Monday, August 16, 2010

Hail Damage?



Most of you have probably noticed all the new roofs going up in our neighborhood. I saw a few spots on our roof so I called a roofing company for a free estimate. Another company also came by and took some pictures of the damage. I then called my insurance company to submit a homeowners claim. I stated that I had possible hail and wind damage to my roof during a storm on May 14th, 2010. Usually, you have one year to submit a damage claim. They sent out an insurance adjuster and he just left a check that will completely cover a new roof with the nice 3-D architectural shingles. My roof was getting a little old, so I was very happy to get a nice, new roof. You might be interested in looking into this too.

Thursday, August 5, 2010

Quarterly HOA Meeting 07/17/2010

POPLAR HILL HOMEOWNERS ASSOCIATION
Quarterly Meeting Minutes: July 17, 2010
9:30 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.
Dottie Buchholz, Bill Baggett,Carmen Cherry, Phyllis Fox
Ralph Marciano, Lucinda Osborn, Vera Marciano, William Osborn
Barry Drane, Adam Brown

Proceedings:
• Meeting called to order at 9:30 a.m. by President, Frank Lombardo

• President welcomed Members and introduced the Board.

• Secretary read Minutes of April 17, 2010 Quarterly Meeting. Minutes were accepted as read.
• Treasurer gave a year-to-date report of expenses.
••President then called the meeting to order and explained the Rules of Order and Voting.
Old Business:
Vice-President informed Members that Robertson Construction Company has completed the repair of the drainage issue at the front entrance of subdivision. Vice-President also read a letter from Bryce Powers stating that work was completed properly.
Vice-President then informed Members of the locations of other drainage problems in the subdivision. Robertson Construction Company has been asked for a bid on these areas.
••President then asked if there was any other Old Business to be discussed.
There was discussion relating to the cul-de-sac circles. Burkhart Landscaping will be contacted to make sure that weeds are being treated.
Announcements:


HOA Dues for 2011 will be due December 1, 2010
Next Quarterly Meeting will be held on July 17, 2010 at 9:30 a.m. at the Library.
••President asked if there was any New Business relating to the whole neighborhood (not to individual problems).
The following matters were discussed:
Soliciting prohibited in the subdivision, including roofing signs.
Pets running loose in the subdivision.
Neighborhood Watch establishment. Volunteers needed.
Members ignoring Stop signs at intersections and driving too fast in the subdivision.
Outbound mail being stolen from mailboxes.
Newsletters blowing out of newspaper boxes---folding in half was suggested.
Removal of tree at the end of the sidewalk nearest East Montgomery School.
Appreciation: Was expressed regarding the Decorating Committee and the Board.
• 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.
IN THE EVENT YOU ARE AWARE OF A VIOLATION, YOU MUST APPROACH THE MEMBER YOURSELF AND ASK HIM TO CORRECT THE VIOLATION.
THE BOARD OF THE HOMEOWNERS’ ASSOCIATION IS NOT RESPONSIBLE FOR ENFORCING THE DEED OF RESTRICTIONS.
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.

Wednesday, August 4, 2010

Quarterly HOA Meeting 04/17/2010

POPLAR HILL HOMEOWNERS ASSOCIATION
Quarterly Meeting Minutes: April 17, 2010
9:30 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.
Paul Nelson
Joseph Fox
Tiffany Krebs-Nelson

Proceedings:
· Meeting called to order at 9:40 a.m. by President, Frank Lombardo

· President welcomed Members and introduced the Board.

· Secretary read Minutes of January 11, 2010 Annual Meeting. Minutes were accepted as read.
· Treasurer gave a year-to-date report of expenses.
··President then called the meeting to order.
··President explained the Rules of Order for this meeting.
Old Business:
Vice-President discussed with the Members the contractors that had been contacted and asked for bids on the drainage problem at the entrance of the subdivision.
Robertson Construction Company has been retained to repair drainage issue at the front entrance of subdivision. Work is scheduled to begin in May 2010.
··President informed Members that he had contacted Mike Frost of Montgomery County Highway and Streets Department to find out if there are any Stimulus Funds to help us defray this cost. To date, he has not heard back from Mr. Frost.
Announcements:


