Sagamore Home Owners Association Information

Sagamore Homeowners Association Information

Sagamore Board of Directors

Tricia Holda, president

Rob Norris, vice president

Jacqui Allison, treasurer

Monica Packard, secretary

Jeff Adams, member at large

Wes Marshall, golf representative

Mike Stone, development representative

 

Property Management

Four Seasons Property Management

Tom Fernandez

Office Phone:  317-846-3687

Office Fax:  317-324-4044

Mobile:  317-710-7502

Email:  tfernandez@indy.rr.com

Website:  www.fspm.net

 

To communicate with the HOA board please email:  SagamoreHOA@gmail.com

 

The board will add a 10-minute forum for residents to join the monthly HOA meetings, at the beginning of each meeting.  To join the meeting residents are asked to contact the board with their concerns at least 3 days in advance of the meeting through the SagamoreHOA@gmail.com

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Mailbox Information

 

LIGHT BULB                    Compact Florescent (CFL) 75 watt,      2700K, 1200 lumens bulb

 

PAINT COLOR                 Sherwin Williams

14155 Mundy Drive

Noblesville, IN 46060

317-770-5272

Color name is “Sagamore Green” exterior gloss

 

LETTERING                     Fastsigns of Northeast Indianapolis

3915 East 9th Street

Indianapolis, IN 46240

317-845-5051

Contact:  Kayleigh Muir

kayleigh.muir@fastsigns.com or 98@fastsigns.com

Gold lettering outlined in Black, font style is Sojourn Normal, name height is 1¼” and address height is 2½”.

REPLACEMENT              Forsite

PARTS                          P.O. Box 51402

                                     Jacksonville Beach, FL  32240

                                     1-855-537-0200

                                     scott@forsite.us

 

Mailbox Maintenance, Parts and Painting

call local handyman

Jim O’Meara at 317-260-0314

_____________________________________________________________________________________

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

8/21/2017

 

Attendance:

Monica Packard                                  Tricia Holda                      Jacqui Allison                   Wes Marshall

Mike Stone                                          Tom Fernandez – Four Seasons Mgt.

Absent:

Jeff Adams                                          Robert Norris

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. Jacqui Allison - Introduction

    Jacqui will join the board as the new treasurer.

     

  2. Standing Items –

  3. Approve 6/19/2017 Meeting Minutes

    Minutes from 6/19/2017 meeting were approved.  Motion made and by voice and motion voted in favor.

     

  4. July 2017 Financial Statement Summary

    Tom provided the group with copies of the following for July 2017:  Balance Sheet, Income Statement, Bank Statements, Refundable Deposits and Aging Delinquency Report.

    Dues collected to date for 2017 were $193,684.66

    Refundable deposits as of 8-6-2017 were $28,797.00

    Reserve expenses include irrigation repairs and lighting lease buy out.

    Tom will submit a 60-day written notice to exercise the purchase option for the first of three street light leases.  This lease comes due on 10/30/2017, buy out is $8,715.55

     

  5. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    5 accounts or $4,757.00 as of August 6, 2017, of which $2,097.00 is from 1 account

    All delinquent accounts are being pursued per the delinquency policy.

     

  6. Updates –

  7. Real Estate Development

    There were 3 recent home sales and 1 lot sale.

     

  8. ARB

    Rex Brown and Jamie Gilbert meeting went well.  With a few additions of stone, the Gilbert plan would be approvable.

    Lot 237 will submit plans very soon.

    There will be 3-4 home starts in the near future.

     

  9. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    10 baskets will be delivered to new residents in July, the feedback has been very positive.

    Monica will update the informational flier that will be included in the welcome baskets.  This flier will also be available on the Sagamore website under the HOA tab.

     

     

  10. Landscaping

    Turf application has been completed.

    Irrigation has been adjusted to limit flow on flowerbeds.  Tom will get a quote on adding a separate station for the beds.

    Tom will get a quote from Diaz to spray the foxtail weeds in the common areas along Hanbury Manor.

    Sidewalk on Grand Cypress ends in front of the east monument and collects water. Tom will investigate completing the sidewalk similar to the Shore Oaks entrance.

    Several dead shrubs have been removed and need to be replaced; on the SW side of Union Chapel and GBW and in the 166th Street round-a-bout. Tom will get a quote for this.

    Tom will get a quote to limb up the evergreens off the monuments.

    Staining will be complete on the new fence slats along Grand Cypress and on 166th Street.

    Tom has sent letters out to Stony Creek residents to remove their vegetation on our Grand Cypress fence.

    Tom will send a letter to the new home on 166th Street just west of Sagamore to remove the dead tree by our fence.

     

  11. Other

    Rob and Monica will investigate LED lighting for the monuments.

    It may be in the best interest for maintenance and landscaping purposes that the HOA own all the monuments, Wes will investigate.

     

  12. New Business:Discussion Items –

  13. Transferring the club’s pump on the Grand Cypress pond into their name

    The HOA Duke Energy meter on the west pond at Grand Cypress Drive that has the clubs well pump attached to it cannot be separated by the HOA.  Wes will meet with Dan to put this golf club pump on a separate meter for separate billing, ongoing.

     

  14. Trash along 166th Street - Jim O’Meara

    The trash situation along the east side of 166th Street is still a problem.  Wes will ask Dan to pick up trash when mowing.

     

  15. Other

    Tom will provide board with 2018 budget at the next board meeting along with new quotes.

     

2017 Sagamore Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

 

October 16, 2017

November 20, 2017

 

December 4, 2017 at 6:30pm – Annual HOA Meeting of Members

 

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Minutes prepared by:  Monica Packard 8/29/2017

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

6/19/2017

 

Attendance:

Monica Packard                                  Tricia Holda                      Wes Marshall                    Robert Norris

Tom Fernandez – Four Seasons Mgt.

