Board of Directors

2022 Board of Directors

Jim Chastain Chairman	jk2chastain@yahoo.com 423-883-1818
Charles Dammann President	dboiler61@comcast.net 423-842-2826
Jim Miller Vice President	Jim.Miller@sctray.com
Johnnie Queen Treasurer	JQueen.Ramsgate@gmail.com 423-255-3482
Yvette Buckner Secretary	YvetteBuckner@gmail.com

Board Meeting Minutes

April 3, 2017 7:10PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Resident: Ryan Rottman

Ryan’s business, Rottman Tech Services, designs and installs video and/or audio security systems. He talked about the various options available to provide camera surveillance of the pool, parking lit, and lawn areas. He estimated that an eight-camera system would cost approximately $2000, though we would not need eight cameras. He would give a firm bid at our request.
We haven’t had many security issues this past year, other than the toilets being clogged over the winter.

Decision: We will follow up with Ryan should we decide to go forward with the security system.

Secretary’s Report: Jane Horton

The Annual Meeting minutes were approved. There was no March meeting due to the February 23^rd Annual Meeting.

Treasurer’s Report: Robert Stangarone

The budget presented includes all expenses up-to-date.
We are waiting on dues from Josh Anand, the Marlers, and the foreclosure on Camdendown.
Monthly Admin costs include $265 for insurance.

Decisions: Robert will send letters to Anand and Marler.

Ponds & Waterways: Jim Chastain

It’s almost time for the annual pond treatment purchases, which will be approximately $2500.
The main pond waterfall light is out. The waterfall and fountain get clogged when we have a heavy rain. Jim discussed installing rain sensors on that equipment so that they turn off when we have a heavy rain. That will keep the motors from sucking up debris.
The Knightsbridge fountain is not working and it hasn’t had lights for four years. We probably need to bring both up to working order this year. It will be approximately $1500 for the new light kit.
The Cheltenham pond lights are not working. Outdoor is working on the water lily issue.
The Camdendown ditch need dredging. The screen at the front of the pond is holding back so much of the debris that it is backing up into the ditch. Dredging the ditch is a lot easier and cheaper than dredging the pond. Outdoor will do it when the water level is down.
Jim reported that it would cost $1848 to finish the retaining wall on the main pond around the tree.
We need a bench(es) in the gravel at the main pond.

Decisions:

Jim will go ahead and purchase the pond treatments.
Jim will investigate rain sensors.
The remaining section of the retaining wall will be completed at a later date, to be decided.
David will purchase benches for the main pond gravel area.

Landscaping: David Raines

The cul-de-sac bids from Outdoor Inc were reviewed.
The Ramsgate Parkway cul-de-sac needs attention, mostly removing dead shrubs.
The Harwick Circle cul-de-sac is in most need of plants. Outdoor proposed 15 red yucca, which seems extreme.
The remaining two arborvitae at the entrance were discussed. Outdoor suggested putting in camellias.
Several holly plants around the pool fence are looking poorly.
A resident has asked that the five white pines that died on Bayswater be replaced in order to screen the shed on Eagle Drive.

Decisions:

David will find someone to water the new plants on the Harwick Circle cul-de-sac.
David is tell Outdoor to reduce the number of yucca plants on Harwick Circle cul-de-sac and add some ornamental grasses.
He will also tell Outdoor to remove the remaining arborvitae at the entrance. We will not replace them at this point.
We will wait to plant anything on Bayswater unless it continues to be an issue.

Clubhouse & Pool: Charles Dammann

Jim updated us on the parking lot/pool lights. Sam the electrician has not been able to find/make metal collars to retrofit the new light fixtures to the old poles. He will make some out of wood and paint them so that they will not be noticeable. He is supposed to give Jim a progress report by April 7^th.
Charles has offered the summer clubhouse cleaning job to Jennifer Gray. Jane has been approached by Melissa Woody fro her daughter to be considered for the job. This will Jennifer’s third summer to clean and she took the job over from her brother.
The fans in the breezeway need to be replaced with exterior fans that will keep the bugs/birds out of the light fixtures.
Jim has purchased new programmable timers for inside the clubhouse.

Decisions:

The pool will open Sunday, May 7^th. Charles will notify Phil Waites and will get the pool deck/sidewalks and furniture pressure washed.
Charles will purchase the exterior fans.
Jim will contact Sam about replacing the fans, installing the new timers, and completing the light poles by May 7^th.
Charles will contact Jennifer/David Gray about this being the Gray’s last summer to clean the clubhouse and ask that Paige Woody be used as a sub this summer.
It was decided that a teen can clean for two summers and then it will be offered to others who have expressed an interest. If more than one is interested, names will be drawn.

Miscellaneous

Jane will contact the city regarding the road buckling on Cheswick N.

The meeting was adjourned at 8:30 PM

Submitted by Jane Horton, secretary, on April 4, 2017.

Annual Meeting Minutes

February 23, 2017 7:00PM Burks United Methodist Church

Board Officers in attendance: Jim Chastain, Jane Horton, David Raines, and Robert Stangarone.

Welcome and Introductions: Jim Chastain

Jim started the PowerPoint presentation, welcoming residents to the Annual Meeting and introducing the board officers in attendance. He then introduced Barry Evans, ARC chairman, and thanked Mary Dean for supervising our insurance policy and Karen Chastain for her newsletter ad sales.

The meeting followed the PowerPoint presentation, which accompanies these minutes. The following notations are exceptions or responses to questions concerning the slides presented.

Link to PowerPoint Presentation

2016 Budget Overview – Expenses

The Outdoor Inc 2017 contract is the same as 2016, $45,000. In fact, it has not increased in several years and Outdoor continues to provide additional service at no charge.
Utilities for landscaping was above budget due to increased watering because of the drought.
Ponds & Waterways expenses were decreased slightly with the hiring of resident David Gray to clean the pond fountains and lights vs hiring Outdoor Inc to do it.

Strategic Planning

The standing water around the pool has already been addressed. This was included in the slide in error.
We will need to dredge the runoff stream from Bayswater pond to Camdendown pond.

Proposed 2017 Budget

The light poles in the clubhouse parking lot were refurbished and expensed in 2016. They still need to be installed, which is noted in the $2100 Expense Carryover.

2017 Budget Vote

Tom Vechinski moved that the budget be approved and Roseanne Apyan seconded the motion. The motion passed unanimously; 16 yes votes to 0 no votes.

The PowerPoint presentation ended.

Miscellaneous:

The status of de-annexation legislation was questioned. The bill has not moved out of committee at this point. If passed, we may still responsible for paying for the bonds sold to build the new fire station; however, the station was already scheduled for construction prior to annexation in order to serve the Big Ridge area. Jim estimated that dues might rise to $750 a year if we are de-annexed, which would pay for the streetlights.
A few people are experiencing increased Hixson Utility District water bills after the new meters were installed. RHA has no authority over such issues and residents were instructed to contact HUD for answers.

The meeting was adjourned at 7:50 PM

Submitted by Jane Horton, secretary, April 2, 2017.

Board Meeting Minutes November 7, 2016 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, Robert Stangarone, and Barry Evans (ARC Chairman)

Secretary’s Report: Jane Horton

October minutes were approved via email.