Next Quarterly Meeting will be held on July 17, 2010 at 9:30 a.m. at the Library.
··President asked if there was any New Business relating to the whole neighborhood (not to individual problems). There were none.
Neighborhood Yard Sale will be held on Saturday May 15th. There will be a preview for Members only on Friday evening, May 14th.
NEW: Yard of the Month judging will be done during the last week of each month beginning April 26, 2010.
If you are selling your home or know of a neighbor who is selling their home, please contact the Treasurer so that she may keep the HOA record up-to-date.
Please note that the 2 Dues payments in one (1) year are necessary to be in compliance with the By-Laws of the HOA.
· 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.
IN THE EVENT YOU ARE AWARE OF A VIOLATION, YOU MUST APPROACH THE MEMBER YOURSELF AND ASK HIM TO CORRECT THE VIOLATION.
THE BOARD OF THE HOMEOWNERS’ ASSOCIATION IS NOT RESPONSIBLE FOR ENFORCING THE DEED OF RESTRICTIONS.
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 10:00 a.m..
· Minutes submitted by Secretary, Bonnie McLaren.

Monday, June 28, 2010

Drainage Fix-Shady Side

The Poplar Hill HOA voted at the annual HOA meeting to raise the current yearly dues to $100 to offset the cost of fixing several drainage issues within our subdivision. The worse area was the drainage area leaving Poplar Hill as it entered into McAdoo Creek on Shady Side.
We requested bids from from several contractors who specialize in this type of construction. We selected Robertson's Construction to do the job. We selected Robertson's because of price, rating with the BBB and he could get the project done in the shortest amount of time.
This is what the culvert and drain pipe looked like after they were removed, as seen in these photos, they were in bad shape and needed to be replaced.
Heavy equipment brought in by our contractor, Robertson's Construction. Again, you can see here that the culvert and drain pipe had some structural failures.
The old drain pipe as seen after the culvert was removed.
Old drain pipe still in place, after the culvert and rip rap was removed.
End view of old pipe.
Old culvert after it was removed.
The new pipe awaiting installation.
Reconstruction on top of the berm facing Shady Side.
The berm from the creek side looking up to the top of the berm toward Shady Side.
New culvert, drain pipe and rip rap installed feeding McAdoo Creek.
Another view of the new drain.
The complete project.

Sunday, May 16, 2010

Termites ...

I wanted to write to give you a head's up - we had our house inspected this week for the sale and it turns out we have an active, albeit very recent termite infestation. Apparently the inspector mentioned that several homes in the Poplar Hill subdivision have seen recent infestations in the past several months. I know we never thought to look for termites when we were there, not sure if it was just naiveté on our part, but thought I would let the leadership know in case you can put it in the neighborhood newsletter to let other people know to be aware. We didn't have a termite bond so we are paying $600 to get it treated and luckily since it was so new there are no repairs needed. 

In any case, I thought I would let you know in case it would be helpful information to others!

Poplar Hill Resident

Monday, January 25, 2010

2010 Annual Meeting Minutes

Annual Meeting Minutes: January 11, 20107:00 PM, First Baptist Church-Clarksville
Board Members:Present: Frank Lombardo, Don McLaren, Stacy Lombardo, Bonnie McLarenQuorum present? Yes
Others Present: Signed-in members of Poplar Hill Homeowners Assn.

Paul Riccio
Robin Riccio
Horst Maggard
Cathie Coppedge
Eleanor Hamilton
Joseph Fox
Jeff Morrow
Gerald Carter
Laura Kirshgraber
Bob Storey
Amber Earl
Andy Guertin
Dian Krone
Justin Meeks
Andre’ Hinton
J.J. Hinton
Terry Paul
Paul Nelson
Tiffany Nelson
Phyllis Fox
Diane Vangyija


Proceedings:

· The President welcomed Members and introduced Board.

· The Secretary read the Minutes of the October 17, 2009 Quarterly Members’ meeting. There were no additions or corrections to the Minutes and they were accepted as read.

· The Treasurer was asked to give a Year-To-Date report. Before giving the report, the Treasurer explained to the Members that the Members decide how the Association Dues are spent each year.

The Treasurer gave said Year-To-Date report. Each Member present had received a copy of said report upon signing in.

· The President then proceeded to give a year in review for 2009. It is as follows:
Cul-de-sacs are all finished and Members are now volunteering to remove weeds.
Street signs have been replaced, not repainted.

Maintenance of street lights is now being done by a Member electrician, Ray Ashford, who has done an excellent job this past year, including replacing a street light which was destroyed by a runaway trampoline.

Traffic control is handled by the County and we were unable to get additional STOP signs where needed. However, the County did replace the STOP signs that were faded.

Collection of Dues was a priority. Liens were filed for unpaid Dues, including unpaid late charges.

Quarterly meetings were held.

A violation committee was considered, however, as we only had 1 volunteer, the Board has been handling each violation as it has been reported.