 

Absent:

Jeff Adams                                          Mike Stone

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. Additional HOA Board Member Prospects

    Wes will provide Tricia with names and emails for possible new board members, Tricia will reach out.

     

     

  2. Standing Items –

  3. Approve 4/24/2017 Meeting Minutes

    Minutes from 4/24/2017 meeting were approved.  Motion made and by voice and motion voted in favor.

     

  4. May 2017 Financial Statement Summary

    Tom provided the group with copies of the following for May 2017:  Balance Sheet, Income Statement, Bank Statements, Refundable Deposits and Aging Delinquency Report.

    Dues collected to date for 2017 were $192,016.14

    Refundable deposits as of 6-11-2017 were $28,796.04

    Any repairs or maintenance in the community that need to be done, Tom will have the authority to complete.

    Tom will send a letter to the homeowners in Stony Creek along the west fence that we will be spraying the weeds along the fence.

    Tom will send 60 day written notice in August to exercise the purchase option on the first of three street light leases.

     

  5. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    7 accounts or $6,087.00 as of June 11, 2017, of which $2,097.00 is from 1 account

    All delinquent accounts are being pursued per the delinquency policy.

     

     

  6. Updates –

  7. Real Estate Development

     

  8. ARB

    Rex Brown and Jamie Gilbert would like to meet with the board regarding the new ARB guidelines.

     

  9. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    10 baskets will be delivered to new residents in July, the feedback has been very positive.

    Monica will update the informational flier that will be included in the welcome baskets.  This flier will also be available on the Sagamore website under the HOA tab.

     

  10. Landscaping

    The Irrigation repairs will be complete this week.

    Wes will ask Gary to clean up around the maintenance building on the corner of Union Chapel and 166th Street, there are still a lot of weeds.

    ARB will make sure mailbox lights are operational as part of their final check before refunding deposits.

     

  11. Other

     

  12. New Business:Discussion Items –

  13. Transferring the club’s pump on the Grand Cypress pond into their name

    The HOA Duke Energy meter on the west pond at Grand Cypress Drive that has the clubs well pump attached to it cannot be separated by the HOA.  Wes will meet with Dan to put this golf club pump on a separate meter for separate billing.

     

  14. Jim O’Meara

    Jim O’Meara has contacted the HOA about painting and repairing some of the older mailboxes in Sagamore, residents who are interested can contact him at 317-260-0314.

    Homeowners are responsible for maintaining and replacing mailbox bulbs.

    Tricia will contact Jim and ask for a pricelist

     

  15. Other

     

    *****************************************************************

    2017 Sagamore Monthly Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    August 21, 2017

    September 18, 2017

    October 16, 2017

    November 20, 2017

     

    December 4, 2017 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

    Minutes prepared by:  Monica Packard 7/27/2017

 

Click here for the Sagamore Covenants, Conditions, & Restrictions

Click here for current Sagamore ARB Guidelines

Click here for the Sagamore ARB Review Form

Sagamore Homeowners Association

Board of Directors Meeting Minutes

2/6/2017

 

Attendance:

Monica Packard                         Tricia Holda                               Wes Marshall                             Mike Stone

Robert Norris                             Tom Fernandez – Four Seasons Mgt.

Absent:

Jeff Adams

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. New HOA Board Member Introduction – Rob Norris

    Rob Norris has been a resident of Sagamore since November 2004, he will be filling the treasurer position on the HOA board.

     

  2. Additional Board Seat – Discuss volunteers from Annual HOA Meeting

    Rob will reach out to a couple people to join the board.  Mike and Wes will look at the volunteer list from the annual meeting for possible new board members.

     

  3. Standing Items –

  4. Approve 10/25/2016 Meeting Minutes

    Minutes from 10/25/2016 meeting were approved.  Motion made and by voice and motion voted in favor.

     

  5. December 2016 Year End Financial Statement Summary

    Tom provided the group with copies of the following for December 2016:  Balance Sheet, Income Statement, Refundable Deposits and Aging Delinquency Report.

    Bank Statements were not provided, Tom will email to the board when available

    Dues collected for 2016 were $191,437.12

    Refundable deposits as of 12-31-2016 were $26,293.69

    Street Tree removal and irrigation repairs  caused the 2016 budget to exceed dues collected.  The aging irrigation needed major repairs and those expenditures should come out of the capital reserve.

     

  6. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    5 accounts or $1,620.00 as of December 31, 2016, of which $1,432.00 is from 1 account

    All delinquent accounts are being pursued per the delinquency policy.

     

  7. Updates –

  8. Real Estate Development/ARB

    There was one more lot sale in the community and the new owners are currently working on home plans.

    One new plan has been submitted for lot 40 and is currently being reviewed. 

    Julie Downham made a recommendation to Mike; to communicate that there is a fee when selling a home/lot so the seller is aware of it before closing and that the resale fees be a flat fee rather than a percentage of the value of the sale.

     

  9. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    5 baskets were delivered to new residents in January.  Next delivery will be in March 2017, the feedback has been very positive.

     

  10. Landscaping – Contract, Spring Flowers

    The board will review Diaz’s contract.

    Fertilization for the lawn and flower beds will be Diaz’s responsibility and Tom will monitor this with them.

    Spring flowers have been ordered and Diaz will install.

    Diaz will outsource the irrigation.  The water usage will need to be monitored to guarantee we don’t over or under water the turf.  Diaz will monitor.

     

  11. New Business:Discussion Items –

  12. HOA Board Attendance Standards and 2017 Meeting Schedule

    Meeting schedule is shown below, 3rd Monday of the month at 6:15pm

     

  13. Follow-up items from Annual HOA Meeting on 12/12/16

    Pond issue on Gleneagles Court

    Sand from the waste bunkers on hole 6 are draining into the Gleneagles retention pond.  Dredging the pond will cost thousands of dollars.  It was discussed that the cost should be shared with the Golf Club.  The board will write a letter to Wes addressing these concerns.

