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Devonshire Village Homeowners Association Council Meeting Minutes   –   July 27, 2010 1:30  PM  –  Paoli Room    Winfield Hall

Call Meeting to Order: The meeting was called to order by President Priscilla Burt.

 Council Members present: Fred Bachman,Vice President; Barbara Stumpf, Secretary; Byron Clark, Treasurer; Dave Freese, Council at Large and Managing Agent, Bobbie Castellotti

 Committee Members present: Janet Freese and Judy Snyder, Landscape Committee; Frank Mamrol, Architectural Committee

 Residents in attendance:  Buck Patterson

 Approval of Minutes: The June 22, 2010 Council Meeting Minutes were approved

 Committee Reports:

             Architectural: No report

 Communications: Barbara Stumpf announced that the annual village picnic will be Thursday, July 29th at 6:00 PM, and may be moved to Winfield Hall depending on the weather.

             Landscape: Report attached

           Maintenance:  Refer to Council-at-Large report

Officer’s Reports:

 President:   Report attached

 Vice President:  No report

 Secretary:   No report

  Treasurer:   Report attached

Byron Clark asked the Maintenance and Landscape Committees to submit their requests for 2011 on or before August 4th.  He will be meeting with Don Franceschini at Penco to discuss  the 2011 preliminary budget on August 16, 2010.

 Council-at-Large:  Report attached

Old Business: 

·        By-Laws Amendment – tabled until Fall

·        Chimney & Dryer Vent inspections – tabled until Fall

·        Asphalt repairs and storm inlet in front of unit # 315 – bids were discussed and the Council voted for Macadam Company to do the work

·        Dryvit repairs – chimneys at units # 317 & # 335 – Council discussed bids

·        Devonshire Village Directory – a new updated directory will be ready for distribution within the next 2 weeks

 New Business:

·        Priscilla Burt will distribute a letter to all village residents regarding the Winfield Hall Project with comparisons of the 3 options for consideration, A, D & E.

·        There will be an Open Meeting for Devonshire homeowners regarding changes to Winfield Hall on Tuesday, August 31, 2010 at 7:00 PM.

·        Residents who are unable to attend the Open Meeting will be able to vote by absentee ballot.

·        Floor plans for Options D & E will be on display at the meeting.

 Executive Session:

            Council members held a brief Executive Session following the Council meeting.

 Adjournment:

The meeting was adjourned at 3:15 PM.  The next Council Meeting is scheduled for Tuesday, August 24, 2010, 1:30 PM – Paoli Room

 Respectfully submitted,

 Barbara E. Stumpf

Secretary

 

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Devonshire Village Homeowners Association

Council Meeting Minutes   –   June 22, 2010

1:30  PM  –  Paoli Room  –  Winfield Hall

Call Meeting to Order: The meeting was called to order by President Priscilla Burt.

 Council Members present: Fred Bachman,Vice President; Barbara Stumpf, Secretary; Byron Clark, Treasurer; Dave Freese, Council at Large and Managing Agent, Bobbie Castellotti

 Committee Members present: Janet Freese and Judy Snyder, Landscape Committee and Frank Mamrol, Architectural Committee

 Residents in attendance:  Jim Harmstead, Ken Tunnell and Susan Feaster

 Approval of Minutes: Minutes from the May 25th Council Meeting were tabled to be approved following changes.

 Committee Reports:

 Architectural: Report attached

Request Form (DA 11) to install 6 solar lights and a light on the side of the garage at unit #297 was approved by The Council.  M&M will install the garage light.

 Communications:

Barbara Stumpf reported that the Devonshire Ladies Luncheon at Hershey’s Mill Golf Club was a success.

            Landscape: Report attached

            Maintenance:  Report attached

  Officer’s Reports:

 President:   Hershey’s Mill Master Association Report attached

Vice President:  

Fred Bachman provided handouts to Council Members and discussed information that he had requested from Kathleen Tennity, at Penco Management Company, regarding the Operating and Reserve Funds.  Changes will be added to the May Treasurer’s Report and included in the minutes.

 Secretary:   No report

 Treasurer:   Report attached

 Council-at-Large:  Refer to Maintenance Report

 Old Business: 

Priscilla provided a Draft Report with a proposed Revision of the By-Laws and the procedure for Election of Officers.

 Bobbie reported that everything went well with the Devonshire Village annual fire extinguishers inspection the beginning of June.

New Business:

Byron Clark reported that “non-emergency projects” should be in the budget, before a bid is released by the Landscape and Maintenance Committees. Byron gave the Council Members a proposed new policy of Practices and Procedures for future bids to be approved by the Council.

 Asphalt repairs regarding the sink hole that developed by the storm inlet in front of unit #315 is pending proposals to repair storm drains.

 Dryvit repairs on the chimneys at units #317 & #335 are also waiting for proposals.

 Priscilla announced that Hershey’s Mill Security suggested that Devonshire Village update the Alarm Panels, because they will not operate when there is a power failure.

 Bobbie received a request to have the walkway widened at unit #362.

Adjournment:

Priscilla adjourned the meeting at 3:45 PM.  The next Council Meeting will be held on Tuesday, July 27, 2010 at 1:30 PM in the Paoli Room.

   Respectfully submitted,

    Barbara E. Stumpf

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Devonshire Village Homeowners Association Council Meeting Minutes   –   May 25, 2010

1:30  PM  

  Paoli Room  –  Winfield Hall

 

Call Meeting to Order: The meeting was called to order by President Priscilla Burt.

 Council Members present: Fred Bachman,Vice President; Barbara Stumpf, Secretary; Byron Clark, Treasurer; Dave Freese, Council at Large and Managing Agent, Bobbie Castellotti

Committee Members present: Janet Freese and Judy Snyder, Landscape Committee

Residents in attendance:  Ken Tunnell and Susan Feaster

Approval of Minutes: Minutes from the March 16th Council Meeting and April 20th Open Meeting were approved.

  Committee Reports:

             Architectural: Report attached

The Council approved changes to Form DA16, Request Form for Installation of TV Dish Antenna, submitted by Frank Mamrol. Council also approved an Architectural Request Form DA11for  the installation of louvers on gable roof eaves, which would be painted to match the color of our units. 

             

Communications:

Barbara Stumpf reported that a Devonshire Ladies Luncheon has been planned and Anne Gustafson has completed a Devonshire Newsletter for distribution to the residents.

             Landscape: Report attached

            Maintenance:   

Dave Freese announced that Devonshire Village walk-through has been completed and all the vents have been opened thanks to volunteers Bill Armstrong, Nick DiCroce, Eve Bailey and Ken Tunnell.  M & M Maintenance has begun to replace trash doors in the village.  This will be done over a three year period.  Several porch lights have also been replaced.

Officer’s Reports:

President:   Report attached

 Vice President:   Report available for review by Devonshire Village Home Owners by    

            contacting Penco Management Co.

 Secretary:  

Priscilla Burt will give the approved minutes to Mary Bachman, our new Webmaster.

            Treasurer:  

A new checking account was opened for our Reserve Fund payments at DNB. 

Annual expenses for Devonshire Village are paid from two separate budgets, an Operating Fund and a Reserve Fund. 

 Operating accounts are held at First National Bank of Chester County.  The Replacement Reserve bank  account was held at Vanguard. The exact date the Vanguard account was established would require research to determine. The Vanguard account was closed in June, 2009 and a CD and Money Market were opened with the proceeds at Downingtown National Bank in July, 2009.

 Monthly income that is collected from the Devonshire residents, to pay the Devonshire Village HOA fee is deposited into First National Bank of Chester County. 

This account is the Operating Fund.  Each month a portion of the amount collected is transferred into the Reserve Fund Money Market at DNB.

 DNB Reserve Fund Accounts are as follows:

 (1)   Money Market - monthly deposits from the Operating Fund earn interest in the Reserve Fund Money Market

(2)   Checking Account – money will be transferred from the Reserve Fund Money Market into the new Reserve Fund Checking Account, established in  April, 2010 to make payments, when bills are due

(3)   Certificate of Deposit – $100,000. was deposited in July, 2009 into an FDIC insured CD earning 2.6% for two years

 The Council voted to open a new DNB Checking Account  at the Devonshire Open Meeting in April, 2010. 

 Council-at-Large: 

            Refer to Maintenance Report.

         

Old Business:

Snow/Landscape Expenses:  Both snow removal expenses, and expenses for

trimming and removal of trees, will require an assessment. Council voted to assess

each household $200. Bobbie Castellotti will mail letters to all homeowners regarding

1, 2, or 4 payment options due October 1, 2010.

 

            Webmaster:  Mary Bachman has accepted the position of Devonshire Webmaster to

            replace Buck Patterson. 

             Winfield Hall:  Priscilla Burt announced that the Master Association will vote for either

            Option D or Option E at the June meeting.  All Hershey’s Mill homeowners will vote for

            Option A, D or E, in September.

 New Business:

            Chimney and dryer vent inspections:  Bobbie will mail letters in September regarding the semi-annual inspections.

 Snow contract:  Council voted to renew the snow contract with Snow-Pro of Delaware Valley for three years.

