Please find below a list of motions passed by the Summerfield Board of Directors since April 2022.
If you have any questions or comments related to these motions, please contact us.
- To accept the website https://summerfieldpoa.org as the official new website for Summerfield POA
We hope you find the URL for the new website easier to remember. Our website has been created at no cost to the association. Feedback on how to improve the site is always welcome using our contact link in the menu above.
- To establish an Architectural Review Board consisting of at least 5 people who will report to and act on behalf of the Board of Directors to review homeowner-submitted projects for approval in accordance with the Covenants and Restrictions (see Covenants, page 18ff of 39, Article VII)
Goal: to reduce the burden on the board to handle all project submissions, to establish due process right of fair appeal for HO who disagree with rejections, and to utilize the expertise of neighbors who can assist HO to ensure projects are completed with the best possible information and guidance.
- To establish a Covenant Committee consisting of at least 5 people who will report to and act on behalf of the Board of Directors to work with homeowners who may be in violation of the Covenants and Restrictions to cure violations, and recommend violation notices and/or fines as necessary to the Board of Directors (see Covenants, pages 19 & 33)
Goal: to reduce the burden on the board to handle all compliance issues, to establish due process right of fair appeal for HO who disagree with advisory letters and/or fine assessments, and to ensure more people are involved in the process of determining non-compliance, as well as more people available to assist HO who may need assistance for compassion reasons.
- To confirm Dee York as head of a new Beautification Committee, managing/organizing volunteers to beautify and maintain the front entrance
Goal: to ensure a point person is on top of issues such as landscaping, lawn maintenance, pest control and litter control at the most visible area and “first impression” zone of Summerfield.
- To approve Bruce Rindfuss, Joe Zeigler, Kodie Blanton, Jim Cooper, Steve Clark, Chris Montgomery, and Austin Faulk as appointees to the Architectural Review Board
Together, these appointees possess over 115 years of combined experience in construction, engineering, and/or architectural experience.
- To appoint Ellen Rindfuss, Michelle P, Cris Prouty, Pat Walkup, Deb Davidson, and Lance Bramble to the Covenants Committee
All appointees are committed to enforcing our covenants and restrictions. Having additional members involved ensures a greater likelihood of relationship with homeowners who may be out of compliance. Ideally, most issues can thus be resolved through friendly, neighborly conversations and offers of assistance vs. advisory letters and fines.
- To revoke the Driveway Expansion Resolution previously on file, with the understanding that future homeowner requests for driveway expansion be subject to a 5% allotment of total impervious surface per property.
Note: The revocation of the previous resolution is not a blanket approval of all future ARB requests for driveway expansion. This board has undertaken a large-scale task of accumulating, researching and analyzing data supported by HC Stormwater for the purpose of scaling impervious surfaces for each HO’s property and the community as a whole. With the support of HC Stormwater this board will be able to approve or deny any homeowner’s request to install impervious surfaces based on scientific data and the requirements for control. For a thorough explanation of S. Clark’s conversation with HCSW’s Thom Roth and related drainage concerns, see the video recording of the May 3 Board meeting on the Summerfield Homeowners’ Facebook group.
- To accept Living Word Restoration Church as the meeting location for board meetings, to meet monthly on the second Thursday of each month at 7pm.
Goal: to establish a meeting location where meetings could be held at a consistent time and place so that homeowners would have adequate time to plan to attend and not have to wonder where the next meeting would be held. We have greatly appreciated our partnership with Bistro 90; however, their business needs come first, and they are unable to provide any guarantees of availability for a consistent meeting schedule. LWRC has offered us the use of their facility for the nominal fee of $30 per month. We are grateful to have a meeting location with ample parking and within walking distance of Summerfield. This motion was passed with unanimous consent.
- To transition Summerfield POA’s legal services from McCutchen, Vaught, Geddie & Hucks to Wright, Worley, Pope, Ekster & Moss.
It is the prerogative of any board to choose the services of the agencies it feels will best meet the needs of our community. Summerfield had no contract for ongoing service with MVGH; they were only consulted on a case-by-case basis. This will also be the case for WWPEM. The change in providers also comes at a discount to what Summerfield was paying the previous provider.
- To delegate the nominations and selections for Yard of the Month to the Beautification Committee.
This seemed to the BOD a logical connection and was approved by unanimous consent.
- To approve the purchase of a new 360°camera with an omnidirectional microphone
It is hoped that this purchase will improve sound and video quality for future live streaming of meetings.
- To approve the reinstallation of the Little Library at the front entrance near the 110 mailbox, off-street to avoid potential collisions with passing vehicles
Hopefully, the new location will make the Little Library more accessible to all residents and provide a safer access point for the shared books.