    HOA Board Meeting as open meeting

    The board will add a 10-minute forum for residents to join the monthly HOA meetings, at the beginning of each meeting.  To join the meeting residents are asked to contact the board at least 3 days in advance of the meeting through the SagamoreHOA@gmail.com email with their concerns.

     

  14. Transferring the club’s pump on the Grand Cypress pond into their name

    The HOA Duke Energy meter on the west pond at Grand Cypress Drive that has the clubs well pump attached to it cannot be separated by the HOA.  Wes will meet with Dan to put this golf club pump on a separate meter for separate billing.

     

  15. Survey Stakes at Main Entrance and by Maintenance Building

    Duke will be adding another phase of power to our neighborhood and want to bury the wires rather than installing more telephone poles along Union Chapel.  They will need to cross onto golf course easement to accomplish this.  Wes has given him permission to bury wires on golf course property.

     

  16. Ptarmigan Court house

    The new construction on lot 126 has been painted blue and doesn’t fit with the neighborhood.  Mike will contact the owner to address this situation.

     

  17. Entrance to Sagamore Clubhouse

    The concrete at the golf club entrance is scheduled to be replaced.

     

  18. Other

    Many trees along hole 18 are dead and need to be removed

    Trees along the east side of Union Chapel south of Golden Bear Way block the view of drivers exiting Sagamore and may need to be removed for safety reasons.  Tom will contact the city and have them assess the situation.

    Tom will get a quote on replacing all the landscape lights to LED’s

    The HOA and ARB will improve communication with respect to new home plans.

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    March 20, 2017

    April 17, 2017

    May 15, 2017

    June 19, 2017

    July 17, 2017

    August 21, 2017

    September 18, 2017

    October 16, 2017

    November 20, 2017

     

    December 2017 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

    Minutes prepared by:  Monica Packard 3/16/2017

 

Sagamore Homeowners Association

Minutes of the Annual Meeting of Members

December 12, 2016

Board Attendance:

Tricia Holda                            Monica Packard                        Jeff Adams                             Mike Stone

Wes Marshall                          Tom Fernandez – Four Seasons Mgt.

 

Absent:

Bill Schultz                             Bill Shonk              

 

 

  1. Sign Attendance Sheet to Establish Quorum for the Annual Meeting – Tricia Holda

    Provide updated email for communication purposes, to volunteer for committees.

     

  2. Introduction of Board Members – Tricia Holda

     

  3. Call Meeting to Order – Tricia Holda

     

  4. Approval of 2015 Annual Meeting Minutes – Tricia Holda

  5. Minutes from 12/7/2015 annual meeting were approved.Motion made and seconded.By voice motion voted in favor.Monthly homeowner meeting minutes and annual meeting minutes are available on the Sagamore Club website under the homeowners tab.If you would like a copy of the annual meeting minutes, please call Tom Fernandez at 317-710-7502.

     

  6. The Sagamore Covenants and Architectural Guidelines may also be found on the Sagamore Club website.

     

  7. Development Report & Architectural Review Report – Mike Stone

  • Sales for 2016:  16 developer home site sales with prices ranging from $63,000 – $165,000, leaving 27 developer lots.  There have been 11 resale home site sales with prices ranging from $57,000 – $169,000.  There was one home site, lot 198, that went to auction, we have no information on this sale yet.  Year to date, there have been 8 home sales with prices ranging from $435,000 – $835,000 and 3 pending.  There are currently 21 listed homes in the community with prices ranging from $459,000 – $1,499,999.  We have 14 home starts, year to date, with 2 additional homes plans under review.

 

  • The ARB reviewed and approved a couple fences, also, there were some landscape issues that will be handled on a case by case basis.

Questions:

  1. I was under the impression that when you bought a lot you were expected to be built on the lot within 2 years, that must have changed along the way.Is there any requirement on how long you can hold a lot?  At this time, there is not, I’m not aware of any requirement.  Originally, the developers thought that the community would be developed much quicker since it was built on a very nice golf course with many amenities.

  2. The architectural standards when the development was started have been modified.There is always that balance between developing and how that impacts the current homeowners, from my standpoint, there is tension around that in the build outs and, in the standards that are being applied.What is the input that the HOA can have relative to those standards?Do we have an attorney engaged through the ARB relative to accepting plans by the developers coming in?If there were need to engage in an attorney relative to new builders coming in we would do so.  Our attorney is Robert Roche, we use from time to time.  We do not have one in place consistently as plans are being reviewed.  If the builder submits a plan and the ARB accepts that and it is subsequently modified, are we doing anything to challenge that?  We can do that.  Have we done that?  We haven’t changed any siding or structural materials, no.  If the builder does that on his own after everything was approved and what ends up on the lot was not approved, has that happened and if so, what was the recourse?  A paint color and an unapproved single had to be changed.  The homeowners here are greatly impacted by the ARB decisions relative to modifications that changed preexisting conditions that we adopted.  I’m concerned that the new style in integrated haphazardly will impact the value of my home.  We don’t want to build out the neighborhood like Chapel Woods and I think it’s incumbent on the ARB and HOA to recognize that the standards are of a signature golf course.  I appreciate the feedback.  When we get a plan, we make suggestions and make sure they conform to many of these suggestions.  Several plans have required adding substantial masonry to be approved.  For any of you that are interested in serving on the ARB, please sign up to become more involved.

     

     

  3. 2016 Recap/President Report – Tricia Holda

    • 2016 was a stable year for the neighborhood and the HOA. Many of our board members have served for 2 years or longer and would like to give other residents the opportunity to join the HOA.There is a signup sheet if anyone is interested in serving on the board we would appreciate it.

       

    • Mike has summarized a very good growth in the number of resale home site sales, home sales and new starts in the neighborhood.

 

  • This was the first year for Diaz to begin mowing, HOA common area maintenance and flowers.Overall, they did a good job, as always, it usually takes a year for any new landscaper to understand our expectations.

