Hawks Nest Homeowners Association Annual Meeting
Jun 10, 2020 5.00 PM (Virtual Zoom Meeting)
Minutes of the meeting
In attendance – John Aman, Matt Riggs, Suzanna Farver, Andrea Larsen, Heather Shuchter and Raj Govindaraj
- New VP
- 2020 mail box plan
- Dead trees at Brand Rd entrance
- Recent e-mail scam attempts based on HNHA website.
1.) Andrea Larsen volunteered to fill in the open Vice President position. The board was informed that the VP position is to oversee and not necessarily chair the various social events that take place throughout the year in a non-covid environment like the egg hunt, the end of school year ice cream social, the fall picnic, and the Halloween pizza gathering. The VP is the liaison between the chair of the event and the board, ensuring the chair wants to continue as chair, monitoring the planning events up to the event. Since the Vice Presidency is currently an open board position, the appointment without an annual resident’s vote can be accomplished by a board motion and a vote of board members. Accordingly, John Aman proposed and Matt seconded the appointment of Andrea as Vice President of the HNHOA.
2.) 2020 Mailbox plan – There was extensive discussion on the Association’s policy in regards to the neighborhood mailboxes. Suzanna indicated that the service levels of the current contractor were not very satisfactory and in addition, we needed some clear guidelines on the mailbox replacement program. John asked if we could get a list of work already done by them so far. Suzanna responded that we could and an action items was noted to get such a list. Action items from the discussion were as follows:
A. Matt to compile list of recent mailbox replacements
B. John to search for potential replacements for repair vendors
C. Matt to organize for replacement of the two mailboxes currently in need of replacement
D. Matt to replenish current stockpile of replacement parts and numbers
E. John to recruit neighborhood members to chair/serve on a new Mailbox Committee.
F. John/Matt to propose a budget amendment for 2020 mailbox repair and replacement activity once all costs can be estimated
G. All board members to consider the wording of the proposed mailbox policy
Other items such as replacement of stains, numbers, replacement of bases and who pays in case of accidental damage to mailboxes were discussed. The proposed updated policy is summarized in Appendix A3.) Dead Trees at the Brand Road entrance – The members discussed whether it would be the responsibility of the city to clear these since they were street lining trees. However, Heather mentioned that upon contact the city their response was that the Landscape easement rules make it the responsibility of the Home Owners Association. In light of this, John Aman proposed that the HOA gets these removed and stumped. Matt Riggs seconded the motion and it was passed with the support of all the members.
4.) Suzanna brought the members’ attention to the recent e-mail scam attempts on the HNHOA website. It was agreed that in view of increasing cyber-attacks members and residents use abundant caution when opening emails from the HOA and visiting the website.
There being no other item on the agenda, the meeting was adjourned.
Who is responsible for our neighborhood mailboxes?
Each homeowner is responsible for their own mailbox.
However, HNHA will provide for replacement and maintenance due to routine ‘wear and tear’ in the form of: a) repair or replacement of old mailboxes that are rotting, b) bi-annual staining, and c) replacement of lost of broken numbers and flags. Generally we would not expect a mailbox to need significant repair or replacement due to routine ‘wear and tear’ more frequently than once every 10 years. Contact email@example.com if you believe your mailbox is in need of replacement or repair or if you need numbers or a flag.
Can I replace my mailbox with another type?
No. You must contact the manufacturer, Cedar Craft and ask for the “Duffy” style. The mailboxes in Hawk’s Nest were chosen by the developer. They are covered by our subdivision’s Code of Regulations:
Section 12.1 Mailboxes
In order to maintain the original character and appearance of Hawk’s Nest as intended and implemented by the Developer, all mailboxes, wood trim surrounding mailboxes, and mailbox posts within Hawk’s Nest shall be of uniform design and construction, and mailboxes and mailbox posts shall have uniform exterior stain. Likewise, all mailboxes shall display the street number of the home associated with its use and such numbers shall be of uniform font, color and size.
If your mailbox needs replacing or new parts – you must contact the manufacturer: Cedar Craft (759-1600). Costs for replacement are the responsibility of each homeowner. Each year we contact Cedar Craft in order to get a neighborhood “special” price on replacement parts. You can find the current specials under the mailbox tab on our neighborhood website: www.hawksnestdublin.org
What if my mailbox was hit by a snowplow?
Please contact the City of Dublin for replacement. They will replace with the correct model.
What if I need to replace the numbers on my box?
The numbers we use on our mailboxes are not sold locally so HNHA volunteers stock them. If you have a missing or broken number please send an e-mail to firstname.lastname@example.org letting them know what numbers you need and they will be replaced at no charge to the homeowner.
What if my mailbox flag needs replacing?
These are also stocked by HNHA volunteers. If you are in need of a replacement flag, please send an e-mail to email@example.com letting them know and the flag will be replaced at no charge to the homeowner.
What if my mailbox needs staining?
As a courtesy to our homeowners, the mailboxes are stained every other year by the association. This is at no additional charge to the homeowners as it is part of the association’s budget. Should you need to stain your mailbox on a year the association isn’t staining – please contact firstname.lastname@example.org to obtain a quart of stain. If you would like to own your very own gallon of mailbox stain – you can purchase it from the Creative Paints on Post Road, asking for the “Hawk’s Nest mailbox stain”