HOA's Modifications Committee reporting

Each month a boiler-plate report appears in the Minutes of the board meeting about the actions of the HOA's Modifications Committee.

This is the Committee that receives the Form 201 when a homeowner wants to do any work on his home's exterior or yard.

The Mission of the Committee, as stated on the HOA's website is:

"The Modification Committee is responsible for ensuring that all exterior modifications, alterations and additions meet the current Summit Community guidelines during inspections of all completed approved projects.  They review all 201 modification forms submitted for consideration and approval for workmanship, design, and its compatibility with existing community structures, locations, topography, and finish grade elevation.  The committee conditionally approves or rejects all requests prior to work beginning and gives final approval upon its completion." [emphasis added]

This Committee is populated by Justin Martin (Chair), Jesse McClinton, Kristie O'Brian, Danielle Scandrol, and James Glenn. At least one of those homeowners hasn't been on the Committee for months, but the name is still posted. I guess this makes it look like the Committee is larger than it really is.

According to Minutes of 2023 board meetings:
               # Forms 201 Approved YTD*  # Completed Projects Inspected
Jan.    No board meeting. No report
Feb.                      5                                                       0
Mar.                      9                                                       0
Apr.                    19                                                       1
May                    15                                                       0
June                   17                                                       3

OK, so what is wrong with the monthly report of the Committee? You'll see, at a glance, that the numbers don't make any sense. It's a fill-in-the-blank report, but whoever is preparing it doesn't understand what information is required.

* YTD means year-to-date. Look at the report in the monthly Minutes. The boiler-plate reads, "The committee approved ____ 201 forms year-to-date and inspected ___ completed projects."

Are the numbers 5, 9, 19, 15, 17 the number of Forms 201 approved by the Committee each month through June? If so, then the correct YTD numbers are 5, 14, 33, 48, 65.

Projects are supposed to be completed within 90 days. See Art. 23, Section 3 in the Modification Committee Guidelines:

"Modification Committee approval is valid for ninety (90) days only. Incomplete or delayed projects or projects not begun within ninety (90) days of the Committee approval are deemed unapproved. Homeowners may submit a new Form 201 for Committee approval if the project is still desired. (Added 5/28/09)"

How long does it take for a project to be inspected after the Committee has been notified that the work was completed? I know of one case that took 90 days! And all it required was a drive-by to see that the new roof was black.

How many final approvals were issued? Now, that's an easy one. ZERO. Justin Martin doesn't issue ANY final approvals. He says they aren't required.

Seriously? Has he read the Mission or the Guidelines of that Committee?

Does the Committee ever vote to conditionally approve a Form 201 or to give a final approval? Or does Justin just make the decision for the committee? If it votes, it should be recorded in Committee Minutes. Are there any?

Did the Committee really vote to approve the blue house up the street from the office or to approve the garage in the backyard of that same house that is obviously larger than 10x10x10?

Comments

Post a Comment

Popular posts from this blog

Annual Meeting, Barony Place Neighborhood - continued to 5/4/2024

Barony Place Neighborhood (Barony Place I and Barony Place II attempted to hold a Neighborhood Meeting this afternoon. Of the 78 homes, seventeen (17) homes were represented, and that was not sufficient to meet the quorum requirement of 26. The meeting was continued to Saturday, May 4, 2024, 1:00PM, at 44 Barony Place Circle. An effort will be made to have at least 26 homes represented in-person or by proxy. Three homeowners have volunteered to be on the Neighborhood Committee: Tracy Manderino (Barony Place II), Della Glynn (Barony Place II) and Gwen Hayes (Barony Place I). If a quorum is present on May 4th, those present, including by proxy, will elect the Neighborhood Committee. Once the Committee has been elected, it will select one of its three committee members to be the Voting Member for the next 12 months. The other two members will be Alternates. A new announcement will be distributed to your newspaper box, along with a proxy. If you will not attend Saturday's meeting, plea
Read more

Open Letter to Barony Place "Voting Member"

An open letter to the "Voting Member" of Barony Place Neighborhood. Good morning, Billie, If you and/or an Alternate attended last night's board of directors meeting, will you please send out a recap of the meeting to Ann Stirlen and me (and to all the homeowners and residents in Barony Place)? About a dozen homeowners from throughout The Summit showed up for the board meeting  at the church  last night, only to learn from one person that it had been switched to Zoom, which allowed the board to meet in secret. Many of them had not received the email from the office that the board was (illegitimately) closing the meeting to homeowners. There are only about 1,800 (73%) email addresses of the 2,480 Members in the website database. I attempted to join the meeting on Zoom, as I am Attorney-in-Fact for Ann Stirlen, but I was not admitted to the meeting. The HOA's attorney has quoted a section in the By-Laws that she believes allows the Board to close the meetings. That spec
Read more

Special Assessment Possible?

How would you feel about a $3,000 Special Assessment levied by the HOA against you and every other HOA Member (homeowner)? Article X, Section 4 in the CC&Rs allows this. Are you aware of that? Should the Board do everything possible to eliminate the possibility of such a Special Assessment? What is the Board doing that might just lead directly to such an Assessment? The HOA, by actions of the President (Justin Martin), the Treasurer (Vernell Butler, and the Safety Committee Chair (Dennis Rybicki) entered into a contact with the Richland County Sheriff's Department, effective February 1, 2023. They arranged for special patrols in the Summit at a cost of $48.00/hour. In the Special Duty Agreement is a Liability clause. It reads,  "The Requestor will hold harmless the Richland County Sheriff's Department from any and all claims or liabilities resulting from service and indemnify RCSD for any loss due to any injury of its employee unless there is a determination of neglige
Read more