     

  • Davey’s completed the holiday lighting at the entrances during November.

     

  • The welcoming committee (Donna Gritton, Kris Jump, Brenda Hayes, Sue Bigler) delivered 13 baskets valued at $100 each to new homeowners in 2016 bringing the total to 43 baskets since the committee was formed in April 2015.

Question:

  1. At what phase during the building process are the homeowners given a copy of the covenants?  During the closing.

     

    • The Sagamore Living Magazine is no longer being delivered because funding and advertising was not sufficient to support the publication.Since we no longer receive the SLM, the HOA will publish the mailbox maintenance information for the residents on the Sagamore website under the Homeowners Tab.Mailbox repair and light maintenance may be addressed through our contact, Jim O’Meara, 317-260-0314

 

  • Nine street trees were replaced this Fall.

 

  • BAM will undertake snow removal again at a guaranteed rate of $7,600 for the season. They will come when we have 3 inches.If you notice damage to lawns, please try to see if it is a Noblesville truck or a BAM vehicle so we know who caused the damage.Report any issues to Tom Fernandez.

 

  • We will maintain our current association fees/dues.

Questions:

  1. On the empty lots, how often are they mowed?What is the anticipated schedule for treatment for weed control?  The frontage of empty lots is mowed every 2 weeks by Diaz and landscapes mows the empty lots 3 times a season.  The weeds coming in from the empty lots and the course to developed lawns is creating a thistle farm, I was wondering if we could control the weeds better and keep the empty lots shorter?  I will check into lowering the height of the mower.

  2. What is the purpose for having the HOA meeting closed?We do invite residents who have issues to present to the board.  We want to focus on our agenda items so meetings don’t get to long.  Is that something we can reconsider, even the city of Noblesville has open meetings?  Part of it sends a message to the residents that our input isn’t as valued.  We can look at that, I assure you that your feedback is very valuable.  It can protect the board from criticism and it’s all about transparency.

 

 

  1. 2016 Financial Report – Tom Fernandez, Four Seasons Property Management

  2. Total Revenue category, actuals of $213,533 vs budget of $186,504 with the actuals over budget this year. This category includes money collected from resale fees of $17,500 and ARB fees were $3,000 along with HOA dues of $665 from each resident.

     

  3. On the aging delinquencies, we have less than $2,000 outstanding, of which 1 owner comprises $1,500.We have a process to collect money, this includes sending a letter with a late fee then it goes to the attorney who sends a letter and eventually court and then a lien.The resident is responsible for all cost for this process.

     

  4. Management category includes management fees, postage, copies, insurance, bank charges, etc.

     

  5. Insurance category was under budget.

     

    • Landscaping category includes landscaping contract, flowers maintenance, easement maintenance, tree maintenance, irrigation, snow removal and mailbox maintenance.Diaz takes care of the Landscaping and irrigation.BAM is responsible for snow removal and Brower for tree fertilization.

      Questions:

      1. The frontage of the empty lots is not treated?No.   The lots are not treated?  They are treated twice a year.  It’s strange that the frontage is not treated, but the lots are.

      2. Do we fertilize the trees along the streets? Brower Products does come out and deep fertilize the roots on the street trees.

         

    • Pond Maintenance includes the fountains.ASAP takes care of the ponds and fountains.They inspect the ponds every week.If anyone sees a fountain that is not working, call Tom Fernandez.

       

    • Repair and maintenance category includes common area maintenance, holiday lights, street lights, fence repairs.

      Question:

  6. We walk the east side and see lights on all day long, who do we contact?  Luminaire Service come out every month and do a nighttime inspection.  If you see a problem with the lights please let me (Tom) know and I will take care of it, my cell number is 317-710-7502.

     

    • Utilities include the standard water and electricity bills, we are under budget this year and the street light lease.One of the three street light leases expires next year that will save some money.

       

  • Total income through 11/30/2016 is $213,533

Total expenses through 11/30/2016 is $178,430

 

 

  1. 2017 Annual Budget Proposal – Tom Fernandez, Four Seasons Property Management

    • The 2017 budget was sent out in the mailing.The majority of the items remain the same with the exception of the landscaping that went up because there were some added areas this year along with an increase in cost for the fertilizer and mulch.The holiday lighting budget decreased.One of the street light leases expires so this line item will also decrease on the budget.

      Questions:

      1.  On the income, we have $15,000 less because Landscapes contribution stopped?  Yes, we don’t have the contribution from Landscapes in 2017.

      2. I don’t know if all the members understand that the voluntary developer contribution of $15,000 per year to make up for the shortfall of the developer lots that were not required to pay $665 annual dues, stopped in 2016 when the Landscaping contract was given to Diaz.When Landscapes was not able to maintain both the club and HOA landscaping they made the decision to drop the voluntary contribution.Wes, correct me and make sure everyone knows, the contribution was voluntary, not legally binding, and they decided not to invest in the community in that regard.  That is the case, Landscapes wanted to make sure that the capital reserve was funded and at some point, the contribution would stop.  With the success of the resale fees and more developer lots that have sold, this money going into the operating expenses, the developer thought the time has come.  My biggest thing was going from $15,000 to $0, most of the community knew that it would come to an end, but thought there would be more of a subtle transition, I wasn’t quite sure if it had something to do with Diaz taking over the landscaping contract.

      3. With the amount of money in the bank, I would think the HOA would try to do something to improve the image of the community and that Landscapes would also participate in that.We had always talked about a playground and we needed to build up the reserve enough not to deplete it too much before moving forward with that project.  I agree that we should use some of the reserve in the community.  You have done a wonderful job with the budget, but it looks like we are rich and Landscapes doesn’t have to contribute here now. Either we reduce the cost to the homeowners if they did contribute or we do something with the money.

