Pinehurst Village Committee Minutes-FINAL

April 7, 2004

Regular Monthly Committee Meeting

Call to Order

Tom Pellegrino called the meeting to order at 6:50 pm. Those in attendance were: Guy Reese, Mark Balls, Pam Horan, Sasha Raab, Dottie Ward, Jim Reis, Tom Pellegrino, Dan Burke, Mike Smith, Helen Evans and Mary Patil. Quorum was confirmed and the meeting proceeded.

Approval of March 3, 2004 Regular Monthly Committee Meeting Minutes

The meeting minutes of the March 3, 2004 meeting were distributed in advance to all attendees via email prior to this meeting. Dottie Ward and Sasha Raab pointed out two minor errors in the minutes which were noted by Mary Patil. Jim Reis motioned to accept the minutes with the corrections presented. Dottie Ward seconded the motion. The minutes were approved unanimously by the attendees.

Review of each Action Item Status

The email address project is in progress by Tom Pellegrino. Joy Gurley asked that the scope and purpose be clarified to avoid the address being used as a complaint forum whereas complaints should be addressed to the LLA staff directly to be handled in a timely manner. Sasha Raab suggested that the email or website be used for comments, observations and as a general communication vehicle for residents. Tom Pellegrino agreed but clarified that we need to be clear on the purpose of the site in order to ensure it does not become a forum for general complaints. Action Item suggested for someone to write a statement of purpose for the email address/website. Sasha Raab agreed to take this on. She will prepare a draft and the committee will review it at the next monthly meeting.

Glenn Weigle was unsuccessful in obtaining a complete plot map online (email update from Glenn received prior to meeting with this information). Glenn has offered to make up a map with what he has on his own and by adding lot numbers. Mike Smith also commented that Charlotte from the LLCS had a good map of Pinehurst we might be able to get a copy of. Mike Smith moved to cancel this Action Item for now; Dottie Ward seconded.

Helen Evans informed the committee that there is now an LLA Special Events Committee that will handle issues such as holiday decorations. She has volunteered to join this committee and represent Pinehurst. She also suggested that if we want to do anything specific, it can be funded through the Pinehurst Account via this committee. She also commented there is a power plug at the front Pinehurst entrance that can be used. Helen motioned for Action Item to be cancelled; Dottie Ward seconded the motion.

Tom Pellegrino described his idea for improving our effort to discuss issues for the committee to focus on to activate the community. Tom proposed to establish sub-committees that would be active in different important areas affecting Pinehurst such as a Social/Cultural Events Committee and a Standard of Living Committee. Tom offered to write up a description for each committee and the goals they will focus on for the committee to review at the next meeting. Then we will solicit volunteers from the committee and residents (via Lake Talk) to join these committees and be active. Tom expressed his belief that we might be more successful with ensuring that Pinehurst issues are properly represented and addressed with this sub-committee structure. Mary Patil agreed with this effort and encouraged Dottie to include the information in a future Lake Talk report to gain new residents participation and email addresses for our regular communications. Tom commented that the only way to elicit change is to have strength in numbers behind us, which means many more active residents. Dottie Ward agreed to ensure that after the sub-committee goals/descriptions are approved, they will be published in the Lake Talk.

Brief comment was made about the recent Spring Eggstravaganza event. Everyone agreed it was a huge success. Tom Pellegrino pointed out that we need to use that event as a model for future events. Mike Smith reminded the committee that he has a 10x10 pop up tent for future use at similar functions. Dottie Ward informed the group that we raised $90.00 with no overhead/costs; all other items were donated by various sources. Dottie Ward and Sasha Raab expressed their appreciation to all that donated items and helped fun the event. Despite the muddy conditions, a good time was had by all and it was a great positive event that was attended by a large number of residents.

Guy Reese tried unsuccessfully to get an email response from Mr. Hembree or the pool committee on the Pinehurst Pool project. He noted that the most recent article in the Lake Talk suggests that the money has already been spent on other development needs and that residents will be assessed the cost of the pool construction. Tom Pellegrino commented that this is just such an event that the committee needs to work to avoid occurring in the future. Dottie Ward commented that we need to make sure another development such as Woodridge doesn’t jump ahead of Pinehurst in acquiring a pool. Tom agreed but commented that we need a large representation of Pinehurst behind us on this, such as 200 residents. Guy Reese asked Sasha Raab, who attended the most recent LLA Board meeting, HOW the board came to or justified this decision. Sasha basically responded that they felt that the money needed to be allocated to current necessary things, but that if there was any money remaining at the end of the budget year, the balance would be put away for the pool. Jim Reis commented that this kind of thing is commonly done by boards in order to take are of issues more important; such as roads in our case. However, if the money collected is not used as it was designated, than it can become a case of misuse of funds. Guy Reese suggested we draft a letter to the board asking HOW they decided this process. Tom Pellegrino agreed. No Action Item was issued at this time however.