Treasurer’s Report:

Robert estimates that we’ll have a $7,000 surplus at the end of the year, based on the budget presented. We can carry it over into 2017 if it is earmarked for a specific project or we can look at projects to fund this year.
The parking lot/pool deck light refurbishing (approximately $3,000) will come out of the Pool Reserve Fund.
It was suggested to put the surplus into the Reserve Fund to help offset the main pond retaining wall and various dredging costs.

Annual Meeting

Robert will begin work on the letter that is mailed to all residents a month before the Annual Meeting.
Charles Dammann and David Raines have completed their two-year terms and have agreed to serve an additional term. There will be no need for elections at the Annual Meeting.

Ponds & Waterways: Jim Chastain

With the lack of rain, we may need to turn off the fountains soon.
All the ponds, other than the main pond, are suffering from the lack of rain.

Landscaping: David Raines

Outdoor Inc has winterized the clubhouse and a sign has been posted to that effect.
We’re still irrigating the common area due to the lack of rain and the warm weather.
The Parkway hollies will be trimmed in December and we’ll tell residents that abut them the date in advance so that they might have their side trimmed at the same time.
Several of the cul-de-sacs need cleaning up. There are two dead pine trees on the common area of Bayswater that need to be removed.
Several residents have dead trees.

Decisions:

David will contact Outdoor to remove the dead pines and to submit a bid for cleaning up the cul-de-sacs.
Jane will send out a memo or newsletter with names of tree removal companies for residents who have dead trees.

Clubhouse & Pool: Charles Dammann

Charles had no report since the pool is closed for the season.
A new HVAC system in 2017 was mentioned as an upcoming cost.

ARC:Barry Evans

6508 Cheswick N: A warranty replacement roof was automatically approved.
1521 Ramsgate Pkwy: Replacement of laurel plants with larger screen shrubs was approved.
6511 Cheswick N: New windows were approved.
6505 Prestwick Ln: New window sashes were approved.
6502 Cheswick N: A new roof was approved.
6308 Yardley Ct: Building an outdoor kitchen and extending the fence were discussed. Awaiting written plans.

Misc

Barry mentioned recent thefts at Hamilton Place Mall. Shoppers were robbed while walking to their car and packages/gift cards were stolen from a car.

Decision:

Jane will mention the need for heightened awareness during the shopping months ahead in the newsletter.

The meeting was adjourned at 7:46 pm

Submitted by Jane Horton, secretary on November 9, 2016

Board Meeting Minutes October 3, 2016, 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines and Barry Evans (ARC Chairman)

Secretary’s Report: Jane Horton

August minutes were approved via email. There was no September meeting.

Treasurer’s Report:

No report; Robert was not in attendance.

Ponds & Waterways: Jim Chastain

The Knightsbridge pond has lots of algae and weeds. It will take extra treatments to improve its appearance. The downside to that is fish kill. The pond may be treated only every two weeks, so Jim will stay on top of it.
The lily pads on the Cheswick pond are under control, though it takes effort to keep it that way.
The Camdendown pond has never looked better, thanks to the diligent attention of Roger Land.
The screen at the opening of Camdendown pond has been catching some debris. Outdoor will have to check it at least weekly during leaf drop.
We shouldn’t need to purchase additional treatment chemicals until next spring.

Landscaping: David Raines

The irrigation system has been shut down due to a valve break near the main pond. There were tire tracks near the break, but an air hammer in the line could have also caused the damage.
We will most likely have lots of repairs in the spring.
The dog waste stations are being used. They will be emptied twice a week at $10 per week until the weather cools. Jim has scheduled Outdoor to move the station at Cheswick N closer to the main pond. A third station may be installed if usage continues at the current rate. The extra bags were found.
There is a dead pine tree on the common property on Bayswater.

Decisions:

We will have Outdoor turn off the irrigation system now and wait until spring to replace the valve and repair the line.
Jane will find out if we have any clubhouse reservations. If not, Outdoor can winterize at any time.
Jane will check with Jennifer Gray to see if we need to order more doggie bags.
Jane will purchase signs asking residents to “please tie the bag” at the waste stations. She will also put a note in the newsletter with the same request.
Jim will mention the Bayswater tree to Outdoor when he sees them to move the dog waste station.

Clubhouse & Pool: Charles Dammann

The pool has been closed for the winter and Charles has stacked the furniture under the awning.
We had some algae issues this year, most likely due to a combination of a dry summer and a chemical-resistant algae strain.
There was an irrigation leak in the lawn between the pool and the Leyland cypress trees. It has been repaired.
The parking lot lights are on again, including the one with the broken globe. It was a problem with the dusk-to-dawn timer.
Jim got a quote from Culbert Electric for replacing the parking lot and pool deck lights. The total cost for materials and labor for the 4 parking lot lights is $8170. The new poles are aluminum, which are lighter, but more expensive than the iron we currently have. New top fixtures and labor for the pool lights costs $2856, with RHA painting the poles. The electrician recommended that we keep the iron poles if possible because of their strength and durability.
Jane has a bid from ABC to refurbish the 7 iron poles for $2700. RHA would have to dismantle the poles and then pay to have them reinstalled. We would also have to purchase globes.

Decisions:

Jane will get another bid on refurbishing the existing poles.

ARC: Barry Evans

A covered porch with a hip roof at 1521 Ramsgate Parkeway was approved.
Extending the current fence to the back of the property was approved at 1501 Ramsgate Parkway.
Residents at 6360 Cheswick S removed their front yard landscaping without ARC approval. New landscaping has been installed, but a plan was not submitted and the new design does not meet C&R standards.
Their old brush has been curbside for at least a month. Jane registered for pickup on Sept 26^th and will follow up regarding the delay.

The meeting was adjourned at 8:07 pm.

Submitted by Jane Horton, secretary, October 8, 2016

Board Meeting Minutes August 1, 2016 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines and Robert Stangarone

Secretary’s Report: Jane Horton

May minutes were not ready. Jane will email May and August minutes this week.

Treasurer’s Report: Robert Stangarone

Robert presented year-to-date budgets. We are in good standing for the year.
Budget exceptions included extra common-area watering in July.
It was also noted that the Camdendown dredging has not been included in the budget yet.

Ponds & Waterways: Jim Chastain

Dredging of the Camdendown pond resulting in the raking of 20 loads of leaves. There is still a significant amount of leaves towards the middle of the pond. Another 20 loads of leaves will probably be removed.
Most of the leaves do not come from the ditch, but we will install a screen at the end of the ditch to help alleviate the problem in the future. Outdoor will supply the materials free of charge and RHA will install the screen.
Jim has asked Barry Abbott about the limit of RHAs responsibility for the wild ducks on the Camdendown pond. Barry’s answer was that we cannot control Mother Nature and will have no responsibility for removing said ducks.
The main pond retaining wall is done; however, the area between the two sections now looks unfinished. Outdoor bid $1848 to add rock to the base of the bank in that area.
The Queensbury ditch is overgrown with cattails and weeds, hindering drainage.
Jane asked Jim who owns the empty lot between him and Tom Marshall because of an inquiry about the dead tree on the lot. The Chastains own the lot, but do not plan to remove the tree because it will involve removing the adjoining Eagle Drive resident’s fence.
An inquiry was made to Jane regarding drainage on the ditch beside the Bayswater pond.

Decisions:

We will wait until the end of the year to determine whether we have the funds to add rock to the retaining wall project.
Jane will draft a letter to the Queensbury resident asking that the ditch be cleaned up.
Jane will pass along the info regarding the Chastain’s tree to the inquiring resident.
Jim will look into the Bayswater ditch drainage.

