open/working.
Fence Requests: 9
• 472 Natures Way. Approved 24 Aug 13. • 314 Acorn Grove Lane. Delorenzo Family. Disapproved. Already built and painted white. • 114 Misty River Lane. Open/working.
Other: 3
• 472 Natures Way, Outdoor kitchen. Approved 24 Aug 13.
• 100 Spring Meadow Dr, Haas family patio extension. Approved 30 Aug 13. • 114 Misty River Lane, front door. Open/working.
Sign:
Landscaping: 6
• 502 Balsam Terrace Way, Savvy Homes, Barton-C home plan. Approved 30 Aug 13. • 503 Balsam Terrace Way, Savvy Homes, Barrett-E home plan. Approved 30 Aug 13. • 504 Balsam Terrace Way, Savvy Homes, Stratton-A home plan. Approved 30 Aug 13. • 505 Balsam Terrace Way, Savvy Homes, Taylor-C home plan. Approved 30 Aug 13. • 507 Balsam Terrace Way, Savvy Homes, Carpenter-C home plan. Approved 30 Aug 13. • 103 Brac Circle, Lot 38 Natures Point, Groom’s family. Approved 30 Aug 13. • 105 Spring Meadow Dr, Lot 94 Stones Throw, Pearson Homes, Georgetown Home Plan.
Open/Working. • 104 Spring Meadow Dr, Lot 99 Stones Throw, Pearson Homes, Mason Home Plan,
Open/Working. • 224 Natures Way, Lot A Wedgewood, Dunn Family. Approved 13 Sep 13.
The ARC, along with the Board, met with Pearson Homes 9 Sep 13. Meeting went well, with a clear understanding of ARC requirements and a commitment by Pearson to follow Covenant requirements.
Submitted on behalf of the ARC Committee members:
Sherry Weller Chairman, The Reserve Architectural Committee (ARC)
