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Architecture Meeting Minutes 8/4/21

 Architecture Committee Meeting

Wednesday, August 4, 2021

Committee 5:30PM

Guest 6:00p

Approved Architecture Committee Meeting Minutes

Called to Order by:   Tom Cross    5:30 PM

Members Present:  Alan Kohlhaas, Bob Maudlin, Jerry Goodrich, Tom Cross, Phil Heitz, Dan tester

Members Absent:  None

POA Office Staff Present:  Gina Keller

Board Liaison Present:  None

Community Manager Present:  No

Residents in Attendance:  Brad Trauth, Anne Williams & Jay Noel, Paul & Margaret Joyce, Tom Mercer, Scott Wagner

Guest:

  1. Brad and Carl Trauth, Lot # 278H, 423 Hickory Road.  There was a deadline for the completion of their parking pad and to bury their downspouts. As of July 13, 2021, this project had not been completed.  Notes from 5/19/2021 Architecture Meeting Minutes:  Carl & Brad Trauth (BCT Trust), Lot # 278, 423 Hickory Road, added a gravel parking pad without a permit.  Dan went out to measure and one section measures 25’ X 12’ on side of house, other section measures 12’ X 33’ coming off the driveway.  Total square footage is estimated to be 696. The Trauths stated they were not aware of the need for a permit to install a parking pad. The Committee was informed there is no weed barrier under the gravel and the gravel has no permanent edging. Additionally, the home (constructed for the purpose of using it as a rental property) was completed without properly directing the runoff from downspouts. The Committee has granted the Trauths 30 days to reapply for a proper Permit, complete the parking pad, and bury the drain lines to properly redirect the runoff.  Notes from 7/21/2021 Architecture Meeting Minutes: During the Meeting the issues regarding properly finishing the parking pad and burying the downspouts were discussed. Mr. Trauth explained the difficulties encountered with attempting to obtain reliable labor during the current crisis and agreed to complete the parking pad and meet the requirements of Section 4-23-2, “Gravel Parking Pads”. Also, the drainage issues must comply with Section 4-15 “Grading and Drainage Rules” and 4-15-4 “Drainage Rules for Roofs and Foundations”. An extension on the needed time to complete the tasks was agreed to and the job must be completed before the August 4th Meeting. Today, Aug 4th, improvements have been made but it appears the weed block barrier has not been installed under the entire graveled over parking area. The edging to prevent gravel from moving outside of the parking pad area has not been properly installed. There are places where there is a gap under the landscape timbers chosen to serve as a barrier. Also the downspout drain tube must be directed further from the house and have its outlet closer to the natural drainage swale. Since this failure to correct existing conditions has persisted since the first meeting with the Trauths in mid-May, the Committee has chosen to fine the Trauths $500.00 and the correcting of the issues must be complete by the Sept. 1, 2021 Meeting. Failure to comply could result in increased fines.
  1. Anne Williams & Jay Noel, Lot # 1865/1866, 1411 Aqua Vista Drive. New home, 2400 sq. ft. first floor living area.  Full unfinished basement. Colors: Grey stone front façade, blue-grey vinyl siding, dark blue front door, white garage door, pewter shingles, grey shutters. The plot plan and construction plans, as presented were Unanimously Approved by the Architecture Committee.
  1. Paul & Margaret Joyce, Lots 2759/2760, 20821 Bellemeade Drive, application for Ditch/Driveway Culvert Permit.  Plot Plans and basic plans for the home were provided indicating the area where the 15” diameter 18’ long culvert giving access to the construction site will become the permanent driveway once the home is built. The road access will be for a one lane driveway. The Architecture Committee unanimously approved the issuing of the Permit.
  1. Tom & Kathy Mercer, Lot # 1135H, 20293 Meercham Way, 4 Allan block retaining walls in shades of grey and browns installed to allow terracing of the steep back yard and including a centrally located stairway. (1) 24” X 90’, (2) 36” X 90’, (3) 48” X 120’, and (4) 48” X 90’. The request for a Permit was unanimously approved by the Architecture Committee.
  1. Scott Wagner & Kim Ezis, 1146H, 20403 Meercham Way, requesting a 30’ variance on front elevation of property to place a 15’ X 30’ X 8’ foundation for a garage into the hillside with concrete pad as roof.  Residence already has an existing parking pad. The Committee Chairman explained the rules and definitions to assure the property owner understood what he needs to know to properly apply for a variance. Also clearly stated was the cost involved as must be applied to the Variance Application process, and how unlikely it would be for the process to result in a final approval by the Board of Directors. Not being discouraged, Scott Wagner stated to the committee his intention to proceed as soon as possible.
  1. Tiffany Hayes, Lot #2964H, 21331 Bellemeade Dr. Seeking a Permit for the installation of an “L” shaped Parking Pad and gain approval and a permit for a retaining wall which has already been constructed in her back yard. Item #6 has been deleted from this schedule. The homeowner called in and stated she was not yet ready to finalize her plans for a parking pad. The retaining wall issue must be addressed regardless of her final decision regarding the Parking pad.

