This letter notifies each lot owner that a quorum was not met to conduct business at the September 12th meeting.
We regret to inform you that, due to an unexpected delay with the post office, the invitations for our October 9th community meeting were delayed, and as a result, many of you may not have received them in time. To ensure that all community members have adequate notice and an opportunity to participate, we have decided to reschedule the Masonboro Village Community Meeting. The new date and time for the meeting will be as follows:
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Date: Monday, November 6, 2023
Time: 6:00 PM
Location: 5105 Long Pointe Road
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The purpose of the meeting is to vote for a new Board of Directors, retaining a community manager, and funding continued ditch maintenance.
​We are excited to gather together as residents of Masonboro Village to discuss important matters and engage in productive conversations regarding our community. This annual community meeting provides us with an opportunity to come together, share updates, address concerns, and make collective decisions that will shape the future of our neighborhood.
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By attending and actively participating in this community meeting, we contribute to the collective growth, development, and well-being of Masonboro Village. Together, we can make our neighborhood an even better place to live, fostering a strong sense of community and enhancing the quality of life for all residents.
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Registration: We kindly request that you arrive at least 15 minutes before the meeting starts to allow for check-in and to ensure a prompt start.
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Proxy Voting: If you are unable to attend the meeting, you may designate a proxy to vote on your behalf. Proxy forms can be downloaded from this website and must be submitted to the association office at least 24 hours prior to the meeting.
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Documentation: Please bring a copy of the meeting agenda and any relevant documents or reports provided by the association along with a pen to mark voting ballots.
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Guest Speakers: We are delighted to announce that Stephen Sulkey, an expert in community management, will be joining us to provide valuable information to our members.
​​ Agenda:
1. Welcome and Opening Remarks
2. Approval of the Minutes from the Previous Annual Meeting
3. Treasurer's Report
4. Committee Reports
A. Stormwater Project
5. Old Business
A. Rules and Regulations
6. New Business
A. Stormwater Maintenance (Vote required)
B. Community Manager (Vote required)
7. Election of Officers and Board Members (Vote required)
8. Open Forum for Member Questions and Concerns
9. Adjournment
Masonboro Village Candidate filing 2023
Candidate filing for all positions of the Masonboro Village HOA Executive Board is open through September 12, 2023, to eligible persons who have a bona-fide interest in serving as a director or as a candidate for all positions on the Board. Positions include President, Vice President, Secretary, Treasurer, and (3) Board Members.
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The Bylaws of the Masonboro Village HOA state that the election of all members of the Board shall take place at the Association’s annual community meeting. Prior to the election of directors, the Board shall prescribe the opening and the closing date of a reasonable filing period in which each and every eligible person who has a bona-fide interest in serving as a director may file as a candidate for any position on the Board. The Board shall also establish such other rules and regulations as it deems appropriate to conduct the nomination of directors in a fair, efficient, and cost-effective manner. Nominations may also be permitted from the floor on the day of the election.
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New Officers Approved
Proxy Voting
Proxy voting is a mechanism that allows a person to designate another individual to vote on their behalf in a formal decision-making process. This practice is often utilized in various contexts, including corporate meetings, homeowners' associations, political organizations, and other group settings. There are several reasons why proxy voting is commonly employed:
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Convenience: Proxy voting provides an efficient way for individuals who are unable to attend a meeting or event in person to still have their voices heard and their votes counted. This is particularly helpful when participants are geographically dispersed or have scheduling conflicts.
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Representation: Proxy voting allows members who are not present to still contribute to decisions that impact the organization. It ensures that a broader range of opinions and interests are considered, even if not all members can attend the meeting.
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Expertise: In cases where certain members possess specialized knowledge or expertise on specific matters, proxy voting allows those members to influence decisions even if they are unable to attend the meeting.
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Inclusivity: Proxy voting promotes inclusivity by enabling members who might have limitations due to health, disability, or other reasons to participate in the decision-making process.
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Efficiency: In large organizations or associations, proxy voting can expedite decision-making processes, especially when there are a significant number of matters to address.
