POPLAR HILL HOMEOWNERS ASSOCIATION

Quarterly Meeting Minutes: October 17, 200910:00 AM, Clarksville-Montgomery County Library
Board Members:Present: Frank Lombardo, Don McLaren, Stacy Lombardo, Bonnie McLarenQuorum present? Yes

Others Present: Signed-in Members of Poplar Hill Homeowners Assn.
Cathie Coppege
Lilya Haynes
Diane Vangyija
Bob Storey
Joe McCullough
Carolyn McCullough
Andrew Williams
Laura Kirchgraber


Proceedings:· Meeting called to order at 10:00 a.m. by President, Frank Lombardo
· President welcomed Members and introduced the Board.

· President then explained the Rules of Order for the meeting.

The Minutes of the 7/11/09 Quarterly Meeting were read by the Secretary. There were no additions or deletions made.
· President then asked the Treasurer to give us a year-to-date report of expenses.
The Treasurer began by explaining to the Members present “Who Decides How the HOA Dues Are Spent.” She explained that the Members present at each meeting vote on the expenditures and that the Board does not make these decisions. The Board researches, presents and administers for all the Members of the Association.

The Treasurer’s Report was read and accepted by the Members.

· President then acknowledged and thanked the volunteers who:

Deliver the newsletters each month;

The Yard of the Month judges;

The residents who have been taking care of the removal of weeds in their cul-de-sac; thus saving money for the Association;

The residents who have been welcoming New Neighbors with information packages and a sweet treat; and

The neighbor who decorated the entrance for Halloween.

The President also wanted to thank the neighbors who have volunteered to notify residents of Poplar Hill of violations that exist on their property.

The President then stated the need for additional help and asked those present to consider signing up. He brought up the fact that we are in need of 28 members to canvas the neighborhood for the Board in preparation of establishing a “Neighborhood Watch” program.

Carolyn McCullough brought up the point that it is difficult for neighbors of residents in violation to confront the violation. Therefore, an appointed Committee was a good idea.

Old Business:
Drainage Issues:
Since the last meeting, the President and Secretary have met with legal counsel and asked them to review the By-Laws and Deed of Restrictions governing Poplar Hill. It was determined that is stated that the Poplar Hill Homeowners Association is responsible for “repairing and maintaining” drainage problem areas, but definitely is not responsible to remove previous work and/or rebuild the problem areas.
The Board will be working on obtaining estimates to ascertain what the approximate costs will be to take care of the current problems. Those estimates will be presented at the Annual Meeting in January 2010. At that time, a vote will be taken to determine the means of paying for said repair and maintenance.
The President asked for discussion. Bob Storey inquired who decides the extent of work to be done. The President answered it will be determined by the contractors hired.

New Business:
Amendment of By-Laws and Deed of Restrictions
Upon review of the By-Laws and Deed of Restrictions with legal counsel, it has come to the attention of the Board that the Homeowners Association is in violation of the requirements relating to payment of Annual Dues and also the day of the Annual Meeting.

Cathie Coppedge remembers that the meeting date was changed, because one year the Library was not available on the day prescribed in the By-Laws. After having the meeting on a Saturday, which was more convenient, the meeting date was changed.

These requirements need to be amended if the Homeowners Association wants to continue following the current schedule.
For example, Annual Dues are currently due by July 1st of each year. According to the By-Laws: Dues shall be paid annually in advance. The dues which were paid in the summer of 2009 are for the calendar year 2009.
Additionally, according to the By-Laws, There shall be an Annual Meeting of Members on the 2nd Monday in January of each year.
There is no documentation referencing these matters in the Homeowners Association records.

Laura Kirchgraber asked how the amendments are made.
It is the recommendation of the Board, that the By-Laws and also the Deed of Restrictions be amended, properly. In order to do so a vote from one (1) owner of each lot in the subdivision, signed and notarized, must be received. A fifty-one per cent (51%) majority is needed to make any amendment.

The Board also brought up the amending of the Deed of Restrictions. Currently, the only recourse for enforcing any violations of the Deed of Restrictions is by a homeowner taking legal action which is costly to the homeowner and violator. The Board suggested that alternative measures be instituted, such as fines for specific violations which are not corrected within a specified time period.

The President also mentioned that other Members of the Association may have suggestions for changes.
These amendment matters will be highlighted in the November and December 2009 Newsletters in order to make Members aware.

ANNOUNCEMENTS
The President discussed the increase in theft in Clarksville and Poplar Hill. DO NOT leave cars unlocked and DO NOT put outgoing mail in your mailbox—thieves are looking for checks in envelopes to tamper with and steal from your checking account.
Joe McCullough wanted to thank the Sheriff’s Department for noticing an open garage door one night and advising him of it.

The President acknowledged this quarter’s Yard of the Month winners: Mr. & Mrs. David Thomack, Ms. Sheryl Beals andd Ms. Therese Koverman.

Lilya Haynes discussed the constant occurrence of dogs unleashed in the neighborhood. While walking her dog, others will come out on the street and cause problems. Cathie Coppedge agreed with Ms. Haynes.