Legal information has been obtained regarding amending the Deed of Restrictions, however, there is a need for a committee to handle the details and there has been no volunteers.

A new Blog site has been created.

Drainage problems have been addressed.

Violations in the neighborhood have been addressed, when presented to Board.

Board has dealt with home in foreclosures regarding upkeep and HOA Dues.

Established Decorating Committee

Established Welcoming Committee

· The President set out Projects to be addressed in 2010:
Establish a Neighborhood Watch.
Work to resolve existing drainage problems.

· The Annual Meeting was called to order at 7:15 p.m. by the President. The President explained the Rules of Order for the meeting. He also reviewed the By-Laws Rule regarding one (1) Vote per Household.

Then the President asked for a Motion from the floor that the Members retain the current Board of the Association.

Laura Kirshgraber made such a motion and J.J. Hinton seconded said motion. The motion was passed unanimously.

The President then introduced John Doss, Stormwater Coordinator for Montgomery County.

Mr. Doss proceeded to pass out pictures of a major drainage issue near the front of the subdivision where the stormwater leaves the subdivision. He spoke in detail about this matter and convinced the Members present to address this drainage problem with urgency. He mentioned if unresolved in the near future that the Association might find itself with legal problems from the State of Tennessee and/or the property owner adjacent to the entrance of the subdivision.

Gerald Carter (3451 Poplar Hill which is right off of McAdoo Creek Road) said that if Members look along McAdoo Creek Road toward the school that all residents have a drainage pipe under the entryway to their property, but Poplar Hill does not. Mr. Carter said that there are several homes whose properties are flooded, because the water cannot run through to McAdoo Creek. It was recommended by Mr. Doss that the President contact Mike Frost and discuss this issue.

NEW BUSINESS

After Mr. Doss’ presentation, several Members suggested that we need to prioritize all drainage problem areas and possibly propose an Assessment to take care of the expenses. One Member said that Dues should not be raised.

· The Treasurer was asked to give the proposed 2010 Budget. The Treasurer presented two (2) separate budgets: one including the drainage expenses and one without the drainage expenses. The drainage expenses in the one report reflected the expenses for the four (4) smaller drainage problems in the subdivision. Each Member present received a copy of each of these reports.

· The Treasurer then presented a third (3rd) proposed 2010 Budget which included ONLY the one (1) drainage problem relating to the exit of stormwater from the subdivision. That is the drainage problem explained in Mr. Doss’ presentation.

There was much discussion among the Members present regarding how to pay for this major drainage repair which conservatively could cost approximately $10,000.

One of the discussions related to the amount of Accounting fees for 2010. The Treasurer explained that we will be billed for two (2) billing cycles in 2010 to facilitate collecting the annual Dues in advance. Annual Dues will be collected July 1, 2010 for the year 2010 and December 1, 2010 for the year 2011.

There continued to be much discussion among the Members, mostly related to how much should the Annual Dues be raised. The amount of $120.00 per year was mentioned during part of the discussions.

Robin Riccio made a motion to approve the third (3rd) proposed 2010 Budget and also to raise the Association Dues to $100 per year. Said motion was seconded by Andy Guertin and a vote taken. The vote was 16 FOR and 0 AGAINST.

Justin Meeks suggested that the $35 that will be collected per household because of the drainage problems be kept in a separate bank account. The Members present were in agreement with that suggestion. The Board will open said account.

Amber Earl made a motion to establish that out of the five (5) drainage problems that the Association is aware of at this time, that the drainage problem presented by Mr. Doss should be addressed and resolved first. The motion was seconded by Diane Vangyija and the vote was 15 FOR and 0 AGAINST.

The President brought up the fact that at the January 31, 2009 Annual Meeting that it was recommended that the Association find out how to amend the Deed of Restrictions to enforce them without legal proceedings.

The President explained to the Members present that it takes 51% of the 281 homes, [one (1) vote per home] to vote for changes to the By-Laws and Deed of Restrictions. It is a huge undertaking to:

Obtain suggestions for changes to these documents,
To decide which suggestions should be put on the ballot, and
To get the (notarized) signature of one (1) person per household on a ballot.

At this Annual Meeting, three (3) volunteers stepped forward to work with the Board and Members to get this process started: Andy Guertin, Stacy Lombardo and Joseph Fox. However, more committee members will be needed.

· Deed of Restrictions Infringement: It is recommended that the Association find out how to amend the Deed of Restrictions to enforce them without legal proceedings.· Meeting adjourned at 9:00 p.m.