Manorfield Home Association

Manorfield Home Association

Minutes of Meeting

September 18, 2005

A meeting of the Manorfield Home Association (MHA) was held on Sunday, September 18, 2005 in the gazebo. All officers were present:

Marcella Robinson President Judy Trosell Vice-President

Connie Wilson Treasurer Joanne Madden Secretary

The following Homeowners, including officers, representing 14 of the total of 41 units, were present:

Richard Berardinelli	Shirley Crock	Gilda Hertel
Marcella and Robert Robinson	Jake and Vera Foust	Jim Petrocelli
Judy and Ken Trosell	Debbie and Dave Rosetti	Donna Taber/ Joanne Madden
John and Velma Musso	Connie and Jack Wilson	Randy Lamendola
Debbie Zimmerman	Carol Grimm

The Grimms (Carol and Ralph) renting Unit #41 also attended.

Marcella Robinson, President, called the meeting to order. Marcella offered condolences on behalf of the entire community to Gilda Hertel and to the family of Paula Lease for the deaths of Bruce Hertel and Paula Lease.

OLD BUSINESS

The minutes from last year’s meeting were read and unanimously accepted.

TREASURER’S REPORT

As of September 17, 2005 the closing checking account balance was $3,408.51; CDs to mature 8/06 and 9/05 total $13,867.75. See attached spreadsheet for details. Dues in arrears: 4 houses for a total of $108.

The Treasurer’s report was unanimously approved.

ELECTIONS NEXT YEAR

Marcella reminded all in attendance that next year we will be electing officers again and that all residents should consider volunteering for an office. A discussion was held concerning the manner in which officers are “elected” each term. A resident had mentioned the need to have a quorum and that we should hold elections to select the officers; there is no requirement for a quorum for an elected office only a majority. It was noted that only once since Manorfield was taken over by the residents from builder (about 16 years ago) has there been a need to have elections; this was the only time that more than one person has been interested in holding a particular office. Every year since that time there has only been only one volunteer for each office or committee position, despite the repeated pleas for MHA residents to come forward. Ken Trosell and Neil Derr will prepare a letter to the residents next year well in advance of the meeting to solicit names of individuals who are interested in holding an office for the next 2-year term. This is intended to ensure that all residents have an opportunity to volunteer even if they are unable to attend the September meeting. A motion was passed to have MHA residents be advised in writing 30 days in advance of the meeting of the names of those volunteering for the various offices. If more than one person is interested in an office then sealed voting will be required. More details will be provided next year.

DUMPING ON MANORFIELD PROPERTY

Despite the signs that have been posted, the residents of Manorvue whose backyards adjoin the southern boundary of Manorfield have been dumping their lawn and garden waste in the area that separates the two communities. This area belongs to Manorfield; several Manorvue residents were approached by Manorfield residents and advised that they are illegally dumping but the practice has not been discontinued. Marcella stated that she would call the Murrysville Police to ask for their advice and the legal repercussions of dumping on private property. Additionally, she intends to send letters to the Manorvue residents whose property abuts Manorfield and advise them that the dumping must be stopped immediately and that any violators will be prosecuted. The MHA residents are requested to alert a Board member if they view a violation in progress. Marcella also offered to call Dean Borst (builder) to ask if there is a Manorvue Home Owners’ Association; if so, then the association will also be advised of the action to be taken against the violators.

CONDITION OF THE GRASS IN THE COMMON AREA

There was concern voiced over the condition of the grass in the common area surrounding the gazebo. The lack of rain during most of the previous years, coupled with the quality of the topsoil, the grade of the land and the hot spots (subterranean building artifacts) have led to a browning of the grass late every summer. This summer has, however, been unusually dry causing the browning to occur earlier, over a larger area. Marcella called the MHA lawn care service (Foust) who advised that as soon as it rains the grass will become green and will fill in the brown spots (as it did last year). Further, they stated that even if we would request them now to reseed the lawn, they would not do it until Spring when there will be adequate rain to ensure germination of the seed. A motion was made that the grass should be cut when 3” or higher and, during a drought, a judgment should be made as to whether it should be cut at all. The motion was carried.

MAILBOX AREAS

In response to a question by a resident, Marcella advised that all MHA residents are responsible for keeping the common areas picked up and free of debris. There is no one assigned to do that for us.

SAFETY ISSUES

Concern was voiced over the safety of children in the road. Residents are worried that motorists coming into the plan or pulling out of their driveways may have difficulty seeing fast moving scooters or bicycles shooting out of the parking pads into the street or coming into the road from the sidewalk. Parents are requested to discuss safety and the safe operation of any bicycle or motorized riding toy on the road with their children (and their children’s visitors).

GAZEBO DAMAGE

Children need to be advised to treat the gazebo gently. Several of the benches have broken slats (again). The storm damage to the shutters near the cupola will be repaired shortly.

CLEAN UP AFTER DOGS

A resident stated that there was a problem with someone not cleaning up after unsupervised pets in the common ground. As a reminder to all residents with pets, you must pick up after your pet and, when outside your home, your pet must be supervised at all times. If your pet is a “good citizen” it need not be leashed, otherwise you must restrain your dog. (The Treasurer has the petition that MHA residents signed many years ago allowing supervised dogs to be unleashed in our community.)

