Stoney Glen South (SGS) Association, Inc.Annual Meeting

February 22, 2016

AgendaStart Time Agenda Item

6:30 Welcome/Introduction of Board & Committee Chairs

6:40 SGS 2015 Update

6:45 Treasurer’s Report

7:00 Community Relation Committee

7:10 ARB Committee

7:20 Correspondence Secretary

7:25 Maintenance Committee

7:30 Neighborhood Watch Committee

7:35 Landscaping Committee

7:40 Bermuda District Supervisor , Mrs. Dorothy Jaeckle

8:10 New Board member nominations & Election results

8:25 Question and Answers

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Board & Committee Chairs

Function Name

Board of Directors

President Wayne Wright

Vice President Dennis Callaway

Treasurer Michael R. Forinash

Recording Secretary Edna Willis

Corresponding Secretary Vacancy

Director John Racer

Director Edward Burgos

Committee Chairs

Covenants Committee/ARB John Racer

Maintenance Edward Burgos

Landscaping Judy Cunningham

Community Relations Dennis Callaway

Block Captains & Neighborhood Watch

Edward Hooker

Support Accounting & Administrative Tawanda Connor3

SGS Builders

• Total of 413 Lots in SGS(Includes Timsbury)

• M&F

– 1 Model home

• Hulbert – 1 lot (Glenmorgan Drive)

• Reeds Landing – Owns 2 lots in SGS

(section #9) Lot 31/12 Beachmere/Dampier

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Budget ComparisonIncome 2015

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Budget ComparisonExpenses 2015

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Budget ComparisonExpenses 2015

Balance SheetDecember 31, 2015

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Committee Highlights: Community Relations

Function:

• Organizes events to unite community

2015 Accomplishments:

• Fall Yard Sale• “National Night Out”• “Movie Night”

2016 Plans:

• Spring & Fall Yard Sales • National Night Out/Move Night/XMAS Light Decor• Golf Tournament (If there is enough interest)• Additional community events as identified

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Function: • Review requests for any modifications to

home/property exteriors to ensure that proposed changes meet all requirements outlined in Association Covenants & Community Standards

• Enforce violations to the Association Covenants & Community Standards

2016 Plans• Utilize hired outside resources to enforce more

covenant violations‐ Mail boxes‐ Trash cans in view of road‐ Mold on property exterior‐ Outbuilding/Shed Violations‐ Fences

Committee Highlights:Covenants Committee (ARB)

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Committee Highlights:Covenants Committee (ARB)

Common Covenant Violations:• Boats in yard/driveway• Outbuildings/Sheds• Unkempt yards/house exterior

– Includes animal pens, missing shutters, clutter– Mailboxes not maintained/painted– Mold on exterior of house/outbuildings, etc

• Trailers/commercial vehicles• Exposed trash/garbage containers• Signs in yard other than real estate for sale

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Committee Highlights:Covenants Committee (ARB)

Citation Procedures:

• The Association reserves the right to notify & fine homeowners and/or renters for any Covenant violations

– Notice must restate the rule, the violation, the possible penalty & the “must correct by” date

– Notice must provide the homeowner an opportunity to appeal to the Board

• Homeowners have the right to initiate court action themselves to stop violations that affect them.

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Committee Highlights:Covenants Committee (ARB)

Enforcement Procedures:

• Single incident fines for violations which are not corrected immediately are charged at $50. Continuing violations fines are $10 per day for 90 days ($900), after which legal action will follow.

• Inability for the homeowner to hold a position on the Board or any Committee; restriction from use of common areas.

• Automatic denial of future ARB requests, until violation is corrected & assessed fines paid.

• Third party collections (Law Firm).

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Committee Highlights:Covenants Committee (ARB)

Common Questions:

• Where can I get a replacement mailbox?– The mailboxes should be approximately 23.75 X 11.125 X 15.

There is no requirement for where you have to buy one, but many local hardware stores carry them. Lowes carries one that meets these requirements (part number 217532).

• Where can I get a replacement mailbox post?– The mailbox posts can be obtained from a number of sources.

• Stoney Glen has a resident that makes them. Information can be found on the Stoney Glen website: http://www.stoneyglen.com/ARB.html

• Stoney Glen West also has an individual who makes them. Please contact me for his information.

• There is also a similar one that is cedar at MailboxWorks online. (search “Newspaper Wood Cedar Mailbox Post”)

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Committee Highlights:Covenants Committee (ARB)

Common Questions:

• I have lived here for years, don’t I get grandfathered in for violations I have had all along?– No. There is no time limit on identifying and addressing

violation on your property.

• Isn’t it ok for me to have a violation if my neighbor does as well?– No. You are responsible for any and all violations of your

property. If you see what you believe is a violation, please report it via the following link: http://www.stoneyglensouth.org/contact-us/

• Is the ARB in this to make money?– No, the fees are intended as an incentive to have violations

corrected. Any funds in excess of expenses incurred to address the violations are used for neighborhood improvements

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Committee Highlights:Covenants Committee (ARB)

Common Questions:

• I want to make an improvement, what do I do next?– Complete a property improvement application at

http://stoneyglensouth.org/wp-content/uploads/2013/09/SGS-Property-Improvement-Application.pdf

– You can e-mail sgsarbcommittee@gmail.com

• I have some improvements that didn’t go through the approval process, what now?– Contact a Board member or email

sgsarbcommittee@gmail.com to determine the next steps for your particular situation

• Why types of improvements require approval?– Most exterior modifications require approval. (Deck, screened

porch, shed, pool, fence)

– If unsure, ask.16

Stoney Glen South (web site)

Stoney Glen South(Web Site)

Provide resources to assist

you, neighbors and your

SGS community.