 Revision of election procedures:  Priscilla proposed changes in the election procedure in accordance with Parliamentary Procedure described in Robert’s Rules of Order.  Council approved the changes to be incorporated into the Devonshire Village By-Laws Article VI, Officers.  Items include (1) Nominations and Elections, (2) Voting by Ballot, and (3) Absentee Voting.

 Request for documents:  Byron Clark asked Bobbie to send all of the Council Members

copies of the Snow Removal Specifications, the Landscape Contract between Devonshire Village and Hershey’s Mill Landscape Division, and M & M Maintenance Contractors.

           Bobbie agreed to mail the requested documents.

 Adjournment:

The meeting was adjourned at 3:20 PM.  The next Council Meeting is scheduled for

Tuesday, June 22, 2010, 1:30 PM – Paoli Room

 Respectfully submitted,

  Barbara E. Stumpf

                                                                                                                                                           

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Devonshire Village Homeowners Association        

Minutes of Open Council Meeting – April 20, 2010

7:00 PM  -  Winfield Hall

 

Call to Order of Meeting:  The Meeting was called to Order by President George Manaker.    Council Members present:   David Freese, Vice President;  Priscilla Burt, Secretary; Byron Clark, Treasurer;   Barbara Stumpf, Council at large;  Bobbie Castellotti, Managing Agent. Committee Members Present:   Frank Mamrol, Architectural Committee;  Janet Freese, Judy Snyder, Landscape Committee.

Determination of Quorum:   A quorum of Devonshire residents was present.

Election of Council Members:

President George Manaker introduced Nominating Committee Chair, Fred Bachman. Fred Bachman presented the candidates for 2 Council openings:  Candidates, Fred Bachman, Barbara Stumpf, and Susan Feaster each made a statement.

Officers’ Reports:

            President’s Report:    Report attached

             Vice President’s Report:   Report attached

             Treasurer’s Report: 

                        1.   Byron Clark reported the need for Maintenance Committee to review need for insulation in homes, as energy costs are expected to rise.

                        2.   Byron Clark has formed a committee to examine the finances of the Master Association.

                        3.   The recent letter circulated throughout Hershey’s Mill from the Concerned Citizens presented finances needed to repair Winfield Hall.

                        4.   Review of Village Funds.

                        5.   Council voted to open a new checking account for payment of reserve expenses.

             Secretary:    No report

            Council at Large:   Barbara Stumpf expressed appreciation to Anne Gustafson for her work on the Devonshire Newsletter last fall.

 Committee Reports:

                        Architectural Committee:   A request to install invisible fence around the homeowner's patio was received. The system will be- unenergized except when the homeowners supervise the exercise of their dog within that area. The request was approved.

A query was received from a homeowner concerning installation of a dish antenna for TV reception. The Council is working on preparing an Architectural Request form and revisions to the Village rules. Rules from other villages, some of which have dish antenna installations, are being examined for guidance.

Frank Mamrol, Chairman  

                        Maintenance Committee:   Report attached

                        Landscape Committee:   Report attached.

                        Social Committee:   Anne Gustafson asked if residents would like to schedule a spring luncheon for all Devonshire residents.   The response was negative. The  summer picnic will be planned at the Hershey’s Mill Pool. Date of picnic to be determined. A spring Newsletter is planned.

 Welcome Committee:

            There have been no new residents in Devonshire Village since the last open meeting.

Open Forum:

                      1. It was requested that the November Open Council meeting not be scheduled the week of Thanksgiving.

                      2.  Recycled materials are currently being collected with trash. Council will check with the Master Association to determine if recycling is taking place.

                      3.  The Hershey’s Mill Players are presently preparing for the 2010 production, June 24, 25 and 26.   All are encouraged to attend a totally new show.

 Results of Election:  

                     Fred Bachman,  68 votes

                    Barbara Stumpf, 49 votes

                     Susan Feaster,     29 votes

 Adjournment:   The meeting was adjourned at 8:45.

 Respectfully submitted,

Priscilla Burt, Secretary

 

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Devonshire Village Homeowners Association

Minutes of Council Meeting – March 16, 2010

1:30 PM   -   Winfield Hall

Call to Order of Meeting:   The Meeting was called to Order by President George Manaker.   Council Members present:   David Freese, Vice President;  Priscilla Burt, Secretary;  Byron Clark, Treasurer;  Barbara Stumpf, Council at Large; Bobbie Castellotti, Managing Agent. Committee Members Present:   Frank Mamrol, Architectural Committee; Janet Freese, Judy Snyder, Landscape Committee.  Village Residents present:  Fred Bachman, Ken Tunnell. 

Approval of Minutes:   The Minutes of the February 22 Council Meeting were approved.

Committee Reports:

            Architectural Committee:  No report

            Landscape Committee:    Report attached.

            Maintenance/Vice President:   Report attached.

Officer’s Report

  President’s Report:   Report attached.

            Vice President’s Report:  Report attached.

            Treasurer’s Report: 

                        1. Byron Clark has scheduled a meeting with Don Franceschini to review the current Devonshire Village  Financial Report. 

                        2.  Byron Clark reported a committee of Village residents is working on revision of Devonshire By-Laws.

                        3.  Assessment of residents for snow removal to be determined after review of accounts.

            Secretary:   No report.

            Council at Large:   No report.

Old Business:

            a.   Frank Mamrol  reported on update of Satellite Dish Rules and Architectural Form required installation of the Satellite dish.  The request form must be completed for approval of installation by residents.

New Business:

            a.   Complaints of pet violation by resident # 343 continue to be reported. Resident will be assessed a $50.00 fine.

            b.  Decision of snow removal assessment has been tabled.

            c.  Numerical signs in the Village were damaged during snow removal. Council recommended that they be repaired by SnoPro.

            d.   Request by R. Burns of # 352 for invisible fence was approved by Council. Owner is responsible for maintenance of fence and must present final specifications to VP/Maintenance Committee for final approval.

            e.   Webmaster Buck Patterson will step down May 1, 2010.   Council agreed to  continue with the Website and will begin to recruit a volunteer to replace  B. Patterson.    The cost to maintain the website, $200.00/year.

f.  F. Bachman, Chairman of the Nominating Committee, is accepting application for nominations for Devonshire Council.    The election of new officers will take place at the next Council, Open Meeting,   April 20, 2010.  As G. Manaker has served on the Council for 4 terms, F. Bachman suggested that George be recognized in appreciation for service.   The Council agreed.           

The Meeting was Adjourned at 3:10.  

Date of Next Meeting:   Tuesday, April 20, 2010,  7:00 PM, Annual Meeting.

Respectfully Submitted,                                                                                                       

Priscilla Burt, Secretary

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Devonshire Village Homeowners Association

Minutes of Council Meeting – February 22, 2010

1:30  PM – Winfield Hall

Call to Order of Meeting:  The Meeting was called to Order by President George

            Manaker.   Council Members present:   David Freese, Vice President; Priscilla Burt, Secretary;  Bobbie Castellotti, Managing Agent.

            Committee Members present:   Frank Mamrol, Architectural Committee, Janet Freese, Landscape Committee.

 Approval of Minutes:  The Minutes of the January 26, 2010 were approved.

 Committee Reports:

             Architectural Committee:  No Report

             Landscape Committee:   Report Attached.

             Maintenance/Vice Presidents Report: Note Vice President's Report.

 Officer’s Reports:

             President’s Report:  Report Attached

             Vice President’s Report:  Report Attached

             Treasurer’s Report:  No Report

             Secretary’s Report:  No Report

             Council at Large:   No Report.

 Old Business:

             a.   Satellite Dish:   F. Mamrol presented a revised Architectural Request Form to be used by Village residents wishing to install a satellite dish.  The request form will be sent to Dish Network and the Devonshire attorney for review prior to approval by Council.   The regulations for installation and removal of dish will necessitate a change of Devonshire Rules.

 New Business:

             a.   B. Castolletti prepared a list of contractors  for reference for Village residents.   The information will be published in the Spring Newsletter.

             b.  The Election of officers will take place at the Annual Open Council Meeting of Devonshire Village, April 20, 7 PM in Winfield Hall.  F. Bachman, Chair of the Nominating Committee will be assisted by one Committee Member. Notice of the Meeting and information for  nominations for Council openings will be sent Village residents the first week of March.

 Next Council Meeting:  March 16, 2010 – 1:30 PM

 The Meeting was Adjourned;  3:40 PM

 Respectfully Submitted, 

Priscilla Burt, Secretary

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Devonshire Village Homeowners Association

Minutes of Council Meeting

 JANUARY 26, 2010

1:30 PM  - Winfield Hall 

Call To Order of Meeting:   The Meeting was called to Order by President George

Manaker.    Council Members present:   David Freese, Vice President; Byron Clark, Treasurer; Priscilla Burt, Secretary;  Barbara Stumpf, Council at Large; Bobbie Castellotti, Managing Agent.

Committee Members present, Frank Mamrol, Architectural Committee, Janet Freese, Judy Snyder, Landscape Committee; David Freese, Maintenance Committee. Communication Committee, Barbara Stumpf.

