BALLYMEADE

2020 Meeting Minutes

 

TRANSPARENCY.  We have it at Ballymeade.  All residents can be fully informed on all matters pertaining to this great community we call home.  Below are the 2020 meeting minutes for you to read, more meeting minutes will be added as the year progresses.  Please also check out the minutes all the way back to 2005.  Currently there are three minute documents below (each set of minutes will be a different color).  Please scroll down.

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Zoom Teleconference

Meeting Minutes –    

Part 1 on December 2, 2020,

Part 2 on December 8, 2020

 

 

Attendees:

Pete Haggerty, Mike Petrucci, Cindy DeYoe, Phil LaScala and

Ron White (PENCO Management),

 

 

UPDATES

Mike Petrucci -

Architectural Review Committee (ARC) – 

 

  • Two ARC requests submitted recently.  ?–ª Request types: (1) window; (1) deck
  • Neighborhood bush removed without board approval: 

Homeowner on W. Boxborough sought approval for removal of 3 large 20 year old bushes well away from the home on community owned property.  The homeowner proceeded to have a landscaper remove the bushes  after the Board said no to the request and additional correspondence.    A letter of rebuke explaining problems this can bring forth to be prepared and sent to homeowner.  This incident was mentioned in the following newsletter advising all homeowners not to touch plantings on community property.


Phil LaScala -

Ballymeade Security Camera   – 

  • Camera remains in normal working condition; cameras are checked on a weekly basis normally
  • One request by New Castle County police for 12 hours of footage between Sept. 15-16.      Request fulfilled with 36gb of footage from all 3 cameras

 Newsletter

  • The next community newsletter will be mailed to homeowners in December as a holiday edition; discussions around what content is appropriate and should be included; final draft reviewed by board

 Sidewalk Maintenance

  • Maintenance was performed on sections of the neighborhood sidewalks.   Any sidewalk section pushed-up by the neighborhood street tree roots were shaved-down to help avoid numerous tripping hazards this posed.   Maintenance completed by general contractor along Shrewsbury, Longmeadow and Ballymeade Drives and inspected

 

Ron White (PENCO) -

Settlements and collections

Ron provideed an update of the collections and settlements report

Discussions held about concerns raised by neighbors regarding particular rental properties.  Actions the board may take to address these concerns letters were mailed to both homeowners

 

Cindy DeYoe -

Financial Report:

  • Status of BMC financials and statements
  • Summary will be provided to the board for current fiscal year
  • Discussion regarding what financial statements will be shared to homeowners on a regular and ongoing basis as well as review of the requests

 

              

Peter Haggerty

Solar Panels 

Meeting with Sean Matthews and Paul Baumbach will be scheduled for the Spring (delayed by Covid19) to get clarification on new state laws allowing solar panels.  No current requests for solar panels

Entrance traffic light

Trip mechanism still is not working correctly outside of business hours.   Pete provided a link that can be used to complain to DELDOT about this….he has already complained several time and if more people complain…

New Castle County Stormwater inspections

  • 2020 inspections not yet complete; waiting for county to re-inspect
  • Work order delay by Forever Green due to staffing issues; J. Catherman to be contacted
  • The county subsequently approved our 2020 maintenance.

Landscaping

  • Requests for tree removal remain an expensive and frequent maintenance around the now mature community is needed.   Two current requests for removing dying trees within common areas will cost more than $3500.   To help lower costs, felled trees are not being hauled away but moved back into the woods to decay naturally
  • Completed and Paid Work Orders
  • Replace entrance sign screws
  • Trim dead branches from entrance island tree; Davey to monitor for disease
  • Repair and seeding of tire tracks made by teenagers in mini-van on comm property
  • Elevate 3 white birch trees and remove large storm fallen tree from grassy area
  • Install 2 forsythia, replacing dead pine from car accident
  •  Spotted Lantern fly damage was minimal this past season thankfully; damage monitored (no charge) and one treatment was applied
  • Slow-down signs to be reposted again.  It is better impact to put them in place, remove and but them out again.  Otherwise people just get used to them and don’t see them (per Deldot)

 

Board Member

  • Current board members continue to inquire with potentially interested homeowners about joining the board

 

 

Ballymeade Board of Directors

Meeting Minutes – July 13, 2020

Zoom Teleconference

 

Attendees:

Pete Haggerty, Mike Petrucci, Cindy DeYoe, Phil LaScala, Ron White (PENCO),

 

UPDATES

 Architectural Review Committee (ARC)      – Mike Petrucci

    • Three ARC requests submitted to this point in 2020
      • Request types:    (1) roof; (3) fence; (1) decks
    • ARC considering approval of wood-colored vinyl fences; no white vinyl fences
    • Reserve Study – discussion regarding when the next reserve studying should take place
      • Updates to the current reserve study made by M. Petrucci
      • Common area expenses and routine maintenance less than expected
      • Vote held and approved for an updated reserve study in 2022

 

  • Ballymeade Garage Sale
    • Vote held and approved to postpone this year’s garage sale

 

 