Landscaping: David Raines

The dead arborvitae on the south entry wall has been removed.
David reported that the Parkway hollies will be trimmed in December. We will notify Parkway residents beforehand so that they may employ Outdoor to trim the resident side of the hollies.
The azaleas on the Queensbury cul-de-sac are dead. Outdoor has replaced them once; however, RHA expected a more heat tolerant shrub would be planted. Outdoor replaced the original plants with azaleas.

Decision:

David will contact Outdoor about replacing the azaleas with more appropriate shrubs.

Pool: Charles Dammann

The only real pool problem to date has been cloudy water. The pool was shocked, the pool was closed for 24 hrs, and a sign was posted.
The pool cover had been stored on the pump room floor. Charles asked Phil Waites for a better storage solution. The cover has since been rolled, tied with cinch ties, placed in a rolling trashcan, and put in the pump room.
There is still standing water on the Hixson Pike side of the pool. It appears to be an irrigation issue. We will continue to monitor it.
Jennifer Gray is taking care of emptying the dog waste stations.
A pool parking lot light globe was broken when a resident backed into the pole. The resident contacted the board. A replacement globe is not available. The poles are rusted and we should consider refurbishing or replacing them, depending on the cost. The pool light poles also need refurbishing.
Padlocking the pool gate during the winter was discussed. A lock and chain for this purpose is in the pump room.
A camera security system for the pool and parking lot was discussed. Past research shows such a system would cost approximately $600.

Decisions:

Jane will check with her contact for refurbishing the pool and parking lot light poles.
The camera security system was tabled for the time being.
The pool gate will be padlocked over the winter. Outdoor will have the combination, allowing them to mow the pool lawn.

Miscellaneous:

The resident letter suggesting approved mowing hours and speeding on the Parkway, in addition to other issues, was discussed.

Decision:

The Board has no authority over mowing hours. Speeding will once again be addressed in the next newsletter.

The meeting was adjourned at 8:10 pm.

Submitted by Jane Horton, secretary, on August 4, 2016.

Board Meeting Minutes May 2, 2016 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, and Robert Stangarone

Secretary’s Report: Jane Horton

April minutes were approved via email.

Treasurer’s Report: Robert Stangarone

Jan, Feb, and March budgets were presented. March Admin costs were higher than normal due to Jim’s trip to Nashville regarding annexation. March Pond & Waterways costs were higher due to the purchase of pond chemical.
Robert explained his bookkeeping process in light of the Hidden Harbor HOA embezzlement. He writes names on deposit slips to match dues payments. Other Income includes ad fees and pool reservations; he lists from whom and why the check was received. We autopay utilities, so the only checks written are to vendors (such as Outdoor Inc) and reimbursement of board members’ out-of-pocket payments for supplies.
We discussed having our books audited and whether a second signature is needed on checks.

Decisions:

A second signature will not be required since so few checks are written and the checks/balances are so transparent.
We will ask a resident with bookkeeping experience to audit 2015 books in light of Hidden Harbor’s issues. We will audit books before the 1017 Annual Meeting.
Robert will check with the bank to see who else is authorized to write checks in his absence.

Ponds & Waterways: Jim Chastain

The retaining wall work is to start very soon.
The Camdendown pond needs dredging again. The leaves from the rest of the pond have moved back to the dredged area because of the fountain current. The leaves are about 6” from the surface. Heavy equipment will not be needed this time because silt is not in the mix yet. Matt at Outdoor is writing a bid to rake out the leaves.
A new light kit for the Knightsbridge pond is approximately $1400 for the kit and wiring. This will be moved to 2017 or later.

The timer for the lights will need replacing soon. We need the fountain running on Cheltenham.

Landscaping:

The dying tree on Brickston Island and the old tree on the pond will be removed by Outdoor.

Pool: Charles Dammann

The pool cover purchased in 2015 has resulted in less cleaning for the pool opening.
The pool deck and entrance walls will be pressure washed on May 10^th.
Robert reported that the state is still having problems sending out the pool permits on time. The Health Dept is aware of this, so we will not be penalized for not posting the permit.
The pool is on schedule to open on time.

Miscellaneous

The dog waste stations have been delivered but need to be installed, which requires postholes.
We need to have “Ramsgate” on the front walls stained once they have been pressure washed.

Decisions:

Jane will place flags where the waste station should be installed. Other board members are to review the suggested placement. David will contact Outdoor to install them.
Jane will ask Dolores Wolfe to contact the painter to stain the entrance walls and then contact Jim with the painter’s info. Jim will work with Dolores in Jane’s absence.

The meeting was adjourned at 8:00 pm.

Submitted by Jane Horton, secretary, on August 4, 2016.

Board Meeting Minutes April 5, 2016, 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, and Robert Stangarone

Residents in attendance: Jerry Ellis and Pat Vandervort

Secretary’s Report: Jane Horton

February and Annual Meeting minutes were approved via email. There was no meeting in March.

Treasurer’s Report: Robert Stangarone

Past-due letters were mailed to three residents:

Mark & Angie Solis have since paid in full, plus late fees.
One remaining resident, Josh Anand, always pays late.
The other outstanding resident, John & Dawn DeGalleford, notified the board of their bankruptcy. We will not proceed with action at this time.

Decisions:

Robert will alert Josh Anand about the lien if dues are not paid by May 1^st.
Jane will follow up with the DeGallefords to determine foreclosure dates, etc.

Ponds & Waterways: Jim Chastain

The Camdendown pond timer will be replaced with a digital timer.
The Camdendown pond fountain electricity station has ornamental grass encroaching on the box.
Outdoor has again inspected the Knightsbridge pond but can’t find the leak. They have determined that it must be a small leak in the middle of the pond, which would require draining the pond to fix. It is only a problem during the heat of the summer when the water level drops.
The Knightsbridge pond still needs the light repaired. Muskrats chewed the existing wires, resulting in the need for a new light kit, bulbs and installation. Al Cemel has asked that it be repaired, but is not in a great hurry.
The pond treatments have started.
There has been at least one complaint about the board not paying enough attention to ponds other than the main pond. Budgeting for the retaining wall on the main pond brought this on. That is the only pond with a common area, hence the use of RHA funds to maintain it.
The Cheltenham pond light needs a new O-ring. Water gets into the light casing. Outdoor is getting the O-ring.
The main pond retaining wall bids are in:
- $29,930 from Brett Construction
- $26,929 from Outdoor Inc. Their bid could increase by no more than $1,000 for a walkway and seating area.

Decisions:

Jim will ask Outdoor Inc to remove the Camdendown electric station grass and check on the Cheltenham pond O-ring.
The Knightsbridge pond leak will not be repaired at this time.
Jim will get pricing for the Knightsbridge light kit for possible 2017 installation.
The board unanimously voted to award the retaining wall project to Outdoor Inc, with authority to start as soon as it can be scheduled.

Landscaping: Jim Chastain

Jim has asked Outdoor to trim the shrubs behind the entrance walls.
The lorapetalum on left side of the main pond waterfall is much smaller than the one on the right. It replaced a dead plant, so it is at least a year younger. Jim has asked Outdoor to trim the right shrub to better match the left. We will review the plants in a year to see if the left needs to be replaced with a more established plant.
The entrance wall “Ramsgate” appears to be fading. It needs to be pressure washed and stained a darker color for more contrast. We will also see if it can be sealed to avoid future discoloration.
In response to the Annual Meeting suggestion regarding providing dog stations along the Parkway, Jane found a system that includes signage, a baggie dispenser, a waste container, and baggie/waste bags for approximately $200. It was determined that two stations will be needed; one near the main pond and one closer to the front of the neighborhood. Both will be discretely placed near the hollies. In the summer, we will ask the clubhouse-cleaning employee to maintain the waste cans.