Village Residents present:  Fred Bachman, Ken Tunnell.

Request to Address Council:   F. Bachman presented a request to the Council to consider a revision of the existing Village By-Law to remove term limits for Council Members.  The Council agreed to discuss the request at Executive    Session at the end of the meeting. 

Committee Reports: 

Architectural Committee:    No Report 

Communication Committee:  Anne Gustafson was recognized for her work on the Devonshire Newsletter, December 2009.    F. Mamrol suggested  the next Newsletter include a list of phone numbers for Village Residents as to whom they  should call for services.  The Council agreed that this is important information be included in the spring Newsletter.

Landscape Report:  Report Attached

Maintenance/ Vice Presidents Report:  Report Attached.

Officer’s Reports:

President’s Report:   Report Attached.

          Vice Presidents Report:   Note Maintenance Report above.

          Treasurer’s Report:  

a.  B. Clark reported on his recent meeting with Don Franceschini, President  of PENCO MANAGEMENT, INC., regarding a plan to change the accounting program for funds distributed between the Operating Fund and the Reserve Fund.   The need to set up a separate checking account for the Reserve Fund, so that transfer of funds from the Reserve Fund to the Operating Fund can be more easily recorded for review of the Budget at the end of the year.

                    b. B. Clark requested that PENCO provide a directory of staff members in the PENCO office for Devonshire Council Members.                      Castellotti agreed to provide the information to the Council.

c.  B. Clark requested information regarding the contract agreement between PENCO Mgt. and Devonshire Village.   B. Castellotti agreed to provide the Council with copies of the most recent Management Agreement.

             Secretary Report:   No Report.

             Council at Large:    No Report`

 Old Business:   F. Mamrol presented information regarding specifications for installation of a Satellite Dish requested by Village resident.                             Report attached.

 New Business.

            a.   B. Clark requested formation of a Village Committee to study current Village By-Laws.   The Council approved the plan for formation of a Committee to study By-Laws.

            b.  In Executive Session, the Council voted to deny the request of F. Bachman for unlimited term limits for Council Members, leaving the current limited terms in place.

c.  The President announced that F. Bachman is Chairman of the Nominating Committee.    

 Next Council Meeting:   Tuesday, February 23, 2010.  

 Meeting Adjourned :  3:10 PM 

 Respectfully Submitted,

Priscilla Burt,  Secretary

 

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Devonshire Village Homeowners Association

Minutes of Council Meeting

 DECEMBER 15, 2009

1:30 PM  -  Winfield Hall

Call of Order of Meeting:  The Meeting was called to Order by President George Manaker.

Council Members Present:  David Freese, Vice President; Byron Clark, Treasurer; Priscilla Burt, Secretary; Barbara Stumpf, Council at Large;  Bobbie Castellotti, Managing Agent.

 Approval of Minutes:    The Minutes of the Council Meetings of October 27, 2009 and November 24, 2009 were approved.

 Discussion of Winfield Hall Proposal:    The Council discussed concerns related to the Feasibility Study presented to the Hershey’s Mill Community by the Board of Directors of the Hershey’s Mill Homeowner’s Association, October, 2009.  Presentation to Devonshire homeowners and opportunities for full discussion of options will take place during the early months of 2010 at Village Meetings. Copies of the Feasibility Study are available at the Hershey’s Mill Library.  It is also available online:   www.hersheysmill.org/happenings.cfm.  Residents are strongly encouraged to read the Study.

 Meeting Adjourned:  3:05 PM.   Next Council Meeting,  January 26, 2010.

 Respectfully Submitted:

      Priscilla Burt,   Secretary

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Devonshire Village Homeowners Association

Minutes of Open Council Meeting

 NOVEMBER 24, 2009

7:00 P.M.    -     Winfield Hall      

 

Call of Meeting to Order:  The Meeting was called to order by President George Manaker.

Council Members present:  David Freese, Vice President;  Byron Clark, Treasurer; Priscilla Burt, Secretary; Barbara Stumpf, Council at Large;  Bobbie Castellotti Managing Agent.

 Also present,   Frank Mamrol, Architectural Committee;  Judy Snyder and Janet Freese, Landscape Committee;   Ken Tunnell,  Decorating and Welcome Committee; Fred Bachman, Nominating Committee; Dave Freese, Maintenance Committee; Anne Gustafson, Social Committee.

 Officers’ Report:

 President’s Report:   Report Attached

 Vice President’s Report:   Report Attached.

  Treasures Report: Treasurer reported on the history and maintenance of the Reserve Fund of Devonshire Village.  The Village has endeavored to maintain a balance in order that Village residents will not be assessed as more expensive improvements occur.

 b.      Increases in the monthly fee of Devonshire Village over the years is due to a large part the increases of approximately 5 % increase per year of the Master Association.   Devonshire Village has been able to maintain yearly increases to approximately 2 %.        

c.       The Treasurer has appointed Committee of Village residents to investigate and oversee the finances of the Master Association.  Committee Members,  Ken Tunnell,  Fred Bachman, and Frank Mamrol.

 d.  The Treasurer has initiated an improvement in the accounting programs for Devonshire Village, in order that the disposition of funds will be easier to review.

e. A portion of the Reserve Fund ($100,000.00) has been transferred from the Vanguard Account to the Downingtown National Bank, 2 Year Certificate of Deposit, where is will earn 2.6 % APR.   Vanguard no longer carries FDIC Insurance on accounts.

 f.        A review of current operation expenses of the Village will be added to Village by-laws. 

 g.    Regarding the current Feasibility Study from the Master Association of Winfield Hall repair or replacement,   the Treasurer discussed the standard procedure used in commercial real estate for determining the costs per square foot. Various Village groups using Winfield Hall have requested additional space for activities.

 Secretary Report:  The Secretary reminded Village residents that Council Minutes with Committee Reports are posted on the Village Website after approval of Minutes by Council.

 Council-at-Large Report:   Anne Gustafson has agreed to restart the Devonshire Newsletter.   She would appreciate assistance and news from residents to be included in the Newsletter.

Committee Reports:

Architectural Committee:   Report attached

         Decorating Committee:  K. Tunnell announced that the Committee will decorate the entrance of the Village for the Christmas Season.

         Landscape Committee:   Report attached.

         Maintenance Committee:   Report attached.

         Nominating Committee:   F. Bachman announced that 2 Council positions will be open this year.   Residents will receive nomination forms in the spring of 2010.

         Social Committee:   A. Gustafson thanked the Committee for their work this past year.   The Devonshire Luncheon in October was also attended by men. She hopes they will continue to come in the future. The Holiday Party will by December 9th at the Golf Club and will include entertainment. The Chair also requests items to be included in the Newsletter.

          Welcome:   K. Tunnell stated that efforts are being made to ensure that all new residents to Devonshire Village are properly welcomed.

 Discussion:    The Treasurer discussed the 2010 Monthly Budget for Devonshire Village residents.   The Member fee for 2010 will be $408.  The increase of $28 in the monthly assessment was explained in the November 12, 2009 letter to Devonshire Village Homeowners from B. Castellotti,, PENCO  Management Inc.  Council made every effort to keep the increase as low as possible. Questions regarding the Budget were entertained by the Treasurer.

 Meeting Adjourned:   8:30 P.M.

 Respectfully submitted:

             Priscilla Burt,   Secretary

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Devonshire Village Homeowners Association

Minutes of Council Meeting 

  OCTOBER 27, 2009

1:30 PM – Winfield Hall – Paoli Room

 Call of Meeting to Order. The meeting was called to order by  President George Manaker.

Council Members present:   David Freese, Vice President,  Byron Clark, Treasurer,   Priscilla Burt, Secretary,  Barbara Stumpf, Council at Large, Bobbie Castellotti Managing Agent. 

 Also present,   Frank Mamrol, Architectural Committee;  Judy Snyder and Janet Freese, Landscape Committee; Buck Patterson,  Website Committee. Homeowners in attendance,  Ken Tunnell.

 Approval of Minutes: The Minutes of the September 16, 2009 meeting were approved.

 Committee Reports:

         Website Report:  Report attached. B. Patterson recommended that a summary of topics discussed at meeting be posted on website shortly after the meeting,  since the Minutes of the meeting would not be posted for another 4 to 5  weeks.    The Council approved the recommendation.     

         Maintenance Report:  Report attached. Council members noted that Mrs. Baily has begun shutting vents.

         Landscape Report:   Report attached.

Officer’s Reports:

President’s Report:  Report attached.

         Vice President’s Report:  see Maintenance Report.

         Council at Large:  B. Stumpf reported that Anne Gustafson has begun work on the Devonshire Newsletter.

         Treasurer’s Report: 

                 a. B. Clark presented copy of the proposed Devonshire Budget, 2010.  The budget will be discussed at the Open Meeting in November.

                 b  Treasurer reported on the formation of  Devonshire Committee to investigate and oversee finances of the Master’s Association.                                                                   

                 c. The Treasurer requests discussion of the activity of the Reserve Fund

                 d.   The Treasurer requested an update of sales of Devonshire homes.