Members were advised that liens will be placed on any property which has unpaid Annual Dues and/or Late Fees. If you have any amounts due, please pay immediately before liens are filed.

The 2010 Annual Meeting is tentatively planned for January 11, 2010 at 7 p.m.
- - - - - - -
· President discussed the following with the Members present:
When contacting the Board Members, please email them (unless it is an emergency), as the Board Members are not always at home when your calls come in. You can reach them at: Presidentpoplarhill@yahoo.com and Secretarypoplarhill@yahoo.com.
“THE BOARD AND MANY MEMBERS ARE VERY AWARE OF MANY VIOLATIONS OF THE DEED OF RESTRICTIONS WHICH EACH HOMEOWNER RECEIVED AT THE CLOSING WHEN PURCHASING PROPERTY IN POPLAR HILL. IF YOU DO NOT HAVE A COPY, WE HAVE SOME COPIES HERE TODAY.
THE BOARD OF THE HOMEOWNERS’ ASSOCIATION IS NOT RESPONSIBLE FOR ENFORCING THE DEED OF RESTRICTIONS.
IN THE EVENT YOU ARE AWARE OF A VIOLATION, YOU MUST APPROACH THE MEMBER YOURSELF AND ASK HIM TO CORRECT THE VIOLATION.
IN THE EVENT THAT THE MEMBER IN VIOLATION DOES NOT CORRECT THE VIOLATION, IT IS YOUR RESPONSIBILITY TO TAKE LEGAL ACTION IN ORDER TO REMEDY THE SITUATION.”

· President asked if there was any additional new business. There was not.
· Meeting adjourned at 11:30 a.m.· Minutes submitted by Secretary, Bonnie McLaren.

News

ANNOUNCEMENTS

Our next HOA meeting will be held on July 11, 2009 at 10:30 a.m. at the Clarksville-Montgomery County Library.

HOA Dues: You should have received your annual statement. Dues are due July 1, 2009.

Neighborhood Watch

Someone has been disrupting landscaping stones around mailboxes on Poplar Hill drive at night. Homeowners please keep an eye out for your neighbors. Thanks.

Yard of the Month - June 2009

3325 Dabney Lane

New Street Signs!

The new streets signs are nice and easier to read ... what do you think?

Yard of the Month - May 2009

Any Suggestions?

I know many of us don't have the time to attend the Board meetings ... so do you have any comments or suggestions?

* The drainage problems that the Love family addressed at the meeting needs to be fixed! 

* Please be considerate - slow down, and keep your dogs quiet at night. :)

Quarterly Meeting Minutes: April 18, 2009

http://poplarhilltn.tripod.com

POPLAR HILL HOMEOWNERS ASSOCIATION

Quarterly Meeting Minutes: April 18, 2009

10:30 AM, Clarksville-Montgomery County Library

Board Members:

Present: Frank Lombardo, Don McLaren, Stacy Lombardo, Bonnie McLaren

Quorum present? Yes

Others Present:  Signed-in members of Poplar Hill Homeowners Assn.

Brian Coghill

Susan Coghill

Phyllis Fox

J.J. Hinton

Christina Engholm

Diane Vangyija

Eric Love

Renda Love

Vivian Clements

Proceedings:

· Meeting called to order at 10:30 a.m. by President, Frank Lombardo

· President welcomed Members and introduced the new Board.

 

· President then introduced Officer Ted Denney from the Montgomery County Sheriff’s Office.  The following are highlights of his presentation:

 

He told us that installing an official “Neighborhood Watch” sign at the entry to the subdivision may have several effects.  One would be that thieves would be tempted to test the existing system in our neighborhood.  Or the opposite that it would deter thieves from our neighborhood. He recommended good lighting in and around the home and burglar alarms.  His greatest emphasis was on “neighborhood unity—watching each others’ home.”  He highly recommended that we divide the neighborhood into small groups of say 10 homes and designate a captain of each group.  Each neighbor in the group would keep an eye out for the others and get to know the regulars who come and go from each home.  The captain would coordinate phone numbers, especially cell phones if neighbors are travelling.  Contact the Secretary to obtain a copy of the Home and Personal Security sheet provided by Officer Denney.  He recommended that we set up a Neighborhood Block Party to start off getting to know each other better.  He said that we could call him for ideas and information regarding Block Parties.  He was asked about speeders in the neighborhood and he told us to call the Sheriff’s Dept.

 

· President then thanked Officer Denney and then proceeded to official business.  He explained the Rules of Order for the meeting.  Then the Minutes of the 1/31/09 Annual Meeting were read by the Secretary.  There were no additions or deletions made.

 

· President and Vice President then explained actions that had been taken on the issues brought up at the 2009 Annual meeting.

STREET LIGHT MAINTENANCE: 

At the January 31, 2009 Members’ Meeting, there were several requests regarding the street light maintenance.  Since that meeting we have investigated the problems.  The Board contracted a licensed electrician on behalf of the Members.  His first job was to take a look at every street light in the neighborhood.  He reported back that he found minor issues which he repaired.  He is currently working on relocating the light sensors so they will not be damaged by lawn chemicals or affected by grass or landscaping. 

