Web site: http://home.comcast.net/~proboard2

Attendees: Ron Tucker, Troy Wilson, Beth Lange, Don Burke, Clem Kruse, Jeri Fiset,Stephen Bradley, Karen Smith, Leonard Tooke.

President Ron Tucker called the meeting to order at 7:00 PM. The Pledge of Allegiance was recited by everyone in attendance.

Because he has recently been elected to serve on the HOA Board, Ron Tucker resigned from the PRO Board. Ron spoke of the many and varied experiences he has had on the PRO Board and was looking forward to further serving the community in his new position. All those in attendance wished him well and showed their appreciation for his unselfish service to the community.    Troy Wilson explained that according to the By-Laws, that he, the Vice President was required to take the position of President. After the up-coming PRO Board election, the Officers for the Pro Board will be elected by the members.

Stephen Bradley nominated Mike Langley to fill the vacancy caused by Ron Tucker’s resignation. The nomination was seconded by Don Burke. Mike Langley was welcomed to the PRO Board.

Minutes of the 1 December PRO Board meeting were approved. The minutes of the HOA/PRO Board meeting of 5 December were read.

COMMUNICATIONS:  There were none.

TREASURER’S REPORT:

Beth Lange, Treasurer reported:

  Opening Balance 12/01/08  $ 782.17

  Expenses for December  $   20.00

  Closing Balance 31 December ’08  $ 762.17

  CD in the amount of $ 9118.15.   Annual yield 3.50%.   Due August 2009

OLD BUSINESS:

A resident read some notes of some past suggestions he had made and was satisfied with the results.

NEW BUSINESS:

President Wilson commented that three Board seats are to be filled at the annual meeting in April.  He appointed a nomination committee to be chaired by Karen Smith, with Stephen Bradley and Don Burke serving.

President announced a committee to be formed at the request of the HOA Board to examine the possibility of solar heating assists for the Plantation pools:  Troy Wilson, chair, with Ron Tucker and Mike Langely serving.

A resident complained about residents not picking-up after their pets along the walking trail. There was some discussion that it may largely be the droppings of Cranes and wild animals, however all residents should accept the responsibility of cleaning up after their pets.

A resident stated that 21 trees along the Blvd. have been removed and not replaced.

A resident suggested the bylaws be changed to eliminate term limits (2 terms) of PRO Board members. This item was tabled at this time, since no director is affected for at least another year. Also some discussion was raised whether monthly meetings of the PRO Board should be less frequent.

Some residents, not handicapped, have been using Handicap parking spaces. This violation is both a moral and legal violation.

A resident asks whether there is any plan to expand use of swim pool handrail covers?

A resident stated that some handicap parking spaces are not properly marked.

The meeting adjourned at 7:50 PM.

Leonard Tooke, Recording Secretary

Web site: http://home.comcast.net/~proboard2

In attendance:  Dennis Latiak, Troy Wilson, Ron Tucker, Stephen Bradley, Jeri Fiset,

 The following topics were discussed:

 Q: What are the start and stop times for outside contractors working within the Plantation, and can they be restricted to a five day workweek?

A:  They are admitted at 7:30 a.m.  They are not supposed to begin any form of disruptive work until 8:00 a.m.   We have not found it practical to track their departure times.  Frequently contractors, especially lawn service companies, find it necessary to work late or on the weekend to make up for weather delays, or at resident requests.  We will forward the question of Sunday work to the HOA Board for future consideration.

 Q:  Recently a Times insert advertised a Plantation rental property which is owned by the advertising realtor. Is this permitted?

A:  Yes.  Anyone may pay for the inclusion of an advertising insert as long as it is not in some way offensive.  These advertisements go a long way toward paying for the Times.

 Q:  Why are the hedges around the Pine Hill lift station again showing signs of distress?

A:  These lift stations belong to Leesburg Water.  They have not been maintaining them.  The HOA is working with Leesburg water and Valley Crest toward an arrangement whereby Valley Crest would  provide the physical maintenance for the screening hedges around the stations and Leesburg Water would provide the irrigation.

 Q:  Can the publication of the monthly HOA assessment in the Times serve the HOA due diligence requirement, thereby saving significant postage, paper and handling?

A:  The Times notification, together with kiosk posting and channel 20 could probably serve the due diligence requirement.  We felt it necessary to alert residents in several ways of the amount and proper procedure because of the change to in-house collections.  We will look at next year in the light of the situation at that time.

 Q:  Is there any other HOA activity at this time that would be of interest to the residents?