Managing Agents Report:

                a.   The East Goshen Township Alarm Registration Ordinance proposed for East Goshen residents will not apply to Hershey’s Mill.

                b.  The problem of pet waste violators cannot be resolved unless the identity of the violator can be confirmed.

               c.   Council agreed that the antique car belonging to Mr. Ranhofer, #291 may remain on Village grounds.

 New Business:

 a.    The 2010 Operating Budget was unanimously approved.   

 b.      Homeowner #273 has requested placement of satellite dish. Request will be investigated, in order that placement of dish will comply with Hershey’s Mill and Devonshire standards Mgt. Agent will report at the next meeting.

 c.       Due to an unusual set of circumstances, the pick-up truck at # 336A can remain on Village grounds for a specified time.

 Homeowner Report:  K. Tunnell reported of recent water leakage on roof during unusually heavy rains.

 Meeting Adjourned:    3:20 PM

 Next Meeting, Open Meeting,   Tuesday, November 24, 7:00 PM.

Respectfully Submitted:  

                        Priscilla Burt,  Secretary

 

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Devonshire Village Homeowners Association

Minutes of Special Council Meeting  - 

SEPTEMBER 16, 2009

9:30 A.M.  -   PENCO Corporate Office

Budget Meeting:   The Council met with Donald Franceschini, President PENCO Management Company, to discuss the draft of the 2010 Proposed Budget.

Call of Meeting to Order: The meeting was called to order by President George Manaker.

Council Members present,  David Freese, Vice President, Byron Clark, Treasurer,   Priscilla Burt, Secretary,   Barbara Stumpf, Council at Large; plus Bobbie Castellotti, Managing Agent

 Approval of Minutes: The Minutes of the July 28, 2009 were approved.

 Committee Reports:

      Architectural Committee:   The request for resurfacing of front stoop # 342 has been approved.

Officer’s Report:

      President’s Report:  Report attach

      Vice President’s Report:   No report.

      Treasurer’s Report:

1.      $100,000 of Reserve Fund has been deposited at Downingtown National Bank, 2.6 % interest, in a 2 year CD.

2.      The treasurer proposed formation of a Village Committee to study the Hershey’s Mill Master Association’s distribution of funds.  The Council moved and seconded, approving formation of a Committee.

3.  Winfield Hall Replacement Financial Analysis.

       Secretary:    No report.

       Council at Large:  No report

Meeting Adjourned:   12:30 PM

Next Meeting,  October 27, 2009 – 1:30 PM (Paoli Room)

Respectfully Submitted,

Priscilla Burt, Secretary

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 Devonshire Village Homeowners Association

No Council Meeting Held During the Month of

August 2009

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Devonshire Village Homeowners Association

Minutes of Council Meeting of

JULY 28, 2009

1:30 PM - Paoli Room - Winfield Hall

Call of Meeting to Order: The meeting was called to order by President George Manaker.

Council Members present: Dave Freese, Vice President; Byron Clark, Treasurer; Barbara Stumpf, Council at Large.

Also present: Bobbie Castellotti, Managing Agent; Frank Mamrol, Architectural Committee Chairman; Judy Snyder and Janet Freese, Landscape Committee Chairpersons

Owners in attendance: Fred Bachamn and Ken Tunnell.

Approval of Minutes: The minutes from the June 23, 2009 Council Meeting were approved. Bobbie Castellotti will make two minor changes to the May 26, 2009 Council Meeting Minutes. The necessary changes were reviewed and approved.

Committee Reports:

Architectural:

Unit #303 - approval granted to increase size of back stoop.

Unit #350 - approval granted to resurface patio with stone.

Communications:

Barbara Stumpf reported that Anne Gustafson has volunteered to bring back the Devonshire Village Newsletter since many residents do not have computers to access information on our Village website.

Ken Tunnell would like a volunteer to help with the Decorating Committee because Alice Cantrell has temporarily resigned from her position.

Landscape: Report attached.

Maintenance: Report attached.

Dave Freese also announced that any modification to stoops has to be 1/4" below the batten boards.

Officers' Reports:

President: Report attached.

Vice President: None.

Treasurer: Byron Clark will be meeting with Don and Kathleen at Penco next week to review and propose the new budget for next year. Byron will also set up an account for our Reserve Fund at either DNB or Harleysville Bank.

Secretary: Absent.

Council-at-Large: Refer to Communications under Committee Reports.

Managing Agent Report:

Bobbie will mail the approved second draft with the amended revisions to replace the one that was previously mailed last March. The new revision will update Rule J.5 of the Rules & Regulations for Devonshire Village.

The new 2009 Homeowner Association telephone directory is ready for distribution following Council Meeting today.

It was suggested that a list be made for all residents regarding the maintenance responsibilities for both Penco and the individual homeowners.

Unfinished Business:

Unit #290 - request for a railing extension approved because of a safety issue with the resident: M&M will install a four foot extension.

New Business:

Unit #342 - request approved for partial reimbursement for homeowner's cost of extensive carpenter bees treatment.

Adjournment:

George adjourned the meeting at 3:30 PM. No Council Meeting will be held in August, 2009.

A combined Budget/Council Meeting is scheduled for September 16, 2009 at Penco Managing Agent's office in Chadds Ford at 9:30 AM.

Respectfully submitted,

Barbaraba Stumpf for Priscilla Burt

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Devonshire Village Homeowners Association

Minutes of Council Meeting

JUNE 23, 2009

1:30 PM   -   Paoli Room – Winfield Hall

Call of Meeting to Order: The meeting was called to order by President George Manaker.

Council Members present, Dave Freese, Vice President;  Byron Clark, Treasurer; Priscilla Burt, Secretary;  Barbara Stumpf, Council at Large.

 Also present:  Bobbie Castellotti, Managing Agent, Frank Mamrol,  ACC;  Janet Freese and Judy Snyder, Landscape Committee.

Owners in attendance: Susan Feaster, Fred Bachman.

 Approval of Minutes:  The Minutes of the May 26 Council Meeting were reviewed with changes. The Minutes will be reviewed again at the July meeting for final  approval.

 Committee Reports:

            Architectural:  Report attached.

            Landscape:       Report attached.

            Maintenance:    Report attached.

          The need for gutter cleaning twice a year was discussed by Byron Clark.

Dave Freese recommended use of “birds nests” for gutter protection.

Bobbie Castellotti stated, gutters are cleaned every fall;  for additional      cleaning, residents must submit work order.

 Officer’s Report:

            President:  President’s report attached.

 Treasurer:   Byron Clark is investigating local banks for a better return on Reserve Funds.  He will also report at the next meeting on further accounting of the distribution of Devonshire Funds within the Operating Budget.

             Secretary:   No report.

             Council at Large:  Report attached.

Managing Agent’s Report:

            a.       Fire Extinguishers will soon be replaced in 21 carports.

            b.      Vent Inspection: Eve and Omar Bailey submitted report having completed inspection of  all vents and noted vents needing attention.

Unfinished Business:

a.       Painting of doors and punch list items will be completed next Tuesday.

b.      Rules Revision:   Additional revisions to the Rules and Regulations dated April 1, 2008 was discussed.   A new draft will be submitted at the next meeting for review by Council.

New Business:

M. Lewis of 290 Devon Lane has requested installation of handrails along steps and walkway in front of her house.  This request will be reviewed by the Architectural and Maintenance Committees for report at the next meeting.

Open Forum:

a. Fred Bachman suggested the Council Minutes be presented to Village residents via the Village Website or a printed copy to residents upon request.

b. Fred Bachman recommends that Village Funds be deposited in insured accounts.

The Meeting was adjourned at 3:35 PM.

Respectfully submitted.

Priscilla Burt, Recording Secretary

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Devonshire Village Homeowners Association

Minutes of Council Meeting   

MAY 26, 2009

1:30  PM  –  Paoli Room  –  Winfield Hall

 

Call of Meeting to Order: The meeting was called to order by President George Manaker.  

Council Members present, Dave Freese, Vice President; Byron Clark, Treasurer;   Priscilla Burt, Secretary;  Barbara Stumpf, Council at Large.

Also present,Bobbie Castellotti: Managing Agent. Frank Mamrol, ACC;  Judy Snyder and Janet Freese, Landscape Committee.

Owners in attendance,  Jane Clark and Susan Feaster.

Approval of Minutes:   The Minutes of the April 14, 2009 Open Council Meeting were reviewed and approved, with changes.

 Committee Reports:

             Architectural:  No report

            Landscape :     Report attached.

            Maintenance:  Report attached.

          1. Chimneys:  Flat chase being painted on houses 271 – 273  for rust removal and to determine the suitability of paint.

 2.  Byron Clark questioned if the funds used for wood replacement were coming from the replacement fund.  Bobbie Castellottii stated the payment for wood replacement  came  from the Reserve Fund. The knot hole problem in car ports should be addressed. Frank Mamrol will check into backing needed to fill in holes.

          3.   Shed doors on car ports will be corrected.

Officer’s Report:

President:   President’s report attached.

