MEETING MINUTES
MEETING MINUTES
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
APRIL 7, 2025
MEETING MINUTES
Clusters Homeowners Association Board Meeting - April 7, 2025
In attendance: Dave Booth, Amy Pezzimenti, Debi Giampetro, George McFarland, Kathie DeFreytas, Joanne Coughlan
Finances:
· Report approved by Board.
· All late fees/HOA Fees will receive a reminder 30 days after due date via email. Invoices were printed and mailed.
Elections:
· Elections will be held during the General HOA meeting scheduled for May 21st at the pool pavilion at 7:00 pm ET. Nominating committees will be asking for new members. Dave Booth will run again. Joanne Coughlan will relinquish her seat (due to personal reasons) if someone in community nominates for a seat.
Painting Project:
· Painting project originally scheduled for 2026 will be pushed back to 2027.
· Wood reports were sent by mail to each homeowner and repairs need to be done prior to paint project.
· Discussion on how long it may take homeowners to have repairs completed due to rising costs and low inventory on lumber. We may need to allow for different wood (than Cedar) to be used for repairs.
· We will purchase additional paint for repair work
· Homeowners can request a list of Contractors from the Office.
· We will absorb the cost of AJ’s services (wood reports) and then recoup when paint project begins.
Landscaping:
· All mulch must be off the pool parking lot by May 16th.
· Deep edging, weeding and mulch to be finished by end of May
· Need to remove two (2) white birch trees at end of Muirfield
· Attention is needed to fences falling along Runnymeade (is this Clusters or RFA?)
Cats and Dogs:
· Numerous reports of people walking their dogs on private properties.
· Permission given to add small “curb your dog” signs on properties affected
· Reminders will be added to email blast to homeowners
· Kathie will notify GMH of the issues which have increased.
· Reminder will be included in email blast to not feed the cats.
GMH:
· Trash continues to be blown downhill from the Apartments with a majority of it falling behind the homes on small Sawgrass. Due to the very steep hill behind these homes- it is difficult to clean out the trash. Discussion on whether to install some type of fencing to “trap” the trash. Need to further investigate options.
· Kathie to ask GMH to talk to trash contractors about covering dumpsters when they pull them out of garage areas to empty them
Misc.:
· Reminder to all homeowners that trash cans MUST be removed from the roads and placed in garages. Numerous homeowners leaving trash cans in street for days at t time.
· Two lots have been purchased at end of Muirfield and plans are for two homes with 2 car garages to be built.
Meeting adjourned.
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
SEPTEMBER 26, 2024
MEETING MINUTES
Clusters 1 at Runnymeade Farms
Minutes- Thursday, September 26, 2024
Board Attendees Present: Dave Booth, George McFarland, Amy Pezzimenti, Debi Giampetro, Kathie DeFreytas, Joanne Coughlan
Housekeeping Items:
o Discussion on Neighbor tree issue- decided that this does not need Board intervention.
o AJ will continue to inspect and report on wood damage to homes in anticipation of Painting Project. Muirfield Drive almost complete- Sawgrass will be started in next few weeks.
o 3 Homeowners still have not had vents cleaned and are being fined monthly. Kathie has sent reminder letters.
o Reminder to go out to Homeowners regarding cleaning up after their dogs.
Feral Cat Colony Issue/Update
After months of investigating all options for trapping, spaying/neutering and relocating cats we have the following updates:
o All shelters are beyond capacity. Many rescues have closed due to lack of funding.
o Helping Paws rescue did come in and trap approx. 25 cats.
o These cats were brought to Forgotten Cats who will spay/neuter the cats and try to find homes for all the younger cats. A good portion of this colony are on the young side- so there is hope a lot will be placed in homes.
o Cats who cannot be homed will be released back to Clusters as the shelters are full.
o Kathie to send an email reminding Homeowners that feeding the cats is a finable offence. She will ask that no one feed the cats (which should cause them to look elsewhere for food).
o Discussion on what the fines should be, as well as how to police who is feeding was brought up. Kathie had spoken to our Legal team, and they noted that you have to have proof on someone feeding the cats (visible water/food bowls on the property). Need to discuss the policing of this at next meeting.
o Kathie to also ask that any homeowners who have “indoor” cats that they let outside who are NOT spayed or neutered please either do not allow them outside OR please have them fixed.
o Discussion on how this will always be an ongoing issue as we are backed-up against RCSP and humans will always “dump” cats.
