PROVIDENCE HILL HOA MEETING MINUTES
March 20, 2025
1.In Attendance:
- Charles Outhier, President
- Vince Lyons, Vice-President – Treasurer
- Janet Daily, Secretary
- Merrick Berg, Assistant Secretary
- Kelly Robinson, Landscape Liaison
- Kevin Burkett, CAMCO Property Management Representative
2.CALL TO ORDER: 7PM
3.APPROVAL OF MINUTES: February 20 minutes approved
4.OLD BUSINESS
- Charles reminded the members to respond to emails requiring a vote within 2-3
business days. - Providence Hill HOA website tabled in favor of the mailbox canopies which have become a priority.
However, Charles expects the site to go live in April. Cost of $737.37 approved by all members, which includes annual hosting, domain registration renewal, and specialized software. - Mailbox Canopies – variance approval is being required by the East Fallowfield Township Supervisors. The application was submitted today which starts the clock for the decision within 60 days. There will then be a 30-day period to appeal if necessary. When approved, the permits will be given, and work will begin.
- Townhouse Roof Replacement – Becht Engineering is in the process of getting bids from contractors. The Board will then communicate with the Townhome owners for their input.
- Capital Reserve Study – Vince will look over and get back to the Board with his interpretations.
- Repairs to Front Entrance Monuments – CMGC were approved to do the repairs in July, 2024 for $1985. The Board is questioning if these repairs were ever done. Kevin will check the files regarding paid invoices and communicate with CMGC.
- Front Entrance Irrigation Systems – Merrick and Kevin have been getting bids and the determination of whether just repairs are needed or a replacement of the systems. So far, the bids they have been getting appear to be for the West Chester Road entrance only. They will contact these companies to ensure Misty Patch was included. Merrick is to meet with Rainmaker when they come to turn the systems on May 3rd.
5.NEW BUSINESS
- Question raised regarding the fading lines in the overflow parking on Narragansett and Shoreham. Kevin will get pricing on painting. It will also
requested
that the curbing of the intersections should be repainted.
- Silo lights are out again. Kevin will check with CMGC.
- Pet Stations need attention as well as the trash cans needing to be emptied in the common areas. Kelly will contact Shearon for clarification of contract.
6.2025 ELECTIONS
- Charles raised the question to the Board regarding the Community Meeting and Annual Elections via ZOOM and electronic ballots. Per our law firm, certain changes to our By Laws would be required. Act 115 statute governing Pennsylvania Planned Communities section 5310 regarding elections and section 5308 regarding virtual meetings was discussed with the Board and approved by all members.
- Electronic voting via Election Buddy was discussed. Charles provided details regarding anonymity, voter authentication, prevention of voter fraud and duplication, and all features provided by them for $299. This was approved by all members.
7.SHEARON SPRING CLEANUP PROPOSALS – $10,185 approved by all members
- Trash removal on Misty Patch Road and Basin #5
- Cutback of basins #1, #3 and #5
- Grate cleaning of Basins 1-7 and sink hole fill in on Basin #3
- Cutback of hillside above Walking Trail intersection to remove underbrush and vines growing on trees
- FUTURE PROPOSAL TO COME – gazebo walkway landscape refresh (not included in above proposal)
8.COMMUNITY GARAGE SALE – June 14, 2025
- Social media announcements will be made
- Signage will be placed as in previous years
9.BUFFER TREE PROJECT
Arborist John Hosbach has come up with a 10 year plan and is communicating with Shearon for a 6 year proposal. More details will be communicated when the proposals are presented to the Board.
10. FINANCIAL AND DELINQUENCIES
a.Tabled till next meeting due to time: Kevin, CAMCO representative, indicated he needed to leave the meeting early.
11. INSPECTIONS
Board members questioned why there haven’t been any inspections conducted by CAMCO. Charles to follow up regarding the monthly inspection schedule with Kevin.
11. ADJOURNMENT – 9:15pm