      4. Didn’t we hit a high water make of about $112,000 in the reserve?  Yes.  Then Landscapes would have pulled out at that point, I think they are just pulling out to pull out and if we don’t hold them to it, it is what it is.  I think there is a short list of homeowners that know what we need to compete with other communities and attract more people to build here.

      5. The fitness center, is that part of the club or the HOA?The Club.

      6. How much longer do we have on the street light lease?We have 3 leases with purchase options; one comes due on 10/30/2017 for $8,715, one on 7/1/2018 for $611 and one on 10/1/2018 for $2,174.

      7. Can we buy those out early?  No, we have checked and we can’t.

      8. Has anyone talked about repaving the roads?  We talked about repairing the brick crosswalks.  We have called the city about crack repair and they shared that there was no timeframe for that, the same was true for repaving.  Residents may want to call the street department and that may create some change.

      9. Do you know of any master plan for widening 166th Street or add sidewalks to the new park on 166th and Boden? No, Tim have you heard anything?  The East Side Park with the sports complex will break ground in spring.  Boden and Olio Roads will be upgraded, the plan for 166th St. will be to keep it the same.  The midland trace trail will connect with the one lane bridge and cross through the Union Chapel tunnel, toward Stony Creek Golf Course and Stony Creek Estates, Highlands of Stony Creek Trail and back out to 166th Street to the East Side Park.  Several people have asked the city to make that more of a greenway/parkway.    

         

    • The 2017 budget was approved.  Motion made and seconded.  By voice motion voted in favor.

       

       

  2. Volunteers for Committees – Tricia Holda

    • We are always looking for volunteers to help in 2017.If you are interested, please make sure that you put an “X” in the far right-hand column on the sign in sheet.

       

       

  3. Other Business – Tricia Holda

    Questions:

    1. I met with Wes, Mike and Tom in July.The pond on Gleneagles was supposed to be dredged and redone, I have a commitment from Wes and Mike but not from the HOA.When will it be done?  It was not in the 2016 budget; the plan was to do it in 2017.  We need to meet with Landscapes to ask them if they would pay for part of it because it is sand from the golf course bunkers in the pond.  We wanted to wait for all the bunkers to get done before we did the work so the problem doesn’t come back.  Is that going to get done in 2017?  Yes, the pond is a mess and it will get done this year.  Is that a golf or HOA pond?  It is an HOA pond, but the golf bunkers drain into it.

    2. Do we have a policy about cars parked on the street?  We would like it if everyone would not park on the street, especially in round-a-bouts and in the winter.  It makes it difficult for cars and buses to get through.  Our covenants were not drafted as well as they could have been, if we want to change that we would have to go through the process than we should do that.  Are we going to do that?  Do you need a quorum?  How much is a quorum?  Has anyone suggested parking on one side of the street?  That is an excellent point and that is why a discussion is necessary if a change is made to the language of the covenants. How about the construction traffic, at a minimum, we should be able to control that they park on the same side of the street as the house that is being built.

    3. That is a good point, I’m a habitual street parker and have had the covenants taped to my vehicle. The danger to me is when construction traffic is parked on both sides of the street, an SUV or firetruck cannot get through.Second, if someone has a problem with somebody parking on the street, they should come and bang on the door.Third, if we have covenants in the community that are not being enforced, there are trailers and RV’s with connections going into houses, and that is not permitted by the covenants. So, don’t come over and say your parking in the street, because the alternative is that someone will just put a concrete pad in their yard and park their vehicles there.We need to take a more comprehensive view of what it is you’re fighting about because there are all sorts of things along the fairways that were not envisioned in the covenants like playgrounds, etc.With respect to the covenants, the intent of a provision for not parking on the street is not to never have company over that parks on the street.  The intent is to not have the systematic abuse of parking on the street, and this is true for anything, not just parking on the street.  Selective enforcement of covenants is not good in a golf community, it doesn’t make sense to me, etc.

       

  4. Please pick up after your dog’s when you take them for a walk.If you walk your dogs around the cart path, please pick up after them and don’t put it into the golf course trash cans because it makes them smell.

    Question:

    1.  Do we do anything with the directory’s, the inserts?  The directory is online because the neighborhood is changing so often.

     

     

  5. Meeting was adjourned.

     

     

     

     

    Minutes prepared by:  Monica Packard 1/17/2017

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

10/25/2016

 

Attendance:

Monica Packard                         Tricia Holda                               Tom Fernandez – Four Seasons Mgt.

 

Absent:

Bill Shonk                                  Bill Schultz                                Mike Stone                                 Jeff Adams

Wes Marshall

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. Standing Items –

  2. Approve 9/19/2016 Meeting Minutes

    N/A

     

  3. September 2016 Financial Statement Summary

    Tom provided the group with copies of the following for September 2016:  Balance Sheet, Income Statement, Bank Statements Refundable Deposits and Aging Delinquency Report.

    Dues collected for 2016 were $184,888.12

    Refundable deposits as of 2016 were $31,292.36

     

  4. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    7 accounts or $7,742.00 as of October 17, 2016, of which $7,096.00 is from 3 accounts

    All delinquent accounts are being pursued per the delinquency policy.

     

     

  5. Updates –

  6. Real Estate Development/ARB

    Mike not present

     

  7. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    41 baskets have been delivered to date, the feedback has been very positive.  Two more baskets will be delivered to new residents this month.

     

  8. Landscaping – General, Irrigation System, Landscaping Committee

    Common area irrigation; Several rotors and solenoids have been replaced.  Tom meets with Diaz and their irrigation company on a regular basis to make sure there is open communication throughout the season when sprinkler heads need to be replaced or adjusted.  The buster pump on Hanbury Manor was replaced and a fake rock was put over it for protection.

    Nine street trees need to be replaced at a cost of $4,725, 2 locus trees, 3 red oaks and 4 red maples.  These trees will be replaced this fall.

    Diaz will mow 1 more time this year.