o In 2015, this was an issue and the Clusters helped to pay for the trapping, neutering and relocation / rehoming of the cats. At that time- the Clusters paid _____________________
o Discussion brought up that the Clusters could help with a portion of the trapping/neutering expenses incurred per history. Once the bill is presented from Forgotten Cats- we could pay up to $1200.
o A donation to the trappers (Helping Paws) was brought up and the Board declined to support that cost.
o Discussion again on relocating cats to other places- reminder it is a finable offence in the state of Pa and there is no where else for us to relocate the cats.
o Discussion to continue on policing feeding of cats at next meeting.CLUSTERS 1 AT
RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
AUGUST 5, 2024
MEETING MINUTES
Clusters at Runnymeade Farms
Board Minutes- Monday, August 5, 2024
Board Attendees present: Dave Booth, George McFarland, Amy Pezzimenti, Debi Giampetro, Kathie DeFreytas, Joanne Coughlan
Budgets presented and discussed.
Safety Updates: 5 homeowners have not presented dryer vent cleaning paperwork and letters have been sent as well as fines levied. A second letter/additional fines will be sent out on August 15th to those still not complying with requirements.
Property lines discussed- Metal pins in ground- Engineer maps are very accurate.
2 homeowners still need to have home repairs completed. Kathie to send a reminder letter.
Homes to be inspected prior to Painting. The cost of the inspections will be rolled into the cost of the painting. Inspections to begin in mid-late August. Kathie to send email to all homeowners to let them know they may see inspectors on their properties- no need for inside inspections.
Cats- There have been complaints about the extreme number of cats in the Clusters area. Possibly 15-20 cats now in area. Debi has volunteered to have the cats trapped and spayed during the month of September (cooler months).
Meeting adjourned.
RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
JUNE 5, 2024
MEETING MINUTES
Clusters at Runnymeade Farms
Board Meeting Minutes
Wednesday, June 5, 2024
In attendance: Dave Booth, Amy Pezzimenti, Debi Giampetro, George Mc Farland, Kathie DeFreytas (management company), Joanne Coughlan
Agenda items discussed:
1) Sawgrass Lane Stormwater Project update:
o Discussion on the condition/appearance of the disturbed areas. Discussion was help on where and how the grass will be cut by Ebling. Dave and Kathie initially met with Ed from Ebling, and the area was cut- but the appearance was not acceptable to the impacted neighbors. Joanne met with Jim from Ebling, and the final outcome was the first initial “cut” would need to include the area to be cleared of all rocks so not to ruin lawn mowers. Grass cutting to extend the existing lawn to incorporate the newly planted deciduous trees and then cutting to last evergreen tree as to maintain them. There is to be NO PATH past the last evergreen tree. The area will be cut approximately 3 weeks (depending on weather and growth patterns).
2) Discussion of sloppy edging and mowing (clumps of grass left on lawns) by Ebling in our development. Understand they are shorthanded and will watch for better results on next cutting.
Painting-
o Decision for painting was agreed upon- 2027.
o During 2025, we will need to set up specs/criteria on the homes and put paint bids out to 3 area paint companies.
o Home inspections will happen in 2025. Action Item: Need deadline set for any repairs to be completed by homeowner.
o Each home with need to have customized specs.
o Inspections generally run approx. $250 per household which the Board will absorb.
o Need to set up a committee to discuss the colors (shades of current colors) to change to a more current/updated colors.
Repairs and time limits when work to be done or fined: (Kathy to send letters)
44 Sawgrass- Roof- 60 days
49 Sawgrass and 30 Sawgrass- Painting back sliding glass doors- 30 days
13 Muirfield- Repair Garage and frame- 60 days
7 Muirfield- Paint new deck-60 days
Other New Business/Items
o No parking in streets (especially in circles) on trash mornings. Trucks cannot navigate the road with cars parked.
o Swale behind 43 and 44 Sawgrass still needs to be installed (storm water issue/flooding).
o 8 Muirfield approved new deck but still need township permits.
o There is no limit on the number of rentals allowed in each development.
o Need the white painted “boxes” on Runnymeade Drive with the newly paved road. Dave to attend Supervisor’s meeting to bring to their attention again.
Kathy on vacation 6/10-6/23
Meeting adjourned
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
MAY 6, 2024
MEETING MINUTES
Clusters 1 at Runnymeade Farms Semi - Annual Meeting
Monday, May 6, 2024
Board members in attendance: Dave Booth, George McFarland, Chris McKee, Kathie DeFreytas (management Company), Joanne Coughlan
President (Dave Booth) opens meeting and welcomes all Homeowners. Invitees everyone to introduce themselves.
