Greenbrier Property Owners Association, Inc.

The BrierPatch   August 2015                                  

Notice of Annual Meeting In accordance with the GPOA’s Articles of Amendment and the By Laws, the GPOA Board of Directors does hereby announce that the Annu-al Meeting of the Association will be held at 7:00 p.m. on Tuesday, September 15, 2015, at the GPOA office located at 1021 Eden Way North, Suite 132, Chesapeake, Virginia.

7:00 p.m. If no quorum of 991, meeting adjourned

7:05 p.m. If no quorum of 496, meeting adjourned

7:10 p.m. If no quorum of 248, meeting adjourned

7:15 p.m. If no quorum of 124, meeting adjourned 7:20 p.m. If no quorum of 62, meeting adjourned 7:25 p.m. If no quorum of 31, meeting adjourned

7:30 p.m. If no quorum of 16, meeting adjourned

The annual budget will be reviewed and the as-sessment voted on at this time, as well as the elec-tion of three Board members and IRS Revenue Ruling 70-604. In order to vote at the meeting or to as-sign a proxy, your account must be in good standing.

GPOA Board of Directors approves a $12 per billing assessment increase—$24 per year Now its up to you! As the look of the 70 acres of the Greenbrier Prop-erty Owners Association (GPOA) common ground continues to improve, the Board of Directors (BOD) wants the homeowners of the GPOA to know what improvements have been completed and what improvements are proposed in the up-coming years. Since the last annual assessment increase in 2012, the following major projects have been completed:

Since 2012, $18,957 in sidewalk repairs

In 2013, Woodgate Commons playground re-placement, White Oak Crossing bulkhead re-placement and a fishing dock was installed at a cost of $50,705.

In 2014, the Turtle Rock playground and bulk-head were replaced at a cost of $57,651.

In 2015, the rotting timbers around the Foot Bridge were replaced and riprap was added to reduce lake edge erosion at a cost of $22,310.

A new landscaping company is being utilized and they are providing additional services with weekly mowing during the spring and summer months.

The BOD is continuing to work with our landscap-ers and local professionals to identify areas that require attention to slow or stop the continued ero-sion of the area around the lakes. Based on their advice and recommendations of homeowners, the BOD has proposed to complete several new pro-jects over the next few years as well as continue to replace old playgrounds and expand existing play-grounds (adding new equipment). These projects include:

See next page

Prior Annual Assessments:

2009 $180 2010 $180 2011 $180 2012 $200 2013 $200 2014 $200 2015 $200

2016 $224 proposed 2017 $224 proposed (cannot increase) 2018 $224 proposed (cannot increase)

2015 GPOA

Board of Directors

Debi Jones, President

Woodgate Commons

Sandra Daniels, Vice President

Woodgate Commons

Edward Betz, Secretary

Logan's Mill

Melvin Parker, Treasurer

Bayberry Place

Judy Shangraw, Director

Turtle Rock

Ken Belkofer, Director

David Englehart, Director

Ashley Woods

Continued from front page

GPOA Board of Directors approves a $12 per billing assessment increase-$24 per year

Now its up to you

Replace River Birch Run bulkhead, remove ap-proximately 30 trees around the GPOA grounds and increase seeding and ground cover around Cypress Place at a cost of $79,200.

Install plants near lake edges in select areas to slow down erosion $20,000.

Continue to replace broken sidewalks in many of the neighborhoods at a cost of $43,600.

Replace the playground at 5 acre park (in phas-es) with adult and teen fitness equipment, tod-dler fitness/playground equipment and a possi-ble picnic area at a cost of $45,000.

Install a kayak ramp and riprap near the dock in Bayberry Place at Weber Park at a cost of $10,000.

Expand existing playgrounds with additional equipment and install solar lighting at the en-trance signs for each subdivision costing $7,400.