Mike Smith suggested adding the dredging committee to Tom Pellegrino’s list of sub-committees; suggestion was noted by Tom. Dottie Ward and Sasha Raab both commented that we may want to get members from other villages to join the dredging committee if the project moves forward and expands beyond it ’s original scope (since it benefits all owners in LLA). Dan Burke noted that $12,000 was allocated by the LLA board from common area funds for the initial dredging project proposed by Glenn Weigle at the most recent meeting. Glenn showed up with quite a support group and a well prepared proposal with solutions and detailed information from his research into the matter. Based on his preparedness and support, he was able to gain immediate support and approval from the LLA Board. Jim Reis confirmed that Glenn was the champion of this effort and proved the success one can accomplish by approaching the board with a solution not just a complaint, doing appropriate research and providing a well done presentation with resident support. Jim also commented that Glenn was on top of the residents to remind them to attend the meeting making him truly a model of success for future projects.

Trash complaint from Pinehurst resident was followed up by Guy Reese, but no response was received back from the homeowner who filed the complaint. Since we are unable to do anything about the complaint without the homeowner responding back, this Action Item was cancelled for ‘no response’.

Dottie Ward has agreed to send monthly reports to Joy for the Lake Talk but has been waiting to start on a positive note with progress to report. With the success of the recent Spring Eggs-travaganza event, she will prepare the first report for the May edition. Tom Pellegrino proposed that only 3 committee members be required to review the report before submission rather than the whole group; just to keep the process simple and keep deadlines. Everyone present agreed.

Mary Patil attempted to get the email addresses for Pinehurst residents from Joy at the LLA Office, but they are unable to disclose them due to privacy issues. We had a form out at the Spring Eggstravaganza event to attempt to gain more email addresses with little luck (2 new addresses). Dottie Ward suggested that she include an invitation in the Lake Talk for residents to attend meetings or provide their email addresses to be added to our email loop and be informed of future events, activities and Pinehurst issues. Sasha Raab also pointed out that meeting minutes are already currently available online for the Pinehurst Committee (on LLA website).

Guy Reese updated on the efforts of the TrailBlazers in Pinehurst noting that they threw down mulch and gravel in some areas where trails were muddied or damaged. Guy suggested that we contact the chairs of the TrailBlazers as other problems arise since their interest in trail improvement is ongoing and they are responsive. All agreed and the Action Item is cancelled.

Tom Pellegrino commented that he heard that the chairperson for the Pinehurst Townhouse committee is stepping down and perhaps this might be a good time for the two committees to merge. Helen Evans and Jim Reis clarified that if they are assessed separately from the rest of Pinehurst then they need their own committee for board representation. Tom suggested we at least invite a member of their committee to attend our meetings to try to work cooperatively on some issues. Jim Reis made a formal motion to offer the townhouses representation at our committee. Guy Reese suggested that we make the offer two-way and send representation from our committee to their meetings. Mike Smith seconded the motion and all agreed. Mike Smith clarified that the representation should be with ‘non-voting’ rights. All agreed and Tom offered to take this Action Item on.

Mike Smith had commented to the LLA staff prior to this meeting about the need for Doggi Pot Stations in and around the Pinehurst lake areas. Tom Pellegrino asked Mike if he had an idea where these stations needed to go since LLA staff was looking to us for this guidance. Sasha Raab suggested that they also put a trashcan in the spoon area at the East Pinehurst entrance. Guy Reese inquired who was responsible for emptying such receptacles. Dottie Ward responded that this fell upon the association (LLA staff) for dumping all trashcans in all common areas. Mike Smith also commented on the importance of this issue due to a dog-related disease that is being passed around due to owners not cleaning up their animals feces. Tom Pellegrino proposed an Action Item for Mike Smith to clarify for the LLA Staff where the Doggi Pot stations should be installed and to follow-up on this until it is completed to his satisfaction. Mike agreed and estimated that the project could be completed by June.

