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Architecture Meeting Minutes, 7-21-21

 Architecture Committee Meeting 

         Wednesday, July 21, 2021

Committee 5:30PM

Guest 6:00pm

 Unapproved Architecture Committee Meeting Minutes

Called to Order by:  Tom Cross     5:30 PM

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

Members Absent:  None

POA Office Staff Present:  Gina Keller

Board Liaison Present:  Dave Hafner

Community Manager Present:  No

Residents in Attendance:  Shelby & Kevin Ellis, Kerry & Alison Zickuhr, Amber & Jason Gascon, Tony Fryman & Scott Polstor, Carl Trauth, Patrick Paolino

Guest:  Tim Hill, non-resident observer interested in purchasing home at 19767 Overlook Circle.

  1. Shelby Ellis, Lot # 1708, 1338 Cliftmont Circle, new home. Need one more copy of House plans and sample of shingles.  They will be brought to the meeting.  Variances for a 14’ front and a 10’ rear variance have been approved. 5 copies of the plot plan and 4 copies of the house plans were provided and signed by the Committee Members. $3500 Bond paid. Estimated approved value, $700,000. First floor area, 1331 sq. ft. 441 sq. ft. attached garage. Hardie siding color, aged pewter. Trim color, white driftwood. Black asphalt shingle roof. The home will fit within the area approved by the Variances. The Architecture Committee unanimously approved the issuing of the Permits.
  1. Kerry & Alison Zickuhr, Lot # 1914, 19902 Cravenhurst Drive, replacing wooden porch with cement, replacing gravel drive with concrete, and replacing stone sidewalk with concrete.  All The concrete will stained concrete in a mushroom color.  No change in the dimensions of the driveway or sidewalk.  Changing the dimensions of the porch, length change will be 5’.  Sample color of stain on file. The Architecture Committee unanimously approved the issuing of the Permit to proceed as requested, and provided information for obtaining the essential County permits. 
  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, is okay and the Committee Members will sign off on the plans after the stakes are properly located, if done prior to the August 4 Committee Meeting.
  1. Tony Fryman, Lot # 1726H, 1307 Cliftmont Circle.  On 6/16/2021 a 36’ X 10’ gravel parking pad was approved.  Dan Tester checked the parking pad addition on 7/12/2021.  The project was not completed as presented for approval.  Mr. Fryman put in a gravel parking pad over 900 sq ft.  During this Committee Meeting Mr. Fryman explained a dilemma he encountered when attempting to install the essential culvert. Considerable work was needed to alter the landscaping in the area of the drainage ditch and the ground had to be stabilized. Tony Fryman was granted a 30 day extention to correct the situation and properly finish the installation of the new parking pad in accordance with all Rules and Bylaws as listed in Section 4-23. The final parking pad will be 36’ X 10 ‘ and not exceed the maximum 360 sq. ft. limit.
  1. Brad and Carl Trauth, Lot # 278H, 423 Hickory Road.  There was a deadline for the completion of their parking pad and to cover their downspouts. As of July 13, 2021, this project has 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. During this 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.
  1. Patrick & Candice Paolino, Lot # 115, 20103 Longview Drive, Boatlift 9’ X 100” wide. These notes are from our August 19, 2020, meeting that Patrick and Candice Paolino did not attend.  The boatlift is already installed. The Committee finds the installation was accomplished correctly and the homeowner can be granted a Permit, but the homeowner knew a Permit is required prior to beginning the work. Therefore, the Committee Members unanimously recommend a fine of $100.00 and said fine must be paid prior to receiving the Permit. The fine was not paid when due and therefore it was increased according to policy. When not paid again the issue was referred to the Judicial Committee who added additional penalties. Mr. Paolino attended this meeting and explained unusual circumstances regarding his winter in Florida and restrictions created by policies and restrictions on travel resulting from the COVID crisis. He requested an opportunity to attend the next Judicial Committee Meeting on August 9, 2021 because the Architecture Committee has no authority to modify the decisions of the Judicial Committee. Gina Keller set up that opportunity and placed his name on the schedule. After Mr. Paolino has settled the issues with the Judicial Committee the Permit may be issued.

The following projects were AA approved and will be reviewed: 

  1. Jeffrey Michie, Lot # 1887H, 1562 Aqua Vista Drive, repainting deck from light gray to a darker gray. Sample on file.  
  1. Mark Kreimer, Lot # 3264/3265H, 19103 Hampton Drive, replacing siding with stone siding.  Sample on file.
  1. Tony Fryman, Lot # 1726H, 1307 Cliftmont Circle, 36’ X10’ gravel parking pad.    
  1. Jessica Pulley, Lot # 615H/616, 1183 Sunset Drive, replacing roof (no change in color), replacing siding changing color from white to platinum gray, replace fascia and gutters changing color from white to black.  Colors on file.  
  1. Robert Montazemi & Jennifer Vaughan, Lot # 2552\2553/2554A/2554B, 1832 Cove Circle West, painting door and shutters, dark slate blue (Restorative) color on file.  
  1. Cynthia Morton, Lot # 618, 1213 Sunset Drive, replacing siding with board & batten shake siding in Juniper Ridge Color (light green) and replacing new trim, gutters fascia and soffits in Antique Parchment color.  
  1. Vicki & Carl Goodin Jr., Lots 1498/1499H, 19646 Longview Drive, replacement of damaged shed due to storm damage.  The original shed was 10’ X 12’, the replacement will be 8’ X 12’, brown in color.  Placing shed in the exact same spot.

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

  1. Bonita & Bob Mack, Lot # 2098H/2099, 1457 Brabamhurst Drive, on June 24, 2021, the Board of Directors approved a 15’ variance on rear setback to place a 12’ X 10’ C box raised bed-garden box, treated wood with mesh liner.  July 6, 2021, the Architectural committee approved the garden box.  
  1. Jessica Nelson, Lot # 354H, 937 Greentree Road, 4’ in height split rail fence with mesh liner, using wood. Pins did not have to be located due to the location of the fence.  

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

  1. Jason & Victoria Crimmel, Lot # 607/608H, 1103 Sunset Drive, split rail fence to enclose back yard, natural wood, 4’ in height.  Pins were located and approved by Dan Tester.  

The following projects were Board approved:  None

Approve June 16, 2021, Architecture Meeting Minutes:   

Motion to approve by:  Jerry Goodrich         Seconded by:   Tom Cross

Old Business:  None

New Business:  

  1. Discussion on extending the width of a driveway.  What is acceptable?

Several aspects of the issues surrounding the topic of driveways were discussed and the need to address the topic in the Bylaws was acknowledged. The complexity of the topic made it difficult to address new Rules without considerable consideration of the many facets presented by existing situations within our community. Committee Members are to examine existing areas of concern and present their individual observations and thoughts on how to address the matter at our next Committee Meeting on August 4, 2021.

  1. Discussion on fines for projects that were not approved.  Who determines the fine and who follows up on the project?  

After discussing these topics, the Architecture Committee concluded the Committee must accept the responsibility for determining the appropriate fines within the framework of existing limits as stated in the Bylaws. Prior to making such decisions, a procedure (as described next) will be followed. 

The property owner must be invited to attend a meeting where the circumstances surrounding the issues that resulted in the need to levy a fine can be discussed. Only after considering relevant circumstances can an appropriate action be justly determined. 

Minutes Taken by:  Phil Heitz

Motion to Adjourn:  Motion by:  Bob Maudlin     Seconded by:   Alan Kohlhaas

Submitted by:  Phil Heitz