VOBHA Monthly Board Meeting
Meeting Minutes
October 11, 2023
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
Call to order (Phil) 7:04 pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Steve Hollis, Board Member / Treasurer / Webmaster
Debbie Cicero, Secretary
Ron Stump, Board Member / Architectural Committee
Kevin Sanders, Board Member
Absent: Matt Landers, Board Member
Guests: none
Reading and Approval of minutes from last meeting (Debbie) – previously approved via online vote
Old Business
Treasurer’s Report (Steve)
Bank update: 10/11/2023 (Regions) balance: pending Steve’s online authorization completed – it will be setup prior to next meeting
QuickBooks access: Steve unable to access information - Tucker is transferring authorization of responsibilities
Huntington Ridge Pkwy (properties back up to VOB’s Common Area) – 2 homeowners remaining (originally 9 homeowners) – researched homeowners who signed contract to continue invoicing
Past Due Invoices: after accounts are audited set new schedule | Invoices due: April 1st | meeting to prepare/mail past due invoices: April 20
Phil contacting landscaper to add rock on the Sewer pipe drain end – reinforcement
Metro HUB: nothing new to report (dilapidated homes / abandoned vehicles)
Annual financials: post to website as soon as QuickBooks software updated
New Business
Landscaping: Cameron Hensley (VOB homeowner) replacing Redman - mulch beds & flowers 2 x yrly quote $3,570 – Phil made motion – Ron seconded – passed unanimously
Trash can issues: Homeowners best recourse is to call Metro HUB
Gate Repair: Utilities / Gas Lines – Phil & Kevin will attempt repairs
Yard Signs: phase out – only keep yard sale signs | Phil will add calendar events to website
Facebook (Meta) monitoring: all board members review “Friends Request” – all questions must be answered
Annual Meeting (end of September) – missed due to schedule conflicts
Board member nominations: recruit
Next meeting: Nov. 1st at 7:00
Adjournment: Phil motioned to adjourned at 7:55 – Ron seconded - motion passed unanimously
VOBHA Monthly Board Meeting
Meeting Minutes
July 5, 2023
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
I. Call to order (Phil) 7:03pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Tucker Hamlett, Vice-President/Treasurer
Debbie Cicero, Secretary
Ron Stump, Board Member / Architectural Committee
Steve Hollis, Board Member / Webmaster
Matt Landers, Board Member
Absent: Kevin Sanders, Board Member
Guests: none
II. Reading and Approval of minutes from last meeting (Debbie) – were previously approved via
online vote
III. Old Business
A. Treasurer’s Report (Tucker)
Bank update: 07/05/2023 (Regions) balance: $20,961.02
B. Tucker’s Resignation: effective in Sept when he moves
C. Huntington Ridge Pkwy - 9 homeowners (properties back up to VOB’s Common Area) –
discussed dropping Use of Common Land Contracts – Phil recommended not collecting through
attorney, Tucker researching if homeowners who signed contract to continue invoicing – if
homeowners are paying let them continue – if not paying turn over to collections (won’t cost HOA
anything) – if new owner take them off – Tucker made motion – Ron seconded it – passed
unanimously
D. Past Due Invoices: need to set new schedule: | deadlines not met: due April 1st - past
due invoice stuffing meeting scheduled 4/15 -
E. Post VOB financial expenditures to website – Tucker will prepare prior to next meeting
F. Tucker Verified with Scott, Attorney, okay not to pay not pay Sewer pipe – Devinder invoiced
VOB HOA $7,500 – it was not discussed or authorized | drainage for the repaired slope between 2
houses that drains into creek located over creek it is not in common area
G. Phil contacting landscaper to add rock on the Sewer pipe drain end – reinforcement
H. Metro HUB – is working - continue to report – dilapidated / abandoned vehicles
IV. New Business
A. Stone Entrance at Amalie & Village Way repair status (Insurance Claim: driver’s insurance 100%
liable
1. Stone Wall: Beard Maintenance
2. Sign: Franklin Sign
3. Landscaping: Redman
B. Bookkeeper/QuickBooks training:
1. Bank account access
2. QuickBooks login
3. Gmail Email login
C. Facebook (Meta) monitoring: Phil recommended all board members
D. Annual Meeting (end of September)
1. Signage (30 days prior)
2. Reserve library (Phil researching)
E. Board member nominations:
1. Treasurer: Phil nominated Steve – Tucker seconded – motion passed unanimously
2. VP: no nominations
F. Next meeting – Sept. 5th at 7:00
G. Adjournment – Phil motioned to adjourn at 8:10 – Ron seconded - motion passed unanimously
VOBHA Monthly Board Meeting
Meeting Minutes
March 8, 2023
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
Call to order (Phil) 7:02pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Tucker Hamlett, Vice-President/Treasurer
Debbie Cicero, Secretary
Ron Stump, Board Member / Architectural Committee
Kevin Sanders, Board Member
Matt Landers, Board Member