Categories

Calendar

Association Documents

Home Owners Resources

FAQ

Contact Us information

Quick Link

- Home Improvement

Applications

- Covenants &

- SGS Next door site

Website

http://www.stoneyglensouth.org/

Email:

stoney.glen.south@gmail.com

Office# 804-715-9343

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Next-door

free, private

social network

for you, your

neighbors and

your community.

Categories

Classified

Crime & Safety

Documents

Free Items

General

Lost & Found

Recommendation

Post events

Website

https://stoneyglens

outh.nextdoor.com/

news_feed

Next-door (web site)

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Maintenance Committee

Function: Resolves general maintenance issues in common areas

• Lighting: Lighting repaired and blown out bulbs in street lights replaced by Dominion

• Streets: VDOT repaired potholes

• Irrigation: Extensive repairs to irrigation system along Branders Bridge Rd (e.g., repairs due to freezing)

• Signs: Replaced/repair to poles

• Pet waste stations: Emplaced at the entrances to Stoney Glen South, Timsbury Point, and the Playground

• Fence: Alone Timsbury Pointe Entrance

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Maintenance Committee Highlight:

2016 Plans:

Common Area “Challenge”:• Repaired playground

equipment@ cost $4800.00• Lighting: Work order 6• Signs: erected 3 • Streets: 6 potholes repaired• Ordered Pet waste station (bags)

• Add fence/irrigation system to Timsbury Point entrance

• Erect Pet Waste Station(when easements resolved)

• Graffiti• Damage to equipment• Trash• Unsupervised Children @

Playground

2015 Accomplishments:

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Committee Highlights: Neighborhood Watch/Block Captains

Function: • Empowers homeowners to recognize criminal &

suspicious activity in community • Acts as liaisons between Board & homeowners,

disseminating and/or collecting urgent information

2015 Accomplishments:• Monthly Neighborhood Watch Newsletters• Chesterfield Crime Report • 2015 Monthly Meeting Flyer

2016 Plans:• Maintain contact with local police department• Distribution of information to homeowners

Important Police Phone NumbersNON-EMERGENCY: 748-1251 EMERGENCY: 911 21

Committee Highlights: Neighborhood Watch/Block Captains

National

Night Out

Pictures

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Committee Highlights:Landscaping

Function:• Manages care of lawn, shrubs & flowers in

common areas to include mowing, weeding, trimming shrubs & plantings.

2015 Accomplishments:• Extended fence along Branders Bridge Road north

of Baltustrol toward Timsbury Pointe• Removed tree at playground/Power washed fence• Emplaced Christmas decoration at the entrance• Yard-of-the-Month program• Added new wood chips & mulch• Added grass and flowers at the entrance• Seasonal and permanent plantings near all three

entrances

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Committee Highlights:Landscaping

2016 Plans:

• Yard-of-the-Month program (April – October)

• Seasonal and permanent plantings near entrances

• Add irrigation, lights and extend fence at Timsbury Pointe (when easements resolved)

• Replace tree at playground(as required)

• Playground Clean-Up Day (Kenny ‘s Landscaping will do cleanup & re-mulch)

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Bermuda District

Mrs. Dorothy Jaeckle

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• Married 40 years/Four children's• Re-elected as the Bermuda District Supervisor in November 2011,

and began her second term of 4 years on January 1, 2012 and third term 2016.

• Elected Board’s Vice Chairman in 2011 and 2012. • Elected as the Board's Chairman in 2013.

Committee Appointments/Regional Assignments• Crater Planning District Commission• Tri-Cities Area Metropolitan Transportation Planning Organization• Richmond Regional Planning District Commission• Virginia's Gateway Region Board• Social Services Board• County Employee Benefits Committee• Joint County/Schools Liaison Committee

jaeckleD@chesterfield.gov

New Board Member Nominations & Election

Vacancies– 5 vacancies filling 2-year term

Time commitment– 2-hr monthly meeting– 3-5 hrs outside of monthly meeting depending on

position and requirements

Board Members continuing: – Wayne Wright (currently President)– Dennis Callaway (currently Vice President &

Community relation)

Nominees from the floor for Five openings

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New Board Member Nominations & Election

• Vacancies– Correspondence Secretary – 2 year term – Director at Large – Maintenance – 2 year term

• Board members up for reelection – 2 year term– Michael Forinash - Treasurer– Edna Willis - Recording Secretary– John Racer - Director at Large – ARB Chair

• Time commitment– 2-hr monthly meeting– 3-5 hrs outside of monthly meeting depending on

position and requirements• Board Members continuing:

– Wayne Wright (currently President)– Dennis Callaway (currently Vice President & Community

relation)• Nominees from the floor for Five openings

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• Know rules and bylaws

• Communicate with other homeowners

• Stay involved

• Get approval before you make changes to your

home

• Pay your dues on time

• If you’re fined, accept it and pay

• Run for a position on the board

• Expect the best from your HOA

Tips for Dealing With Your Homeowners' Association

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Questions and Answers

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