  • Ballymeade Security Camera       – Phil LaScala
    • Network connection issue was addressed and resolved in June
    • Power supply issue addressed and resolved in July
    • Video footage is unavailable between June 12 4:46am through June 29 4:08pm  

 

  • Newsletter
    • The next community newsletter will be mailed to homeowners in the late Fall

 

  • Sidewalk Maintenance
    • A general contractor will address sections of the neighborhood’s sidewalks
    • Sidewalk sections pushed-up by the street trees along Ballymeade, Shrewsbury and Longmeadow Dr. will be ‘shaved-down’ to remove the tripping hazard they pose

 

  • Trash can audit
    • Audits will continue through the year and letters will be sent to homeowners who habitually leave cans outside
    • Letters may include suggestions for using a privacy fence for keeping cans out of sight
    • Additional discussions regarding options for consolidating trash service providers

 

  • Playground access
    • Access to the playground equipment should be closed based on NCC guidelines
    • P. LaScala to repost stakes and put up new caution tape around playground equipment to indicate no access permitted
    • Playground equipment will be re-opened once NCC permits access to the county playgrounds

 

  • Ballymeade Renters     - Ron White (PENCO)
    • Discussions around options for a cap on home rentals  Ron describes some legal and logistical challenges associated with enforcing a cap on home rentals. 
    • Feasibility; legality may need to be vetted; update to deed restrictions requiring 2/3 votes of homeowners; tracking home sales and communications among renters were some of the topics

 

  • Collections
    • Letters being sent to homeowners who have an outstanding balance  
    • Discussion related to by-laws and the handling of individual collections

 

  • Sales
    • 2 sales since 2019 fiscal close

 

 

  • Financial Report     - Cindy DeYoe
    • $3436 loss for the fiscal year - this is essentially a loss on paper since we budgeted money to be paid into the reserve fund each month

 

 

  • DelDot Speed Study and ‘Slow Down’ Signs    - Peter Haggerty
    • Speed study done in the Spring.   DelDot provided the statistics and information regarding the study.   This information will be made available on the Ballymeade.org website.
      • Summary from 03/11/2020 through 03/17/2020
      • Average volume of vehicles per day was 62
      • 50% of the vehicles traveled at 24.46 mph or less
      • 85% of the vehicles were travelling at 26.3 mph or less
      • Average speed is 24.97 mph. The speed summary report did not show there was a significant speeding issue
    • Signs re-posted along Ballymeade and Shrewsbury Dr.; signs will be re-posted periodically and will be taken down around the first week of August

 

  • Landscape Contract Renewals
    • Landscape contracts are being reviewed;  Ron White will get updated quotes as needed.  
    • We expect stay with Forever Green based on the work they’ve done for Ballymeade with the storm water basin, pond, landscaping, snow removal.   Their quotes have stayed the same for several years

 

 

  • Ballymeade Trees
    •  Limbs to be trimmed back on trees that overhang sidewalks and growing around the streetlights.  
    • Quote was $1800; more quotes to be requested

 

  • Spotted Lantern Flies
    • Davey Tree quoted $7000 for street tree treatment.   If street trees need to be eventually treated, the board will need to vote for the money to come from the reserve fund.   Unable to treat any trees in the wetlands.   Trees on home-owner’s properties can only be addressed by the homeowners themselves. 

 

  • Solar Panels
    • Clarification is still needed for how Delaware law and guidelines in written regarding homeowner’s rights to installing solar panels
    • A separate meeting is needed with Sean Matthews and an associate who is familiar with the details the law

 

  •    Board Member
    • Current board members continue to inquire with potentially interested homeowners about joining the board

 

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Ballymeade Annual Meeting – 2020

Brandywine Parkway             

Monday, February 24, 2019

 

Meeting Minutes

 

Board members and PENCO property manager introductions      

  • Pete Haggerty      - President

  • Mike Petrucci       - Vice President

  • Cindy DeYoe         - Treasure

  • Philip LaScala        - Secretary           

  • Ron White             - PENCO Property Manager

  

10th District updates - Representative Sean Matthews (Sean.Matthews@delaware.gov)

  •    Sean provided a general update on local district matters
  •    General assembly updates, acts/bills taken to vote.  Opioid Impact Fee, gun sale purchaser       card requirements, early voting and voting by mail  

President’s Report – Year in Review

  •           General state of the neighborhood and health of the operating budget

  •          Clarification of Ballymeade Maintenance Corp vs HOA

  •          Mention of PENCO and scope of services for Ballymeade; residents encouraged to                      contact PENCO with questions and concerns; additional information on PENCO can be              found on the Ballymeade website

  •           Ballymeade entrance sign damage and will be replaced, insurance to cover the cost.