Helen Evans inquired about the Pinehurst Clean Up Day that had been discussed before. Dottie Ward and Sasha Raab had an unfortunate low volunteer result to their announcement/flyers to have one on Saturday, April 10th. Sasha Raab suggested that they just pick a day and run with it whether there are a large number of volunteers or not. Sasha and Dottie have agreed to organize this event. Tom Pellegrino suggested we add tree planting to the project hopefully attract more residents to support a Trash and Planting combination effort. Sasha clarified that we are not permitted by the by-laws to do so. Sasha suggested that we simply get a group of people interested in being involved and she and Dottie will sort out the details with the group. Helen Evans, Tom Pellegrino, Guy Reese, Dottie Ward, Sasha Raab and Pam Horan all volunteered to be involved in the Pinehurst Clean Up Day effort.

Sasha Raab provided information from the most recent LLA Board meeting that she attended (SEE COPY OF HER NOTES ON PROVIDED AT MEETING NOW ON FILE ALONG WITH COPY OF GLENN WEIGLE’S PRESENTATION).

Sasha Raab commented again that we made $90.00 from the Spring Eggstravaganza event from bake sale donations. Jim Reis asked if this money was turned into/deposited through the LLA staff yet. Dottie Ward said she has not yet made it to the office before closing time during the week and there are no longer Saturday hours available. Dottie promised to catch them one day soon; no later than just after the holiday weekend.

The Elections Committee is asking for 1 representative from the Pinehurst committee to join their effort to elect the new LLA Board. Sasha inquired if anyone was interested in this. Tom Pellegrino suggested that Jim Reis was the best person to represent our committee. Jim Reis inquired what the expectations were for such a representative. Sasha Raab agreed to check with Joy Gurley to confirm the duties and email the information to everyone to enable Jim Reis or another member to make a clear, complete decision. Jim Reis agreed to attend the April 12, 2004 meeting of the Elections Committee.

Mike Smith commented that Joy Gurley had wanted to attend our meeting to inform us that the LLCS has requested 3~4 Pinehurst committee members attend their next meeting on Monday, April 12th to begin helping with the Ad Hoc Committee to obtain signatures required on the new legal versions of easements. Dottie Ward read the memo left for us by Joy Gurley aloud to all present. All agreed this was an important project and Rom Pellegrino inquired if anyone was interested in volunteering for this and attending the meeting as requested. Guy Reese inquired whether the new easements needed to be signed by the original owners (many of whom have moved out of Pinehurst in the last few years) or the new owners. Mike Smith clarified that it is the new owners that need to sign the new legal formatted easements; not the original owners. Jim Reis, Mike Smith and Mark Balls all volunteered to champion this effort and left their contact information on the memo as instructed by Joy Gurley.

Guy Reese confirmed his ability to represent the Pinehurst Committee at the next LLA Board meeting in May. Helen Evans offered to represent us at the June Meeting.

New Business

Jim Reis asked if anyone had any new business to discuss or present. No one else did, so Jim commented that he has received concerns from a resident regarding the money originally invested in the CDA bonds and the expectations on certain actions being taken by a certain date; none of which have occurred yet and that this is becoming a major issue of concern. Those that raised the money in advance have lost time/use of the money when it could have been invested elsewhere and it is possible that people will start to demand their money back with interest, complicating the financial problems that are currently delaying the entire CDA Road project. Mary Patil asked for a clarification on whether this referred only to individuals that raised the money up front or included residents who taxed themselves and are paying overtime in their taxes. Jim Reis clarified that he is referring mostly to the money that was put up in advance with the expectation that certain actions would be taken by a certain time; none of which apparently have happened. Guy Reese suggested that it would be ideal for us to get an attorney (preferably a Pinehurst resident) to sit in on the committee and assist us to understand completely the legalese associated with the CDA and the possibility of a class action suit in the near future if the project does not move forward for completion soon. Tom Pellegrino commented that he was glad that everyone sees this as a potential brewing problem that needs to be addressed. Guy Reese commented that first we need to have a better understanding of the possible legal ramifications. Mary Patil commented that she knows a resident that is a lawyer that might be able to help us (Stephanie Boucher). Guy clarified that he is implying that we seek a Pinehurst resident that is a lawyer to volunteer to help us; not hire legal representation.

All agreed this is something we should discuss further in future meetings.

Adjournment

Sasha Raab made a motion to adjourn the meeting. The motion was seconded by Tom Pellegrino. The attendees unanimously agreed. The meeting was adjourned at 8:10 pm.