Decisions:

Jane will contact Dolores Wolfe to get the name of the person who stained the Ramsgate sign last time.
Jane will order two dog stations.

Clubhouse & Pool: Charles Dammann

The pool will open on Saturday, May 14^th, which is the traditional start date.
It was determined that the pool deck does not need to be cleaned.
It was decided to wait until the irrigation system is turned on for the season before deciding whether a French drain is needed between the Leyland cypresses and the pool deck. That area may just receive too much water and may be adjustable.

Decisions:

Charles will coordinate the pool opening with Matthew at Outdoor (turning on water) and Phil Waite (opening the pool).
Charles will store the Christmas décor in the attic.
Charles will let Jane know how much we paid for pre-opening and weekly cleaning last year.
Jane will contact the two teens interested in doing the clubhouse and restroom cleaning and train them. They will also do the pre-opening cleaning of area and furniture.
Robert will contact EPB regarding the telephone and Wi-Fi service.

Miscellaneous:

Jane presented a draft of the C&R Violations letter that will be delivered by Block Captains to all residents. Board members are asked to review the letter and contact Jane with suggestions.
Pat Vandervort presented an ARC Approval Form for consideration. It details the landscape changes they wish to make. Future plans include adding a cement slab patio. She also explained that their landscape company is returning April 6 to complete their backyard French drain project. Jane will give their landscape plans to Barry Evans for approval.
Jerry Ellis asked whether the de-annexation issue was dead. Jim explained that it is in “summer review.” It took two years for the legislature to pass the 2015 bill that forbids annexation by mandate. Jim is hopeful that the de-annexation bill will be passed, but it may also take two years or more. With a Republican majority in both chambers, HCRAA is hopeful the votes will be there to pass.

The meeting was adjourned at 8:10 pm.

Submitted by Jane Horton, secretary, April 6, 2016.

Annual Meeting Minutes

February 25, 2016, 7:00 PM Burks United Methodist Church

Annual Meeting PowerPoint Presentation

Click on green text to view PowerPoint.

Board Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Residents in attendance:

There were 21 people in attendance, plus five board members, representing a total of 17 families.

Welcome: Jim Chastain

Jim welcomed attendees and introduced the board members. He explained that the board’s responsibility is not to just maintain the development, but to look forward to anticipate issues and opportunities. He described the significant projects completed this past year, including the dredging of the main pond.

PowerPoint Budget Presentation: Robert Stangarone

The PP presentation is attached.
Jim described the retaining wall project. It is necessary because muskrats have undermined the bank of the main pond, resulting in safety, erosion and appearance problems. Outdoor Inc will dig down and back 3-4 feet; lay down fabric; 75-80 large mountain stones will be placed; and, it will be backfilled with gravel.
Uneven sidewalks continue to be an issue. Jane explained that the city is now responsible for sidewalks because they are within the street easement. City engineers have visited Ramsgate and are compiling a list of prioritized sidewalk/street repairs for the neighborhood.
Robert presented the operating budget of $94,553 in detail.

Decisions:

A motion to approve the 2016 budget of $94,553 was raised by Tom Vechinski and seconded by Dan Henry. It was approved unanimously.

De-annexation: Jim Chastain

Jim reported that House Bill 779 to allow recently annexed areas in six counties of Chattanooga, Knoxville, and Nashville to raise a referendum to de-annex is currently being considered in the House Finance Committee. It is based on a bill submitted by Representative Mike Carter, and supported by Chattanoogan Senator Bo Watson, in 2015. It was tabled until the committee could study the financial implications of the bill. The committee is to vote on the bill on Tuesday, March 1^st. Both Carter and Watson think it will get out of committee and pass in both chambers. However, it needs to happen within 60-90 days, so that petitions can be compiled and the referendum added to the November ballot.

In Chattanooga, the only area affected is 4A, which includes only residential dwellings in Ramsgate, Laurel Cove and a few streets. It’s approximately a one-square mile area.

We would again be responsible for sidewalks, streetlights, trash pickup, etc.
The new Hixson Pike fire station is in area 4c, not 4a, but we would be apportioned part of that bonds until 2020.
If the bill passes both chambers, we will need to solicit signatures on a petition to add the referendum to de-annex to the Nov ballot. It will take 51% of registered voters in area 4A to sign the petition.
The largest opponent to the bill is the TN Municipal League.

Decisions:

The board will notify residents of the March 1^st outcome and, hopefully, next steps.

Miscellaneous:

Jim recognized the Pond Captains for their efforts in keeping the ponds clean of algae. They include Al Cemel, Roger Land, and Charles Dammann. Jim is also a pond captain and shops online for the most cost-effective and most ecologically-friendly treatments.
Jim asked residents to please use the newsletter advertisers and to mention their ad when shopping.
Glenn and Gina McFeeters (Yardley Ct) suggested putting in dog stations along the main parkway with bags and trash cans. They’ve noticed significant resident non-compliance of cleaning up after dogs. Their past neighborhood had such stations, which helped the issue.
Jerry Ellis (Harwick Cr) suggested we put info about de-annexation on the website, including links to TN representatives and senators.

Decisions:

The board will again look into dog station costs, maintenance, and locations.
Jane will update the website regarding de-annexation after the March 1^st committee meeting.

The meeting was adjourned at 8:15 pm

Submitted by Jane Horton, secretary, March 1, 2016.

Board Meeting Minutes

February 8, 2016 7:00PM

Members in attendance: Jim Chastain, Jane Horton, and Robert Stangarone

Residents in attendance: Barry Evans, ARC Chairman

Secretary’s Report: Jane Horton

January minutes were approved via email.

Treasurer’s Report: Robert Stangarone

Robert emailed the Annual Meeting PowerPoint presentation to board members and requests changes/corrections.

ARC: Barry Evans

The board again agreed with Barry’s decision to deny the Boothby’s request to remove their street tulip poplar. The decision is based on the opinions of two tree experts (Outdoor Inc and Gene Hyde, City Forester).

Decisions:

Jane will contact the Boothby’s with the decision.

Annual Meeting

Robert will ask Terry Diamond for use of his projector again. Robert will bring a laptop.
The main pond retaining wall will be discussed at the meeting. It does not need RHA approval because it is maintenance, not a capital improvement.
We will be carrying over a significant balance from 2015, but it will be needed for the retaining wall project.

Ponds & Waterways: Jim Chastain

We will need to spend money on dyes in the coming months.
One waterfall light is out, and Jim will address it.
With heavy rain the pump on the main pond gets clogged easily. Jim is working with Outdoor to resolve the issue. There are already two shrouds to reduce the debris that clogs the pump, but it’s still an issue. The recent dredging helped minimally.
There is a faulty GFI on Charles’ pond. It will be fixed when the electrician gets back in town.
Jim received a bid from Brett Landscaping for building the main pond retaining wall. It was $29,930. Outdoor’s rebid to correspond to Brett’s specifications was $26,785.