Updates:
Wooden signs throughout the Clusters have been installed- speed limit signs to be added.
PECO project has been completed on our streets.
It was confirmed we had enough proxies and attendees to fulfil quorum requirements for election. Election Process is explained and all individuals running are asked to introduce themselves and state why they are interested in running for a Clusters Board seat. Dave Booth reads Amy Pezzimenti statement as she was attending a family engagement. Running are George McFarland, Amy Pezzimenti, Chris McKee and Debi Giampetro. Voting takes place and ballots are collected and counted.
Review of May 15th minutes are approved.
Financials are approved.
Agenda Items:
SAFETY: Proof of Dryer Vent cleanings are due by June 30th. All receipts are to be sent/emailed to Kathie at the office.
TRASH COLLECTIONS: we have had multiple issues with cars being parked on the streets overnight and the trash trucks not being able to collect neighbor’s trash. Our streets are narrow, and the trucks cannot navigate the roads with cars parked on the street.
OVERNIGHT PARKING: This is a reminder that there is an overflow parking lot located on Sawgrass Lane and this should be utilized for ALL OVERNIGHT PARKING. There are 6 parking spots for this purpose. We continue to have NUMEROUS cars parked on our roads overnight each night. If there is an emergency overnight, the emergency vehicles (Fire truck or ambulances) will NOT be able to get to your neighbors. Parking violators will be officially notified going forward.
Please be courteous and mindful of not parking behind your neighbor’s driveways.
SAWGRASS WATER PROJECT: Affected neighbors voted to have the areas destroyed to grow back naturally. Discussion took place on what that would actually look like. An in-person Landscaping meeting will be scheduled to discuss this area further. RFA will pay for mowing a 5 ft path for the maintenance of the installed evergreen trees.
PAINTING OF HOMES: Anticipated for 2027-2028. We will need to have all homeowners repair their homes PRIOR to the painting schedule. Discussion took place on how we enforce Homeowners to correct all repairs. The management company will compile a list of preferred vendors to help with the home repairs. Homeowners who do NOT complete repairs will be notified and fines will be levied.
New Business:
Storm Water Issue: 43-44 Sawgrass- With the above-average rains, the water table is much higher, and the ground is saturated. There is an area between 43-44 Sawgrass that is flooding after the rains. The Clusters have spoken to the homeowners of these properties/Landscaping teams, and we will attempt to remedy the area with building a swale/ including river rock to direct the water away from the homes and into the street water drains.
Runnymeade Drive will be repaved and is scheduled for sometime this summer. The road will be milled and repaved.
The walking path will be completed (area over by Pritchard Place, near the pool) over the next few weeks.
Pickleball Courts: Conversion of tennis courts to Pickleball (Courts off Charter Oak) will begin this week and will take approximately 2 weeks to complete.
There was long discussion on Safety throughout the Clusters with the homeowners. Homeowner discussion took place on Chimney cleaning (will be required in 2025). Concern is that we should require items such as the dryer vent/chimney cleanings as our homes are connected and thus a fire danger if there is an issue with one unit. Homeowners in agreement that safety requirements should be made and enforced.
Election Results:
Amy Pezzimenti, George McFarland and Debi Giampetro were elected to a two (2) year term on the Clusters Board.
Meeting adjourned.
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
JANUARY 29, 2024
MEETING MINUTES
Clusters at Runnymeade Farms
Board Meeting Minutes
Monday, January 29, 2024
Present: Dave Booth (President), George McFarland, Amy Pezzimenti, Christ McKee, Kathy DeFreytas, Joanne Coughlan
Wooden signs have been placed on Muirfield and Sawgrass lanes. One sign needs to be repositioned- Kathie to reach out to A.J. to fix. Need to add 15 MPH signs.
Snow Removal- Ebling did a nice job.
Water Issue at 43-44 Sawgrass- Discussion of water damage history; how remediated in past (sump pump in Stephanie’s basement- water needed to be diverted away from home for output line) Need for HOA to reinstall rock at base of Nicole’s driveway (triangular area).
Discussion on possible reason for water problem- Responsibility for fixing the situation discussed. Is this HOA or homeowner responsibility? Board members mixed on this answer since issue did not begin until the walkway on Runnymeade was installed in the fall of 2023. Chris McKee to check with engineers/GMH on how deep they drilled down (upset the water table). To be discussed further.
