CROWN POINT PROPERTY OWNER’S ASSOCIATION

BOARD MEETING – MINUTES

NOVEMBER 18, 2002

Hank Marshall called the meeting to at 7:05 p.m., five board members present: Frank Beville, Pete Bromen, Rory Cassedy, Hank Marshall, and Ruth Patton.

Also at the meeting are Mr. Braddock and Mr. Patrick, the developer and builder for the five lots in Phase III that have been recently been bought. Hank has been to see Pat and look at the house he is building for himself, which is very similar to what he will be building here in phase III. The lots are on the corner of Calinda and Sterling, two on the west end of Sterling, the corner of Castle Pointe Way and Treasure Court, and lot number 11. They are ready to start on several and if all goes well Mr. Braddock might buy some more lots. Pat mentioned that he understood that someone else had purchased lots in the subdivision, however Hank has not heard anything from the bank about that. The plans that Pat has for the three houses are all over 1400 square feet (one is 1482 sq ft, the other two are 1466 sq ft), all meet the restrictions in the covenants as far as Hank could see. They are basically brick with vinyl tops and the only concern that Hank had was there is some vinyl below the eaves (two have it in the front from the garage across the front porch and the other has it in the back under the covered patio area). Hank wanted the builder, Pat, to bring the plans before the board so that everyone is up to speed with what is going on and the decision be the board’s, not just Hank’s.

Hank turned the discussion over to Pat and Mr. Braddock. Pat thanked Hank for coming out to the building site to see what kind of homes he planned to build here. He has also brought the plans for the board to review. Pat understands the boards concerns and Hank has his phone number and if during construction you have any questions please call him. They try to stay on top of the construction sites as far as keeping the trash confined. He understands that we are interested in maintaining the property values in the neighborhood and the last thing that he wants to do is to lower any property values. We want to be able to make a good profit here. The siding on these three houses is very minimal. The price range that we’re looking at for these houses is $107,000/108,000 to $120,000, maybe a little more. All the siding is only under covered area, like the covered back porch. One of the reasons why we do this is we find that a large number of people will eventually turn it into a Florida room. When you close in an outside area that has been bricked and start heating and cooling, you have a thermal transmittal of heat around the brick corner and that creates a mold issue in the house.

The issue of the vinyl siding on the front covered porches. One of the houses there is very little, probably six to eight inches on the either side of the front door. The other house has the vinyl siding across the front porch similar to 8036 Castle Pointe Way. The reason that we do that is to keep it from looking plain. If you put a little siding at the front porch it softens the entrance and lightens up the entrance. There is probably about 10% of the external wall that has vinyl siding. Pat brings out the plans for the board to see. The county has all already approved these plans. Rory asked what the covenants say about this issue. Hank states that brick or stucco with vinyl or wood trim. Pat goes on to show the board members the area on the floor plan that the vinyl siding is. Rory asked if we were going to approve the vinyl tonight. Hank wanted to make sure that the rest of the board is in agreement that this is okay.

Again, Hank’s issue was with it being a brick or stucco with a vinyl trim and he wanted the board to decide this. Rory stated that he would rather the houses get built as quickly as possible. The sooner we get this neighborhood built out the sooner our property values will increase. He does not have a problem with the vinyl. He is not sure what the definition of trim is and he knows the intention is that we don’t have someone come in here a build a strictly vinyl home. Hank agrees and states that we did not want someone to come in and build a shotgun shack. We did not want a $60,000 or $70,000 house in the neighborhood; there are areas for that, but not in an area where the minimum house is $100,000 and up. Frank knows that some of the association members will have questions about the vinyl. The problem is what the association thinks, are we going to let the standards down or maintain the standards. So, we are going to have to make a decision. Frank thinks the house looks good, it adds diversity to the community without lower the value. Frank asked if they were going to banister across the front. Pat says no they don’t like to because it makes it real busy and real country looking. They don’t like the wood handrail, they use the aluminum if they do it at all and that’s expensive. Pete asked about the set back requirements for the covenants and the plat sheet. Hank states that they are within the covenant and the plat requirements on all three plans. The neighborhood is zoned C-2, probably for density reasons. The minimum lot size requirements are less for that zoning. Some of the lots in phase III are really tight and even some may not be able to be developed without some considerations made to the set backs. Rory asked Pat what the lots are going for, because we are in the process of trying to get one for a park. Pat said that he did not want to tell us that deal directly with the sellers for that. The lot that we were discussing would be a prime lot for a park. Pat understands that the county is accepting a park at Emerald Shores. That is the one built in memory of the Blue
Angel pilot. Frank asked if we were going decide on this tonight. Hank said that we were going to talk about it first. Hank tells Mr. Braddock and Pat that we will let them know; we won’t leave them hanging. Rory asked what the time frame once they get our approval, what else is holding them up. Pat says there is nothing holding them up; the plans have already been approved, so they will be ready to start. Mr. Braddock and Pat leave the meeting.