Treasurer:

1. Byron Clark has reviewed the financial information of the Village and plans to meet wiith  Don Franceschini to discuss transfer of funds within Village accounts. He has requested annual reports for the last 7 years  and budget reports for  the last 3 years.

          2. Byron Clark questioned if the distribution of the funds from the insurance company following the fire at house # 334 was placed in a separate account.   B. Castellotti reported that the funds were placed in the Operating Account.

Secretary:  No report.

Council-at-Large:  B. Stumpf, former Council Secretary, will add corrected Amendments to previous minutes.

 Managing Agent’s Report:

 1.      B. Castellotti presented the report for fire extinguishers needed for  21 of carports. Extinguishers purchased from Jim McConnell will cost $1,047.90; they will be good for 24 years and will be tested every 6 years.  Council discussed source of funds  to cover costs. P. Burt suggested the costs be incorporated into Operating Budget.  The Council voted in favor of utilizing funds from the Operating Budget.

 2.      The Patterson Family is back in their home.  Landscape work remains.  G. Manaker will check progress with landscaping and the home fire extinguisher.

 3.      The Restated Declaration of Covenants and Easements for the Village of Devonshire are back from the Recorder of Deed’s Office.   Each homeowner will receive a copy.

 Unfinished Business:

1.      The painting project will be checked, pending final approval.

 New Business:

1..The new homeowner at 273 Devon Way has addressed concerns of drainage improvements to Village Council.  Bobbie Castellotti will discuss the problem with Mike Neale.

 2.      Sink hole, due to inadequate drainage, behind house 367 was discussed.  Larger pipes with inlets for surface water need to be addressed in 2 areas.  Ultimately, entire pipe needs to be replaced.  B. Clark suggested  covering temporarily with stone, soil and piece of pipe. Council will begin a study to plan a permanent fix. D. Freese moved to pursue study for adequate water drainage, second by B. Clark.  Vote of Council was unanimous.

 3.      B. Castellotti reported that the Devonshire Directory for 2009 is in progress.

 4.      B. Castellotti reported the PENCO is closing accounts with funds invested with Vanguard  as Vanguard accounts are no longer insured.  Suggestions from PENCO included Royal Bank, present interest 2.6 %, or First Priority, 3.06 %.   B. Clark suggested contacting First National Bank or Downingtown  National Bank.

5 Byron Clark suggested restructuring of Village Committees that would include the Welcome Committee, Social  Committee, and a Communications Secretary for each cul-de-sac.   These 3 committs will be overseen by  Council Member B. Stumpf, to ensure that new residents are properly welcomed in a timely fashion and to have news passed along. Byron Clark moved that such a Committee be structured, second by P. Burt. All Council members voted in favor of this restructuring.

 6.  G.eorge Manaker recommended that the Day Classes offered by  Chester County Night School at Hershey’s Mill be communicated to the Village residents.                                                                                                                      

7. Byron Clark expressed concern of the Winfield Hall project presently under study by the Master Association.  Since there is a large barn foundation  under the wall across the parking lot by the swimming pool,  he is proposing the idea of using this foundation for a larger new building, with 3 levels, built by Amish, which would save considerable costs from the present idea of the new building and demolishing Winfield Hall.   Larger rooms with current specifications could be provided in such a building.   He has requested that the President pass this idea on to the Master Association.

 The Meeting was adjourned at 3:40 PM.

 Respectfully submitted,

 Priscilla Burt, Recording Secretary

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DEVONSHIRE VILLAGE HOMEOWNERS ASSOCIATION

ANNUAL MEETING MINUTES

APRIL 14, 2009

7:00 P.M. – WINFIELD HALL

Call the Meeting to Order:  The meeting was called to order by President George Manaker at 7:30 PM

Members Present:  George Manaker, President; Dave Freese, Vice President; Barbara Stumpf, Secretary; Fred Bachman, Treasurer; & Doug Feaster, Council-at-Large

Committee Members Present:  Janet Freese & Judy Snyder, Landscape; Frank Mamrol, Architectural/Maintenance

Managing Agent:  Bobbie Castellotti, Penco Management

Meeting Decorum Statement:

Homeowners will have the opportunity to ask questions or make comments related to each report when it is finished.  Raise your hand and when you are recognized, please step up to the microphone, state your name and address and pose your question or comments which must be germane to the agenda item being discussed.  Members may not speak a second time on an item, until everyone who wants to speak has been given a chance to speak once.

Please recognize and show respect when another person has the floor.  Devonshire Village Homeowners Association meetings are a place where discussion is welcomed, but must be accompanied by the expectation of dignity, civility, courtesy and mutual respect.

Statement from the President:

                George Manaker thanked Doug Feaster for his many years of service on the Council, and a Certificate of Appreciation was presented.

Officers’ Reports:

President:  Refer to George Manaker’s attached report regarding the April 2, 2009 Master Association Meeting.  Refer to George Manaker’s attached statement concerning Winfield Hall.

                Vice President:  Refer to Dave Freese’s attached report regarding village maintenance.

                Treasurer:  Devonshire Village Homeowners Association Statement of Revenues and Expenses, for three months ending March 31, 2009, was attached to the Annual Meeting Agenda.

                Secretary:  No report

                Council-at-Large:  Doug Feaster thanked the Council for his many years of service.

Committee Reports:

                Architectural:  Frank Mamrol reported that Council had approved a request for a homeowner to replace sliders with French doors.

                Maintenance:  Refer to Dave Freese’s attached report.

                Landscape:  Refer to attached report submitted  by Janet Freese & Judy Snyder.

                Social:  Roseanne Havird announced that the Devonshire Pool Party is scheduled for Wednesday, July 29th, $10. per person.  Our annual Christmas dinner will be held at the Hershey’s Mill Golf Club on Wednesday, December 9th at 6:00 PM, $30. per person.

                Welcome:  Ken Tunnell introduced the new homeowners that recently moved to Devonshire.

                Nominating:  Bernice Leamy introduced the Candidates,  and names were drawn by Ed Gondolf to determine the order for each speaker to tell why they wanted to volunteer for the vacant Council positions.

Distribution of Ballots:  Ballots were distributed, one per household, for homeowners to vote for 3 names on the ballot.  Ballots were collected for the tally.

Report on Winfield Hall:  George Manaker gave a brief update on the assessment of Winfield Hall.

Open Forum:  Virginia Newlin, Unit 299, expressed her concerns regarding the new amendment rules limiting the residents public time to speak at scheduled Council meetings.  Marleen Smith, Unit 345, asked when the large tree stump would be removed from her front lawn.  Buck Patterson, Unit 334, gave a website update for Devonshire Village.  George Manaker answered questions about the pond dredging on Mill Road. 

Election Results:

The following residents volunteered to be on the ballot to serve as Council Members in Devonshire Village:   George Manaker, Fred Bachman, Frank Mamrol, Dave Freese, Barbara Dooley, Byron Clark and Priscilla Burt.  After all the votes were counted, Priscilla Burt, Byron Clark and Dave Freese were elected to serve on the Council for a two-year  term.

Adjournment:

George Manaker adjourned the meeting at 9:00 PM.  The next Council meeting will be held at 1:30 PM in Winfield Hall, on Tuesday, May 26th in the Paoli Room.

Respectfully submitted,

Barbara Stumpf

Recording Secretary

 

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Devonshire Village Homeowners Association

 

Council Meeting Minutes

MARCH 24, 2009

2:00 PM – Paoli Room – Winfield Hall

 

MEMBERS PRESENT:       George Manaker, President;  Dave Freese, Vice President;  Barbara Stumpf, Secretary;  Fred Bachman, Treasurer;  and Doug Feaster, Council-at-Large

MANAGING AGENT:      Bobbie Castellotti, Penco Management

COMMITTEE MEMBERS PRESENT:      Frank Mamrol, Architectural/Maintenance;  Janet Freese and Judy Snyder, Landscape

OWNERS IN ATTENDANCE:          Priscilla Burt

CALL TO ORDER:       George Manaker called the meeting to order at 2:00 PM

APPROVAL OF THE MINUTES:      Minutes  of the February 24, 2009 Council Meeting were approved.

COMMITTEE REPORTS:      

                Architectural:    No report.

                Landscape:     Refer to attached report.

                Maintenance:     Dave Freese completed a walk around Devonshire, on February 28th  and listed items that need repair.   Refer to the attached report.

OFFICERS’ REPORTS:

                President:     Refer to George Manaker’s attached report from the Master Association Meeting on March 5, 2009.

                Vice President:     Dave Freese attended a meeting at the woodshop and received a list of recommended workmen for Hershey’s Mill residents.   He suggested that we include a similar list for Devonshire residents and post it on our website.   Refer to attached report.

                Treasurer:      Fred Bachman reported that our budget is in line following snow removal expenses.

                Secretary:     No report

                Council-at-Large:     No report

MANAGING AGENT’S REPORT:   

Bobbie Castellotti reported that turf repairs, from snow plow damage, fertilizer, and crab grass control would be taken care of by Hershey’s Mill Landscaping.    It was noted that very large chunks of rock salt and small rocks were mixed in with the rock salt the last time the village was serviced for ice on the roads.  