Decisions:

The board decided to use Outdoor for the retaining wall, mostly due to our relationship with them and their on-site presence.
Jim will talk to Outdoor to get final, detailed bid.
Final board approval will be contingent on final bid.
Jim will ask for approval of pond treatment expenditures via email.

Miscellaneous:

Jim distributed a letter from Laurel Cove HOA to residents reminding them of basic C&Rs that pertain to daily activities, such as street parking rules and putting away trashcans on schedule, etc.

Decision:

Jane will draft letter for Ramsgate residents, to be mailed in March.

The meeting was adjourned at 7:50 pm.

Submitted by Jane Horton, secretary, March 1, 2016

Board Meeting Minutes

January 4, 2016 7:00PM

Members in attendance: Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Residents in attendance: Barry Evans, ARC Chairman, Marc Boothby

ARC: Barry Evans

Barry reported that Marc Boothby had requested authorization to remove the tulip poplar tree between the street and his sidewalk due to early sidewalk/driveway movement. Barry denied the request, stating he saw no evidence of movement, nor did several other board members.

Decision:

David will contact Outdoor Inc to have their arborist look at the tree to determine whether it is affecting the sidewalk, driveway or water lines.

Minutes: Jane Horton

December minutes were sent out earlier today, so approval will be by email this week.

Ponds & Waterways:

Jane reported for Jim Chastain that Jim Brett has been asked to submit a bid to create a retaining wall on the main pond. Brett has installed other walls in the subdivision.
Charles reported that the recent heavy rains resulted in 6-8” of water in the yards that adjoin Burks UMC. Nothing can be done short of replacing the current drainage pipe with a much larger one.

Treasurer’s Report: Robert Stangarone

Robert did not present a budget, but will email it in the coming week, along with a draft of the 2016 budget.

Landscaping: David Raines

It appears that the dead azaleas on the Queensbury cul-de-sac have been replaced with new azaleas, despite our request to find a hardier shrub.
Metro Lawn contacted Jane about submitting a bid for Ramsgate maintenance and landscaping. David reported that we have a verbal agreement with Outdoor for 2016.

Decisions:

David will contact Outdoor Inc about replacing the azaleas.
David and Jim will update the landscaping scope of work.
Jane will contact Metro Lawn to explain that the next bids will be accepted for the 2017 contract.

Clubhouse & Pool: Charles Dammann

Outdoor Inc dug out the damaged clubhouse sewer line. They stated they could do the basic plumbing work required, which was replacing a section of pipe. Charles authorized the work. The replace the soil and will mulch in the spring.

Outdoor will provide a bid to install a French drain at the clubhouse between the Hixson Pike Leyland cypress and the pool deck. The area stays constantly wet.

Decisions:

Robert will add the projected French drain costs to the 2016 budget.

The meeting was adjourned at 7:40 PM.

Submitted by Jane Horton, secretary, January 5, 2016

Board Meeting Minutes

December 7, 2015, 7:00 PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Residents in attendance: Barry Evans, ARC Chairman

ARC: Barry Evans

The following resident projects have received ARC approval:

1500 Abbington Ct (Wolfe); window replacements
6511 Cheswick N (Diamond); roof replacement
6500 Queensbury Ln (Scanland); roof replacement

Secretary’s Report: Jane Horton

November minutes were approved via email.

Treasurer’s Report: Robert Stangarone

Robert presented the YTD budget complete with estimated revenue and expenses through December. He projects a potential ending amount of $24,914.85, which can be put into the General Reserve Fund to offset the cost of the main pond retaining wall.
The $900 estimated Administrative expense for December includes the $500 the Barry Abbott, attorney, will charge for filing against the Holt bankruptcy issue.
The main pond retaining wall will cost an estimated $16,800, based on the bid from Outdoor Inc. That price reflects the work being done during their slower winter months. The project will not need resident approval because it is considered maintenance rather than improvement. We will make an informational announcement at the Annual Meeting as we discuss budget line items.
Additional 2016 projects to consider are addressing the brown cypress trees along Hixson Pike in the pool yard and landscaping the empty lot berm.
Do we want to lower dues for 2016 based on the carryover?

Decisions:

Jim will get at least one more bid for the retaining wall project.
It was unanimously decided not to lower dues because the money will be needed for the retaining wall and possible other projects. Also, we don’t want to reduce dues this year only to have to probably raise them again for 2017.
Robert will continue to work on 2016 budget for Annual Meeting in February.

Landscaping: David Raines

The Queensbury cul-de-sac and Raines rose (from pond dredging access) replacements are being addressed this week.
The pond lights and fountains have been cleaned and are working.
Jim called Outdoor to have a Ramsgate Parkway cul-de-sac shrub replaced.
Jim called Joe Bosich regarding the landscape lights.
The entrance walls need to be pressure washed and the “Ramsgate” wording possibly stained a darker shade for greater visibility.
The junction box wiring on the entrance wall needs to be replaced. The wiring is a mess and arced due to the wires being stretched.

Decision:

David will have the junction box wiring replaced.

Ponds & Waterways: Jim Chastain

The pond lights need regular maintenance and there was discussion about finding someone to clean them on a schedule. No solution was determined.
The ponds will need dye after the first of the year.
Outdoor cleaned fountains today, 12/07, but missed the Cheltenham pond.
We need a 2016 budget from Outdoor.

Decision:

Jim will contact Outdoor about submitting a 2016 budget, which will include regular pond fountain/light maintenance.

Clubhouse & Pool: Charles Dammann

Outdoor will bid on digging up the clubhouse drain line that is damaged. It is supposed to be a vertical line, but was probably bumped when initially landscaped. Harvey’s Plumbing will do the plumbing work.

Miscellaneous

Jane reported that Ken Smith is looking into our uneven sidewalk issue. Jim stated that the City promised accessibility ramps when we were annexed. They have since stated that they needed enough work to make the project worth their time.

The meeting was adjourned at 8:05 pm.

Submitted by Jane Horton, secretary, January 4, 2016

Board Meeting Minutes

November 16, 2015 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Residents in attendance: Glenn and Gina McFeeters

Secretary’s Report: Jane Horton

September minutes were approved via email. There was no October meeting due to scheduling conflicts

Treasurer’s Report: Robert Stangarone

The budget is on target. An updated budget was sent via email last month.
Robert is beginning the budgeting process and needs to know of any additional expenses for 2016.
Dues were reduced to $650 in 2015 with concerns by some board members. We will finish 2015 within budget with little carry over to 2016.
The only high-cost project on the near horizon is the wall for the main pond. We will determine when to schedule that and how to pay for it during the 2016 budget process.

Landscaping Report: David Raines

The entrance wall lights are working again. A wire in the electrical box was short-circuiting.
Outdoor Inc is running late on the Queensbury cul-de-sac upgrade, but it is on their schedule.
There are still dead shrubs on the Ramsgate Parkway cul-de-sac.

Decisions:

David will remind Outdoor about the Ramsgate Parkway shrub replacement.

Ponds & Waterways: Jim Chastain

We have an oral agreement with Outdoor Inc for monthly maintenance of the ponds, fountains and lights. Jim said that it needs to be more systematic and better enforced, that the recent service is not up to our standards.

Outdoor knows that the waterfall lights are not working.

Decisions:

The pond maintenance will be in Outdoor’s 2016 contract and will be a budget line item.
Jim will pursue getting another bid for the pond wall. It is proving to be difficult.

