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SYCAMORE SPRINGS MEETING NOTES JULY 1, 2015 AT CAMPIONI’S RESTAURANT IN SPRINGBORO, OH

 

1.   REGISTRATION OF THE HOMEOWNERS ATTENDING THE SS HOA MEETING AT CAMPIONI’S IN SPRINGBORO, OH.   OPENING OF MEETINGAT 7:00 PM.

 

2.  ELECTION OF BOARD MEMBERS:  ASSIGNED TRUSTEE FOR THIS MEETING WAS DAVID GEIGER, RESIDENT OF 230 SYCAMORE SPRINGS DRIVE, SPRINGBORO, OH 45066.  DAVID DISTRIBUTED AND COLLECTED THE BALLOTS FOR THE SELECTION OF THE BOARD MEMBERS BY MAJORITY VOTE ON THE AMENDMENTS TO THE SSHOA BYLAWS. ONE VOTE PER HOUSEHOLD IS ALLOWED.

 

 3.  A SYCAMORE SPRINGS RESIDENT REQUESTED PARLIAMENTARY PROCEDURE BE APPIED TO THE SSHOA MEETING IN ORDER TO COMPLETE THE PROCESS FOR VOTING ON THE ELECTION OF THE BOARD AND ADDITION/MODIFICATION OF BYLAWS WAS NOTED DURING THE HOA MEETING.   THIS REQUEST FOR PARLIAMENTARY PROCEDURE TO BE CONDUCTED DURING THE SSHOA MEETING WAS NOT IMPLEMENTED DURING THE SESSION.   FUTURE CONSIDERATION OF PARLIAMENTARY PROCEDURE FOR THESE HOA MEETINGS TO IMPROVE THE INTERACTIVE FLOW OF THE MEETING WILL IMPROVE THE QUALITY OF THE DISCUSSION WITH ORDERLY RECOGNITION OF THE SPEAKER ON THE FLOOR AT THESE MEETINGS. 

 

 4.  THERE WAS DISAGREEMENT ON THE PROCESS OF VOTING FOR PASSAGE OF THE BYLAWS BY THE LACK OF COMMON UNDERSTANDING IN THE USE OF TERM “QUARUM” IN THE EXISTING SS BYLAWS AND THERE WAS A MOTION BY SARAH BURNS FOR A MAJORITY VOTE BY THE SSHOA RESIDENTS TO DELAY THE VOTE ON THE PROPOSAL TO AMEND THE BYLAWS IN THIS MEETING.   THE MAJORITY OF THE RESIDENTS AGREED TO DELAY THE VOTE ON AMENDING THE BYLAWS AND PROCEEDED TO VOTE ON THE APPOINTMENT OF THE BOARD OFFICERS.

 

5.  RICH SALWAN INDICATED HE WAS INTERESTED IN ADDING HIS NAME TO THE ELECTORAL BALLOT AS A FIFTH OFFICER ON THE SSHOA BOARD.   ALL SS VOTING BALLOTS ADDED RICH’S NAME TO THE LIST OF CANDIDATES.

 

6.  THERE WERE 23 CASTED BALLOTS AND FIVE PROXY BALLOTS WERE SUBMITTED BY RICH SALWAN.  THERE WERE 17 VOTES FOR THE STATUS QUO FOR THE RE-ELECTION OF THE INCUMBENT SS BOARD MEMBERS AND RICH SALWAN WAS UNANIMOUSLY ELECTED TO THE BOARD AS A FIFTH BOARD MEMBER.

 

7.  RICH SALWAN VOLUNTEERED TO SET UP A COMMITTEE TO DISCUSS INTERPRETATION OF THE PROCESS THAT MUST TAKE PLACE IN ORDER TO LEGALLY AMEND AND ADD TO THE EXISTING SSHOA BYLAWS.   RICH HAS ACCEPTED RESPONSIBILITY FOR SELECTION AND ORGANIZATION OF THE GROUP OF SS HOMEOWNERS THAT WILL CONDUCT THIS INVESTIGATION ON THIS COMMITTEE.