  •          Other subjects of interest:

        1. Curbing pets
        2. Property easements - county specification need to be confirmed as it relates to Ballymeade; to be posted on Ballymeade website once complete
        3. Dumpster located Shrewsbury Dr.
        4. Ballymeade entrance traffic light delays and non functioning trip sensors, will be fixed
        5. Speeding remains an issue;  ‘please slow down’ signs location and effectiveness
  • Limit home rentals to no more the 20% of total properties in the community, similar to a renter’s cap like condos have
  • Inquiry requires further inquiry, possible legal advisement around what can be done eg. landlord privilege fee
  • Creation of sub-committee if needed
  

Landscape Update –

  • Status and justification of storm-water basin cost and maintenance
  • Several landscape contracts have ended and RFPs are underway
  • Sidewalks - community walk-through by board member(s) to survey sidewalk buckling caused by planted trees
  • DelDot barrel covering small sinkhole will be addressed
  • Maintenance activities planned for the upcoming year:
  1. Mulching around trees and playground
  2. Tree trimming around street lights
  3. Tree spraying for disease or pests
   

Architectural Review Committee –

  •  Relatively quiet year for ARC; community mostly in maintenance mode
  •  Purpose of the ARC and reminders was reiterated for residents attending the meeting, “…to oversee compliance of community deed restrictions …that all homeowners have agreed to abide by….to maintain neighborhood architecture and maximize property values.”   Remember to contact PENCO before any work is done
  •  Past deed violations and complaints included:   trash cans not stored properly, cars parked on sidewalks, exterior changes without ARC approval, high grass/weeds, yard clutter, encroachment on wetlands
  •  Capital improvement fund is in line with engineering study recommendations in 2016

 

Finance Update –

  • Little or no snow should result in an operating budget surplus with no need to use funds from the reserve fund
  • Nearly all homeowners paid annual assessment; 3 homes are in the collection process
  • Review of reserve expenditures and reserve funding plan
  • Budget totals provided to meeting attendees
  • No increase in the annual assessment is being proposed for 2020 fiscal year
  • Reserve fund remains health; consideration needed for an updated reserve study done within next 2 years
  • Questions and Answers
  • Vote taken for 2020 budget proposal and approved; 25 votes by proxy
  

Secretary Report –

  • Ballymeade newsletter will continue to be sent 2x per year in Spring and Fall
  • Community yard sale and clean-up will be scheduled for later in the year
  • Trash bin audits continue quarterly; letters sent to remind owners of deed restrictions (keep trash bins out of site please or you will get a letter)
  • Security camera update -

  • Functioning normally and serviced annually by Maginot security

  • No requests made to view footage

                                              

Board Nominations / Elections –

  • Nominations, voting and election for open seats
  • Cindy DeYoe - Treasury and Phil LaScala - Secretary voted to board for another term
  • No volunteers for 1 open seat remaining
  

 

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Meeting Minutes – February 4, 2020

Location:               Rockmeade Dr     

Attendees:            Pete Haggerty, Mike Petrucci, Cindy DeYoe, 

                               Phil LaScala, Ron White (Penco)

  

Finance

  • Review of sales and capital assets report plus recent and pending sales; budget details and projections including both tree and landscape details and contracts; P&L report
  • More funds allocated for maintenance to address additional costs related to tree spraying for disease and pests, plus tree trimming needed around streetlights
  • Updated Reserve Study indicates Ballymeade plan continues to stay in good standing
  • No fee increase is anticipated especially if snow removal costs stay low through the season
  • Proposed Budget will be shared at annual meeting and voted on
 

Architectural Review Committee

  • Walkway Easements
  • County guidelines for both single and townhome easements will be posted on the website as reference for any homeowner considering erecting fences or other
  • Letter to be sent to W. Boxborough home that appears to have had a land survey
  • DelDOT to be contacted regarding orange barrel marker left between townhomes
  • Garage sale dates for 2020 are forthcoming
  • Recent state law regarding installation of solar panels needs clarification
  • We have been in touch with Sean Matthews, Christopher Norton (Legislative Aide for Sean), Chris Curtin (Deputy Attorney General)
  • A separate meeting will be schedule with the board regarding guidelines placement, installation and more
 

Landscape Update

  • Removal of dead trees on community property behind home on Longmeadow completed
  • Three landscape contracts ending; RFPs and contract renewals forthcoming
  • Davey Tree Company will be asked about preventative maintenance regarding lantern flies
  

PENCO Management

  • Review of 2019-20 Collection Status
  • Discussion on plans for collection of outstanding balances and any required legal fees
  • Rented Ballymeade properties: 
  1. Letters to “current tenants” of rental properties reminding tenants of neighborhood deed restrictions and community by-laws
  2. Rental property checks scheduled in the Spring that each property is being adequately maintained and adhere to deed restrictions
  3. 37 townhomes, 1 single home currently rented
 

Secretary Report

  • Security cameras continue to be maintained and operate in normal working order; annual cleaning has been scheduled; no requests for footage from county or state law enforcement
  • Spring and Fall newsletters with Ballymeade news and updates will continue
  • Trash bin audits continue quarterly; letters sent as needed to home-owners
  • Playground trash bin emptied bi-weekly
  • An online complaint issued to DELDOT regarding traffic light’s trip mechanism; other neighborhoods are affected, and the issue has been logged and will be addressed in due time                               
Posted by ballymeade on 03/18/2020
Last updated on 02/02/2021
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New Castle County, Delaware 19810