Chris Mckee gave update on Phase 7 – Apartments are 49% leased. Dog stations have been installed- Entrance of Muirfield, Woods near pool, Pritchard place, and outside entrance to Apartments. Liberty hired to empty weekly.
Paving of Runnymeade Drive to begin in Spring. We are requesting lines drawn on roads at all stop signs as there is a continuing issue with stop signs being obeyed throughout the development.
Sink Hole Update: There are no updates and holes are getting larger. GMH will pay for the remediation. Kathie sent a letter to Township and GMH on how to access the site and wants the information of the need to replace the broken pipe on record. No responses from either party.
Clusters Board Elections: Up for Election- George, Amy and Chris
Other business:
Carol and Jason Roy to be sent letter that car that has been parked in overflow lot for months will be towed if not moved.
Dave away 2/4/24 through 4/5/24 but available if needed.
Kathie away 2/23 and 2/24 but office still open.
Discussion on Annual meeting date: May 6th or 7th 7 pm ET.
Meeting adjourned.
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
August 30, 2023
MEETING MINUTES
Clusters at Runnymeade Farms
Board Minutes- August 30, 2023
Meeting attendees: Dave Booth, George McFarland, Amy Pezzimenti, Chris McKee
Kathie DeFreytas -Joanne Coughlan (by Zoom).
Financial Review and Budget- Budget was reviewed and approved by Board.
o Monthly fees will stay the same for 2024.
o Surplus due to snow budget not utilized.
o Discussed a new RFP for trash companies.
o Landscaping issues (see below)
Landscaping Issues
Kathie will request a meeting with Ed from Ebling to discuss ongoing/late projects.
o River rock placement and replacement; New tree/shrub plantings behind 35 Sawgrass where the fence is located; Need to add annual maintenance of vines in disturbed area where Green Giant trees will be planted; Will need to purchase “Gator Bags” to water new trees planted; plantings to be discussed around PECO boxes; fence posts behind Debbie’s home.
PECO Project
All residents who feel they have damage to their properties will need to submit a form to PECO to open a case. Kathie sent out an email to all homeowners.
Safety Issues
o Discussed adding to By-Laws a safety requirement for Chimney and Dryer Vent Cleanings
o Dryer- Must be cleaned every two years- inspection receipt must be submitted.
o Chimney- Must be cleaned every two years.
o If you do not use Chimney- you must submit a document that you do NOT use it for Board records.
o Notification will go out and homeowners will have 90 days to have inspection/or proof of scheduling. $25 fee monthly fine until completed.
o Home Repairs- Board will send letters to homeowners who have visible repairs needed. Homeowner will have 90 days to RESPOND or $50 monthly fee until a response is received; $100 month fine if repairs are not completed after 6 months.
o Homeowners will be required to submit proof of Homeowners Insurance to the office in 2024.
Painting
Discussion on poor painting from last contractor (windowsills peeling). Discussion on whether homeowners can paint their own homes. Painting discussion tabled until April 2024 meeting. Homes last painted in 2019 so may need to paint beginning 2026/2027.
Misc. Items
Janet Moor Hardy Board siding approved.
Addition of Dog stations mentioned- Already a noticeable increase of dog waste around development due to Apartments.
Kathie to order wooden signs (Keep Right, Unit Numbers, Stop Signs, No overnight parking)
Discussion of an October Social to take place on the Sawgrass overflow lot on Oct 21
Discussion and approval for Dec 4th Board meeting and Holiday Social at Township Building.
Meeting adjourned and to meet again at December Meeting.
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
December 6, 2022
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on Tuesday, December 6, 2022 at 7:00 pm at Edgemont Township Building.
2. Those in attendance were board members David Booth (Chair), George McFarland, Chris McKee and Amy Pezzimenti. Kathy DeFreytas also attended.
