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Present: 17 of 25 lots:
Lot 2 – Gerald & Kristy Smith Lot 13 – Mike Kenney
Lot 3 – Johnny Strickland Lot 15 – William & Laura Medlin (by proxy)
Lot 4 – Don Artis Lot 16 – Fran Kelly (by proxy)
Lot 5 – Tom Perciaccante Lot 17 – Jackie & Andy Van Hoewyk (by proxy)
Lot 6 – Sally Vose Lot 18 – Jason & Tish Torgerson
Lot 7 – Ted & Karen Nichols (by proxy) Lot 19 – James Balfour
Lot 9 – Carol & Roch Will Lot 20 – Terry Sterling
Lot10 – Amelia & Lars Howle (by proxy) Lot 24 – Peter Hume & Jessica Story
Lot 12 – Izy Obi
The meeting was called to order at 1:03 p.m.
President’s Report
President Terry Sterling welcomed new members Gerald and Kristy Smith and reported that this past year was relatively calm with no major problems.
Treasurer’s Report
Treasurer Tom Perciaccante reported that there is currently a balance of $1,011 in the HOA account. Last year on Nov. 11, the balance was $2,984. $25,050 was collected from dues and building fees. $27,070 was spent as follows:
$26,000 for paving
500 for pothole repair
550 for insurance
20 for the website
Dues from last year are outstanding from two lots for a total of $1,000. They must be paid by the end of the year or legal action will be initiated.
Board of Directions Election
Don Artis moved that the current HOA Board continue to serve. Jason Torgerson seconded the motion. The motion carried unanimously. Izy Obi commented that the Board does an exceptional job.
Committee Reports
Beautification Committee
1. The lights at the front entrance have disappeared. One was located across Mebane Oaks Road. Izy moved to allocate up to $150 to replace the entrance lights. Terry seconded the motion. The motion carried unanimously. Tom Perciaccante will purchase the lights.
2. Jessica Story volunteered to draw up plans to redo the plantings at the front entrance. Roch Will moved to have Jessica draw up such plans with a budget of $400 for Board approval. Terry seconded the motion. The motion carried unanimously.
3. Johnny Strickland inquired about the common areas being mowed. Terry will check with Vaughn about mowing it. Johnny suggested mowing the common areas as low as possible, clearing the areas of debris, then homeowners cutting it on a regular basis. Izy asked Terry to inquire about homeowners volunteering to cut the common areas via email.
4. Izy brought up trimming trees covering the roadway. This was addressed later in the meeting under Road Committee work.
Architectual Review Committee
The only review done this year was for a fence installed on Lot 22. Lot 14 was sold, but no building plan has been submitted yet. It was noted that Lot 25’s culvert needs to remain clear when the driveway goes in.
Pond Committee
The pond looks good. Small trees may need to be culled.
Website Committee
Nothing was done last year. Tom and James will make sure the website is updated. Tom encourages members to use the group email to send notices to HOA members. That address is: members@theclearingsHOA.org
Road Committee
1. Don Artis reported that the paving has been done for this year. The hill was seal-coated. For future seal-coating, homeowners will be notified beforehand so they can remove their cars as driveways may be blocked while the seal-coating dries.
2. A drain was dug to a large pothole near Common Lot A, hoping it will cure the sinking problem. There will probably be another pothole repair party in the spring.
3. The drainage pipe under Tom’s Creek Court needs to be augered.
4. The road needs to be cleared of trees 14’ up and 28’ across the road. Don received an estimate of the necessary trimming on the lower half of Dairy Ridge Rd. for $1,400. Don suggested the clearing at the front entrance be done by the HOA.
a. Don moved the Beautification Committee (Josh Greiger) determine a date for a clearing party for the entrance area and obtain the necessary permits. Roch seconded the motion. The motion carried unanimously.
b. Don moved that the Road Committee get estimates for clearing the rest of the road and submit them to the Board before winter. Izy seconded the motion. The motion carried unanimously.
5. The Road Committee proposed the following priority list for 2019 paving:
a. Pave the bottom half of hill to pavement existing over the creek
b. Sealcoat existing pavement
c. Sealcoat the test section at the entrance
d. Pave Dairy Ridge from what was done last year as far as money allows.
Sally moved to approve the Road Committee priority list for 2019 paving. Izy seconded the motion. The motion carried 16-1.
Dues
Terry moved that we keep the annual dues at $1,000 per year. Sally seconded the motion. The motion carried 16-1.
New Business
1. Peter Hume suggested we keep a few thousand dollars as a reserve and not spend all available money each year. After some discussion, which included the fact that about $2,000 is left over every year as some homeowners pay their dues after the paving is complete; and that what is spent on paving is limited by what is in the treasury at the time of the paving; Roch moved that we continue to do finances as we have been. Sally seconded the motion. The motion carried unanimously.
2. Carol and Roch Will discussed Home Security after the home invasion the occurred recently on New Hope Church Rd. They asked for suggestion for alarm systems. Ring, ADT, and Alarm Man in Durham were suggested. They reminded all homeowners to be wary and to report anything suspicious to the police.
3. A discussion concerning creating a path to the pond will be held next year.
The meeting was adjourned at 2:57 p.m.
Respectfully submitted,
Sally Vose
HOA Secretary
To recap:
Dues for 2019 will be $1,000 per lot.
Up to $150 will be spent on entrance lights.
Up to $400 will be spent on plantings at the entrance.
Estimates will be obtained for tree trimming along the roadway and submitted to the Board for approval. Current estimate is $1,400.
$550 will be spent on insurance.
$20 will be spent on the website.
The remainder will be spent on pothole repair and paving the roadway.
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