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Maximizing Participation: Proxy voting increases overall participation rates. Members who might not have otherwise engaged in the decision-making process can still have an impact by designating a proxy.
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Avoiding Deadlocks: In situations where decisions require a certain quorum or majority, proxy votes can help prevent deadlocks and ensure that decisions are made in a timely manner.
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Maintaining Quorum: Proxy votes count toward the required quorum for a meeting to take place. This ensures that decisions can be made even if a certain number of members are absent.
Proxy voting strikes a balance between individual participation and logistical practicality, enabling a broader range of voices to contribute to decision-making processes within various types of organizations. Online voting as an option can be a positive step toward increasing community engagement and representation, while also considering the needs and preferences of all members.
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A Proxy voting form will be mailed to you. We kindly request that you take the time to read this document in its entirety. Your understanding of the information presented here is essential to making an informed decision that accurately represents your interests and the community as a whole. Your participation is valuable to us, and we want to ensure that your vote is well-informed and reflects your thoughtful consideration.
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Mail it to: PAM 114 N 6th St, Wilmington, NC 28401
Drop Box: Drop it in the newspaper mailbox at 5007 Long Point Rd
Email it to: Masonborovillagehoa@gmail.com
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Thank you for your commitment to our community's decisions.
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Treasurer's Report
Adjusted for known drainage expenses, current 2023 amount anticipated remainder at year end would be $6,785.91. Adding the $2,679.07 transferred to the HOA account managed by PAM, the ending balance for HOA would be $9.464.98.
Major expenses for 2024, if approved, would include $4,500 PAM Management fee and $1,188 Annual Ditch Maintenance (total $5,688).
Stormwater Project
The Masonboro Village HOA is proud to announce the completion of their recent stormwater project, mandated by the NC Division of Energy, Mineral and Land Resources.
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Swale between 5000 & 5001 Long Pointe Rd $ 4672.71
Ditch Clearing shared with Crosswinds $ 7523.53
Stormwater transfer fee $ 505.00
NC HOA agent transfer fee $ 10.00
Special meetings to approve project $ 300.00
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Total $13011.24
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Rules and Regulations
Enforcing rules and regulations can help create a more organized and harmonious community, ensuring that everyone understands and abides by the established guidelines. It can promote safety, protect property values, and contribute to a better quality of life for all residents. The residents of Masonboro Village expressed an interest in enforcing rules and regulations at the 2021 community meeting.
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The rules and regulations approved by the Executive Board of Masonboro Village are based on the 1998 DECLARATION OF RESTRICTIONS MASONBORO VILLAGE and State Law. The Declaration of Restrictions is a legal document that outlines the specific guidelines and limitations that govern our community. This document was created when the community was initially developed and serves as a foundation for the community's rules and regulations.
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In addition to the Declaration of Restrictions, the rules and regulations may also incorporate relevant state laws that pertain to community associations and homeowners' associations. State laws provide a framework for the establishment and operation of HOAs and outline the rights and responsibilities of both the association and its members.
RULES AND REGULATIONS
MASONBORO VILLAGE HOA, Inc. May 2023
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All dogs must be on a leash at all times and the owner is responsible for picking up and disposing of pet waste. (New Hanover County has a leash law, 1st offense $25, 2nd $50 and 3rd $200 to $500 in fines) (New Hanover County pet waste law $250 fine)
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All barbecue grills and other similar items must be stored out of plain sight of the street view when not in use.
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Parking on the grass on any lot or common area is strictly prohibited.
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Any permanent additions (buildings, pools, decks, etc.) must be approved by the HOA Board to maintain the State stormwater regulations. (Stormwater Permit No. SW8 970843)
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Garbage and recycling containers must be screened from street view by landscaping or constructed enclosures or screen.
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Lawns, flower beds, and home exteriors must be maintained. For example, keep grass mowed, power wash exterior, weed flower gardens, etc.
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All utilities, fuel tanks, and clothes lines are to be enclosed within a fence or plant screen or hidden in some other manner to not be in plain sight of street view.