Clubhouse & Pool: Charles Dammann

Outdoor will winterize the clubhouse soon.
Jane gave Charles the “winterized” signs for the gate.
Drain Right Plumbing (formerly Action Plumbing) came out and looked at the root problem, but never submitted a bid, despite a reminder call.
Charles asked for additional plumber recommendations.
There are several outdoor and clubhouse lights that need to be replaced.

Decision:

Charles will call Harvey’s Plumbing.
Charles and Jim will do an inventory of light bulb needs and supplies. Jim will then order needed bulbs.

Miscellaneous

Glenn McFeeters commented on the common area sidewalk ‘upheavals.’ We explained that it is the city’s issue now and that said they’d fix them when there were additional projects to be addressed.
Board members and Glenn put the Christmas décor in the clubhouse for Dolores Wolfe when she puts up decorations on Thanksgiving weekend. Charles reports that there are decorations in the attic that need to be used, sold, or thrown away.

Decisions:

Jane will contact Ken Smith for direction/help.
Charles will contact Dolores and offer to look through the attic inventory with her.

The meeting was adjourned at 7:50 pm.

Submitted by Jane Horton, secretary, November 19, 2015

Board Meeting Minutes

September 14, 2015 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Secretary’s Report: Jane Horton

August minutes were approved via email.

Treasurer’s Report: Robert Stangarone

The budget is on target.
One of the backflow devices failed inspection. The company sent Robert an estimate for $150 to replace the device.
Decisions:

The board approved replacement of the device.
David will contact the company with approval to replace device.

Landscaping: David Raines

David presented Outdoor’s two proposals for landscaping the berm across from the pool. They range from $4900 to $10,000, with an additional $1200 for irrigation installation.
The berm along the Cheltenham pond (along Burks UMC property) is just weeds. Charles mows it. He would like to see grass or other landscaping put in. Discussion included whether that is common property and what would be best to place in such a shaded area.
Two irrigation heads needs to be replaced. They have been marked for several weeks.

Decisions:

Landscaping of the berm was tabled indefinitely.
Purchasing a security system was tabled until the end of the year when we know if funds are available.
David will contact Outdoor about the irrigation heads.
We will determine whether the Cheltenham berm is common property before moving forward on any action.

Ponds & Waterways: Jim Chastain

Jim presented two bids from Outdoor for installing a seawall on the main pond along Ramsgate Parkway. Muskrats and beavers are slowly eroding the bank. There is not enough money in the capital reserve fund to cover the estimated $17,000 cost.
Outdoor will replace the roses in the Raines’ yard that were damaged when the pond was dredged. They will also replace the azaleas in the Queensbury cul-de-sac with something more drought resistant.
The Cheltenham pond fountain is not centered.

Decisions:

Because of the cost of the seawall, two more bids will be necessary before the job is awarded to a contractor.
We will either wait until 2017, when reserve funds are available, or make a special assessment to fund the seawall. The decision will be made in early 2016.
Jim will contact Outdoor about the Cheltenham pond.

Clubhouse & Pool: Charles Dammann

When the plumber cleaned out the shower drains, he found roots in the PVC pipes. It will cost approximately $300 to remove the roots and replace the section of broken pipe.
Jim and Charles replaced the breezeway and parking lot light bulbs with LEDs. The new bulbs seem to attract fewer bugs in the breezeway fixtures. There are a few of the yellow bug bulbs out. They can be replaced with clear bulbs, since they attract fewer bugs.

Decisions:

Charles will get an accurate bid on the plumbing work.
Jim will order clear bulbs for the decorative light fixtures around the pool. He and Charles will replace the bulbs.
The pool will close on Monday, September 21. Jane will put up a sign.

Architectural Review Committee: Barry Evans via emailed report

The following requests have been submitted:

1419 Stornoway: repair of siding due to squirrel damage; project approved, no ARC form required.
1505 Abbington: replacement of foyer window: project approved for like-kind replacement, no ARC form required.
6410 Cheltenham: installation of retractable awning on rear deck; approved.
6108 Bayswater: installation of fence on south side of property and patio with a fire pit; project not approved because it will impede use of 15’ pond easement. The resident was informed of the consequences of going ahead with the project; they will be responsible for removal of the fence at their own cost should use of the easement be necessary.

The meeting was adjourned at 7:50 pm.

Submitted by Jane Horton, secretary, September 22, 2015.

Board Meeting Minutes

August 10, 2015 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Residents in attendance: Marc Boothby, Barry Evans (ARC chairman), and Kelli Lockerman (new resident on Brickston).

Resident Concerns:

Marc Boothby raised the issue of the trees in front of all the homes on Chippenham/Harwick. As they grow, their root system will start to push up the sidewalk. It will become an issue for each homeowner to correct. One resident has already had problems with roots tearing up copper pipe. Marc reports that the trees are mandated by the Summertown addendum to the C&Rs. None of the board members were aware of the addendum. If we wait to address the issue until residents start having sidewalk problems, it will be too late.

Decision:

Marc will send a copy of the C&R addendum to Jane, who will forward it to other board members before any decision is made.
Jim and Barry will look at Chippenham sidewalks to determine any immediate problems.

Secretary’s Report: Jane Horton

June minutes were approved via email. There was not a July meeting.

Treasurer’s Report: Robert Stangarone

All expenses/income are on target to date.
The 6608 Brickston home closed in June. New owner is Kelli and Mr. Lockerman
The Parr’s home (6317 Yardley) is due to close Aug 21^st.

Landscaping: David Raines

The tree that fell in the lot across from the pool was removed by Outdoor for $200.
David has been in conversation with Matt at Outdoor about ideas for landscaping the berm across the street.
The city is responsible for tree limbs extending over the street. Napoleon, a city employee, recently trimmed the Bayswater pines and explained residents can have tree limbs that extend over the street trimmed by calling 3-1-1.

Decisions:

David will find out when Outdoor plans to trim the Parkway hollies so that we can notify homeowners who might want their side of the hollies trimmed at the same time.
David will advise Outdoor to pull out vines that are growing in the hollies.

Ponds & Waterways: Jim Chastain

The main pond dredging is completed. Outdoor hauled off approximately 15 loads of silt/leaves, crossing the Raines’ yard to reach the pond. Their rose bushes suffered and only part of the affected bed was re-mulched.
The azaleas on the Queensbury cul-de-sac have died and will be replaced by more drought/sun-resistant shrubs.
The Knightsbridge pond continues to leak. The leak may be in the pond, but so far the location hasn’t been determined. Outdoor will continue to monitor the pond. They’ve started treating the pond for lily pad growth, with good results.
Jim needs to purchase additional pond additives, costing more than $250 but less than $500.
The board received an email from Jeanne Scanland regarding the muskrats undermining the main pond bank along the Parkway. She suggested installing a rock wall. Jim has talked to Outdoor and three suggestions have been offered: dig out a section of shore, lay a lining and cover it with stone; build a foundation and a concrete wall; and, drill sheet piling into the bank. Outdoor is gathering prices on each method. Barry suggested looking into timber pilings. We need to balance the cheapest method with the most effective.

Decisions:

Jim will ask Outdoor to talk to C’Na about replacing all four rose bushes and have them mulch the entire bed.
The board approved Jim’s purchase of pond additives.
Jim will tell Outdoor about the timber piling idea for the pond bank.