All residents of Devonshire Village received an Amended Revision to the village Rules & Regulations dated April 1, 2008.  All meetings of the Devonshire Village Council will be open to homeowners for observation purposes only, and anyone who wants to address the Council, must submit a written request with the topic of discussion, to Penco Management Company a minimum of 72 hours prior to the Council Meeting.

UNFINISHED BUSINESS:

Information regarding the completion of the painting, and a schedule for painting the front doors, was included in the March 15, 2009 Devonshire Village Spring Update that was mailed to all homeowners.  It was noted that a second coat of paint is needed around the windows to cover over the original dark brown color.

Council asked Bobbie to send a certified letter to Mr. Charles Porter, 955A Cornwallis Drive, advising him that the Association will remove a tree on the berm located along the property line.

Bobbie has a meeting next week to discuss inspections of the fire extinguishers in 45 carports.  It is the responsibility of each resident to have their own fire extinguisher in their unit.  First Alert sells a small fire extinguisher that does a superior job and is easy to use.

ADJOURNMENT:

George Manaker adjourned the meeting at 3:15 PM.  The Devonshire Village Annual Meeting will be on Tuesday, April 14, 2009.

Respectfully submitted,

Barbara E. Stumpf, Recording Secretary

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DEVONSHIRE VILLAGE HOMEOWNERS ASSOCIATION

COUNCIL MEETING MINUTES

FEBRUARY 24, 2009  

2:00 P.M. – Malvern Room – Winfield Hall

 MEMBERS PRESENT:  George Manaker, President; Dave Freese, Vice-President & Maintenance Chair; Fred Bachman, Treasurer; Doug Feaster, Council-at-Large; Bobbie Castellotti, Managing Agent                                Absent – Barbara Stumpf, Secretary

 COMMITTEE MEMBERS PRESENT:     Frank Mamrol, Architectural; Janet Freese and Judy Snyder, Landscape

 OWNERS IN ATTENDANCE:        Jim Harmstead (on Agenda)                                                                               Priscilla Burt (on Agenda)                                                                                   Bill Armstrong                                                                                                    Byron Clark                                                                                                       Ken Tunnell

CALL TO ORDER:  George Manaker called the meeting to order at 2:00 PM. 

 REQUESTS TO ADDRESS COUNCIL:   Jim Harmstead & Priscilla Burt

 After being acknowledged by Council, Jim Harmstead expressed his concerns regarding the future of Winfield Hall and its impact on the residents of Hershey’s Mill.   His primary concern is that the residents be allowed to vote individually rather than have one vote per Village.  George Manaker assured Jim that the study is in the very early stages of review and more information will be made available to the residents before decisions are made.

 After being acknowledged by Council, Priscilla Burt commented on the fact that no Meeting Minutes have been posted on the Devonshire website since the initial Minutes of May 2008.  George assured Priscilla that the Minutes were approved and would be posted shortly.  Priscilla also requested clarification on the approval process for Amendments to the Declaration and By-Laws.  Bobbie explained the approval process.   

APPROVAL OF MINUTES:

 The Minutes of the January 27, 2009 Council Meeting were reviewed and approved, with changes.  In the absence of Council Secretary, Bobbie was requested to make corrections.  Once Minutes are corrected, they can be forwarded to the webmaster for posting on the website.  

 COMMITTEE REPORTS:

             Architectural:   No report

             Landscaping:  Refer to Landscape Committee report attached

              Maintenance:  Dave Freese inspected the carport at 377/378 and notified PENCO to issue a work order to install a gutter along the front to divert water which is now accumulating, causing icy conditions in cold weather.   Other such problem areas will be addressed as needed.

 OFFICERS’ REPORTS:

             President:  Refer to President’s report attached.  In addition, George called for a vote to increase the notification time, from 48 to 72 business hours, when a homeowner wants to address Council at their regular Council Meetings.   Motion made, seconded and unanimously approved.

             Vice-President:  Refer to Vice-President’s report attached

             Treasurer:  Fred Bachman reported that the January 31, 2009 Financial Report shows an unfavorable variance, which is primarily attributable to snow removal expenses.  This is a timing variance that will balance out as the year progresses, unless additional heavy snow expenses are realized.            

 Secretary:  Absent

 Council-at-Large:  Doug Feaster reported that First Alert has a portable, 14 oz. fire extinguisher for indoor use.  Cost is $18 per unit.

 MANAGING AGENT’S REPORT:

 At Council’s request, Bobbie researched the cost of having indoor and outdoor fire extinguishers inspected and serviced, if necessary.  Neither Hershey’s Mill Security nor the Township has plans for holding a group inspection.  Marco Fire Suppression (does alarm testing for the Township) said they would schedule a group inspection for interested homeowners, but must have at least 30 owners sign-up.  Costs vary with age and size of extinguishers.  Testing for inside units is an owner expense.  Testing for units in carports also varies with age and condition of units.  Price for new units was provided to Council.  Council asked Bobbie to find out if the Association has the responsibility to have and maintain units inside carports, before any decisions are made. 

 ADJOURNMENT:

 George adjourned the meeting at 3:10 PM.  The next Meeting will on March 24, 2009 in the Malvern Room at Winfield Hall.  

 Respectfully submitted,

 Barbara J. Castellotti

for the Recording Secretary

 

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Devonshire Village Homeowners Association

 

Council Meeting Minutes

JANUARY 27, 2009

2:00 PM – Paoli Room – Winfield Hall

 MEMBERS PRESENT:  George Manaker, President, Dave Freese, Vice President, Barbara Stumpf, Secretary, Fred Bachman, Treasurer, Doug Feaster, Council-at-Large; Bobbie Castellotti, Managing Agent

 

COMMITTEE MEMBERS PRESENT: Frank Mamrol, Architectural, Janet Freese and Judy Snyder, Landscape

 OWNER IN ATTENDANCE:   Priscilla Burt

 CALL TO ORDER:  George Manaker called the meeting to order at 2:00 PM

 APPROVAL OF MINUTES:  The Minutes from the October 8, 2008 Special Meeting were approved as presented.  The Minutes from the October 28, 2008 Council Meeting and the November 25, 2008 Open Meeting were approved, with changes.  Once Minutes are corrected, they can be forwarded to the webmaster for posting on the website.

 OWNER REQUEST TO ADDRESS COUNCIL:  

 Priscilla Burt reported that the painters were painting some units, in the village, at the same time the rain gutters were being cleaned.  Leaves and debris from the gutter cleaning was being blown around and was sticking to the new paint.  She also expressed her concern regarding the painters continuing to paint, when the temperature outside was only 30 degrees.  Bobbie informed everyone that painting would resume in the village next spring, and the painters would repaint any areas that are not satisfactory.

 Another issue that was mentioned was the prevention of wood rot by keeping the shrubbery trimmed away from the units.  Priscilla also suggested putting additional rain gutters along the front of the carports and garages to avoid icy conditions during the winter months.

 COMMITTEE REPORTS: 

 Architectural:   Frank Mamrol reported that Architectural Request Forms  DA 11 were approved for two heat pump replacements, and one to replace front and sliding doors.

 Landscaping:   No report 

 OFFICERS’ REPORTS:

 President:   Refer to George Manaker’s attached report.

 Vice President:  No report

 Treasurer:   Fred Bachman referenced the December 2008 Financial Report indicating a budget excess of $18,500 at year end, was better than projected and helped keep our 2009 Association fee down.

 Secretary:  No report

 Council-at-Large:  No report

 MANAGING AGENT’S REPORT:   Bobbie discussed revisions to the Declaration of Covenants with the Council Members and reviewed various pages from the letter and the proposed Draft that was restated by the attorney, Robert Hoffman.

 Motion was made, seconded and unanimously approved to revise the current Declaration (to incorporate all Amendments) with technical correction to Article III, Section 3.1. (Common Expenses” Defined).  Bobbie will have the attorney, Robert Hoffman, finalize the papers with the revised Technical Corrective Amendment to be signed and recorded.

 UNFINISHED BUSINESS:   Painting of the village will resume in the spring.  Front doors will be painted red.  There will not be a color change due to a lack of interest and minimal responses to the survey that was placed on the website.

 NEW BUSINESS:  Council requested that PENCO contact Hershey’s Mill Security regarding the prospect of conducting an inspection of fire extinguishers for each unit and carports.

 A notice will be sent to all Devonshire residents reminding dog owners of their responsibility to keep their dogs on a leash and to pick up and dispose of their waste.  It will also include a reminder to owners of units with outside faucets that the Rules and Regulations require that at least 50 feet of garden hose, with an appropriate nozzle, must be kept outside in the unit year-round for possible emergency use.  The hose should be disconnected in winter.

 ADJOURNMENT:   George adjourned the meeting at 3:40 PM, and Council approved changing the meeting time to 2:00 PM for the next three months.  The next scheduled Council Meeting will be Tuesday, February 24th.

