Reflection Pointe HOA Meeting October 20, 2015 6:00 p.m. Attendees: The Reflection Pointe Homeowners Association met Tuesday, October 20, 2015 in the Reflection Pointe Clubhouse. The Board members in attendance were Vincent Sica, Mike Pasiecznyk, Brad Lozier, Sean Corcoran and Mike Pignatiello. Cedar Management Representative Brian Pizzuti was also present. Other attendees included Kym Corcoran (ACC) and Mark Selles (Designia). Approval/Correction of Minutes: The September 22, 2015 Board meeting minutes were approved unanimously. Public Input from the Community: Vincent submitted a request to Duke Energy to replace any light bulbs that are out and a request to clean out the bugs in the light poles. In the future, residents may submit a request online by clicking here. Landscape Contractor Report: (DeSignia / Mark Selles) Mark noted that DeSignia finished the work on the front ponds. The lighting work the Board approved has been completed, but their are still a few issues. Aeration and seeding was completed the week of October 5. Some mowing will be done the week of October 20 weather permitting. Two islands were treated for weeds. Two homeowners on Ashwood Park Drive noted that four sprinkler heads were running continuously using city water. The landscaper will look into the issue. Mark provided a map of the irrigation and water meter numbers. The neighborhood has six city water meters. The board discussed issues with harvesting water from the Lake. The next step is to submit a preliminary drawing to Duke Energy. Vincent noted input from neighbors that the edging needed to be more efficient. Also noted was that the mowing schedule seems to be that only half of a street is mowed at one time.
Mark noted that they are looking into the issue as it relates to the island behind Lot 47. The Board addressed the issues with silt fences on Reflection Pointe Boulevard and Reflection Pointe Boulevard and Ashwood Park Drive. Architecture Control Committee: (Kym Corcoran) No schematic reviews were submitted since the September HOA Board meeting. The ACC has approved one home plan. The sample board is being prepared with the site staking to follow. There has been no recent contact from the LiveWell representative. The ACC received a complaint about a builder and addressed the issue. The ACC received a complaint that subcontractors were playing music too loud. The ACC received two complaints about muddy streets. The ACC received a complaint about erosion control that was reported to the State by someone in the community. The County's report to the state was that no runoff or erosion had occurred and that it was a non issue. The State will now start looking at our neighborhood more rigorously since a complaint was filed. The county did find other houses and sites that had issues, they will contact owners. One builder was fined $500 for working on Sunday. A meeting has been requested with a home under construction to discuss the street and curb damage, poorly cleaned construction sites and use of neighboring properties on Arbor Spring Court. Once the meeting is set, a second meeting will be set up to address the second home under construction on that street as well. Vincent instructed the ACC to be clear on their message to the homeowners. The ACC had their quarterly meeting on October 14. Only one property owner came to the meeting. The ACC addressed the building process with him and viewed the rough draft of his plans. ACC member Brooks Johnson spoke to the new property owners of Lot 199 by phone. The ACC explained the need to complete the house and offered to help. The property owner said that he has contacted several contractors and is in the process of getting quotes from each of them. The next day, the ACC received an email from the property owner asking if we had a copy of the original plans to help speed up the bid process. Richard Alsop had a copy, which was forwarded on. The plan moving forward is to touch base with the property owner at the end of the month. Based on the conversation, the property owner intends to complete the home.
The ACC announced their staggered terms: Valerie Davis and Jamin Jenkins terms will end in 2015; Kym Corcoran and Brooks Johnson terms will end in 2016 and Dan Hartley's term will end in 2017. Welcoming Committee: (Benny and Elaine Yeargan) No new welcome bags were distributed this month. Communications Committee: (Sean Corcoran) Elaine Yeargen and Pat Rice updated the Reflection Pointe directory. The RP Board appreciates their hard work in this matter. Sean has looked over the website and fixed any dead links and made some links more user friendly. Regular emails of upcoming events are posted on Facebook and emailed to the community in a timely manner. The Board discussed setting a date with the HOA Board at Misty Waters. Vincent contacted the HOA President who will be getting back to us with a proposed date. Urban Archery Program: As of Friday, October 16, six deer have been killed since the program began. Crime Watch Committee (Mike Pasieczynk) Belmont Police emailed the Board a copy of the calls for service. Vincent noted vandalism in the mechanical room at the gate house. It appears that someone attempted to steal the waterfall motor and pump, which has caused significant damage to both. The incident was reported to the Belmont police. Sonitrol sent the Board a quote for $4,000 for a new four camera system and DVR with a monthly service fee of $56. Additional quotes are being considered. Marketing Committee: (Andrea Verner) Mike mentioned that Andrea Verner has done a great job promoting the Realtor Open House event. Mike Pignatiello noted that 17 realtors, possibly more are confirmed to attend the Realtor Open House Event for October 21. There will be an open house for the five homes that are for sale in our neighborhood for realtors to visit. One realtor has a chance to win $300 by visiting the five open houses.
There will be three gift cards for door prizes valued at $30 to Old Stone, Sammy s and Glenway Pub. Pool Committee (Mike Pasieczynk) A cable lock was purchased to tie up the lounge chairs. Social Committee: (Paul Hendricks) The annual Reflection Pointe Halloween event is Saturday, October 24. There will be a parade of decorated golf carts. Also, different from previous years is that there will be candy stations set up throughout the neighborhood. The Board approved $60 to be used as decoration and prizes. Financials / Treasure: (Brad Lozier, Brian Pizzuti Cedar) YTD spend is 96% of plan. A primary reason for the underspend is that the landscaping expenditures are only running at 93% of plan. This is due almost entirely to the fact that, in 2015, the landscaping contract did not begin until February 1st. The drought, combined with the failure of several pond and irrigation systems has caused much of the landscaping project budget to be diverted to cover higher than anticipated water bills and infrastructure repair.. It is the board s intent to transfer any end of year unspent landscaping funds into a reserve account designed to fund landscaping infrastructure improvements (e.g., more effective irrigation systems). Utility expenses are 6% above plan YTD, driven by the higher than anticipated water usage referenced above (to meet the landscaping requirements during the summer drought). The treasurer will complete the 2016 budget process during the month of November. The general consensus of the board is that the 2016 plan should be based on historical norms, adjusted to reflect known areas of focus in 2016. New Business Vincent mentioned the vandalism in the gatehouse that has caused an issue with the waterfall. A police report was filed. The Board is waiting a cost estimate to have it repaired. There are two openings on the ACC. An email will go out to the community and interviews will be done in November.
The December annual meeting and elections were discussed. The plan is to mail out interest forms to those who want to run in November. The Board discussed all of the inputs received about the proposed cell phone flagpole in front of the clubhouse. Based upon the feedback received in the community meeting, the Board decided not to move forward with the proposed cell tower. The board received an alternative proposal from T Mobile to leverage existing Duke power lines, and will be surveying the neighborhood for views about this option. Meeting adjourned at 10:00 PM Our next meeting is scheduled for Tuesday, November 17, 6:00 p.m. at the Reflection Pointe Clubhouse.