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2015 Annual HOA Member’s Meeting

October 15, 2015
7:00 pmto8:30 pm

The annual homeowner’s meeting will be held on Thursday, October 15th, at 7pm at Ephesus Church.

We encourage all homeowners to attend.

Brittni Place HOA – Spring/Summer Update

Beautifying Your Neighborhood and Protecting Your Investment:

As announced at the last owner’s meeting, your HOA is aware that there have been some long standing issues in the neighborhood. Over the past few years your HOA had relaxed the enforcement due to the economic problems many of our neighbors had experienced. Now that the worst was behind us, your HOA has been rededicating its efforts. We hope to return your neighborhood to the condition it was prior to the economic downturn that caused so many foreclosures.

In an effort to be more transparent about these actions, we wanted to share with our neighbors the most recent activities.

Year to date, we have issued over 55 notices to homeowners. The types of notices varied from lawn issues such as unsightly exposed stumps, tall grass/weeds, exposed landscape fabric, and edging materials to maintenance issues such as house paint and mailbox repairs.

In our efforts to inform our neighbors of these infractions, we gave everyone who received a Courtesy Notice the opportunity to correct the problem within 15 days or submit a project plan with an alternate proposed completion date. Please understand that the Courtesy Notice procedure is not part of our covenants, rather the covenants say we should proceed directly with official Step 1 notifications. It’s our intention to be more than reasonable with these requests. But, ultimately we need to make sure the problems are taken care of in order to make your neighborhood look as good as possible.

As you may have noticed, we did hear from many of our neighbors who corrected their issues promptly. Some thanked us, a some were upset and a few fell on deaf ears. Your HOA continues to work hard to protect our most valuable investment, your home. Did you know that landscaping can affect the home’s value anywhere from 5% to 12%? http://pubs.ext.vt.edu/426/426-087/426-087.html

Yard of the Month will be starting again in June. Remember each winner will receive a $50 Home Depot gift card.

8 Tips to Avoid Getting an Enforcement Notice:

  1. Read and understand the Covenants of your neighborhood. If you have a question, don’t hesitate to contact the board. http://brittniplace.com/images/Brittni-Place-Covenants.pdf
  2. Keep your grass cut under 4 inches and clean up after yourself. This includes blowing the street, sidewalks, and driveways clear of clippings or other debris. We’ve seen numerous lawn maintenance companies who aren’t cleaning the streets when they are done. It’s the homeowner’s responsibility to stay on top of your contractor; after all you are paying for their services and you should get it done right.
  3. Don’t let trees or other vegetation grow over sidewalks, or into the streets. Covenants require 6 feet clearing from streets and an extra 3 feet from light poles.
  4. Lawns shall be edged against curbs, sidewalks, and driveways such that no plant growth extends onto these surfaces.
  5. Cover your weed fabric. Nothing looks worse than a yard with bare weed fabric showing.
  6. Keep the exterior of your house looking good. If you have stains, dirt or peeling paint, take care of it.
  7. Don’t park in the grass. We all have large driveways and plenty of room for our vehicles. When you park in the grass you are damaging your lawn and creating bare spots or ruts. Overnight parking on your grass is not allowed.
  8. If you cut down a tree, take the stump with it. Leaving an unsightly stump in the middle of your yard can look unsightly.

Recent Convenant Interpretations:

In an effort to help our neighbors understand the existing Covenants the board note Interpretations. The following Interpretations have been agreed upon and we hope you will find the added clarity beneficial.

Basketball Goal Installations (Board interpretation 1/18/14)
The covenants currently allow basketball goals to be installed behind the rear of the dwelling line without Board approval. However, goals located elsewhere on lots within the subdivision do require Board approval. Board approval of basketball goals will require at least the follow four requirements:

1. The backboard must be clear

2. The pole or upright must be black

3. The goal if placed forward of the rear dwelling line must be located behind the front dwelling line.

4. The goal should not be attached to the dwelling.
All existing goals, prior to this interpretation, will not require approval due to their construction or current placement, we will refer to these as Grandfathered Basketball Goals. All basketball goals including Grandfathered Basketball Goals must be maintained such that they do not become unsightly or result in a nuisance. Once a Grandfathered Basketball Goal is removed for any reason a new goal will require approval if it is located forward of the rear dwelling line. Any basketball goals which were formally approved by the Board will be subject to Like Kind repair/replacement per section 6.3.1 of the covenants. When submitting your basketball goal for approval please include a photo of the goal’s post and backboard, description of the materials and a diagram of the goals placement on your property.

Exposed Stumps (Board interpretation 1/9/14)
All stumps above ground level that are not located in a natural area (meaning lawns or mulched beds) shall be removed or cut to ground level. Exceptions such as stumps that will be covered, out of sight or used in a decorative manner may be submitted to the board for approval.