ARCHITECTURAL COMMITTEE REPORT

The Architectural Committee Chairman, Carol Grimm, performed a walk-through of the community in May 2005 and sent out letters to 27 residents advising them of a problem that needed to be repaired. All but a few have corrected the identified condition. The committee had several requests for changes and all were dispositioned within the stipulated timeframe. As our community ages there will be more and more repairs required to our homes. Residents are requested to perform their own critical evaluations of their property and keep up with repairs. The Architectural Committee is in existence to maintain our collective property values and the beauty of our community, not to create enmity among neighbors. Carol and her committee were given resounding applause for their efforts this year on behalf of the entire MHA.

PAINTING THE UTILITY BOXES

Robert Robinson completed the painting of all of the gray utility boxes (except on one unit that did not want their utility box to be painted). Robert has extra paint and advised that anyone wishing to use some to paint the gas meter behind their home should see him.

MANORFIELD SIGN

Rich Berardinelli repaired the one of the decorative panels (arched) on the front sign with a white concrete and white paint. Rich was thanked for taking on this project, on his own initiative, to improve the appearance of our entrance.

SLOW DOWN COMING INTO MANORFIELD

The home owners in Unit #2 are requesting that drivers who are coming into Manorfield Circle and turning right to slow down. They have had several "near misses" occur while backing out of their driveway.

HIRING A MANAGEMENT FIRM FOR MHA

In the event that there are no volunteers for office next year MHA might have to hire an outside firm to perform the duties now being undertaken by volunteers. Please note, however, that although the management company would handle most of the issues, a Board would still be necessary to provide guidance/direction to the firm. Robert Robinson researched management firms that perform these types of duties. The attached contains the details of his research for your information.

Several points were made during the discussion on this subject, as follows:

· The Bylaws permit the Board to decide to hire the management firm without consulting the residents.

· May be difficult to have a management firm for MHA since our Bylaws are outdated, in some areas and there are rules that we have never enforced (and don’t intend to), (i.e. no more that 1 pet per household). Would have to revise the Bylaws and make them meaningful for the community.

· Bylaws would be nearly impossible to revise since we would not be able to get agreement by 90% of community to one set of Bylaws. (Note: As of October 2006 changing the bylaws will only require a 75%, versus 90%, vote.)

· The firm would perform all of the time-consuming tasks leaving only a minimal amount of oversight required by the Board.

· The current Board should not hire a firm without the consent of the community, regardless of the Bylaws.

MEETING TIME

There was discussion concerning the most convenient time to conduct the annual MHA meeting. This subject will be revisited before next year’s meeting.

No further business was presented. The meeting was adjourned.

Minutes Prepared by:

Joanne C Madden,

Secretary

Attachment: Management Firm Details

Treasurer’s Report

MANAGEMENT FIRM DETAILS

Robert Robinson reported upon his search for a management company that could administer MHA's affairs. He found three local companies that do this. Generally, these companies manage rental properties for landlords, for a 10% surcharge on the rentals.

One of three companies that Robert visited did not wish to handle our association. The second quoted a price of $6 per month, per unit. This company already handles condominium associations and is highly regarded by a real estate attorney who is known to Robert. He did not submit any written details with his quote, but indicated he would do all record keeping and handle all property inspections, common property maintenance and communications with residents.

The final company, Coldwell Banker (C-B), submitted a written quote with the following elements either on paper or verbally in discussions with Robert.

ONGOING MONTHLY SERVICES

- $3.33 monthly per unit for collecting dues, paying bills and submitting detailed monthly reports to MHA on these activities. All dues checks would go to C-B who would deposit them in its own suspense account. All bills would go to C-B, who would remit their check to pay the invoice out of the suspense account. Once per month, C-B would wire transfer to MHA's bank account the difference between the dues collected and the bills paid, and send a detailed report of these activities to MHA.

SECURING PAYMENT OF DELINQUENT DUES

- C-B would, at MHA's request, file the necessary Civil Complaint to secure late payment of dues from residents who do not respond to our usual late payment notice within the allotted time period, just as we've always done. They would charge MHA a fee of $50 for filing the Complaint. If the issue got as far as a magistrate's hearing they would bill another $50 for appearing at the hearing. (It should be noted that under our covenants MHA should recover these fees from the delinquent homeowner, so it may not be a cost to MHA.)

SECURING MAINTENANCE SERVICES FOR THE COMMON PROPERTY

- C-W would secure three bids from contractors for any maintenance work that may be required such as application of lawn chemicals, repairs to the gazebo, etc. However, selection of a bidder would be MHA's responsibility.

ADMINISTRATION OF RESIDENT PROPERTY INSPECTIONS

- Coldwell Banker would bill separately- $100- for conducting property inspections with MHA's Architectural Committee, at MHA's request. At the committee's request, C-B would send written notices, along with applicable photographs, requesting that residents make the necessary repairs.

If a resident fails to comply with the maintenance request, C-B would, with MHA's permission, arrange for repair with the low bidder of three contractors. They would bill the homeowner on behalf of MHA and bill MHA for 10% of the repair cost for this service. (Robert's interpretation of the covenants is that MHA's expenses on such activities are recoverable from the homeowner in the same fashion as court costs for securing payment of late dues.)