The planned cost of the improvements over the next few years is $205,200. However, these projects are not possible without an increase in the annual as-sessment. Over the past four years, a lot of work has been completed to bring the GPOA back up to the standards you deserve but it will take your help to continue the improvements and to maintain the progress that has been made. The GPOA annual assessment is one of the lowest in the Tidewater ar-ea. With the planned projects and the required fund-ing for annual upkeep, the BOD has made an in-formed decision to recommend an increase in the annual assessment from $200.00 to $224.00, (an increase of $2.00 per month). This would cause the annual assessment to remain the same for at least the next 3 years through 2018. In order for the assess-ment increase to pass, your help is needed. Please plan on attending the Annual Meeting on September 15th or complete the attached proxy form. No one likes to see their dues increased, however the BOD believes this is necessary to keep the common areas well maintained and that in turn helps to preserve your property values.

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Did You Forget?

Assessments were due on July 31. If you have not paid, please contact the GPOA office. Past due accounts are forwarded to collections where attorney fees, courts costs and interest are added. Please call the office at 547-9229 if your account has not been paid.

Resolution of the Greenbrier Property Owners Association, Inc. RE: Excess income applied to the following year’s assessment - Revenue Ruling 70-604.

WHEREAS, the Greenbrier Property Owners Association is a Virginia corporation duly organized and existing under the laws of the State of Virginia; and

WHEREAS, the members desire that the corporation shall act in full accordance with the rulings and regulations of the Internal Revenue Service;

NOW THEREFORE, the members hereby adopt the following resolution by and on behalf of the Greenbrier Property Owners Association;

RESOLVED, that any excess of membership income over membership expenses of the year ending December 31, 2015, shall be applied against the subsequent tax year member assessments as provided by IRS Revenue Ruling 70-604.

CrimeMapping.com Do you know if there has been any crime in your neigh-borhood? The best way to find out what may be happen-ing in your area is to check the daily crime reports. Chesapeake Police provides information about crime via the web site: Crimemapping.com.

According to CrimeMapping.com:

The site has been developed by The Omega Group to help law enforcement agencies provide the public with valuable information about recent crime activity in their neighborhood. Crime data is extracted on a regular basis from each participating department’s records system and is uploaded daily so that the information being viewed though a web browser is the most current available. This data is always verified for accuracy and all address in-formation is generalized by block in order to help insure privacy is protected. We understand the sensitive nature of crime data and work hard to maintain integrity as well as security with every solution we provide. This service is funded by your local law enforcement agency and is absolutely free for the general public. Any member of the public can sign up to receive Crime Alerts! This ad-ditional service is also free and provides customized re-ports via email to any subscriber. A crime alert email will only be sent to you if there is new crime reported in the area that you have selected for your crime alert email. If you register for crime alerts, your email address and registration information will only be used for Crime Alerts. Your contact information will not be shared with any third parties. You can also unsubscribe at any time.

Chesapeake Police Officers attend most of the Open Forum Meetings and can address any concerns you

may have about crime in your neighborhood.

The Community Emergency Response Team (CERT) will be holding a new CERT class starting on September 15,

2015, at 7p.m. The classes are 7 weeks long and meet on Tuesdays and Thursdays at 7p.m. If you are interested please con-tact Bobby Gelormine at: arge-lormine@cityofchesapeake.net for more information. The CERT website is www.cityofchesapeake.net. Click on gov-ernment and then Fire Department. You can find us on Facebook too.

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Lawn Maintenance Standards Lawns should be mowed on a regular basis, usually at least

once a week.

Weeds should be treated or pulled from flowerbeds and oth-er areas so their growth is controlled in the lawn.

Sidewalks, driveways and street surfaces around your home should be kept weeded and grass free and a clean edge should be maintained. The curbing, gutter and street in front of your home should be kept free of litter and debris as the City of Chesapeake only cleans the streets once a year. It is incumbent on all citizens to keep the road clean in front of their own home.

Trees and bushes should be trimmed to keep them from hanging over a neighbor’s property, sidewalk or street and so they do not obstruct windows or doors. They should be pruned and shaped to their proper height and shape accord-ing to accepted best management practices. Tree stumps should be removed or cut flush with the ground or other-wise hidden from view of the street.

Dead trees and tree limbs should be removed as soon as possible as they could present a safety hazard.