3. The financial reports were distributed and reviewed for the residents.
4. David Booth reviewed the long range plan for woodpecker damage to cedar siding.
5. David Booth also reviewed the status of the property surveys.
6. The following two motions, which were previously distributed to the residents, were proposed, discussed and voted on:
MOTION #1 OF THE BOARD OF DIRECTORS OF CLUSTERS 1 AT RUNNYMEADE FARMS ASSOCIATION, INC TO AMEND THE BY-LAWS, SPECIFICALLY, ARTICLE IV, SECTION (4)(d)
WHEREAS, Clusters 1 At Runnymeade Farms (Hereafter “Clusters”) is currently a community of forty-five townhomes (Hereafter collectively referred to as “Lot Owners”) located in Delaware County, Pennsylvania which is subject to the Uniform Planned Community Act, 68 Pa.C.S. A. 5101 et seq.;
WHEREAS, Clusters operates consistent with the terms of both the Declaration of Restrictions, Covenants and Easements, originally dated April 21, 1982, which Declaration has been amended from time to time (Hereafter collectively referred to as the “ Declaration”) and the By-laws of the Association which have been amended from time to time ( Hereafter collectively referred to as “By-laws”);
WHEREAS, Clusters is administered by the Clusters 1 At Runnymeade Farms Association, Inc., a Pennsylvania non-profit corporation (Hereafter “Association”);
WHEREAS, the Association is made up of the members of the Association who own the lots as identified in the Declaration.
WHEREAS, the Board of the Association is duly elected by the lot owners ;
WHEREAS, the Board of the Association has the power and duty to adopt and amend By-laws and regulations ( 68 Pa.C.S.A. 5302(a)(1) and By-Laws, Article XII (1) );
WHEREAS, the Board has recognized the persist difficulty in reaching a quorum at scheduled Annual or Special meetings in order to conduct the business of the Association.
WHEREAS, the current By-laws require fifty percent (50%) of the members be present in order to reach a quorum to conduct a meeting. See: By-laws, Article IV, Section 5 (d) which states:
QUORUM. The presence at the Annual or Special Meeting of Members and/or Proxies entitled to cast fifty percent (50%) of the votes of each class of Membership shall constitute a quorum for any action except as otherwise provided by these By-Laws, the Articles of Incorporation, or the Declaration. If a quorum is not present at any Meeting, the Meeting may be adjourned to a later date within thirty (30) days thereafter, at which meeting the quorum shall be one-half (1/2) of the quorum required at the adjourned Meeting.
WHEREAS, an Association meeting cannot lawfully take place to conduct business unless a quorum is present at the beginning of the meeting;
WHEREAS, the current By-laws state a quorum can be reached by counting both the individual lot owners present at the meeting who are qualified to vote as well as the Proxies received from absent lot owners who are qualified to vote. See: By-laws Article IV (4)(d) and ( e );
WHEREAS, reducing the percentage of Lot owners necessary to constitute a quorum from 50% to 30% of the lot owners qualified to vote in person or by proxy will relieve the ongoing difficulty of having a sufficient number of lot owners present, in person or by proxy, to conduct an Annual or Special meeting of the Association;
Therefore, we move that the current language of the By-laws, Article IV, Section 4 (d) be amended to state:
QUORUM. The presence at the Annual or Special Meeting of Members and/or Proxies entitled to cast thirty percent (30%) of the votes of each class of Membership shall constitute a quorum for any action except as otherwise provided by these By-Laws, the Articles of Incorporation, or the Declaration. If a quorum is not present at any Meeting, the Meeting may be adjourned to a later date within thirty (30) days thereafter, at which meeting the quorum shall be one-half (1/2) of the quorum required at the adjourned Meeting.
Submitted by the following Board Members on December 6, 2021.
MOTION #2 OF THE BOARD OF DIRECTORS OF CLUSTERS 1 AT RUNNYMEADE FARMS ASSOCIATION, INC TO AMEND THE BY-LAWS, SPECIFICALLY, ARTICLE XII (1).
Whereas, the By-laws currently require that they may be amended by a vote of 75% of the members present at a meeting See: Article XII (1) which currently states: Amendments. These By-Laws may be amended at a regular or Special Meeting of the Members by a vote of seventy-five percent (75%) of each class of Members present in person or by proxy; that any matter stated herein which is governed by the Declaration or the Articles of Incorporation may not be amended except as provided in the applicable instrument.
Whereas, requiring 75% of the members present in person or by proxy to vote in favor of an amendment of the By-laws exceeds the standard requirement that a simple majority is sufficient to approve a Motion.
Therefore, we move that the language of Article XII (1) be changed to state: Amendments. These By-Laws may be amended at a regular or Special Meeting of the Members by a vote of 51% of Members present in person or by proxy; that any matter stated herein which is governed by the Declaration or the Articles of Incorporation may not be amended except as provided in the applicable instrument.