Absent: Steve Hollis, Board Member / Webmaster
Guests: Hunter Dale
Reading and Approval of minutes from last meeting (Debbie) – were previously approved via online vote
Old Business
Treasurer’s Report (Tucker)
Bank update: 03/08/2023 balance: $43,499.78 (Regions)
Huntington Ridge Pkwy - 9 homeowners (properties back up to VOB’s Common Area) – discussed dropping Use of Common Land Contracts – Phil recommended not collecting through attorney, Tucker researching if homeowners who signed contract to continue invoicing
Past Due Invoices: due April 1st - past due invoice stuffing meeting scheduled 4/15
Larry and Sara Foote resigned from Board in January
Phil and Tucker had Larry removed from Regions bank account
New Business
Devinder Geotechnical Services on creek clean out submitted an invoice for $25,000 work completed in 2022
Hunter Dale (Engineer with Dale & Assoc) – researched with Metro and confirmed with Meesho – permits were not needed - work was completed he will - Emergency ARAB was issued & completed by Devinder – in his professional opinion the creek drainage/clean out and the slope reinforcement were well done – considers the invoice reasonable as submitted $25,000 (considers it is probably lower than average)
The creek is considered a stream & it has 30 foot “non distributed buffer” on both sides can not have a fire pit/shed – but does not recommend taking action to enforce
Phil recommended posting VOB financial expenditures to website – Tucker will prepare prior to next meeting
Phil made a motion to pay Devinder $25,000 in full – Tucker seconded – motion passed unanimously
Sewer pipe – Devinder invoiced VOB HOA $7,500 – it was not discussed or authorized | drainage for the repaired slope between 2 houses that drains into creek located over creek it is not in common area – Phil made motion to verify with Attorney no issue to not pay – Ron seconded – passed unanimously
Sewer pipe drain end – needs reinforcement – Tucker will inquire with current landscaper
Phil thanked Hunter and his company, Dale & Associates, surveyed the creek and slope pro bono
Metro HUB – is working - continue to report – dilapidated / abandoned vehicles
Next meeting – May 3rd at 7:00
Adjournment – Ron motioned to adjourn at 8:10 – Phil seconded - motion passed unanimously
VOBHA Monthly Board Meeting
Meeting Minutes
January 11, 2023
Meeting Location: 5113 Village Trace
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
Call to order (Phil) 7:03pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Tucker Hamlett, Vice-President/Treasurer
Debbie Cicero, Secretary
Ron Stump, Board Member / Architectural Committee
Steve Hollis, Board Member / Webmaster
Guests: Kevin Sanders
Matt Landers
Reading and Approval of minutes from last meeting (Debbie) – were previously approved via online vote
Old Business
Treasurer’s Report (Tucker)
Bank update: 01/11/2023 balance: $38,656.21 (Regions)
Transfer fees – currently $150 – Tucker made motion to raise to $175 – Ron seconded – motion passed unanimously
Huntington Ridge Pkwy - 9 homeowners (properties back up to VOB’s Common Area) – discussed dropping Use of Common Land Contracts – tabled until next meeting - Phil and Tucker will discuss with Attorney
Landscaper – John Redman, signed contract and paid through June
Past Due Invoices (all due April 1): Tucker made a motion – all past due invoices will be sent to Attorney for collection on June 1 - Phil seconded – motion passed unanimously
New Business
A. Phil recommended posting VOB financial expenditures to website – Tucker will prepare prior to next meeting
B. Tucker recommended scheduling a makeup annual meeting (typically held in Sept) – Phil recommended considering options and table until next meeting
C. Tucker made a motion to enable electronic bill pay for incoming Homeowners dues – cost approx. 3% per transaction - Ron seconded – motion passed unanimously
D. Common area trees – Ron made a motion - if anyone has issues with trees growing on common area that could cause potential problems – if they want the tree removed they must use reputable licensed, insured company and provide the information to the Architectural Committee for approval prior to the removal – Tucker seconded – motion passed unanimously
E. New Members – Phil opened the floor for new members
1. Phil introduced and nominated Kevin Sanders – Steve seconded – motion passed unanimously
2. Steve introduced and nominated Matt Landers – Ron seconded – motion passed unanimously
F. Next meeting – March 1st at 7:00
Adjournment – Phil motioned to adjourn at 7:41 - Tucker seconded - motion passed unanimously
VOBHOA Monthly Board Meeting
November Meeting Minutes
November 9, 2022
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHOA Board Members
Call to order (Phil) 7:00pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, Vice-President
Tucker Hamlett, Treasurer
Debbie Cicero, Secretary
Ron Stump, Board Member / Architectural Committee
Steve Hollis, Board Member