Leaves, gumballs and other yard waste should be placed in clear plastic bags and placed at the curb on trash collection day. Leaves, grass clippings, etc. should not be blown into the street.

Paper and other trash should be picked up from your lawn on a regular basis.

Lawn equipment, grills, bicycles, toys, etc. should be stored out of view of the street when not in use.

Lawn furniture in the front yard is not allowed, however exceptions may be made for small decorative benches or chairs that blend in with the overall appearance of the home. These may be kept near the home’s front entrance or porch but not in driveways or front yards.

The front lawn must have grass and be kept as free of weeds as possible. Bare areas need to be seeded so that the entire front lawn has grass.

At the front foundation of the house evergreen bushes need to be installed in a defined bed area with mulch or other approved ground cover (excluding white rocks). Azalea, holly and hawthorn are examples of the many different types of shrubs that will stay green all year. A minimum of three shrubs should be installed at the largest portion of the front foundation of the house.

Decorative items such as statues and knick-knacks should be kept to a minimum in the front yard. Artificial flowers, bushes, or other vegetation is not allowed.

Where do you park your car?

Please be considerate of your neighbors when you park your vehicle in the street. It is ex-pected that you keep your vehicles in your gar-age (if available) and your driveway. Howev-er, if you have to park it in the street try to keep your vehicle parked in front of your house and not your neighbors. If you have to park it in front of your neighbor’s house be considerate and move it back to your house when a spot opens up. Parking is very limited in many of the neigh-borhoods and some streets have little or no extra parking available especially at the end of the courts. Please be courteous of each other when extra parking is needed! All vehicles should be properly licensed and should not be parked in front of mailboxes, fire hydrants, trashcans, etc.

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GPOA Meeting Dates Open Forum/Board of Director Meetings are always held on the 3rd Thursday of each month at 7:00p.m. All residents are encouraged to attend to share your concerns or comments. Remaining 2015 meeting dates:

September 17

October 15

November 19

December 17

Architectural Review Committee (ARC) meetings are held on the first and third Monday of each month. Your exterior change applications should be submitted by the Friday be-fore the Monday meeting in order to be added to that meeting’s agenda. Remaining 2015 meeting dates:

Sept 7 & 21

Oct 5 & 19

Nov 2 & 16

Dec 7 & 21

Yard of the Month Winners June, July & August 2015

Ashley Woods 1101 Buford Court 1304 Summerset Court 1100 Buford Court

Ashley Woods South 1106 Mill Lake Quarter 1110 Mill Lake Quarter 1111 Mill Lake Quarter

Bayberry Forest 1609 Waterside Drive N.

1242 Lake Point Drive 1239 Lake Point Drive

Bayberry Place 1413 Bayberry Place 1528 Waterside Drive N. 1412 Waterside Drive S. Bayberry Woods 1308 Thyme Trail 1309 Sage Court

1305 Thyme Trail Cypress Place

925 Golden Cypress Court 920 Golden Cypress Court

1304 Cypress Place Logan’s Mill 2206 Logan’s Mill Trail 2026 & 2028 Dawnee Brook Tr. N. 1907 Kelly Run

Mill Quarter 1208 Cedar Mill Square 1201Cedar Mill Square 1227 Mabry Mill Place

River Birch Run 1303 River Birch Run S. 1010 River Birch Court

1336 River Birch Run S. Turtle Rock 900 Sugar Tree Court 915 Sugar Tree Court 925 Sugar Tree Court

White Oak Crossing 901 Scarlet Oak Court North

925 Scarlet Oak Court North* 909 White Oak Court North

Woodgate Commons 1822 Woodgate Arch

1905 Devonwood Common 1801 & 1844 Woodgate Arch

* Corrected from the July BrierPatch

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2013

Actual

2014

Actual

2015

Budget

Annual Regular Assessment $200 $200 $200

Assessment Income 323683 322835 330400

Other Income Attorney collections, resale pkgs. interest on accounts, newsletter ads, etc.

21504 22026 13800

Total Income 345187 344861 344200

Financial Fees CPA Audit and Tax Prep, bank account fees, collection expenses, etc.