- To establish the 5% standard for additional impervious surfaces
In order to protect all of our community’s properties from the potential negative impact of flooding, the BOD is accepting HCSW’s recommendation to limit the amount of impervious surfaces to 5% beyond the as-built total of impervious surface per property. As an example, if a property originally utilized 25% of its total square footage for impervious surfaces (home, driveway, sidewalks, patio) and had since made additions totaling 3% more (ie added shed, pool etc. for a total of 28% of their total square footage), that same property would only be permitted to add 2% more before reaching their maximum additional allotment of 5%.
This means that any future homeowner projects submitted for Architectural Review that involve impervious surfaces (i.e. in-ground pools, driveways, concrete slabs, etc.) will be uniformly subject to the 5% allotment.
Homeowners can access how much of the allotment they currently have remaining by logging into the neighborhood directory and clicking on “projects” from the 2nd-row menu. Additional details showing square footage for one’s property, percentages originally used, and percentages added since are available upon request when ARB projects are submitted that may involve impervious surfaces.
- To purchase an events/announcements sign for the front entrance (limit $50)
In an effort to increase homeowner awareness of meetings, events, and special announcements, the board has approved the purchase of a sign (bulletin board) for the front entrance. It will not likely be posted there permanently, but rather set up when there are special announcements to be made.
- To approve Mintz Pest Control treatment for moles
On the recommendation of the Beautification Committee, Mintz Pest Control will treat Summerfield’s grassy areas for moles, killing insects that moles feed upon, as well as smoking out those moles that remain after treatment.
- To appoint Kat Tosado, Paul Pacella, Willie Nash and Darryl Allen to the Covenants Committee
These appointments fill recent vacancies on the committee and bring the Covenants Committee to its maximum allowable size of 7 members.
- To appoint Steve Clark and Gail Franklin to the Covenants Committee
These appointments fill new recent vacancies on the committee and bring the Covenants Committee to its minimum required size of 5 members.
- To approve the Enforcement of Community Covenants resolution.
Click the title of the resolution to read more. The BOD approved the resolution unanimously.
- To appoint Steve Clark, Gail Franklin, Rita Dagenais, Lance Bramble, Michelle P and Ellen Rindfuss to the Documents Committee.
The purpose of the Documents Committee is to review our governing documents and make recommended changes to the community for an official vote. No changes will be made to our by-laws or covenants and restrictions without the required majority of voting members. Mr. Clark will be reaching out to committee members to meet and begin work on this important project. Anyone who has proposed changes to the documents may submit them to the committee for review: office@summerfieldpoa.org.
- To award a $25 gift certificate to Reckless Rooster for the winner of the Halloween Decorating Contest, and a $25 gift certificate for Salt Water Grille 1 for the winner of the Christmas Decorating Contest.
This is an initiative of the Beautification Committee. We look forward to seeing how our residents decorate for the holidays.
- To appoint James Cooper to the Covenants Committee
This appointment fills recent vacancies on the committee and brings the Covenants Committee to a minimum allowable size of 5 members.
- To appoint Chris Montgomery to serve on the Board of Directors to fill the vacancy created by Deb Davidson (serving until Spring 2023).
- To approve the purchase of 4 signs at a cost of ~$50. Signs are designed to discourage speeding and look out for children at play.
- To appoint Cris Prouty to the Architectural Review Board.
- To provide each homeowner ONE free ARB project request per year; additional requests will be charged $25.
- To adopt the Signs Resolution.
- Remove the restriction in the Temporary Structures Checklist which requires sheds to be behind a fence.
- To adopt the Garbage and Refuse Storage Resolution
- To adopt the Noise Resolution.
- To appoint Whitney Henry to serve on the Board of Directors to fill the vacancy created by Scott Rosene (serving until Spring 2024)
- To appoint Cris Prouty to serve as the Lead on the ARB Committee
- To determine and define a time, date, and place for a “Special Meeting” to finalize the 2023 Elections in the form of a Resolution.
- To remove Cris Proudy from the ARB Committee.
- To appoint Del Pruette to serve on the ARB Committee
This appointment fills recent vacancies on the committee and brings the Architectural Review Board to a minimum allowable size of 5 members.
- To remove Willie Nash and Darryl Allen and add Chris Montgomery to the Covenants Committee.
This appointment fills recent vacancies on the committee and brings the Covenants Committee to a minimum allowable size of 5 members.
- To appoint Paul Pacella to the BOD to fill the vacancy created by Michelle Pruette (serving until Spring 2025)
- To appoint James Cooper as the lead of the ARB Committee.
- To appoint Kathy Tosado as the lead of the Covenants Committee.
- To Resend ARB charges to HO’s for ARB submitted request.