The board begins discussion on the vinyl issue. Hank wants to know if any one has a problem with what they are proposing to do. There is no issue with there already being a house in the subdivision with a front vinyl porch because that house would have been grand fathered in. Frank thinks the only problem we might have in the future would be other builders coming in and seeing the vinyl front porch and adding more, give them ten feet and next time it will be twenty feet. Frank and Rory both like the houses they planned to build. Pete doesn’t have a problem with the house plans. Would we have to issue a variance? Rory restates the problem is in what the definition of trim is. Ruth states that we are still talking minimal vinyl. Frank asked what if someone decides to challenge this, that we are lowing the property values, and get an attorney. What will we be up against? Ruth states that she honestly believes that more people will be pleased to get the subdivision finished. If it is a nice product and it’s relatively conforming they will be happy. We are really lucky, we could have gotten someone come in and not be willing to show us the plans. Frank and Hank agree. Hank said that the challenge and attorney is a possibility, but does not really believe that would happen. Rory brings up the question of whether the porch would be considered an exterior wall or not.

Motion made and seconded to approve the vinyl as presented tonight. Vote 5 yes and 0 no.

Next order of business is the minutes. Did everyone read them and are there any corrections. Frank has a correction on the third page with the wording regarding the enforcement committee.

Motion made and seconded to approve the minutes for the last board meeting, October 21, 2002, with corrections. Vote 5 yes and 0 no.

Hank has several little items to go through quickly. We have a retaining agreement from the lawyer’s office for next year. It would be $150 to retain the firm and the lawyer, Raymond, will be charging $200 per hour next year instead of the $185 this year. Hank has a call into AM South Bank to find out whom we need to send an assessment letter to them for 1118 Calinda. The bank bought that house back at auction October 20^th. The house 8084 Castle Pointe Way, the bank reposed the loan but they we kind enough to send the attorney’s office address to send the bill to. Hank will take care of both of those. He talked to Byron tonight he is doing better after his surgery, but did not feel up to sitting in the meeting for a couple of hours. Henry Antone has talked to Hank and we are not going to have to spend any where near The $2000 we thought to cement the west side of the fence. He is finding a lot more cement than expected. Rory told Hank to thank him for his honesty. Ruth asked if Hank wanted her to go ahead and let everyone know now the final totals on the clean up outside the fence. The total for the clean up outside along the fence was $200. The annuals and rye grass at the front entrance was a little over $100. The state had come by and mowed just before he did the outside so he just had to weed eat along the fence and he put salt on the stumps so they won’t grow back. Frank accompanied Henry into the back yards that we had permission to go in along the fence. Rory checked the retention pond fence and was not able to see if the county had put the fence back up. Hank mentions to talk up the fence repair party coming up Saturday and lets Ruth know that the signs at the back entrance have been torn down. Ruth said that her and her husband replaced the signs tonight. Hank had a problem with a homeowner over a request to put up a shed. He received the request from Frank, who received it from Tony. When Hank got it there was no information about the materials, color, etc. So Hank called to ask a few questions. The homeowner was not happy, she said that she had given that request to Tony three weeks before and wanted to know how long the turn around time was for this kind of request. Hank wants to emphasize to everyone that it is not that we want to inhibit anyone, just to protect everyone’s interest. Tony said that it had not been three weeks since that homeowner had given the request to him. Rory asked if any had seen the shed. Hank said he had not been able to get over and see it. Rory thinks that we should take no action to either approve or disapprove the shed. If there is any fuss later it was something that was put up without the board approval before hand. Hank just wants to make sure that everybody gets requests to him as soon as possible so it can be handled in a timely manner. He has to know about it to be able to act on it.