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There was no Village Council Meeting held for the month of

DECEMBER 2008 

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Devonshire Village Open Meeting

NOVEMBER 25, 2008

7:30 PM – Winfield Hall

Call the Meeting to Order: The meeting was called to order by President George Manaker at 7:30 PM.  The following Meeting Decorum Statement, as approved by Council, was read for the owners in attendance:

Meeting Decorum Statement – Homeowners will have the opportunity to ask questions or make comments related to each report when it is finished.  Raise your hand and when you are recognized, please step up to the microphone, state your name and address and pose your question or comments which must be germane to the agenda item being discussed.  Members may not speak a second time on an item, until everyone who wants to speak has been given a chance to speak once. Please recognize and show respect when another person has the floor.  Devonshire Village Homeowners Association meetings are a place where discussion is welcomed, but must be accompanied by the expectation of dignity, civility, courtesy and mutual respect.

Members Present: George Manaker, President; Dave Freese, Vice President; Fred Bachman, Treasurer; Barbara Stumpf, Secretary; & Doug Feaster, Council-at-Large.

 Also Present: Bobbie Castellotti, PENCO Managing Agent; Janet Freese, Judy Snyder, Landscape Committee; & Frank Mamrol, Architectural/Maintenance Committee.

Guest Speaker: Ralph Brown, East Goshen Township Fire Marshall, discussed fire safety and prevention with everyone.  He reminded Devonshire homeowners to have their fire extinguishers inspected annually and to call 911 immediately to report a fire. Owners were told to install battery operated smoke alarms as a backup in case of a power failure.  Every home with an outside faucet should have a 50 foot hose which remains outside all year.

Officers Reports:

President – Refer to George Manaker’s attached report. The Council has approved the addition of a new Rule J. 5. regarding attendance at scheduled Council Meetings, and it  is effective immediately.  All meetings of the Devonshire Village Council shall be open to residents for observation purposes only.  Anyone wishing to address the Council must submit a request which includes the topic of discussion, in writing, to the management company a minimum of 48 hours prior to the Council Meeting.

 

Vice President – Dave Freese reported that the cost of wood replacement was more than expected.  Front doors will be painted next spring, and there is a survey request on our website regarding a possible color change to sage green.  Council will consider mailing a survey to all homeowners to see if they want a different color door.

 

Treasurer – Fred Bachman announced that the Council has approved the new 2009 Devonshire Village Budget, and there will be a $10.00 increase in the Association fee.  Owners will be receiving a new 2009 coupon booklet, in the mail, with a supply of envelopes from PENCO Management.

 

Secretary – No report

 

Council-at-Large – No report.

 

 Committee Reports:

 

Architectural/Maintenance – Refer to Frank Mamrol’s attached report.

 

Decorating – Alice Cantrell announced that all our Christmas decorations were recently placed at the entrance and throughout the village.

 

Landscape – Refer to Janet Freese’s attached report.

 

Nominating – No report

 

Social – Anne Gustafson reminded everyone about the Devonshire Christmas dinner at Hershery’s Mill Golf Club on December 11th

 

Welcome – Ken Tunnell introduced all the new residents in Devonshire Village.

 

Discussion – Copies of the new 2009 Budget were distributed to everyone at the meeting.

 

Questions & Answers –

 

Questions were answered from the floor regarding Genuardi’s Escrip.  Evelyn Bilyeu has volunteered to represent our Village.  Enrollment must be renewed annually.

 

Website Presentation – Website managers, Buck Patterson and Wes Fasnacht, gave a presentation on the Devonshire website and step-by-step instructions on how to access different information by navigating to various screens.  Buck informed everyone that our website respects personal privacy, and no residents will have their names, phone numbers or email addresses listed.

 

Adjournment – George Manaker adjourned the meeting at 9:00 PM.  The next Council meeting will be held at 1:30 PM in Winfield Hall - Paoli Room on December 16.

 

Respectfully submitted,

 

Barbara Stumpf

Recording Secretary

 

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DEVONSHIRE VILLAGE HOMEOWNERS ASSOCIATION 

 

COUNCIL MEETING MINUTES

OCTOBER 28, 2008

1:30 PM – Paoli Room – Winfield Hall

MEMBERS PRESENT:  George Manaker, President, Dave Freese, Vice President, Barbara Stumpf, Secretary, Fred Bachman, Treasurer, Doug Feaster, Council-at-Large,

Bobbie Castellotti, Managing Agent, Janet Freese and Judy Snyder, Landscape Committee,  Frank Mamrol, Architectural/Maintenance Committee

 OWNERS IN ATTENDANCE:  Byron Clark, Priscilla Burt, Jack Conboy, Ken Tunnell, and Jim Harmstead

 CALL TO ORDER:  George Manaker called the meeting to order at 1:30 PM

 APPROVAL OF THE MINUTES:  The minutes of the August 22, 2008 minutes were approved and can be forwarded to the Web Master to go on the Devonshire Village web site.

 COMMITTEE REPORTS:

             Architectural/Maintenance:  Refer to Frank Mamrol’s attached report

             Landscaping:  Refer to attached report submitted by Janet Freese and Judy Snyder

 OFFICERS’ REPORTS:

             President: 

  1. George Manaker reported that master-key, entry lock testing has been completed by Hershey’s Mill Security. 
  2. Escrip requires annual membership renewals to take advantage of Genuardi’s Rebate Program.  Devonshire has a membership number, and the money we earn is used for our landscaping budget.  Residents are encouraged to enroll as new members even though they don’t always shop at Genuardi’s.  Currently there are only 36 Devonshire owners using the Escrip Rebate Program.
  3. A special Fire Safety presentation will be given by the East Goshen Fire Marshall at the November 25th  Devonshire Open Meeting in Winfield Hall.
  4. A presentation on accessing and using our website is also on the agenda for the November Open Meeting.  A power point presentation will hopefully encourage more residents to use the new web site.
  5. Seasonal photographs of Devonshire Village are needed for the website.

 Vice President:

 1.       Dave Freese attended the Master Association Meeting on October 2, 2008 while George Manaker was on vacation.  He reported that Devonshire Village is not included in the CADDX Alarm Panel with security.

  1. Disciplinary advisory letters will be sent to residents by HM Security who refuse to show respect and challenge the authority of any member of the Hershey’s Mill Security Department when they are stopped for exceeding the posted speed limits, and violators could also lose their gate access privileges.
  2. Master key testing has been completed.  It will be the resident’s responsibility to have their lock re-keyed, if it does not match the Master Key System.
  3. Insurance issues were also discussed.  All villages have been bound with CAU through Lindsay.
  4. The Master Association Finance Committee reported an increase for the 2009 budget of $7.37 per house, $5.00 for capital reserves and $2.37 for landscape and incidentals.

 Treasurer:

  1. Fred Bachman reported that the 2009 budget was reviewed and approved by the Council.
  2. There will be a $10.00 monthly increase in the Association fee beginning in January, 2009.

 Secretary:

No report

Council at Large:

No report

Managing Agent’s Report:

1.       Bobbie updated Council on the status of the painting contract. 

2.       Front doors will be painted in the spring.  Marleen Smith has suggested a color change.

3.       312 Devon Lane reported trash truck damage to the carport.

Unfinished Business:

Declaration Revision – In the process of investigating with Council, future revisions to the Declaration.

New Business:

Dates for the 2009 Council Meetings have been scheduled and distributed.

Rain gutter cleaning is scheduled for the end of November around Thanksgiving.

The Devonshire Village Christmas Party will be a buffet dinner at Hershey’s Mill Golf Club on Thursday, December 11th and will cost $30.00 per person.

Adjournment:

 George adjourned the meeting at 2:45 PM.  The next meeting is the Devonshire Village Open Meeting (Budget) – Tuesday, November 25, 2008 – 7:00 PM in Winfield Hall.

 Respectfully submitted,

Barbara E. Stumpf ,

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Devonshire Village Homeowners Association

Minutes of Council Special Meeting

October 8, 2008

9:30 A.M. – PENCO Corporate Office

A special meeting of the Devonshire Village Council was held at the PENCO Corporate Office for the purpose of reviewing the Operating Budget for 2009.  In attendance were George Manaker, President and Council Members Dave Freese, Barbara Stumpf, Fred Bachman and Doug Feaster.  Representing PENCO Management were Don Franceschini, President and Bobbie Castellotti.

 Following Don’s presentation, Council voted unanimously to approve the 2009 Operating Budget with a $10 increase, bringing the 2009 Association fee to $380 per month.

 Following budget approval, Fred Bachman suggested that Council consider renewing the PENCO Management Agreement.   Council voted unanimously to approve the renewal for three years.

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 The normal Village Council meeting for the month of

SEPTEMBER 2008

will be held in early October for Village budget purposes

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DEVONSHIRE VILLAGE HOMEOWNERS ASSOCIATION

COUNCIL MEETING MINUTES

AUGUST 22, 2008

2:00 P.M. – Paoli Room – Winfield Hall

MEMBERS PRESENT:  George Manaker, President, Dave Freese and Fred Bachman;  Managing Agent, Bobbie Castellotti; Committee Chairs – Janet Freese, Landscaping & Frank Mamrol, Maintenance & Architecture

OWNERS IN ATTENDANCE:  Byron Clark and Priscilla Burt

CALL TO ORDER:  George Manaker called the meeting to order at 2:05 PM. 