Community Garage Sale – July 11th & 12th:

The Brittni Place Community Garage Sale is scheduled for the weekend of July 11th and 12th. If you would like to participate, please contact Jerry Slay at jerryslay2000@yahoo.com or 678-618-8935 to pickup your sign. There will be a $10 refundable deposit for the sign. Please make a check payable to the Brittni Place HOA. After the event, just return your sign and we will refund your deposit.

Signs will be placed at key intersections to drive traffic to the neighborhood. We will also place multiple ads on Craisgslist and other online sites as well as free news papers listings. You can help spread the word by sharing the details of  this event on Facebook.

New Board Members:

On November 19, 2013 Kim Daniel stepped down as Trustee. I know I speak for everyone when we say thank you for all the effort Kim put forth volunteering her time on board. On that same day, Michael Strutton volunteered his time and was added to the board as a Trustee. On January 9, 2014 Jerry Slay volunteered his time and was added to the board as a Trustee.

As a reminder your HOA is made up of volunteers, we are your neighbors. The covenants and protections you bought into provide protection to help maintain your neighborhood to a higher standard and help protect you valuable investment. As a current volunteer myself, I encourage you to stay involved in your HOA, by attending annual meetings, providing constructive feedback/input and even consider volunteering your time towards the board.

2013 Holiday Decoration Contest Winners

1st. Matt & Marisol Copocci
4275 River Bend Court

2nd. John & Kim Daniell
9000 River Bend Court

3rd. Jo Brinkley
9055 River Bend Court


Association Meeting Minutes October 22, 2013

Meeting was called to order at 7:05 PM.  We had 19 properties represented at the meeting.

Clarification of Parking Rules – Mark provided some information on the clarifications that we adopted in response to the parking rule section being somewhat confusing.  We pulled out in a separate section the part that speaks about inoperable vehicles and added additionally language to clarify what “parking spaces” are.  There was some discussion but no opposition.  A question was asked about how long a camper or boat could be parked forward of the rear dwelling line on a short term basis for maintenance or loading.  The Board stated that there was not set time limit but was dealt with on a case by case basis.  The purpose of the rule was to prevent frequent and/or long term storage of these items in front of the rear dwelling and detracting from the look of the neighborhood.

Board Vacancy – Mark reported that we still had one vacancy on the Board for Trustee.  Anyone who is interested should contact us to get an idea of the duties.  The board has been operating with 4 members for several years.

Covenant Enforcement Policy – Mark informed the members that beginning January 1, 2014 we would return to our normal enforcement policy that was relaxed somewhat during the economic downturn due to all the foreclosures.  Now that we are down to just 2 properties in foreclosure we wish to continue to enforce the covenants to make the neighborhood the showcase it was previously.  There were no comments or objections.

Neighborhood Garbage Service Contract Proposal – Scott reported that we did not go ahead with the neighborhood wide garbage service since we did not get a volunteer to manage the program.  In addition, since there was a merger of the two companies that we contacted it may have affected our ability to negotiate with the combined company since they service most of the neighborhood already.

Hiring of a Professional Accountant – Doug explained that as the treasurer he found that each time we change treasurers there is a steep learning curve to understanding the accounting software with a number of mistakes being made that must be cleaned up later.  The Board had been discussing the hiring of a professional accounting firm for a couple of years and finally sought out two bids before awarding the contract to Todd Eldrege for the coming year.  We still retain the approval of expenses but he will maintain the accounts and issue assessment notices for the year.  We are hopeful that this will make transitions to new board members easier.  The expenses for this service were not in the budget for 2013 so we will just pull them out of the checking account for the remainder of the year.

Treasurer’s Report – Doug

Hiring of a Professional Accountant – Doug presented the budget year to date status and explained that we are in a deficit this year due to taking on the professional accountant and the contract to painting the mailboxes.  A question was asked about why we went ahead with the mailbox painting when the homeowners at the last meeting decided to just enforce it via the covenant notices.  It was explained that the notices were not having the desired effect and we got a good price compared to what we paid last time so the Board decided to go ahead and have it done saving us a lot of trouble with all the notices.

2014 Proposed Budget – Doug presented the proposed budget for 2014.  It shows a deficit of $3472.07 but since we are budgeting for $4000 in reimbursable attorney fees the Board felt that if we get most of this back the budget will break even.  So we are not anticipating any assessment increase for next year as a result of the projected deficit.

New Business – A question was asked about getting street lights replaced.  It was stated that anyone could call Greystone to get them fixed but you needed the address of the properties on either side of the light.  Another question was raised about where the garbage cans are located for pickup.  One homeowner objected to them being in the sidewalks causing an obstacle to passing.  Another mentioned that they should really not be in the street obstructing traffic either.

Adjourned at 8:00pm after John Carter motioned to adjourn; Steve Snowe seconded; passed unanimously.