Submitted by the following Board Members on December 6, 2022
Dave Booth, President
George McFarland, Secretary
Amy Pezzimenti, Treasurer
Joanne Coughlan, Director
Chris McKee, Director
Both motions were approved
8. Time was given for refreshments and fellowship.
9. The meeting was adjourned at 7:45 pm.
Sincerely,
George K. Mcfarland
Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
October 18, 2022
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on October 18, 2022 at 7:30 pm at the home of Board Chairman, David Booth.
2. Those in attendance were board members David Booth (Chair), Joanne Coughlan, George McFarland, Chris McKee and Amy Pezzimenti. Kathy DeFreytas also attended.
3. Kathy reviewed the end of fiscal year financials. We ended in a small deficit of $850 over budget, but she will communicate to the residents that rather than returning a small portion to each homeowner, the amount would be wrapped into capital expenditures.
4. The issue of the cats in the community was raised. The plan is to trap the cats, which will then be taken by palscatsrescue.com and neutered, and then released back into the community.
5. Dave reported that the property survey has begun in Sawgrass and is expected to be finished by the end of the week. Kathy will ask that we get a copy of the report.
6. The Muirfield Court empty lots were supposed to be purchased by the end of October 2022. This, however, has been moved to October 2023 in order for the buyer to get the proper zoning, Cluster and Township approvals.
7. The Board reviewed our lawyer’s (Kay Larkin) memo regarding changing the by-laws for the quorum for meetings and how to create a reserve fund for the community. The board decided to first deal with the quorum issue; a meeting in December will be planned to vote on changing the quorum. The proposal is that rather than requiring 50% of the households present, 30% would be required. To encourage residents to vote by proxy or to vote in person, the board will personally visit each household to make sure residents know of this step. After the by-laws are changed for the quorum, the board will proceed to propose to the community a reserve fund to cover large expenditures.
8. The Runneymeade Farm Association vote to change the board membership and to increase the community’s contribution to RFA was delayed.
9. The board is working on a Welcome Packet for New Homeowners. This was discussed and edited. Board members were encouraged to give Kathy additional input.
10. The meeting was adjourned at 9:10 pm.
Sincerely,
George K. McFarland
Board Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
MAY 25, 2022
MEETING MINUTES
Clusters at Runnymeade Farms
Annual meeting of the Homeowners
Held at RFA Pool Pavilion
May 25, 2022, 7:00 pm ET
Dave Booth, President of the Clusters Board welcomed the Homeowners- asking each board member and all homeowners to briefly introduce themselves.
Board members present: Dave Booth (President); Debi Giampetro, George McFarland, Chris Mckee and Joanne Coughlan. Kathie DeFreytas was invited as well and was thanked for the refreshments offered to all attendees of the meeting.
1) A quorum of 23 homeowners was met and the minutes of the May 23, 2021 Annual meeting were approved.
2) All individuals running for the Clusters HOA Board introduced themselves and a vote was taken with results given to Kathie to count.
3) Dave Booth presented as President of the Clusters Homeowners Association:
o Thanked everyone for their patience during the issues associated with the new construction on the hill as it pertained to our two roads.
o Update on the entrance to Muirfield Road landscaping.
o Review of Financials- $38K in reserve but Landscaping fees not paid out yet. Budget passed unanimously.
o Reserve Fund Discussion held- Explaining difference between Capital Fund and a Reserve Fund. No vote taken on this as of this meeting.
4) Chris McKee- presented as the President of Runnymeade Farms
o Discussed all improvements, committees formed, pleas for new volunteers.
o Updated Homeowners on the Runnymeade Board requesting change in the By-Laws to accommodate all Communities within Runnymeade Farms to have representation on the Runnymeade Board and asking for an increase of fees to supplement the Capital Fund. Vote for both issues to take place in Fall 2022.
5) Misc. Housekeeping items….
o Complaints about ongoing weeds- Islands to be cleaned up. Conversation with Ebling scheduled.
o Possibility of updating the website with a list of preferred vendors.
o One month’s HOA Fees Raffle winner was Brenda on Sawgrass Lane.
6) Board Vote Results announced: George McFarland, Amy Pezzimenti and Chris McKee are elected for a 2-year term.
7) Board meeting adjourned.
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
JULY 25, 2022
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on Monday, July 25, 2022 at 7:00 pm at the
home of Board Chairman, David Booth.
2. Those in attendance were board members David Booth (Chair), Joanne Coughlan, George
McFarland, Chris McKee and Amy Pezzimenti. Kathy DeFreytas also attended.