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Only operable passenger vehicles are allowed on any lot. No boats, trailers, inoperable vehicles, etc.
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Only for sale signs and political signs (during elections) are allowed on your lot. (NC State Statute 47F-3-121 Page 2)
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No debris is allowed in the street or near any storm drains.
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Mobile storage cubes are allowed in driveways for no more than one month unless approved by the HOA Board.
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A permit is required for open burning of vegetative debris outside of a fire pit or similar structure. For more information go to NCFS Burn Permit Form (ncforestservice.gov)
If the above rules are violated, then you will be subject to the following consequences:
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Warning letter with one month to correct the violation.
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Second letter with $50.00 fine and one month to correct the violation.
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Third letter with $100.00 fine and one month to correct the violation.
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After 90 days from the date of the warning letter, you will be fined $50.00 per day and an attorney will be contacted to file a lien against your property for the overdue fines.
Swale Maintenance
Now that the stormwater project is complete it is important to keep trees trimmed and maintain the stormwater swale, so Rainwater Solutions has given us a proposal to keep the swale clear. The NC Division of Energy, Mineral and Land Resources do regular inspections to assure permit compliance. The cost of the swale maintenance will be shared with Crosswinds.
*This does not cover swale damage after a major storm event.
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Swale Maintenance $ 2688.26/2= $ 1344.13/61= $22.04 per lot
Operation and Maintenance Plan Masonboro Village
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The NC Division of Energy, Mineral and Land Resources, requires the Masonboro Village HOA to develop and maintain an Operation and Maintenance (O&M) plan for our stormwater management systems. This plan outlines the ongoing strategies and responsibilities for maintaining our community's stormwater infrastructure. We kindly ask all residents to support this effort by familiarizing themselves with the O&M plan and its contents. Your understanding of the plan will help us collectively fulfill our responsibilities and ensure the continued effectiveness of our stormwater infrastructure.
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Description
Masonboro Village (formerly Crosswinds South) was granted permit SW8 970843 in 1998 to tie into an existing detention pond located in Crosswinds Development and approved in the design plan under permit SW8 930710. Curbs and gutters are provided in Masonboro Village to direct runoff into storm drains from the roadways and into the collection systems. Masonboro Village was designed under low density limitations
Masonboro Village HOA has created a new swale that between lots 30 and 31 that was neglected to be completed by Baker-Precythe Developers. It was created by Rainwater Solutions to flow, as originally designed and approved, to an established wetland owned by Baker-Presythe behind those properties for stormwater control.
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Maintenance
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The lot owners of lots 30 and 31 or the Homeowners Association will mow and maintain the swale that leads to the wetland.
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Masonboro Village HOA will monitor that there is no contaminated runoff from lots into the stormwater system.
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Masonboro Village HOA will make sure grass, leaves, and debris is cleaned from the street to avoid a contamination of stormwater.
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Masonboro Village HOA will work in conjunction with Crosswinds HOA to assure that the shared ditch for stormwater between the two Developments is free of contamination.
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Masonboro Village HOA will deny any future impervious structures or cement walks or decks without the approval from a certified stormwater contractor and the NC Division of Energy, Mineral and Land Resources.
I, Dennis Hoyer the person legally responsible for the permit, certify that I have a copy of the Permit and O&M Agreement on site (or I will obtain a copy and it will be kept on site), and that I am responsible for the performance of the maintenance procedures, plans. I agree to notify DEMLR of any problems with the SCMs or built upon area and to submit the proper form to modify or transfer the permit prior to any changes to the project, SCMs, or ownership. All information provided on this permit renewal application is, to the best of my knowledge, correct and complete.
Signature____________________________________________ Date____________________
Community Manager
A Community manager is a valuable asset to the Masonboro Village HOA. Their presence ensures efficient operations, effective financial management, timely maintenance, rule enforcement, and improved communication within the community. By hiring a property manager, the association can benefit from their expertise, experience, and dedicated support in managing and enhancing the overall well-being of Masonboro Village.​
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Efficient Operations: A community manager plays a crucial role in ensuring the smooth day-to-day operations of the HOA. They handle administrative tasks such as collecting dues, managing budgets, maintaining financial records, and coordinating vendor services. By having a dedicated property manager, the association can operate efficiently and effectively, allowing board members to focus on strategic decision-making and community engagement.