6756 4785 5600

Insurance General Liability common grounds, Workers Comp, Director & Officers liability

5261 5813 6000

Legal Attorney retainer, court preparation fees for covenant enforcement, etc.

2661 3252 5000

Postage Bulk mailings, stamps, semi-annual billing 4539 4030 5000

Newsletter Printing and postage for BrierPatch 3127 4949 3500

Office Rent Cost to lease office space 15827 16302 16800

Copy Machine Lease payment office copier 2209 2349 2500

Office Telephone 2 phone lines, fax, internet, cell 3841 3815 3500

Salaries/Taxes 2 employees, payroll taxes, health ins-mgr

(Fed, state, Soc sec, medicare, unemployment taxes)

74883 76088 80060

Common Ground Lighting 113 Dominion VA Power night watch lights, 20 misc. lights

17924 20214 20000

Common Ground Mowing Mow, edge, trim 70 acres turf and 10 miles sidewalks

102747 95583 99880

Common Ground Maintenance Tree trimming & removal, mulch, cave-ins, bench repairs, etc.

32845 39730 30000

Storm Clean-Up Contingency - severe weather tree clean-up 0 7445 10000

Office Supplies Equip. repair, envelopes, paper, etc. 2988 4091 4000

Taxes Federal, state, personal property 546 514 2500

Miscellaneous Mileage, software support, website, license & dues 3733 4372 3100

Reserves Money placed in reserve accounts for major projects 65000 47243 46760

Total Expenses 344887 340575 344200

2016 Pro-

posed

$224

370048

13600

383648

5800

6500

5000

5000

3500

17818

2500

4000

82927

22000

126996

40000

10000

3500

3000

4300

40807

383648

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Greenbrier Property Owners Association, Inc.

Proxy Statement I (we), the undersigned owner(s): _____________________________________________________________ Name—please print

of the property located at: _______________________________________ Property Address

in the Greenbrier Property Owners Association do hereby appoint:

(Please check I or II)

(I) _______ The Board of Directors

or

(II) ____________________________________ (full name)

to serve as my (our) *proxy* in counting towards a quorum and in representing my interest in voting:

1. The election of members to the Board of Directors.

2. The Annual assessment for 2016 ($24.00 increase from 2015).

3. Any other business that may properly come before the Association at the Annual Meeting of the Association on Tuesday, September 15, 2015, at 7:00p.m. at the GPOA office at 1021 Eden Way North, Suite 132, Chesapeake, VA 23320.

This proxy is to be in effect for the Annual Meeting of the Greenbrier Property Owners Association on Sep-tember 15, 2015, and any continuation of this meeting or until sooner revoked by me (us) in writing, received by the presiding officer of the meeting, or unless I (we) am present at the meeting.

Owner signature(s) _______________________________________________

Telephone number ______________________________

Greenbrier Property Owners Association, Inc. 1021 Eden Way North, Suite 132 Chesapeake, VA 23320

Phone: 757-547-9229 Fax: 757-410-1526

8 Greenbrier Property Owners Association, Inc. 1021 Eden Way North, Suite 132 Chesapeake, VA 23320 757-547-9229 gpoa@gpoahomes.org

August 10, 2015

Dear Greenbrier POA Member,

Please allow this correspondence to serve as official notification of the 38th Greenbrier Property Owners Association, Inc. Annual Meeting. It will be held on Tuesday, September 15, 2015, at 7:00p.m. at the GPOA office located at 1021 Eden Way North, Suite 132, Ches-apeake, VA 23320.

The Board of Directors has approved an annual assessment increase of $24.00. This amount would remain the same for at least the next 3 years. The annual operating budget, IRS Reve-nue Ruling and proxy statement are attached. Please complete the proxy statement and re-turn it to the GPOA office if you are not planning on attending the meeting. The proxy state-ment allows someone who is present at the meeting to vote on your behalf. The proxy state-ment is not a voting form. Please contact the GPOA office at 757-547-9229 or email at us at gpoa@gpoahomes.org if you have any questions.