A:  Yes. The HOA elections were conducted earlier this week.  521 votes were cast.  The  new Board of Directors is as follows:  Bill Sendelbach, President; Pam Snyder, Vice President; Lyle Johnson, Secty/Treasurer; Carl Fimmano, Director; and Ron Tucker, Director.

   We are currently engaged in the installation of an advanced telecommunications system that will greatly enhance communication among the security sites, administration and the recreation centers.  This will reduce the number of separate leased phone lines in the Plantation, tie the gates together more tightly and reduce resident inconvenience in accessing various functions.  We hope to be on-line around the end of the year, or very early in 2009.

   We have also ordered and received a good deal of replacement equipment for the Ashley workout  center, and expect to install it over the next couple of weeks.

The meeting was adjourned at 8:25 a.m.

MINUTES OF PRO BOARD----1 DECEMBER, 2008

Web site: http://home.comcast.net/~proboard2

President Ron Tucker called the meeting to order at 7:00 PM. The Pledge of Allegiance was recited by all in attendance.

Minutes of the 3 November Pro Board meeting were approved. Then the minutes of the 7 November PRO/HOA meeting were read.

COMMUNICATIONS:

A resident asks if the Plantation has formal start/stop times for outside contractors, and whether they could be restricted to a five day work week?

DIRECTORS’ REPORTS:

Jeri Fiset reported that the PRO Board has agreed to sponsor a poolside breakfast at the Manor pool on Saturday before Easter. This will be the same day as the Easter Egg Hunt, and a significant attendance is expected.

Ron Tucker reported that the website is showing a consistent modest decline in hits/day.

OLD BUSINESS:

A resident reports that the lift station at Pine Hill is again showing signs of the hedges dying or being unattended.

NEW BUSINESS:

A resident noted that a Times insert contained an advertisement for a rental property within the Plantation, and wishes to know if this is permitted?

Ron Tucker reported that the HOA Board has asked the PRO Board to study the feasibility of solar heating assists at the pools, particularly at the Hermitage.  A committee will be formed.

A resident asks whether the publication in the Times can serve as the due diligence notification of the monthly HOA  assessment, thereby providing a significant savings in postage, paper and handling?

TREASURER’S REPORT:

Balance 11/01/08   $728.17

 Expenditures             0

Balance 11/30/08    $728.17

CD in the amount of $9118.15, annual yield 3.5%  Due: Aug. 2009

The meeting was adjourned at 7:40pm.

Troy Wilson, Acting Recording Secretary

PRO BOARD/HOA MEETING----7 NOVEMBER 2008

Web site: http://home.comcast.net/~proboard2

In attendance:  Dennis Latiak, Troy Wilson, Lyle Johnson, Karin Smith, Leonard Tooke, Stephen Bradley, Jeri Fiset, Don Burke

The following topics were discussed:

Q:  When will the remaining pickleball courts have safety pipes installed along the bottom of the fences?

A:   The Manor and Ashley courts have been done.  The courts at the Hermitage are still too new to be effective.  We will install them after the fences there have assumed their shape from collisions, leaning, etc.

Q: What can be done about irrigation flooding at the Hermitage pickleball courts?

A:  The sprinklers will be examined and adjusted.  This is an on-going process.

Q: What can be done about a house that has an untended lawn?

A:  Provide the address and the owner will be sent a letter.  If the house is in foreclosure, we will attempt to work with the bank to find a solution.  We have several that we are maintaining, but there are some where we don’t have the authority to   activate the water system.

Q: How was attendance monitored for the recent “open house?”

A:  Prospects called the realtor, who then prepared a list of expected attendees to Security.

Q: What can be done about improper sale or rental signs in resident windows or on the lawn?

A:  Provide the address and they will be removed.  Several have already been removed.

Q:  A resident asks how to become involved in the planned renovation of the crafts room?

A:  Residents should submit their ideas on this or any other similar project to administration. 

Q:  What can be done about a dead tree on the walking trail?

A:  It is not clear that the tree has died.  Some of the young trees go dormant at this time of the year.  If it is determined to be dead, it will be removed and replaced in a future rainy season.

Q:  Can Valley Crest provide a community compost facility?

A:   No.  Facilities of this size bring a significant number of problems of their own.

Q:  Can the hedges be further trimmed at the Longmeadow entrance?

A:  The hedges have been re-cut.

Q:  Can traffic offenders be punished by removal of their bar-code privilege?

A:  There are better remedies under the covenant. The first task is to reliably identify the offenders.

The meeting was adjourned at 8:40am.