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Financial Management: A community manager helps manage the financial aspects of the HOA, including budgeting, financial reporting, and invoice processing. They ensure timely collection of dues, handle expenses, and provide transparent financial statements to the board and homeowners. Their expertise in financial management helps maintain the financial health of the association and ensures compliance with accounting and reporting requirements.
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Maintenance and Repairs: One of the primary responsibilities of a property manager is overseeing maintenance and repairs within the community. They work closely with vendors and contractors to ensure that common areas, amenities, and infrastructure are well-maintained. This includes scheduling regular maintenance, addressing repair issues promptly, and conducting property inspections to identify potential maintenance needs.
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Rules and Compliance Enforcement: Community managers help enforce HOA rules and regulations consistently and fairly. They act as a point of contact for homeowners regarding compliance issues and work with the board to address violations. By ensuring adherence to community guidelines, a property manager helps maintain the overall aesthetic appeal, harmony, and property values of Masonboro Village.
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Community Communication: Effective communication is vital in any community, and a property manager serves as a central point of contact for homeowners. They distribute newsletters, HOA updates, and announcements to keep residents informed about community events, rule changes, and other important information. Additionally, the property manager acts as a liaison between the board and homeowners, addressing inquiries, concerns, and requests for information.
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Expertise and Industry Knowledge: Community managers bring valuable expertise and industry knowledge to the HOA. They stay updated on relevant laws, regulations, and best practices, ensuring the association remains compliant with legal requirements. Their experience in managing communities can provide guidance to the board in making informed decisions and navigating complex issues.
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Time and Resource Optimization: By delegating day-to-day operational tasks to a property manager, the board members can focus on their strategic roles, community engagement, and long-term planning. Community managers bring efficiency and expertise to the table, saving time and resources for both the board and homeowners.
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PAM Community Management fee $375 per month x 12 = $4500 + office expenses $300 = $4800.00
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PAM Community Management $4800/61= $78.69 per lot
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We would like to bring to your attention some crucial matters that require our collective consideration for the well-being and continued excellence of our community.
As part of our commitment to responsible community management, we want to ensure that we comply with all necessary regulations. We are obligated by the NC Division of Energy, Mineral and Land Resources Stormwater Permitting to uphold an Operation and Maintenance plan agreement. This commitment ensures that our stormwater management remains effective and environmentally responsible.
In line with this commitment and considering the complexity of our responsibilities, we recommend the continued use of our community management company. The professional expertise offered by this company not only allows us to uphold our agreements effectively but also ensures that our community functions at its best.
We are fortunate to have Stephen Sulkey on our team, who possesses an in-depth understanding of NC state laws governing HOAs. His connections with state and local government agencies provide us with valuable insights that directly benefit our community's management.
However, with our dedication to maintaining high standards and fulfilling our obligations, we want to be transparent about the financial implications. After careful assessment, we project a shortfall in our 2024 budget of $6,447.85. This is due to necessary compliance expenses and professional community management services.
In light of this projected shortfall and our commitment to the continued excellence of our community, we propose a dues increase to $175.00 per year. We recognize that such decisions require community input, and we will be holding a vote to ensure that every member has a say.
Your active participation is vital in shaping the future of our community. We invite and encourage each and every member to attend the upcoming community meeting, where we'll discuss important matters that affect us all. However, we understand that schedules can be demanding and conflicts can arise. If you find yourself unable to attend the meeting in person, we've made provisions to ensure your voice is still heard. Please take a moment to fill out and send your proxy form, where you can contribute your valuable input even if you can't be there in person.
Your opinions and preferences matter to us, and your involvement plays a pivotal role in making decisions that reflect the best interests of our community. We value your commitment and dedication to our shared goals.
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Proposed Budget for 2024 Approved
Property Community Manager Approved