    The pond on 166th Street and Golden Bear Way on Gleneagles Court needs to be dredged.  Tricia has asked the club to pay a portion of the dredging because the pond is full of sand that has drained into the pond from the golf course bunkers.

    The fence along Grand Cypress at Golden Bear Way has foliage growing on it that needs to be removed.

     

    The HOA Duke Energy meter on the west pond at Grand Cypress Drive that has the clubs well pump attached to it cannot be separated by the HOA.  Wes will need to speak with Duke Energy to put this golf club pump on a separate meter for separate billing.  Tom and Wes will work to complete this.

     

  9. Fountain on hole #4

    The club will look at installing a fountain/bubbler in the pond on hole 4 to help with the algae situation.  Wes will consider paying a portion of this project, ongoing discussion with the neighbors surrounding the pond.

     

  10. Holiday Lighting

    Light will be installed before Thanksgiving and turned on after Thanksgiving.  The cost is approximately $1,500 for installation, removal and storage of the lights and wreaths.

     

  11. New Business:Discussion Items –

  12. Other Globe Option

    The mailbox globes do not look like the existing ones.  The new globe doesn’t appear to be better than the existing globes, so we will continue to use the old globes.

     

  13. HOA Board Attendance Standards

We have had an increasingly low attendance rate at the HOA meetings, despite changing the date to try and accommodate everyone.  This will be addressed at the next meeting.

 

  • Roundabout Landscaping

    Tom will contact Diaz to complete fall clean up on the roundabout on 166th and Union Chapel.

     

  • SE Corner of 166th and Union Chapel

    Landscapes is maintaining the southeast corner of Union Chapel and 166th Street around the monument and maintenance building.  Tom has asked them to clean up the weeds and thistle growing in these areas.

     

  • Review Landscaping Quotes for 2017

    We will continue using the current vendors for landscaping, snow removal, pond maintenance and holiday lighting.

     

  • Review Annual HOA Meeting Agenda and Materials

    Tom will send all items to the board for approval.

     

  • Review 2017 Preliminary Operating and Capital Budget

    Budget has been adjusted and Tom will send board members the updated version for approval.

     

  • Annual Meeting Topics and Success

     

  • Other

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    November 21, 2016

     

    December 2016 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

     

Minutes prepared by:  Monica Packard 1/19/

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

6/27/2016

 

Attendance:

Monica Packard                  Tricia Holda                                                         Mike Stone               

Bill Shonk                           Tom Fernandez – Four Seasons Mgt.

Absent:

Jeff Adams                         Wes Marshall                                                       Bill Schultz

ARB Guests:

Dan Smith                          Tim Ingle

Special Guests:

John Ayres                          Rob Norris

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. Special Guests – Presentation to ARB/HOA Boards

    Several residents are concerned about some of the new construction in the neighborhood. Among the issues discussed were building to minimum standards, allowing less masonry requirements to achieve a craftsman style look, predominantly using building materials such as hardy plank, smaller/boxier homes and integration of new architecture with the style of surrounding homes.  The board will discuss the current building standards in the neighborhood and determine a course of action with regard to these issues.  In the interim, the ARB will continue to evaluate each plan individually.

     

  2. Follow-up Items from May HOA Board Meeting

    The board will discuss at the next meeting.

     

  3. Standing Items –

  4. Approve 5/16/2016 Meeting Minutes

    Minutes from 5/16/2016 meeting minutes were approved.  Motion made and by voice motion voted in favor.

     

  5. May 2016 Financial Statement Summary

    Tom provided the group with copies of the following for June 2016:  Balance Sheet, Income Statement, Bank Statements Refundable Deposits and Aging Delinquency Report.

    Dues collected for 2016 were $81,027.74

    Refundable deposits as of 2016 were $19,291.14

     

  6. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    13 accounts or $11,892.00 as of June 11, 2016, of which $7,096.00 is from 3 accounts

    All delinquent accounts are being pursued per the delinquency policy.

     

  7. Updates –

  8. Real Estate Development/ARB

    Currently there are several plans in the design process many of which have been asked to add more masonry features.

     

  9. Duke Energy Easement Request

    Wes will follow-up at the next meeting.

     

  10. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    35 baskets have been delivered to date, the feedback has been very positive.  Seven more baskets will be delivered to new residents this month.  The next batch of baskets will be delivered in September.

     

  11. Landscaping – General, Irrigation System, Landscaping Committee

    Tim Ingle has provided the board with the name of an interested Landscaping committee member.  We would like 2-3 members for this committee; Tricia has emailed the ARB for input.

    Tricia received a message about clover in some of the common areas, Tom will investigate this.

    Common area irrigation; 3 solenoids have been replaced in the area where a freeze break occurred, they will be tested.

    Tom has asked Diaz to cut one row of grass behind the split rail fence along 166th Street for a cleaner look.

    The Pond chemicals are applied weekly for the HOA ponds and monthly for the golf course ponds.

    The HOA Duke Energy meter on the Grand Cypress Drive west pond that has the clubs well pump attached to it cannot be separated by the HOA.  The club will need to speak with Duke Energy to put it on a separate meter for separate billing.

    The evergreens behind all the monuments are still being irrigated, they are established enough that the irrigation can be turned off, Tom will do this.  

     

  12. Fountain on hole #4

    The club will look at installing a fountain/bubbler in the pond on hole 4 to help with the algae situation.  Wes will look into having the club pay for a portion of this project, ongoing discussion.

     

  13. New Business:Discussion Items –

  14. July Meeting

    We will skip the July meeting.

     

  15. Other

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    August 15, 2016

    September 19, 2016

    October 17, 2016

    November 21, 2016

     

    December 2016 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

     

     

Minutes prepared by:  Monica Packard 7/25/2016

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

5/16/2016

 

Attendance:

Monica Packard                           Tricia Holda                                  Mike Stone                              Wes Marshall

Bill Shonk                                    Bill Schultz                                   Tom Fernandez – Four Seasons Mgt.