Absent: Larry Foote, Board Member
Sara Foote, Board Member
Guests: none
II. Reading and Approval of minutes from last meeting (Debbie) – were previously approved via online vote
III. Old Business
Treasurer’s Report (Tucker)
Bank update: 11/09/2022 balance: $43,740.23 (Regions)
Funds earmarked for creek repair: $20,000
Mud Slide
Update: Devinder finished July ’22 - has not sent invoice
Quote: never received
Need itemized invoice: hauled off debris – dugout creek (verbal of $20,000-Tucker)
Need plan submitted to Metro Water
Repairs:
Sewer drain needs repairing on Village Way – Steve will notify Nashville HUB
Notify all homeowners– send flyer with bills or letter to all re: slope - post on website regarding homeowners responsibility to maintain slope
Overdue Payments
Past Due Invoices: notices – Phil made a motion: HOA include flyer in Jan invoicing regarding Past Dues (if over 2 years past due) will be sent for Collection on April 15, 2023 - Tucker seconded – motion passed unanimously
Raising Dues
$1.00 per year next 5 years beginning 2023 (per Covenants: 5% increase) – Phil made a motion – Ron seconded motion – motion passed unanimously
Purchase of QuickBooks Advanced – Tucker, Treasurer, recommended full version for batch work (automates importing and invoicing) – additional $1,400 (total $2,160 annually) - Tucker made motion – Phil seconded – motion passed unanimously
New Business
1. President Larry Foote – stepped down 11/9/2022 (per phone conversation with Phil)
Phil automatically ascends to roll of President (unless contested) – no motion to contest was made
2. Tucker volunteered as Vice President in addition to Treasurer position – Ron seconded – motion passed unanimously
3. Joe Weaver, Webmaster / Advertising Director – moved/left board – position vacant
4. Landscaping – Phil recommended getting comparison quotes to ensure current landscaper has fair pricing – Phil and Tucker volunteered to get quotes
5. Steve volunteered as Webmaster – Phil seconded – motion passed unanimously
6. Next meeting – invoice stuffing party at Ron’s house, Jan 4th 2023 at 7:00
Adjournment – Phil motioned to adjourn at 8:13 - Tucker seconded - motion passed unanimously
VOBHA Monthly Board Meeting
July Meeting Minutes
July 6, 2021
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
Call to order (Phil) 7:00pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Tucker Hamlett, Treasurer
Debbie Cicero, Secretary
Joe Weaver, Webmaster / Advertising Director
Ron Stump, Board Member / Architectural Committee
Larry Foote, Board Member
Sara Foote, Board Member
Absent: Steve Hollis, Board Member
Guests: none
Reading and Approval of minutes from last meeting (Debbie) *approved via online due to COVID
Old Business: houses which appear abandoned/yards not maintained – Ron will turn into Metro Hub website
New Business
Treasurer’s Report
Bank update: 07/05/2021 balance $41,392.20 (Regions)
Late membership dues: the Board needs to send out final notice and attorney will follow-up with potential recourse – Tucker will review covenants to verify there is no minimum amount required prior to sending to attorney.
Update on Mudslide
Verified homeowners are supposed to maintain their slope. Attorney, Scott Wise, has been put on retainer (cost currently unknown) / hourly rate: $325 hrly / associate rate: $200-$250
Phil has contacted Metro Water 3 times, including Bob Nash, Councilman
Insurance carrier was contacted by Phil/Tucker
Owner of affected house has a land engineer coming out 7/10 at 10am & invited interested neighbors to come
Small Committees
Resident Concern Committee: Ron, Larry & Phil
Legal Committee: Tucker & Larry
Social Media Committee: – Joe currently monitors, Sara volunteered to assist with Facebook
Additional suggestions –
Larry suggested “welcome committee” – discussed possibly send out welcome cards
Tucker suggested “yard of the month/beautification” (Phil requested wait until 2022)
Phil advised having the annual meeting this Sept., Larry will make some inquires for a location
Nominations and Voting
President nomination: Joe nominated, Larry Foote, Ron seconded, the nomination passed unanimously
Vice President nomination: Larry nominated Phil, Ron seconded, the nomination passed unanimously
Phil motioned to adjourn at 7:43, Tucker seconded, the motion passed
VOBHA MONTHLY BOARD MEETING
September Meeting Minutes
September 8, 2020
Meeting Location: 5401 Hunters Ridge (backyard – social distancing practiced)
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
Call to order (Phil) 7:05pm
Attendees
A quorum was present with the following members in attendance:
Phil Cicero, President
Tucker Hamlett, Treasurer
Debbie Cicero, Secretary
Joe Weaver, Webmaster / Advertising Director
Ron Stump, Board Member / Architectural Committee
“Vacant” Board Member / Architectural Committee
“Vacant” Board Member / Event Coordinator
Steve Hollis, Board Member
Absent - none
Guest – Larry & Sara Foote
No Minutes were available to read.