 

8.  RON WEAVER, THE PRESIDENT OF THE SSHOA, PROVIDED AN UPDATE ON THE CONDITION OF THE REPAINTED SIGN LOCATED AT THE SS ENTRANCE.     TERMITES HAVE DAMAGED THE SIGN AND AS A RESULT, THE ENTRY WAY SIGN WILL BE SPRAYED TO PREVENT FURTHER DETERIORATION OF THE SIGN.   LOOSE MORTAR AROUND THE FOUNDATION OF THE SIGN IS TO BE REMOVED AND REPLACED WITH MATCHING MORTAR BOND MATERIAL.   NEW FLOWERS WILL BE ADDED TO ENHANCE THE ENTRANCEWAY THIS WEEK.

 

9.  BETTY SARNIGUET, THE SECRETARY FOR THE SSHOA, HAS BEEN INFORMED BY THE INSURANCE REPRESENTATIVE FOR THE SSHOA, THE SS POND AREA NEEDS TO ADD MORE LIGHT FIXTURES TO THE POND AREA.     EXPENSE FOR THIS ITEM WAS NOT REFERENCED.  THE DAMAGED MAIN STREET LIGHT OWNED BY THE SSHOA WILL COST $4,000.00 TO REPLACE.  BETTY HAS ASKED DUKE ENERGY IF THEY WOULD BE INTERESTED IN TAKING OVER OWNERSHIP AND MAINTENANCE OF THE MAIN STREET LIGHTS LOCATED ON SYCAMORE SPRINGS DRIVE. 

 

10.  RICH SALWAN, THE FIFTH SSHOA BOARD MEMBER INQUIRED ABOUT CONFIRMING THE  CORRECT INTERPRETATION  OF THE PHRASE  REFERENCED IN THE BYLAWS “CHANGING THE PLATT RESTRICTIONS UNTIL 2015.”   DOES THE HOA BOARD STILL HAVE THE REMAINDER OF 2015 TO CHANGE THE PLATT RESTRICTIONS BEFORE THEY ARE AUTOMATICALLY RENEWED FOR AN ADDITIONAL 10 YEARS?  BETTY WILL CLARIFY THIS POSSIBILITY.

 

11.  RAY BOLAN, A RESIDENT OF SS, HAS ASKED IF THERE IS ANY NOTICEABLE SOLID MATERIAL RUNOFF FLOWING INTO THE POND AREA.   A BOARD MEMBER WILL NEED TO CHECK IF THERE IS ANY NOTICEABLE COLLECTION OF DEBRIS IN THE POND.  IF THERE IS DEBRIS IN THE WATER, FROM WHAT SOURCE IS THE SOLID MATERIAL FLOWING INTO THE POND?  

 

12.  RIC CORMIER, A RESIDENT OF SS, HAS ASKED IF THE BOARD IS AWARE OF THE HIGH COST OF DREDGING THE POND IF IT SHOULD BE REQUIRED.  BETTY IS AWARE OF THE ESTIMATED COST IN THE $16K-18K RANGE.  BETTY HAS CONFIRMED THERE IS NO NEED TO DREDGE THE POND AT THIS TIME ACCORDING TO THE CITY OF SPRINGBORO.

 

 13.  BETTY SARNIGUET ALSO MENTIONED A FENCED SAFETY PROTECTION GUARD OVER THE POND CULVERT IS NEEDED AT THIS TIME.   THE COST FOR THIS GUARD IS STILL UNDER INVESTIGATION.

 

14.  SARAH BURNS, THE TREASURER FOR THE SSHOA, CONFIRMED THERE ARE MANY PROJECTS THAT ARE REVIEWED AND PRIOTIZED BY THE BOARD BASED ON THE URGENCY AND AFFORDABILITY OF THOSE PROJECTS TO BE IMPLEMENTED.    THE 2015 BUDGET IS CURRENLTY AVAILABLE TO SS RESIDENTS UPON REQUEST.