 

Absent

Jeff Adams

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

  1. Standing Items –

  2. Follow-Up Items from April Board Meeting

    Mike still hasn’t received preliminary plans for the Estridge home, he will share with the board when received.

    Mike has contacted the builders of the two unsold home-a-rama homes regarding their signage, they will address this issue.

    Lot 46 construction site has installed a dumpster.

    Lot 273 mowing around construction fence, Mike will follow up with the builder on this item.

     

  3. Approve 4/18/2016 Meeting Minutes

    Minutes from 4/18/2016 meeting minutes were approved.  Motion made and by voice motion voted in favor.

     

  4. April 2016 Financial Statement Summary

    Tom provided the group with copies of the following for April 2016:  Balance Sheet, Income Statement, Bank Statements and Aging Delinquency Report.

    Dues collected for 2016 were $177,461.67

    Refundable deposits as of 2016 were $27,790.71

     

  5. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    14 accounts or $11,987.00 as of May 15, 2016, of which $7,096.00 is from 3 accounts

    All delinquent accounts are being pursued per the delinquency policy.

     

  6. Updates –

  7. Real Estate Development/ARB

    Currently there are several plans in the design process.  Lot 101 will begin construction shortly.

    Vinyl windows have been mentioned as an alternative to the current building specs.  Mike will consult with Bill Williams regarding vinyl windows and also contacted other neighborhoods of like value – he will email his findings to the board for final decision.

     

  8. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    35 baskets have been delivered to date, the feedback has been very positive.  To consolidate basket orders we will deliver on a quarterly basis moving forward.  The next batch of baskets will be delivered in June.

     

  9. Landscaping

    Tom provided the board with an updated version of the HOA property vs club property map.  Wes will consult Dan to approve the new landscaping map.  Tom will meet with Diaz showing them the new map.

    HOA received the Landscapes invoice for the spring flowers, mulch and labor to plant and mulch the entry monuments.  The board has received Diaz’s invoice and will speak with them to get credit for the areas that Landscapes mulched.  Landscape invoice will be prorated and paid accordingly.

    Summer flowers should be installed within the next 2 weeks, weather providing.

     

  10. Other

    Tom will contact the owner of lots 12A-15A regarding landscape maintenance.

    Mike followed up on a Valhalla resident concerning their landscaping

    Fountain on Grand Cypress is now working.

     

  11. New Business:Discussion Items –

  12. Status of $15K Landscapes Invoice from 2015

    Landscapes is holding off on paying the $15K in arrears until after the Landscaping invoice is paid.

     

  13. Irrigation System

    There was a question about the golf course restroom between holes 4 ad 5 sharing an HOA irrigation meter, Tom and Wes are following up on this to determine if HOA is sharing a meter with the golf club.

    Also, in question is a HOA Duke Energy meter on the Grand Cypress Drive west pond that may have the Club well pump attached to it.  Tom and Wes will investigate this.

    Tom is attempting to meet with Dan, it appears the irrigation may have not been winterized properly causing some repairs.  In addition, there are some sprinkler heads that need to be replaced.  Backflow has been completed.  All issues should be resolved by the end of the week.

     

  14. Fountain on #4

    The club will look at installing a fountain/bubbler in the pond on hole 4 to help with the algae situation.  Wes will look into having the club pay for a portion of this project.

     

  15. Landscaping Committee

    Tricia is looking for someone in the community to head up a landscaping committee.

     

  16. Duke Energy Easement Request

    Duke Energy would like to bury cables along Union Chapel outside of the easement on golf course and HOA property.  Wes will meet with Duke to discuss what their intensions are; he will report back to the board.

     

  17. Other

    We will not install a fence at the end of hole 5 between Sagamore and Park Place.

    The far west shadowbox fence has not been trimmed, we may need to start trimming this fence line to maintain the integrity of the fence.

    Rob Norris would like to address the HOA at the next meeting regarding the building guidelines and maintaining the standards of the neighborhood.

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    June 20, 2016

    July 18 2016

    August 15, 2016

    September 19, 2016

    October 17, 2016

    November 21, 2016

     

    December 2016 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

    Minutes prepared by:  Monica Packard 5/26/2016

 

 

Sagamore Homeowners Association

Board of Directors Meeting Minutes

4/18/2016

 

 

Attendance:

Monica Packard                  Tricia Holda                        Mike Stone                  Wes Marshall

Jeff Adams                         Tom Fernandez – Four Seasons Mgt.

 

Absent

Bill Shonk                           Bill Schultz

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

 

  1. Standing Items –

  2. Approve 3/21/2016 Meeting Minutes

    Minutes from 3/21/2016 meeting minutes were approved.  Motion made and by voice motion voted in favor.

     

  3. March 2016 Financial Statement Summary

    Tom provided the group with copies of the following for March 2016:  Balance Sheet, Income Statement, Bank Statements and Aging Delinquency Report.

    Dues collected for 2016 were $175,116.67

    Refundable deposits as of 2016 were $27,790.25

    Water credit of $2,000 was received.

    Year to date the HOA is under budget by approximately $5,000

     

  4. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    19 accounts or $16,305.33 as of April 13, 2016, of which $7,096.00 is from 3 accounts

    All delinquent accounts are being pursued per the delinquency policy.

     

     

  5. Updates –

  6. Real Estate Development/ARB

    Lot 106 located on hole 2 tee box has installed a trampoline without approval, Tom has sent 2 letters and has been in touch with the owner regarding the landscaping requirements to properly screened it from the golf course and adjacent neighbors.  Tom will contact them again and ask that they remove the trampoline until a landscaping plan has been approved.

    Going forward, any residents with unapproved trampolines will be asked to remove them until a landscaping plan has been approved.

    Mike will share the preliminary plan for the Estridge home with the board when he receives it.