Annual Brittni Place HOA Meeting October 22, 2013

October 22, 2013
7:00 pmto8:30 pm
The annual Brittni Place HOA meeting will be held on October 22, 2013 at 7PM located at Ephesus Baptist Church.  The items to be discussed include:
  1. Clarification of the Parking rules.
  2. Filling of one vacant officer position.
  3. Followup on the neighborhood garbage service proposal.
  4. Review of decision to hire professional accountant.
  5. Review of Covenant Enforcement Policy to be implemented first of the year.

2013 Yard-of-the-Month Winners

May – Richard & Judy McMicheal

June – Michael & Michelle Strutton

July – John and Teresa Carter

Association Meeting Minutes November 15, 2012

Meeting was called to order at 7:05 PM.  We had 13 properties represented at the meeting.

President’s Report on the Condition of the Neighborhood – Mark began by stating that we had up to 10 foreclosures in the neighborhood last year and are now down to 3 (2 very recently).  The Board had been lenient on violators last year due to financial crisis but will begin to tighten up requirements.  As a result of most of the properties now owned and occupied he believes that the neighborhood has improved significantly in appearance.

Board Vacancy – Mark reported that we still had one vacancy on the Board for Trustee.  We need the extra person to help manage the new garbage service if it is adopted (to be discussed later).  We will ask for volunteers at the end of the meeting after discussion of the garbage service.

Treasury Update – The budget for 2013 was reviewed.  It was pointed out this budget was in the hole (-$3,310.07) meaning that we were spending more than our estimated income.  Doug explained that two considerations suggested that we could do this.  One was that the income estimate assumes that all homeowner will pay the early payment discount amount of $150 when we almost always have 8 to 10 who end up paying the full amount.  This would generate up to an additional $1000 in income.  Second we received a large settlement of fines from one homeowner last year ($approximately $35,000) and we can use some of this to offset the budget so that we don’t have to increase the assessments.  It should also be noted that in accordance with the HOA vote 2 years ago to establish a contingency fund we moved $25,000 of this money into savings as the full contingency fund.  Lastly, it was explained that we split out the attorney fees in the middle of 2012 so that we could get a better handle on how much we were paying for and how much we were getting back in settlements.  The Board felt that this would more accurately reflect our actual legal expenses.  We should see this better as 2013 progresses.  Richard McMichael motioned to approve; John Ranero seconded; budget approved unanimously.

Neighborhood Garbage Service Contract Proposal – Scott presented the proposal that we received from Waste Industries, LLC.  None of the other services expressed an interest in a neighborhood proposal.  In general, the proposal will save the average homeowner anywhere from $40 to $120 per year depending on their level of service.  In addition, it will reduce the number of trucks running through the neighborhood and reduce the number of days that trucks run through the neighborhood.  They also will provide a large container once a year for a neighborhood trash cleanup.  There were a number of homeowners in favor of this.  One homeowner expressed concern that once this is adopted it will be hard to undo again should some homeowners not be happy with service.  It is hoped that a neighborhood wide service will generate more attention from the company should we have problems.  It was also stated that no one would have to use this service but they would be assessed for the minimum service to fulfill the neighborhood wide contract.  Finally, as a result of the large fine settlement the Board proposes that the cost of the contract for the first year be free to the homeowners in 2013.  A show of support was requested with 11 properties for and 2 against.

Mailbox Refurbishment – A homeowner asked about whether we were going to refurbish mailboxes again.  The Board stated that this has been discussed by the Board this year but we were concerned that the cost last time was large and would use a sizeable chunk of our resources.  It was mentioned that some of that work is now flaking off and several of the boxes have broken latches or hinges.  Ultimately it was decided that we should individually notify homeowners to fix up their mailbox if it becomes unsightly or inoperable rather than use resources from the HOA again.

Adjourned at 8:20pm after John Ranero motioned to adjourn; Eric Collins seconded; passed unanimously.


Holiday Decoration Contest Winners

1st Place: James & Bonita Anderson
9068 River Bend Ct.

2nd Place: Greg & Valerie Rowell
4601 River Bend Ct.

3rd Place: Jeff & Connie Cassanova
8970 Meadow Walk


Holiday Decoration Contest

December 18, 2011

The holidays are upon us! Break out the lights and tinsel! It’s time to decorate! Decorations will be judged DECEMBER 18th. Be sure to hang that last string of lights before dark. Our secret judges will be cruising through the neighborhood when the sun goes down. Winners will have a sign placed in their front yard and receive a Lowes or Home Depot gift card.

1st place: $75 gift card
2nd place: $50 gift card
3rd place: $25 gift card

2011 Yard-of-the-Month Winners

June: Mark & Micah Bowman – 4200 River Bend Court

July: Jeff & Terri Sanders – 8999 River Bend Court

August: John & Theresa Carter – 8995 Meadow Walk

September: Eric & Diereshe Collins – 9067 River Bend Court

October: To be announced.