3. The purpose of the meeting was to approve the new budget. Kathy shared with the board a
rough statement, which indicated sizeable increases to landscaping, snow removal, trash
removal. The board discussed this and proposed a $10 a month increase in the monthly fee. This would take the monthly rate from $230 to $240 per month for each household. This increase was approved unanimously by the board.
Residents with outstanding balances were also discussed.
4. Board Chairman Dave Booth note several matters which came to his attention: (1) Several
residents had complained about a cat (with two kittens) in the area that had hidden under a deck. The board agreed that if this were a problem, the resident would need to take care of the concern. (2) The board agreed on tree work in the Clusters that need attention. This would be
communicated to Ebling.
5. The meeting was adjourned at 8:30 pm.
Sincerely,
George K. McFarland
Board Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
JULY 29, 2021
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on Thursday, July 29, 2021 at 7:00 pm at the home of Board Chairman, David Booth.
2. Those in attendance were board members David Booth (Chair), Joanne Coughlan, Debi Giampetro, George McFarland and Chris McKee. Kathy DeFreytas also attended.
3. The financial statements were reviewed with the board. The 2021 - 2022 Budget was also reviewed and discussed. This was approved with no increase for the residents’ monthly fee.
4. The issue of delinquent accounts and legal conditions of individual property owners was also reviewed and addressed by the Board.
5. The following issues were addressed by the board:
A. Landscaping and weeding: The board agreed weeds were a problem throughout the Clusters and would address this along with the landscape contract with Ebling in September.
B. Hot tubs/solar panels: The Board agreed not to allow solar power; however, residents would be allowed Hot Tubs if approved by Edgmont Township.
C. Parking: Dave, Chris and Kathy met with the Township regarding our need for additional parking. The board continues to explore ways to add parking for the residents.
D. Signage: It was agreed that the Clusters is in need of additional and update signage. Additional signs (with wood posts) would be added including stop signs, signs for number at the houses and no overnight signs. Kathy would coordinate to order and have installed. This was approved by the board.
E. Berm at Overflow parking: The Board also approved $7000 to build a berm at the overflow parking on Sawgrass. The Clusters would seek approval from Runneymeade Farm Association to do this.
F. Maintenance Improvements (flowers, shrubs, plantings, electrical): The Board also agreed to set aside $500 for additional shrubs, flowers, bushes to beautify the spaces. Joanne Coughlin agreed to oversee this project, either by seeking help from Ebling or asking volunteers from the community.
6. David Booth reported about our negotiations with GMH, the developer of Phase VII. GMH has sent the Clusters one payment; a later payment is anticipated.
7. The meeting was adjourned at 9:10 pm.
Sincerely,
George K. McFarland, Board Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
ANNUAL MEETING OF THE HOMEOWNERS @ the swimming pool deck
May 23, 2021, 2:00 pm
MEETING MINUTES
1. David Booth, the president of the Board, welcomed the homeowners and reviewed the significant events over the past year. After it was determined that there was a quorum, the meeting was called to order.
2. Those in attendance were board members David Booth (President), Joanne Coughlan, Debi Giampetro, George McFarland and Chris McKee. Kathy DeFreytas was invited to attend.
3. The minutes of the meeting September 20, 2020 were approved.
4. David Booth and Joanne Coughlan were elected to a two year term.
5. The financial report (semi annual figures), including the profit and loss statement, balance sheet and budget items, was presented and reviewed. It was noted that we have $34,000 as a net profit, though there are several significant expenses to be paid out of that. Time was given for questions. This financial report was unanimously approved.
6. Board member, Debi Giampetro, reviewed the previously sent out motion of the Board of Directors to change the Declarations and create a reserve fund which would allow the board to make additional long term and future capital improvements for the benefit of the community. This idea was discussed at the September 20, 2020 meeting and would not increase the HOA monthly fees at this time. Proxy votes were distributed with information for this meeting. Time was given for questions and comments. Board Chairman Dave Booth noted that there were not the necessary 33 votes/proxy votes received to this point and we would wait until all were able to cast their vote to determine the motion.
7. Board President, David Booth, updated the community on the Sawgrass Lane storm sewer
hook up. He and Chris McKee addressed the timeline for the projected projects for the Phase 7 development by GMH.
8. Board Member Chris McKee reported on the progress of the board committees. Residents were asked to participate in either the Beautification/Landscaping or Social Committee.
