October 2024 Meeting Minutes

Minutes

Sycamore Station HOA

Tuesday, October 8, 2024

7:00 P.M.

I. Executive Session (REDACTED)

A. Roll call:  Jane Garvey, Christie Kuropatwa, Jeffrey Sarson, Natalie Dunaway-HMS via phone

B. Minutes from the September meeting, 2024 were approved

Open Session

A.  Update on mosquito treatment. A honey specialist has recommended that our mosquito spraying program take place at 4 p.m. or later as honeybees apparently are back in the hive around 4 p.m. I have asked the company to consider doing the treatment at that time of day, and they have responded positively.

As noted above, it has been requested of Mr. Mosquito that the servicing of the property be done after 4:00 pm.

B.  Motorcycles per our documents are not to be parked in parking spaces. Do we want to amend this rule? Where is a visitor who arrives on a motorcycle to park?

Further discussion will take place at the next meeting after a review of the declarations and covenants.

C. Owner Nicole Gregorius (45) has asked us to supply our email addresses (am reluctant to include phone numbers) so that new owners can communicate with the board members as issues arise. She points out that our many new owners are asking questions about a variety of topics, including pool rules. I propose we publish our email addresses, but not phone numbers. Also, these could be on the website. As to pool rules, if they aren’t published on the website, propose asking Jeff Sharpe to do that, to include hours of pool availability, from 8 a.m. to 10 p.m.

A Sycamore Station board email address has been created (sycamorestationboardga@gmail.com) and should be used for homeowner requests.  Additionally, Nadege Dzouali (nadege.dzouali@hms-inc.net) is the HMS contact person

D. Landscape issues

The shrubs adjacent to the 61-63 and 64-66 mailboxes are in pretty bad shape. Shortly, these will be replaced as proposed by Euro. The board approved this project between the September-October meetings 2024 using non-invasive plant material. Homeowners between 31 and 35 have requested similar treatment for their mailbox shrubs, and you’ve received a copy of the proposed plantings for approval.

This project has been completed and the additional re-planting at the mailboxes for units 31-35 has been approved.

E.   Do our documents need revision? Some aspects seem dated. But we need legal guidance to do this and approval from a specific percentage of homeowners. Discuss.

We need to contact David Boy at Leuder, Larkin to request review of the association’s existing documents.  Action on this item has been tabled for the November meeting.

F.  Welcome baskets will be purchased as approved at the September 2024 meeting and taken to new homeowners before the holiday season as approved in the September 2024 meeting.

The distribution of welcome baskets was approved by the board.  Jane Garvey has been the responsible board member to do this in the past.       

G. Jeff Sarson and Natalie Dunaway did a community-wide walk about checking homes for needed repairs or violations.  Updates?

Notices were sent out from HMS including requests for timely storage of recycling bins, garbage cans and toys.

H.  Needs for annual meeting? Budget? Minutes from 2023 meeting? What positions are open? Recruit candidates?

The budget has been provided to HMS.  Need to follow up on the 2023 annual meeting minutes.  There are two board positions open for 2025.  However, it has not been determined whether both positions will accept re-election.  An email blast and Facebook postings should be done to determine if there are any neighbors who would like to serve on the board.

I.    Next meeting November 12, 2024 at 7:00 p.m. at the Sycamore Station clubhouse.

J.  Adjournment:  Christie Kuropatwa moved to adjourn the meeting; Jeffrey Sarson seconded the motion.  All present voted aye to adjourn.