Tree Tops Update for Mid October
Posted on October 20th, 2009 at 2:41 pm in GeneralTREE TOPS Update for Mid October
It’s a beautiful Sunday and I have a quiet moment where I am able to write about some of the items we have recently completed and cover some items that some folks have asked me to cover.
First of all as you recently received we have a board meeting scheduled on October 28th from 10:30 – 12 PM at the library on Countryway Blvd. An agenda will be posted at the front entrance to the neighborhood prior to the date. Soon our new community board will be in place and will be used for these types of notification. I will also send out the agenda via the web once it is finalized.
As mentioned in previous correspondence, we will cover a topic and allow the association members who are present at the meeting to comment on the proposal. This period of open comment will be limited to 10 minutes and then the board will consider what has been spoken about, make changes if necessary to the item being voted on, and pass a motion to ratify the proposal.
After the agenda is covered, an open comment period will be allowed. We are asking however that you submit any questions you know you would like covered in advance. We will cover the questions submitted in advance first and then proceed to seeing if any other questions exist. Submitting your questions in advance will allow us to be fully prepared. You can email me directly at brian.bradway@raymondjames.com.
General Comments on ARC Forms, the ARC Committee and Approval Process
As mentioned previously we have reached out to ask some of the folks in the neighborhood to complete ARC (Architectural Review Forms) for items that have been completed to the exterior of their house. Some of these items were completed a while ago but were recently brought to our attention.
At the present moment, an ARC Form is required prior to completing any exterior modification. When I say modification, it does not necessarily mean a change. We are required to submit this form even if we are painting our house the same color as it currently is. I know this can be tedious and a hassle. This is not my rule; it is dictated in our association bylaws. One thing we can work on as a group is to work on a list of predefined items that no longer require the ARC form. A good example might be painting our mailboxes black. If you might be interested in working on streamlining our processes that require ARC forms, please let us know.
On our website is the ARC Form and guidance for completing the form. Recently we have worked on making the guidance be more informational and have updated the form to provide more information as well. This should prevent some of the common mistakes Diane has seen and prevent her from having to follow up for more detail.
It is also my understanding that when we reached out to some of the neighbors, some might have been upset to hear they need to complete the form or that their update may not be approved now. While I cannot speak to each item, I personally don’t see this as an issue. Being asked for the form does not mean that the issue at hand is out of compliance. In most cases it is simply to ensure that we have the required documentation on file. Failure on our part to get the documentation on file once we become aware of the situation will essentially make our bylaws ineffective and subject the association to “selective enforcement”. While a hassle we must put the good the neighborhood above our feelings of being inconvenienced.
With the above being said, I think it is important for you to know how this process works. Once the form is received, the ARC Committee reviews the form and Diane informs the homeowner the outcome from the committee. The committee may deny, ask for modification, more information or approve the form. The committee is run by HBH until all the homes in Tree Tops are sold. Mary and I are there to help if you submit a form and need it moved through the process. I know that some of you have complained about this process in the past and I can ensure you that if you let me know about your form, I can ask for a status in my weekly meetings with Diane. We are here to help you as much as possible.
Deed Restrictions
Another hot subject lately has been our deed restrictions. Many but not all our restrictions are listed in Article XII and Exhibit G. I have also been told that some misinformation has happened with regards to the above subject. I want you all to know that I am not on a personal quest, I have no extra powers as president and our responsibility is only to enforce our restrictions as they currently exist or be a conduit to helping the association change some things for the future. If a change is desired by the association this can be done by drafting a change to our bylaws and having 67% of the association vote in agreement for the change.
We must however consistently enforce any bylaws we have or once again we will fall to the ills of ineffective administration of policy. I can tell you that there are many who want our bylaws enforced and have asked us to clean up some of the items that they have reported. Being that we are in a transition period, I feel it is important to educate everyone on the items we are hearing about the most.
In order to clarify some of the items that we been asked about I am taking a little time to talk about each particular issue and talk about our bylaws:
Playgrounds, Play Facilities and Other Recreational Facilities – This is covered in item V in Exhibit G. These structures are allowed however they must be approved by the ARC committee prior to construction. In addition the bylaws talk about how the facility needs to be adequately walled, fenced or landscaped in a manner specially approved by the committee.
Sheds – This is covered in item T in Exhibit G and also in Article XII Use Restrictions – These are not allowed unless approved by the committee.
Trash Bins – This is covered in item 12.5 in Article XII Use Restrictions – The item we have been asked about by several residents regards leaving the containers in the driveway or out for long periods of time. This restriction talks about how they must be placed in the home or on the side of the house screened from neighboring views and the streets.
Basketball Goals – This is covered in item 12.31 in Article XII Use Restrictions – No permanent basketball goals are allowed. Portable basketball goals are allowed but must be stored inside the garage when not in current use.
Landscaping – Last year we had many freezes and as a result some of our landscaping took a hit. It is important that we keep our yards looking good. Within the above sections there are sections which specially address this subject.
Sidewalks – We power washed the sidewalks in the common areas. We still have one section to do by the east retention pond. Some homeowners also need to address this situation.
We really do not want to send out a bunch of notices at once. We rather take the approach of educating the homeowners as to the restrictions through this communication and will address the issues in the future should the need arise.
On a Positive Note
This is your neighborhood. Each of you has a say on our rules and policies. The majority will always rule. A majority as mentioned above means 67% of the association voting for a proposal. Our goal as board is to inform you the best we can and involve in the major decisions. All of you should feel free to send suggestions.
We have recently approved the purchase of the signs as required by the insurance company and were able to save some money by using existing polls, etc.
Other minor items in the works are as follows:
· We are looking into are getting estimates to complete what is called a reserve study. We want to make sure the money that is being set aside for the various items we will need to do in the future is adequate (i.e. paving roads, etc).
· We are getting an estimate for adding more mulch material in the playground area
· We have contracted out repainting the lights on the front entrance that have become worn and faded
· We are looking into if the Orange and Yellow pipes can be removed from the yards that have them. You may have noticed these. Some seem to have wired from Brighthouse or Verizon.
On a closing note, Happy Halloween everyone! I truly enjoy all the decorations that are out at all the houses. Now too bad no one has BOO’d me.