9. Additional topics were discussed including landscaping, new projects, parking issues, etc., all with questions and discussion.
10. The meeting was adjourned at 3:20 pm.
12. The new board met after the adjournment of the annual meeting and the following were elected as officers for the 2021-2022 year:
David Booth: President
George McFarland: Secretary
Debi Giampetro: Treasurer
The new board approved the use of the Kit Hinges that residents could place on their garage doors.
Sincerely,
George K. Mcfarland
Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
MARCH 24, 2021
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on Wednesday, March 24, 2021 at 7:00 pm by Zoom.
2. Those in attendance were board members David Booth (Chair), Joanne Coughlan, Debi Giampetro, George McFarland and Chris McKee. Kathie DeFreytas also attended.
3. The financial statements, both the Profit and Loss Statement and information from the Balance Sheets, were reviewed with the board. This information was approved.
4. The issue of delinquent accounts and conditions of individual property owners was also addressed by the Board.
5. Residents expressed concerns for a car parked in overflow parking. The car was not inspected and has not been moved from the overflow parking area for a number of days. Chris McKee reported that the car will be moved by the owner no later than next week.
Chris also made a motion that residents of Clusters and Sawgrass may use the overflow parking in Sawgrass but only if the number of cars does not exceed the number of licensed drivers in the household. Chris McKee would monitor the flow of traffic in the lot. This motion was approved unanimously.
It was also noted that several residents continue to misuse overnight night parking regulations. A letter from David Booth will be sent to these residents expressing concern from the board for their actions of violating the rules of the community.
6. David Booth reported about our negotiations with GMH, the developer of Phase VII. Kathy reported that Clusters has received a number of billings from our lawyer, which we had understood would be assumed by GMH. David Booth will send a letter to the GMH lawyer in hopes of clarifying these legal fees.
7. Chris McKee gave an update on matters related to the Runneymead Farms Association. He noted that the standing committees of RHA are up and functioning. He also mentioned that the swimming pool opens on Memorial Day weekend.
8. The board discussed the upcoming May annual meeting/elections. Kathy will contact two residents to lead the Nominations Committee. The annual meeting will be held on Sunday, May 23, 2021 at 2:00 pm at the community pool.
9. The meeting was adjourned at 8:56 pm.
Sincerely,
George K. McFarland
Board Secretary
CLUSTERS 1 AT RUNNYMEADE FARMS
MINUTES OF CLUSTERS 1 BOARD MEETING
DECEMBER 14, 2020
MEETING MINUTES
1. A meeting of the Board of the Clusters was held on Monday, December 14, 2020 at 7:00 pm by Zoom.
2. Those in attendance were board members David Booth (Chair), Joanne Coughlan, George McFarland and Chris McKee. Kathy DeFreytas also attended. Board Chairman, David Booth welcomed Joanne Coughlan to the Board.
3. The Landscaping Contract for 2021 with Earl Ebling was approved.
4. The issue of delinquent accounts and conditions of individual property owners was also addressed by the Board. Kathy briefed the members of the board on the status of residents in appears, noted that she had sought legal counsel from Kay our lawyer, and offered next steps to implement. These recommendations were approved.
5. The Board addressed the topic of securing proof of homeowners insurance from the residents. Kathy will send out a letter to the residents stating the requirement for the Clusters to keep on file these documents. This was approved.
6. The financial statements, both the Profit and Loss and Balance Sheets were reviewed with the board.
7. David Booth reported about our negotiations with GMH, the developer of Phase VII.For permission to connect the sewer line from Runnymeade Drive to the terminal in front of 47 and 48 Sawgrass Lane. GMH will:
1) pay our legal fees for the quiet title transfer of Sawgrass Lane and Muirfield Court.
2) repair the roadway that will be dug up during the connection, and do a resealing of both Sawgrass and Muirfield in their entirety.
3) survey all properties of Clusters 1 putting in markers to designate property lines.
4) contribute $25,000 to Clusters 1 to defer cost of working on our storm water management
issues.
The Board discussed this offer. This was approved (Joanne and George approved “with reservations”).
8. Chris McKee gave an update on matters related to the Runneymead Farms Association. He noted that Nick Aponte resigned as Board President. Chris will become the new president.
9. Other matters were discussed and recommended for future meetings: parking and implementing a Capital Improvement Fund.
10. The meeting was adjourned at 8:50 pm.
Sincerely,
George K. McFarland
Board Secretary