Clubhouse & Pool: Charles Dammann

There have been few problems this season, other than the occasional chair in the pool.
This weekend a resident reported feces clogging the showers in both restrooms. They cleaned it up, but said the showers weren’t draining well. Charles checked and things seem to be working well.
Additional paper supplies will be needed.
Jim recommended replacing the breezeway lights with LEDs

Decisions:

Jane will purchase paper goods at Sam’s.
Jim will purchase LED lights and he and Charles will replace the breezeway and parking lot lights.
It was decided the last day of the pool season is Sunday, September 20^th.

ARC: Barry Evans

6413 Knightsbridge (Boles) requested approval to place a drainpipe from a low section of his backyard through the holly berm to the street. Barry rejected the idea and another method, which doesn’t need ARC approval, has been decided upon.
6604 Brickston (Langley) received approval to remove hackberry trees that had roots growing into the house foundation.
6119 Bayswater (Sanders) would like to add a back deck – pending.
6108 Bayswater (Pukenas) would like to add a fence and additional trees – pending.
6517 Cheswick N (Alexander) received approval to add steps to the back porch due to safety issues.
1522 Ramsgate Parkway (Craig) received approval to replace windows.6420 Camdendown (Nicely) requested referrals for deck/screen repair.

The meeting was adjourned at 8:45 pm

Submitted by Jane Horton, secretary, August 12, 2015; amended August 14, 2015

Board Meeting Minute

June 15, 2015 7:00PM

Members in attendance: Jim Chastain, Charles Dammann, Jane Horton, David Raines, and Robert Stangarone

Secretary’s Report: Jane Horton

May minutes were approved.

Treasurer’s Report: Robert Stangarone

Budget year-to-date through May is on target. See attached.
Capital expenses for the clubhouse restroom repairs, fence repair, and fence painting have been paid.

Pond & Waterways: Jim Chastain

There are water lilies on Cheltenham pond.
There will be an increase in cost for pond electricity because the pond fountains are remaining on 24/7. The timers on the main pond quit several months ago, so it was turned on full time. When running 100% of the time they are more efficient and will last longer.
Dredging of the main pond will start most any day.
Roger Land bought his own fountain and installed it on the Camdendown pond behind the Parr’s house when the Parr’s fountain quit. It helps keep water moving in the area recently dredged.
The Knightsbridge pond is overgrown with algae and weeds.
Jim requested $320 to purchase additional dye for the ponds.

Decisions:

Jim will have Outdoor Inc spray the lily pads on the Cheltenham pond.
Jim will work with Pond Captain Al Cemel and Outdoor Inc to manage the Knightsbridge pond clean up.
The board unanimously approved $320 expenditure for pond dye.

Landscaping: David Raines

There is a dead pine tree on Bayswater. David has obtained a removal bid from Outdoor Inc, which seems. He will get additional bids, including one from Chris Dawson, who has removed trees in the neighborhood. The dead tree is next to the tree that was planted a few years ago. The dead tree will not need to be replaced because of its location near the new tree.
David would like to investigate additional lighting for the entrance walls.
Adding rhododendron to the empty lot berm was discussed. There is already water on the lot for the entrance wall shrubs.
Jim has already talked to Outdoor about weeding the Ramsgate Parkway cul-de-sac.
Outdoor feels they have fixed the irrigation zone at the main pond. Twice it has run for several hours before being manually turned off.
Outdoor has replaced 12 irrigation heads and 3 valves this season.

Decisions:

David will get additional bids for the Bayswater pine removal.
Jim will send David Outdoor Lighting Perspectives contact info for a bid on entrance lighting.
David will talk to Outdoor about rhododendrons.

Clubhouse & Pool: Charles Dammann

Several tables and a chair have screws that need to be replaced.
There appeared to be an unofficial party at the pool that resulted in a few broken chairs and furniture thrown around the pool deck. David had previously looked into a security system for the area. It will cost approximately $600. The only difficulty may be setting up the system, but a tech-savvy resident should be able to assist.
The 9-1-1 sign at the pool phone needs to be replaced.
A light is out in the parking lot.

Decisions:

Jane will order a 9-1-1 sign.
Jim will order LED bulbs and then Charles and Jim will replace the lights in the parking lot.
The security system was tabled and will be revisited if there are additional problems this season.

Architectural Review Committee: Jane Horton

Jane presented Barry Evans’ report of recently approved resident changes.

Annexation: Jim Chastain

At this legislative session, State Representative Mike Carter proposed a bill that would allow annexed portions of cities to de-annex by vote of affected residents. It was tabled for one year in the Finance Committee partly because any bonds that are issued for the affected area would still be the responsibility of those residents. This could directly affect Ramsgate with the construction of the new firehouse. The state needs to settle such issues before the bill moves forward.

The meeting was adjourned at 8:15 pm.

Submitted by Jane Horton, secretary, June 21, 2015.

Annual Meeting Minutes

March 12, 2015 (postponed from Feb 26th due to weather) 7pm at Burk’s UMC

Board members in Attendance: Roseanne Apyan, Jim Chastain, Robert Stangarone, Chuck Yarbrough

The meeting was called to order at 7:10pm by Chairman Jim Chastain. Jim welcomed everyone and reviewed the year 2014. It was a great year for Ramsgate as many projects were finished and at a lower cost. It was decided to reduce the annual dues to $650 for the current year, 2015.

Projects completed in 2014 were: landscaping around Brickston Island, Queensbury cul-de-sac, and around the main pond; new lights at the entrance; the pool was refinished, new tile applied and a new pool cover was purchased; and the sidewalks on the Parkway were pressure washed.

Jim cautioned homeowners that we may not always be able to reduce the dues and there could also be a special assessment if the situation is warranted.

Projects for 2015 include additional lighting at the entrance (the back wall on the right as you exit), landscaping on the Parkway, and dredging of part of the main pond.

Jim introduced the new board members, Charles Dammann and David Raines. They were the only two running for office and there were two positions to be filled. He thanked the outgoing board members Chuck Yarbrough and Roseanne Apyan for work well done.

Jim also talked about new events that are occurring in the surrounding neighborhood. There will be a new WalMart Grocery store at Thrasher Pike and Middle Valley Road. There is a new grocery store, Harvest Grocery, opening in spring at the old Bi-Lo store on Hixson pike. It will be similar to Whole Foods and offer organic products.

Barry Evans announced there will be a new traffic light going in at Thrasher and Hixson Pikes.

Charles Dammann mentioned we need some signs behind his property as children from outside our community have been fishing, picnicing, and ice skating on the frozen pond. Jim will check into it.

Robert discussed the website. it is up and the contents available. Jane will be the webmaster and has taken instruction from our website developer. The form for major landscaping and home modification is on the website. Barry Evans, chairman of the Architecture Review Committee, reminded everyone that it needs to be completed.

Robert presented the budget and finance report. See 2015 Annual Mtg PowerPoint Presentation link below.

There is $16,553 in the General Reserve Fund and $9,833 in the Pool Reserve Fund. $5000 will be added to each this year.

All dues were collected last year. One homeowner has a lien on his home from past outstanding dues and is making monthly payments.

Total pool expenses this year were $25,000. This included all the improvements. The front entrance lighting was $2,500 and the new plants at the entrance and pool parking lot were $6,214.

Projects for 2015 are additional landscaping and landscape lights at the back wall on the right as you exit and the pool fence to be repaired and painted at an estimated $5,000. Repair of the Parkway sidewalks is now a city issue. It was advised that call and complain to the city.