 

15.  KEVIN SMITH, THE VP OF THE SSHOA, MENTIONED THE CITY OF SPRINGBORO HAS AGREED TO REPLACE ALL OF THE STREET SIGNS IN SYCAMORE SPRINGS.  THE CONTACT PERSON AT THE CITY OF SPRINGBORO FOR THE SIGN REPLACEMENT IN SS IS RYAN MICHEL (937)748-0020 X114. THERE WILL BE A CONSTRUCTION PROJECT MANAGED BY THE CITY OF SPRINGBORO THAT WILL INVOLVE LEVELING THE GRADE OF AN EXISTING DIP ON LYTLE-FIVE POINTS ROAD JUST WEST OF THE ENTRANCE WAY TO SYCAMORE SPRINGS DRIVE.   THIS PROJECT WILL HAVE A DIRECT IMPACT ON THE ENTRANCE WAY MEDIAN AT SYCAMORE SPRINGS.    AS A RESULT OF THE IMPACT OF THIS CONSTRUCTION PROJECT, THERE IS A POSSIBILITY THE CITY OF SPRINGBORO WILL FUND THE COST FOR A NEW SIGN AND MEDIAN ENTRANCE WAY.   DISCUSSION OF THIS POSSIBILITY IS TAKING PLACE WITH DAN BORON, THE PLANNING SUPERVISOR FOR THE CITY OF SPRINGBORO.  DAN CAN BE REACHED AT (937)748-6183.

 

16.  ROBERT’S RULE OF ORDER (PARLIAMENTARY PROCEDURE) WAS RECOMMENDED A SECOND TIME BY A SS RESIDENT.     A RESIDENT OF SYCAMORE SPRINGS RECOMMENDED THE ROBERT’S RULE OF ORDER NEEDS TO BE APPLIED TO FUTURE SSHOA MEETINGS TO ALLOW FOR BETTER COMMUNICATION AND DIRECTION FLOW OF THE SUBJECT MATTER UNDER DISCUSSION.

 

17.  CLOSING OF THE SSHOA MEETING AT CAMPIONI’S ON JULY 1ST, 2015.

 

 

LISTING OF BOARD MEMBERS ELECTED TO THE SYCAMORE SPRINGS HOA ON JULY 1ST 2015

RON WEAVER, PRESIDENT

KEVIN SMITH, VP

ELIZABETH SARNIGUET, SECRETARY

SARAH BURNS, TREASURER

RICH SALWAN, 5TH BOARD OFFICER

 

 

 

 

 

Dear Homeowner,

We would like to notify you of our annual Home Owners Association voters meeting scheduled for Wednesday, July 1st, 2015 at 7:00pm at Campioni’s (92 Edgebrook Dr., Springboro).  We will be covering the following agenda:

·         Annual election of the Board.  All current board members are on the ballot again and write-ins can also be included at the meeting.  The current ballot includes:

o   Ron Weaver              Betty Sarniguet

o   Kevin Smith              Sarah Burns

·         Recommended bi-law changes:

o   Article III, Section 1, Bylaw changed to read, “Annual Meeting will be held in June or July of each year.”

o   Article 5, Section 1, Bylaw changed to read, “Nominations will be announced and voted on during the Annual Meeting.”

o   Add bylaw to read, “Trash, Lawn debris, Garbage Cans, and Waste Containers cannot be visible from the street except trash collection days (and the night before).”

o   Add bylaw to limit amount of cars parked on driveways.  Changed bylaw to read, “Maximum of three cars may be parked on the driveway.  Additional cars are limited to 72 hours within a 30 consecutive day period.”

o   Add bylaw to add penalty for non-compliance with the Bylaws and Plat Restrictions.  Bylaw change to read, “$10 monthly fee will be billed to homeowner for non-compliance with the Bylaws and Plat Restrictions.  A green card will be issued with the date and the non-compliance recorded.  If not resolved within 7 days, a second green card will be sent to the home owner.  After 7 days from issuance of the second green card, a $10 monthly fine will be billed.”

·         Projects working for 2015:

o   Replacement of front sign

o   Power wash front brick and repair wall

o   Add mulch to front entrance

PLEASE CHECK THE SYCAMORE SPRINGS HOA WEBSITE REGULARLY FOR UPDATED INFORMATION: WWW.HOASYCAMORESPRINGS.COM.

 

Sincerely,

Sarah Burns        Brian Graham      Betty Sarniguet             Kevin Smith         Ron Weaver