Old Business
Financial Update (Tucker) – 09/07/2020 Bank balance: $37,469
Website/Advertising (Joe)
Add address line – Joe will research
Spring Party 2020 - canceled for COVID
Spring 2021 Party Plan (person unknown) – canceled for COVID
Garage sale – discussed not continuing advertising
Maintenance and tree removal – Metro Property Assessors Site
Metro Property Assessors Site is a great resource for knowing property line / subdivision responsibility coverage
New Business
Fall Business meeting/info distribution – how to because of COVID? Facebook & Nextdoor not best option
a) alternate options:
1. library not an option
2. Fall party not possible because COVID
3. year-end summary
Posting electronic notice on website/Nextdoor/Facebook: notifying people to contact Board directly requesting a year-end summary, so we can verify they are actual homeowner, then we will email info.
4. Tucker proposed set out box with year-end overview document
Lawn quote? Phil recommends retaining Spain Landscaping, there have been no problems, everyone agreed
Voting: new board members Larry & Sara Foote Phil motioned, everyone seconded, the motion passed unanimously
Phil motioned to adjourn at 7:50, Steve seconded, the motion passed unanimously
Left/Moved: David Melvin, Board Member / Architectural Committee
Megan Melvin, Board Member / Event Coordinator
2018 VOBHOA Annual Homeowners Meeting and Fall Block Party
September 29, 2018
4-6p.m.
2017-2018 Yearly Review
VOBHOA Board Objectives
1. Buy Local or Small Business
2. Be Transparent
3. Build Community
2017-2018 Improvements/ Decisions/ Community Events
1. New Treasurer
a. The Board wishes to thank Bekki Lowrance for her years of voluntary service to the VOBHOA.
b. The Board welcomes Tucker Hamlett to the role of Treasurer.
2. Block Parties Fall and Spring
a. Successful and will continue
3. Transfer Fees
a. Useful in offsetting costs and keeping annual dues some of the lowest in Nashville and avoiding a yearly assessment of all owners.
4. New Landscaper
a. Ended services with Workman Lawncare.
b. New contract with Spain’s Lawn Service.
c. Spain’s offers coverage and reliability for additional services previously not covered by previous landscaper.
5. Website
a. Posting of Meeting Minutes
b. Unable to setup eCommerce due to billing issues and lowered subscription plan
Treasurers Report
1. Current Bank Balance $ 35,557.72
2. Revenue $ 9,419.00
3. Expenses (see breakdown) $ 8,533.02
4. Gross Profit $ 885.98
5. Open homeowner balance $ 3,081.00 (past due accounts and late fees)
2018-2019 Future Plans
1. Possible annual dues rate increase of $5.00 to $25.00 yearly total per home in 2020 (can not rely on transfer fees to offset operating expenses $2,400 in transfer fees)
2. Continue Block Parties
3. Continue Garage Sales
4. Re-landscape Hunters Ridge Entrance
a. With drought resistant plants
5. Meet with Council Woman and Adjoining HOA’s (re: Covenants, Metro Codes)
6. Register Homeowners for Emergency Purposes ONLY
7. Address Outdated Covenants
8. Contract with a Lawyer to represent the Neighborhood
Comments/Ideas from Homeowners
Please contact us through the website: www.villagesofbrentwood.com/about
Dates to Remember
· HALLOWEEN October 31, 2018 6:00pm-8:00pm
· Annual Dues due by April 1, 2019 (mailed out by January 15, 2019)
· Spring Garage Sale 3rd Saturday in April
· Spring Block Party 2nd Saturday in May 4:00pm-6:00pm
2017 VOBHA Annual Homeowners Meeting
September 27, 2017 Meeting Notes
Meeting Location: Edmonson Pike Library
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Homeowners
I. Greeting/Introductions (Phil Cicero) 6:15pm
II. VOBHA Board Objectives (Phil Cicero)
a. Buy Local or Small Business
b. Be Transparent
c. Build Community
III. 2017 Improvements/ Decisions/ Community Events (Phil Cicero)
a. Quick Books – software implemented
b. Regions Bank (Double Accountability)
c. Transfer Fees – implemented in 2017
d. Amalie Entrance (Landscaping, New Signs & Fence Segment)