Proposed expenses for 2015 are $166,200. Dues were reduced to $650 since we were able to save money and Robert reworked the budged with minimal increases in varying areas.

Income: Cash forwarded from 2014 is $14,598. Dues income for 2015 is $92,300. Additional income is from newsletter and website ads and rental of the clubhouse. Kudos to Karen Chastain for all her efforts to acquire ads for the newsletters.

Jim then opened the meeting to the audience for questions. It was moved by Tom Vechinski to accept the proposed budget for 2015. It was seconded by David Raines. It was unanimously approved, with a vote of 12 in favor and 0 opposed.

Jim reminded everyone to call epb about any street lights that are out. There is a number on the light pole to identify which one needs to be replaced.

Jim also brought up the issue for people who walk their dogs on the Parkway that the common area ends at the main pond. Further down is private property and dogs shouldn’t be allowed on those lawns. People are also forgetting to clean up after their dogs.

Discussion took place about what to do with the property across from the clubhouse. It would need to have an irrigation system in order to landscape the area. It is also very dark so many plants would not do well there.

There being no further business, the meeting was adjourned at 8:10pm.

Respectfully submitted by Roseanne Apyan, outgoing board member

2015 Annual Mtg PowerPoint Presentation

(Click on green underline to download PPoint)

Ramsgate Homeowners Association

Board Meeting Minutes

January 5, 2015 7:00PM

Members in attendance: Roseanne Apyan, Jim Chastain, Jane Horton, Robert Stangarone,

Residents in attendance: Chuck Stevens

Secretary’s Report: Jane Horton

November minutes were approved via email, with the following correction: the azaleas on the Queensbury cul-de-sac had already been planted.

Resident Concerns

Chuck Stevens commented on the damaged road at Bayswater and Stornoway. He and several other residents have called 3-1-1, with no response to date.
He also mentioned that his experience with 3-1-1 has been quite negative; he has received conflicting answers from operators and slow response to his inquiries.
He said 3-1-1 cannot be dialed from a Verizon phone.
Chuck stated that some residents along the Bayswater ditch are upset that other ditches/ponds have received attention, but that their ditch has seemingly been ignored. Jim explained that the Bayswater ditch is level; it does not have the slope required to drain properly and it does not have the leaf buildup that requires dredging. Chuck doesn’t have an issue with the ditch; he cleans out the entrance twice a year. Jim offered to have Outdoor Inc clean it, but Chuck is okay with cleaning it himself. Chuck suggested the ditch and/or pond issue be brought up at the annual meeting.

Decisions:

Jane will contact Ken Smith about the road damage.
Jane will email the 3-1-1 seven-digit phone number to Chuck. It is on the city’s website.
The ditch/pond issue will be discussed at the annual meeting if a resident raises the issue, but will not be put on the agenda.

Ponds & Waterways: Jim Chastain

Some pond lights are out and Jim is searching for LEDs online.
The main pond fountain and lights were cleaned after the recent rains.
Outdoor Inc is trying to find the leak on the Knightsbridge pond; it must be very small, because it is a slow leak.

Landscaping: Roseanne Apyan

No activity/report.
Jim would like to see more light on the entrance walls in 2015, if feasible.

Clubhouse & Pool:

No activity/report. Everything looks good.
The Christmas décor needs to be put in the attic and/or pump room.

Social Committee: Roseanne Apyan

No activity/report.

Treasurer’s Report: Robert Stangarone

Robert presented the 2015 budget (attached).
Dredging of the main pond has been included in the 2015 budget.
Replacing the fence has not been included in the proposed budget. There was discussion as to whether the fence needs to be repaired or replaced.
We will carry over $14,537 from 2014 to 2015.
Based on the proposed budget, annual dues can be reduced from $700 per resident to $650, with a $2,198 carryover to 2016.

Decisions:

Jim will have a contractor look at the pool fence regarding repair vs replacement.
The 2015 budget of $108,397.85 was unanimously approved for presentation at the annual meeting.

Annual Meeting

Roseanne has tried to recruit several women to serve on the board, with no success.
Request for new board members was in the January newsletter.
The annual meeting is tentatively set for Thursday, February 26^th, 7pm, at Burk’s UMC.

Decisions:

Board members will review the directory for potential BOD members.
Jane will contact Burk’s UMC about using their Fellowship Hall for the annual meeting.
Jane & Robert will organize the yearly budget/annual meeting mailing.

Misc

We received a bill for $448 from Hixson Utility for the refilling of the pool. The fee is for use of the water line that is connected to the sewer system. In the future, we’ll let Phil know that only the one water line may be used.

The meeting was adjourned at 8pm.

Submitted by Jane Horton, Secretary, on January 13, 2015.

_________________________________________________________________________________________________________________________

Ramsgate Homeowners Association
Board Meeting Minutes
December 1, 2014 7:10 PM

Members in attendance: Roseanne Apyan, Jim Chastain, Jane Horton, Robert Stangarone,

Residents in attendance: Barry Evans, ARC Chairman

Secretary’s Report: Jane Horton

November minutes were approved via email.

Treasurer’s Report: Robert Stangarone

Budget within projection
Outdoor Inc submitted the same budget as 2012 that includes mandatory mowing on Thursdays. The only question discussed was the timing of trimming the hollies.

Decision:

The contract was approved with clarification of the holly trimming. Jim will check with Outdoor.

Ponds & Waterways: Jim Chastain

No report.
Jim has not been able to contact David & C’Na Raines about accessing their property to dredge the main pond. He will continue to try.
We’re still on a monthly maintenance schedule with Outdoor for ponds and fountains. Jim reports that it’s been a good investment.

Landscaping: Roseanne Apyan

Roseanne reports that Outdoor has planted additional azaleas on Queensbury cul-de-sac to fill in bare spots.

Decisions:

Barry Evans will help get residents to water the azaleas in the spring if needed.

Pool & Clubhouse:

No report. Everything appears to be in order.

Architectural Review Committee: Barry Evans

After several emails, Barry has approved the Reneger’s landscaping plan

Miscellaneous

David Gray has declined running for a board position, as did Barry Evans. We have two open positions, resulting from Chuck Yarbrough’s move and Roseanne Apyan’s resignation.
Jane met with the college student who designed Laurel Cove’s website. He can provide us with a similar product for approximately $700. The newsletter, directory, C&Rs, referral lists, and ARC form will all be available online and updated by Jane as needed. He can do the work over his Christmas break.
There has been a complaint about smoke from a resident burning brush. We will check into the city/county regulations and inform residents of regulations.
Barry asked if we could develop a map of street light locations and numbers. Barry was offered the job.
There has been a complaint about the broken asphalt at the corner of Bayswater and Stornoway. The resident was directed to call 3-1-1. The issue has been reported to the city by at least one other resident.
There is a chance that a Walmart Grocery will be built at Middle Valley & Thrasher Pike.

Decisions:

Jane will contact Amy Weems about the sale of their house (Hixson Pike next to the clubhouse). It is rumored that at least one Ramsgate resident is involved in the purchase.
It was decided unanimously to hire Draven Harrison to design the website. Jane will work with him.
Jane will check brush-burning regulations.
Jane will develop a map of street light numbers.
Jim will contact 3-1-1 and Ken Smith about the asphalt issue.

The meeting was adjourned at 8:05pm.

Submitted by Jane Horton, Seccretary, December 22, 2014