APPROVAL OF MINUTES: The Minutes of the June 20, 2008 Council Meeting were reviewed and approved, as amended.

COMMITTEE REPORTS:

            Architectural/Maintenance:   See Frank Mamrol’s report attached.

            Landscaping:  See Janet Freese’s report attached.

OFFICERS’ REPORTS:

            President:  George Manaker reported issues that were discussed at the July Master Association Meeting.  Item most significant to Devonshire was the setting up of deer tick stations in the community, in inconspicuous areas.

             Vice-President:  Dave Freese reported that wood inspections continue as more rotted wood is discovered with the power washing prior to painting.  Punch list inspections have commenced and will continue weekly. 

             Treasurer:  Fred Bachman reported that Devonshire Village is financially sound and as of the July Financial Report, the Association is in a favorable status with the budget for this year; low snow expenses in the early part of the year being the main reason.  However, rotten wood replacement continues to be a major expense of the replacement reserve.

            Fred’s suggestion for revising the Declaration (for inclusion of Amendments vs setting-up a committee to review the entire document for revision) was discussed.  Council asked Bobbie to research with Rob Hoffman, Esq. the extent of the latter.

 Secretary:  Absent

 Council-at-Large:  Absent

Managing Agent’s Report: 

·        Bobbie updated Council on the status of the painting contract .

·        Draft Codes of Conduct (for both Council and owners attending meetings) were provided to Council.  Discussion on this was tabled to a future Meeting.

·        Dryer Vent & Chimney Inspections – 100% participation reported

·        Budget Meeting will be held at PENCO Corporate office – prospective dates were presented to Council.  To be scheduled once we confirm date.

·        Marleen Smith (345) suggested Council consider changing the door color to green.  Council asked Bobbie to have Marleen provide a sample of the color she is requesting.

Adjournment:

            George adjourned the meeting at 3:00 PM.  The next Meeting will be held at PENCO to approve the 2009 budget.  Bobbie will inform of the date and time, once it is confirmed.  

Respectfully submitted,

Barbara J. Castellotti

for the Recording Secretary

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No Council Meeting Held During the Month of July 2008

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                                        Devonshire Village Homeowners Association

                                                    Council Meeting Minutes

                                                            JUNE 22, 2008

                                          2:00 PM - Winfield Hall - Paoli Room

 Call the Meeting to Order:  the meeting was called to order by President George Manaker.  Other Council Members present were Dave Freese, Vice President; Barbara Stumpf, Secretary; Fred Bachman, Treasurer; Doug Feaster, Council-at-Large and Bobbie Castellotti, PENCO Managing Agent.

Also present: Frank Mamrol, Architectural/Maintenance Committee; Janet Freese, Landscape Committee Chairman and Judy Snyder Co-Chairman

Residents in attendance:  Ginnie Newlin, Byron Clark, Priscilla Burt, Jack Conboy and Jim Harmstead

 Approval of Minutes: The minutes of the May 23, 2008 Council Meeting were approved upon a motion by Doug Feaster.

 Committee Reports:

            Architectural/Maintenance:  See attached report.

             Landscape:  See attached report.

 Officer’s Reports:

            President:  See attached report.

             Vice President:  Dave Freese announced that he would be handling wood replacement, lighting issues and any related complaints.

            Treasurer:  Fred Bachman reported on a favorable financial report year-to-date, mostly due to low snow expenses for the 1st quarter of this year.

             Secretary:  No report

             Council-at-Large:  Doug Feaster made a motion that a document be drafted and signed by each council member to agree that confidential information discussed at meetings be kept confidential as a “Code of Conduct.”  Bobbie Castellotti  will look into getting a document by the next meeting.  Doug also suggested that any resident of Devonshire Village who wants to address the elected council, should schedule a date in advance rather than just bringing up concerns for discussion at each meeting.

 Managing Agent’s Report:

 Unfinished Business:

 New Business:

 Owner Comments:

            Byron Clark and Ginnie Newlin asked about rusted chimney caps and chimney repairs.  Ginny also asked if the outside lights would be painted.  Barbara Stumpf mentioned that the doors to the trash bins on the car ports should be replaced and new hinges and latches installed for proper fit to keep the doors closed.  Byron suggested that the Council consider codifying the Declaration.  

 Adjournment:

            George Manaker adjourned the meeting at 3:00 PM.  There is no scheduled meeting for July.  The next Council Meeting will be held on Friday, August 22, 2008 at 2:00 PM in the Paoli Room.

 Respectfully Submitted,

 Barbara E. Stumpf

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Devonshire Village Homeowners Association

 

Council Meeting Minutes

MAY 23, 2008

2:00 P.M. – Paoli Room – Winfield Hall

 

  

Call the Meeting to Order: he meeting was called to order by President George Manaker. Other Council Members present were Dave Freese, Vice President; Fred Bachman, Treasurer; Barbara Stumpf, Secretary; and Doug Feaster, Council Member; Bobbie Castellotti, Managing Agent.

Also present: Frank Mamrol, ACC/Maint. Committee & Janet Freese, Landscape Committee.

Owners in attendance: Ken Tunnell, Jim Harmstead, Buck Patterson, Wes Fasnacht, Rita Lynn, Priscilla Burt and Jack & Anne Conboy.

 

Approval of Minutes: The Minutes of the March 25, 2008 Council Meeting and April 15, 2008 Open Meeting were approved, with no changes, upon motion by Fred Bachman.

 

Owner(s) Request to Address Council: Buck Patterson (334) & Wes Fasnacht (336-B) addressed Council regarding a proposal to establish a Devonshire Website.  If approved, they will work together to develop and design the site.  See their proposal attached. 

 

Committee Reports:

            Architectural/Maintenance:  Frank Mamrol discussed woodpecker damage and control, knotholes in the garages and requests for exterior touchup paint – see Frank’s report attached.

 

            Landscape:  Janet Freese and George Manaker reported that most recommendations from the April 16th walk-through and several requests from homeowners were approved at the May 22nd meeting of the Committee.  Bobbie will email new Co-Chairs Janet Freese & Judy Snyder on any future landscaping issues and requests.

 

Officers’ Reports:

            President:  George Manaker reported issues that were discussed at the Master Association Meeting on May 1, 2008.  Security cameras are now installed at all gates. He also discussed the Digital Conversion by Comcast and gave an update on the expansion of the Wood Shop.  Refer to George’s handout for additional details.

 

            Vice-President:  No report

 

            Treasurer:  Fred Bachman reported that Devonshire Village is in good financial shape due in part to the positive variance in snow removal.  Council Members received a copy of the April 2008 Financial Report prior to the meeting.

            Fred made a motion to have Devonshire’s Declaration revised to include all Amendments since the last revision in 1988.  He also suggested revising the By-Laws to include the original unlimited terms for which a Council Member may serve.  Council asked Bobbie to find out what is involved in revising the Declaration and report on this at the next Council Meeting.  Dave Freese agreed to take the one year vacancy from Michele Pattison’s resignation (2007-2009).   

 

Secretary:  No report

 

Council-at-Large:  No report

 

Managing Agent’s Report: 

·         Bobbie Castellotti gave the Council Members a revised meeting schedule.  The next meeting date will be Friday, June 20, 2008 at 2 PM in the Paoli Room.

·         As of May 6th, 7 units have been treated for carpenter bees.  The remaining homeowners’ requests are scheduled for May 29, 2008.

 

 

Unfinished Business:

·      Bobbie contacted the Township Manager regarding the boundary of  the Angelini property at 957-A Cornwallis with Hershey’s Mill.  According to the response she received on Wednesday, Mr. Angelini will have it surveyed again.

·      Copies of the new Revised Rules & Regulations were given to Council Members.  They will be mailed to all Devonshire residents next week.

·      Bobbie distributed a copy of the current status report on the 2008 Chimney and Dryer Vent inspections.  March 31st was the deadline, and a second letter will be sent to those who have not complied.

 

New Business:

 

·         Rita Lynn (346) has a standing water problem with poor drainage.  Bobbie will meet with Mike Neale to discuss a solution.

·         The 2008 Resident’s Directory has been completed and will be mailed out with the Rules & Regulations. 

·         The use of email for quick communication with owners was discussed.  Bobbie will request owners submit their email addresses to establish an immediate mailing list for group communications. Residents who don’t have a computer will continue to receive correspondence by mail.

·         The Patterson/Fasnacht website project was discussed and approved by Council.  Buck will draft a flyer to send out to owners.

          

Owner Comments:

·         Priscilla Burt (378) reported on the necessity of installing a special DSL filter to the alarm panel if you have DSL as your internet connection.  This is a security issue for the smoke alarm and security system to work properly.

 

Adjournment: George Manaker adjourned the meeting at 4:45 PM.  The next Council Meeting will be held on Friday, June 20, 2008 at 2:00 PM.

 

Respectfully submitted,

 

Barbara E. Stumpf