e. Hunters Ridge Entrance (Culvert, Fences, Gate, Signs)
f. Website (New Address: VillagesofBrentwood.com, Rebuild, better contact, eCommerce for dues and late fees beginning 2018)
g. New Facebook Page
h. Neighborhood Block Parties
i. New Entrance Signs and Yard Signs
j. New Landscaper
k. Started Mowing Common Area by Creek
l. Nextdoor App (Active Membership)
m. Board Member Responsiveness
IV. Treasurers Report (Bekki Lowrance)
a. Current Balance (08/31/17) $34,671.74
b. Chart of Accounts Year to Date
c. Outstanding Dues (Capturing Neglected fees and Dues)
V. 2018 Plans (Phil Cicero)
a. Salt Streets (Research legality of both entrances and streets with extreme grades)
b. Block Parties - Spring & Fall
c. Garage Sales (3rd Saturday in April & October)
d. Landscape Hunters Ridge Entrance - WIP
e. Landscape Committee – need volunteers
f. Meet with Council Woman and Adjoining HOA’s (Covenants, Metro Codes)
g. Meeting Minutes Post to Website
h. Register Homeowners Contact Info for Emergency Purposes ONLY
i. Repair Entrance Message Boards
VI. Comments/Ideas (Homeowners)
· 1st Request to post “No Trespassing Signs” on all common areas.
· 2nd Request to remove falling trees in common area – determined to do only if endangering a house.
· 3rd Request for help with drainage problem off Yorkshire Rd.
· 4th Request to get house on Village Way with excessive items surrounding it cleaned up.
VII. Adjournment 7:30pm
a. Remember Chili Cook-off and Block Party, Saturday, September 30th, 2pm-5pm
VOBHA MONTHLY BOARD MEETING
July 11, 2017 Meeting Minutes
Approved 11/09/17
Meeting Location: 5401 Hunters Ridge
Meeting Facilitator: Phil Cicero
Invitees: All VOBHA Board Members
I. Call to order (Phil)
Phil Cicero, the President, called the meeting to order at 7: 07 pm held at the Cicero's
residence.
ATTENDEES
A quorum was present with the following members in attendance:
Phil Cicero, President
Bekki Lowrance, Treasurer / Social Media Director
Debbie Cicero, Secretary
Joe Weaver, Webmaster / Advertising Director
David Melvin, Board Member
Megan Melvin, Board Member
ABSENT
Ron Stump, Board Member
GUESTS
Steve Hollis
II. Reading and Approval of minutes from last meeting on 06/06/17 (Debbie) Minutes
approved as read
III. Old Business
a) Financial Statements for Past Month (Bekki)
• Financials UPDATE
• Bank account ending balance: $37,011.86
b) Website/Advertising (Joe)
• eCommerce update – has been uploaded, needs bank account info added prior
to trial run
• Website Revisions
o Board Members? Update wip
o Fall Party? decided Oct 30, Sat
o Links to Other Websites (Condos/Summit)? add Brentwood Summit
& VOB Condos
o Meeting Minutes? possibly upload as a jpg- want to be secure, not
searchable
c) Huntington Parkway Fence/Signs Update (2X 4’, 2x 6’) waiting on permits: TVA
requires a permit, issue because gas pipe line has 8’ setbacks, 2- 4’ signs at
Huntington Ridge entrance, Amalie entrance 2- 6’ signs,
d) Fall Party Update (Megan) decided Oct 30, Sat, chili cook off, supply hot dogs,
chips, cotton candy, condiments, order chairs, board members contributing tables
e) Community Garden on green space (Survey on VillagesofBrentwood.com) - Joe
start survey page on website
IV. New business
a) Councilwoman Davette Blalock – Date to meet? Questions? Topics? Fall Invite??
Phil spoke to her, she cannot meet when our board meets. Discussed the board
trying to meet another evening. Request her to bring a codes representative to
meeting.
Possible topics:
Ie…Covenants? Authority? Lawns? Trash? Metro Codes? Salt Streets? Etc??
Discussed: options getting neighborhood streets or yards cleaned up. Nashville.gov
(codes) appears useless.
b) Annual Meeting Date REVISION: Wednesday, September 6th 6:15-7:45pm
Edmonson Pike Library.
c) Tami Roth resignation, New board member nomination of Steve Hollis – Phil
nominated, passed unanimously.
d) Additional suggestions? none
V. Adjournment 7:52pm Phil made motion, it passed unanimously.