Motion made and seconded to take no action to approve or disapprove the shed. Vote 5 yes and 0 no.

Finally after not hearing from the IRS after a month, Hank called to find out what the reason was that we did not receive our refund of $18. Apparently the IRS never received a 1099 form. Hank is trying to get AM South to get us a copy of the 1099.

Hank turns the discussion over to Rory and the renaming of Chad Way. The letter has been sent in to the county. It is in the final stages of verifying the homeowner’s, then it will be sent to the county commissioners for approval (we do not have to be present for that) it will more than likely be on the consent agenda. The person at the county will let Rory know in a coupe of weeks. The consent agenda is information that does not need discussion. It is very rare that there would be any discussion. Hank asked if it would be on the November agenda or the December agenda? Rory said that the person from the county would let him know, but it would be nice if it would be done by the end of the year. The impression he got was that it was a fairly quick process. Rory thinks that when the name change goes through it would be nice to have some kind of recognition with the family that they would remember. Ruth added that Tami Muscha is aware that it is in process with the county and what the board had decided on for the name (“Paper” Muscha Way).

Discussion goes to Pete and the search for a new attorney. He has been very busy and has not yet been able to work on the search, but will be able to now. As far as the survey goes, we received a few more (29 total). Pete has a summary of the survey, including the comments. The board took a few minutes to go over the results. There is not really a general consensus for most of the questions and issues on the survey. There is not really any strong mandate. But then we really did not get a large percentage of the surveys back. Some of the answers were very surprising. Hank asked if we had names of people whom would be interested in serving on the board. Hank asked Pete if there was something that really stood out and we should consider for next year. Pete said that covenant enforcement was pretty strongly favored, property values, noise on the highway and other than that there were not a whole lot of strong mandates. There were a lot of comments like maintain landscaping. Rory added that maybe at the annual meeting we would get a consensus. We should not go out and spend money on something that there is not a consensus for. There were several comments about the crime watch. Did we have crime in here? Apparently there have been several incidents of theft, cars broken into, grill stolen out a back yard, microwave stolen, and deer stolen out of a yard.

Frank stated that the enforcement committee has a meeting Thursday. The last time they were supposed to have a meeting his wife had a freak accident and ended up in the emergency room. As far as the curbing that needed edging, Frank had several more talks with the homeowner and stressed that the association did not want to have to press on to the next level of enforcement of the covenants. The homeowner finally took care of the violation. Frank has two other members on the enforcement committee and they are ready to work.

The discussion goes to the budget for 2003. Ruth has been playing around with the worksheet that Hank created and sent it out to all the board members with the actual year to date figures for 2002. Henry Antone came back with $262.5 for eight mowing for next year outside the fence on Hwy 98. That comes to $2100 that has been added to the landscaping/maintenance budget figure for next year. We need to discuss this and decide what we want to do because we need to get this in place and decide what the assessment is going to be for next year. Ruth has year to date accounts to pass out to everyone so that when they look at the year to date figures they can see where they are from. If anyone has any questions she would be glad to answer them. Frank mentions that the enforcement committee was thinking about having signs made for yard of the month, to help inspire people to get on board with the maintenance of the yard. Put $300 in the proposed miscellaneous budget amount for next year. Hank wants us to think about for next meeting considering increasing the fence replacement amount, do we want to move all the excess into next year and lower the assessment for next year. We are extremely under budget for the year and we need to address this. Pete agrees with Hank that we definitely need to decide whether or not we are going to decrease the assessment for next year.

The tape recorder stopped during the board’s discussion about the budget issue to be discussed more thoroughly and decided upon at the next meeting.

Discussion goes to nominating committee. There are 3 people so far that are willing to run.

Next meeting December 9^th at 7:00 p.m. at Hank’s house.

Motion made and seconded to adjourn. Vote 5 yes and 0 no.

Adjourned at 9:00 p.m.