     

  7. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    35 baskets have been delivered to date, the feedback has been very positive.  To consolidate basket orders we will deliver on a quarterly basis moving forward.

     

  8. Landscaping

    Tom, Tricia and Monica met with Diaz to talk about landscaping expectations, summer flowers, areas to be mowed, etc.

    A detailed map showing HOA property and golf course property will be provided to Diaz.  Wes will review their plat and compare them to the map provided showing the property owners per the Hamilton county tax records.

    HOA received the Landscapes invoice for the spring flowers, mulch and labor to plant and mulch the entry monuments.  Tom will speak with Diaz to receive a credit for these areas so the HOA can pay Landscapes.

    Wes has still expressed the interest to continue mowing the vacant lot easement.  This was included in the signed Diaz landscaping contract.  The board will revisit this with Diaz.

     

  9. Other

    Fountain on Grand Cypress was not working, Tom is pursuing this.

    The ponds are currently being treated for algae

     

     

  10. New Business:Discussion Items –

  11. 2016 Sagamore HOA Budget

    There are reserve items that will not be addressed this year and will be removed from the budget, i.e. monument repairs (complete) and less turf seeding and aeration then in the original budget.

    Reserve items that will be addressed are rip rap on the Gleneagles pond to repair damage caused by excessive rain wash-out and continued street tree maintenance.

     

  12. Other

    The board will investigate a Landscaping committee to communicate landscaping concerns to Tom.

    There have been a couple complaints with the signage in front of the 2 home-a-rama homes that have not sold yet.  Mike will investigate consolidating the signs in front of these two homes.

    Mike will reach out to the builder of lot 273 regarding mowing around the construction fence on that lot.

    Lot 46 construction site has no dumpster; Mike will contact the builder to install a dumpster.

    There is trash in the west Grand Cypress Drive pond, Mike will contact the adjacent construction site to remove it.

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    May 16, 2016

    June 20, 2016

    July 18 2016

    August 15, 2016

    September 19, 2016

    October 17, 2016

    November 21, 2016

     

    December 2016 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

     

     

     

    Minutes prepared by:  Monica Packard 5/2/2016

Sagamore Homeowners Association

Board of Directors Meeting Minutes

3/21/2016

 

 

Attendance:

Monica Packard                  Bill Schultz                         Mike Stone                  Wes Marshall

Tom Fernandez – Four Seasons Mgt.

 

Absent

Jeff Adams                         Bill Shonk                           Tricia Holda

 

Meeting Discussion and Actions:

Agenda – included with file copy of minutes

 

 

  1. Standing Items –

  2. Approve 2/16/2016 Meeting Minutes

    Minutes from 2/16/2016 meeting minutes were approved.  Motion made and by voice motion voted in favor.

     

  3. February 2016 Financial Statement Summary

    Tom provided the group with copies of the following for February 2016:  Balance Sheet, Income Statement, Bank Statements and Aging Delinquency Report.

    Dues collected for 2016 were $163,730.00

    Refundable deposits as of 2016 were $27,789.78

    A water credit for $1,500.00 was received for overpayment in 2015.

     

  4. Review Current HOA Delinquency List

    Tom provided reports of the delinquent dues; they have been reduced as follows:

    26 accounts or $22,297.00 as of March 14, 2016, of which $7,096.00 is from 3 accounts

    All delinquent accounts are being pursued per the delinquency policy.

     

  5. Updates –

  6. Real Estate Development/ARB

    Latest home starts are lots 46 and 107.  Mike will provide copies of new plan proposals to the board for review.

    Lot 106 located on hole 2 tee box has installed a trampoline without approval, this will need to be properly screened from the golf course and adjacent neighbors with landscaping.

     

  7. Welcoming Committee; Donna Gritton, Brenda Hayes, Kris Jump and Sue Bigler

    32 baskets have been delivered to date, the feedback has been very positive.  To consolidate basket orders we will deliver on a quarterly basis moving forward.  We anticipate 2-3 more new residents this 1st quarter.

     

  8. Vote – by email to Tom by Wednesday 3/23

    Due to the absence of several board members and vacations a vote will take place early next week

     

  9. Other

     

  10. New Business:Discussion Items –

  11. 2016 Sagamore HOA Budget

     

     

  12. Landscaping Contract for 2016

    Tom provided the group with a side by side comparison of quotes

    Wes has expressed the interest to continue mowing and edging the vacant lot easement even if we choose another landscaper.

    When Tricia and Bill Shonk return, the HOA will meet to discuss the landscaping contract and have a final vote.  This will take place early next week.

    Removal of last year’s dead landscaping, i.e. fall flowers, trim back rose bushes, etc. would fall under the 2015 landscaping contract.  Dan has already started this and will complete cleaned up as soon as weather permits.

    The board agreed last fall that Landscapes will order spring flowers for 2016, Wes expressed that they already have the flowers and would like to plant them.  Monica will speak with Tricia regarding the timeline for planting flowers and whether Landscapes will also mulch and edge the beds.

     

     

  13. Other

    Street lights on Grand Cypress and 166th are not working, Tom will follow up on this.

    More residents are using the playground in Park Place and have again expressed the need for a playground in Sagamore.

    Mike will post the meeting minutes on the website from all recent meetings

    Fountains are on the list to be installed.

    Ponds are beginning to grow algae; they will be treated as soon as the water temperature reaches 50 degrees.

     

    *****************************************************************

    Meeting Schedule – 3rd Monday of the month at 6:15pm Sagamore Club

     

    April 18, 2016

    May 16, 2016

    June 20, 2016

    July 18 2016

    August 15, 2016

    September 19, 2016

    October 17, 2016

    November 21, 2016

     

    December 2016 at 6:30pm – Annual HOA Meeting of Members

    *****************************************************************

     

     

     

     

    Minutes prepared by:  Monica Packard 4/17/2016