The following projects were AA approved and will be reviewed: 

  1. Mark & Michelle Scott, Lot 1142H, 20363 Meercham Way, replacing existing wooden steps to lake with concrete.  Walkway 60” wide and add new sidewalk beside wooden ramp on the north side of the house to driveway.  
  1. Jason & Victoria Crimmel, Lots 607/608, 1103 Sunset Drive, replacing shingles from black to gray and siding from light blue to dark blue, replacing old white gutters with new white gutters and dark blue downspouts to match siding.  
  1. Mark & Michelle Scott, Lot 1142, 20363 Meercham Way, replacing existing deck railings with no change in dimensions, using trex, gray in color.   
  1. Robert & Carla Good, Lot # 194/195, 19827 Elm Drive, Replacing roof shingles.  Color of shingles are as close to the existing color as possible.  Color is on file at the POA.   

The following projects were approved by Architecture Committee without a meeting:

  1. Amber Gascon, Lot # 835, 21128 Lakeview Drive, 20’ X 36’ garage totaling 720 sq. ft.  New plot plan drawn up with garage added.  Stakes were checked by Dan, but the placement of the stakes do not show 10’ off the property line so Dan could not sign off on this.  The resident said the neighbor’s fence is sitting on the Gascon’s property, so they did not want to put the stake on the other side of the fence.  This will have to be discussed with the Gascon’s at the meeting. The Committee Chairman pointed out the reason we insist on surveys, when needed, is to prevent such problems as are created by improperly locating structures. Properly placing stakes so the locating of the new garage can be accomplished is therefore necessary. The project, as presented, has been shown to comply with the Rules so the Committee Members signed off on the plans after the stakes were properly located, checked and verified.

The following projects were approved after pins were located on property:

None

The following projects were Board approved:  None

Approve July 21, 2021, Architecture Meeting Minutes: 

Motion by:  Bob Maudlin     Seconded by:  Jerry Goodrich

Old Business:

Committee requested that the Gulasy’s be put on the agenda to discuss size of parking pad.   Stephen & Allison Gulasy, Lot # 181/182H, 19967 Elm Drive.  The Gulasy’s met with the Board of Directors, and they came up with a new plan to allow an additional parking pad.  Relocating parking pad to side of garage 13’ X 21’.  Driveway addition in two areas (1) 10’ X 10’ and (2) 13’ X 18’. The Gulasy’s chose to not attend the August 4, 2021 Architecture Committee Meeting. Their intention to pursue the project is not certain. This issue has prompted the Architecture Committee to pursue better Rules and Definitions regarding the design and installation of driveways and if applicable, Parking Pads including access to those Pads. After discussion, the Committee Chair requested input from each Committee Member and recommendations for potential New Rules to be presented at the Next Architecture Committee Meeting on 8/18/2021.

New Business:  

Look at Architectural Application for Shorestation Canopy Frame and Cover to see if anything needs to be added or deleted. Two Application Forms were presented. One for Shorestation Canopy Frames and a Form for frames and canopies built by other manufacturers. The Application Form for canopy frames by other manufacturers requires no changes but the Shorestation Application Form is to have a parenthetical phrase stating the frame and cover cannot extend more than 12’ into the lake.

Dave Hafner requested a discussion regarding the designs of new entrance way columns. A discussion of this topic has been prompted by the unsightly damage done to one of the columns at the Lakeview Drive entrance. Also mentioned is the need to evaluate and recommend corrective actions as regards other unsightly markers and sign posts around the Hidden Valley Community. The Architecture Committee examined the photographs provided and recommended the construction of columns that match the ones at the Par Drive entrance, only without the placing of a “ball” or sphere on the top. 

Minutes Taken by:  Phil Heitz

Motion to Adjourn:  

Motion by:  Jerry Goodrich    Seconded by:  Bob Maudlin     7:44 PM

Submitted by:  Phil Heitz