 

We are in the process of locating the manufacturer of the lamp covers so that broken ones will be replaced.

 

additional stop signs and speed bumps:

 

per county regulations there will not be any additional street signs installed.  Also, the county will not install any speed bumps in the neighborhood.

STREET SIGNS:

There were several questions brought up at the last meeting about the condition of the existing street signs.  It was asked if they could be repainted.  We have checked into repainting and found that it would cost approximately $50 a sign.  We have 36 signs in the neighborhood.  The Board thought that the lettering was too small on the existing signs MAKING it hard to read—day or night.

 

So, we contacted the County to see if they were responsible to repair or replace the signs.  They said that the developer of our neighborhood had decided that he wanted to install the signs and not have the County do it.  Therefore, they are not responsible.  The COUNTY WOULD PROVIDE SIGNS WHICH WOULD HAVE TO BE INSTALLED ON THEIR pole (which is a steel Unistrut) for $100 per intersection.  The Board did not  want to change the existing street sign poles to Unistrut poles.

 

At that point, we contacted several sign companies to get a price on replacing the signs.  The lowest bid that we have at this time is $1503.65.  This covers 36   6 x 30” double-faced black flat aluminum street signs with hi-intensity yellow reflective vinyl lettering and yellow border to edge.  This amount includes the 36 signs and the labor to install them.

· President then asked the Treasurer to give us a year-to-date report of expenses, which included the information that the Board had cut the cost of lawn and bush whacking services in common areas by 50% for the year.  That savings provided enough funds to cover the cost of new street signs.

A MOTION was made to accept the Treasurer’s Report, it was seconded and passed.

· President opened discussion regarding replacement of street signs.  There was no discussion.

· President asked if there was a Motion regarding the replacement of the street signs in Poplar Hill at this time per the bid received by the Board.  There was a Motion made by Brian Coghill and seconded by Diane Vangyija.

 

· President explained the Rules regarding voting taken from Page 2   “Government of the Association” section in the Bylaws dated August 13, 2002.

 

The vote was taken and was unanimous.

New Business:

Member, Renda Love, opened a discussion regarding a culvert behind their house at 3371 Poplar Hill.  The culvert (drain pipe) has no screen on the opening.  Also there is a drainage problem behind their home and 3 or 4 others around their home.  According to the Loves this problem had been presented to previous Board President, Carmen Cherry about 4 years ago.

Also, Renda and Eric Love asked what action can be taken regarding neighborhood dogs left outside at night?  They report that the barking is very annoying.  The President explained that the Board has no jurisdiction over this matter, but there were suggestions regarding going to the neighbors and making them aware of the annoyance, calling Animal Control, or seeking legal counsel to be taken by the Loves.

Discussion began regarding general neighborhood improvements.

 A Block Party was suggested to be held on Poplar Hill between Dabney and Dabney.  Members:  J.J. Hinton, Diane Vangyija and Stacy Lombardo said they had previous and/or experience in a planning Block Parties.

It was suggested that we form a Welcoming Committee in the neighborhood.

A Poplar Hill BLOG was suggested also.  Volunteers are needed to get it started.  Contact your Board.

There was discussion by the Members that the dues need to be raised.  It was suggested an amount of $20 per year.  This matter will be addressed at the July 25, 2009 Quarterly Meeting.  It was decided that a line should be in the July 1st statement notifying members that this will be discussed in detail at the July 25, 2009 meeting.  

· Announcements: 

May 16, 2009 there will be a Neighborhood Yard Sale from 8 a.m. to 1 p.m.  There is also a “Neighborhood Only” preview on May 15, 2009 from 6 – 8 p.m.

Yard of the Month judging will be the 1st week of each month, beginning with May.

Next Quarterly Meeting will be held on July 25, 2009 at 10:30 a.m. at the Library.

· HOA Dues: Statements will be going out next month and be due July 1, 2009.

· President discussed the following with the Members present:

“THE BOARD AND MANY MEMBERS ARE VERY AWARE OF MANY VIOLATIONS OF THE DEED OF RESTRICTIONS WHICH EACH HOMEOWNER RECEIVED AT THE CLOSING WHEN PURCHASING PROPERTY IN POPLAR HILL.  IF YOU DO NOT HAVE A COPY, WE HAVE SOME COPIES HERE TODAY. 

THE BOARD OF THE HOMEOWNERS’ ASSOCIATION IS NOT RESPONSIBLE FOR ENFORCING THE DEED OF RESTRICTIONS.

IN THE EVENT YOU ARE AWARE OF A VIOLATION, YOU MUST APPROACH THE MEMBER YOURSELF AND ASK HIM TO CORRECT THE VIOLATION.

IN THE EVENT THAT THE MEMBER IN VIOLATION DOES NOT CORRECT THE VIOLATION, IT IS YOUR RESPONSIBILITY TO TAKE LEGAL ACTION IN ORDER TO REMEDY THE SITUATION.”

· President asked if there was any additional new business.  There was not.

· Meeting adjourned at 12:00 p.m.

· Minutes submitted by Secretary, Bonnie McLaren.