Community Update 09.23.2020

The Board of Trustees and First Service Staff would like to express our appreciation and gratitude to each of our residents for your ongoing patience and support as we continue to navigate the evolving COVID-19 state guidelines.

Please be assured that the Board and Management are constantly working to research the possibilities of reopening the clubhouse and the clubhouse activities including the fitness room and indoor pool and will advise the community as soon as a decision has been made. Similar to difficulties surrounding the opening of the outdoor pool, the complexity and cost associated with the state guideline requirements and insurance coverage does not exist should a lawsuit arise. Therefore, the Board must be sure to do their due diligence to protect each homeowner and the association. The Board understands that our residents wish to use the amenities our community has to offer, and we assure you we are working towards “legally and safely” reopening our many amenities.

Project updates

  • DTE Irrigation – The Berkshire Village new well installation project has been completed.
  • DTE Landscaping – Scarification and reseeding of Chatham, Pembrooke and Wayland Village is scheduled to begin next week. Final fertilization of the season will follow, weather permitting.
  • Wayland Basin Pipe Replacement Project – GE Mechanical will begin the pipe replacement project between basin one and two the week of September 21, 2020. This project will take approximately one week to complete, weather permitting.
  • Personal Touch Painting and Power washing Project – Exterior power washing of the clubhouse siding, tower in front of the clubhouse and cleaning of the roof is scheduled to begin. In addition, the retaining stone wall in Chatham and all ten village entrance signs will be power washed. Painting of the clubhouse exterior will commence upon completion of all power washing. Interior painting of the clubhouse lobby, hallways and six bathrooms will be scheduled upon completion of the exterior painting.

2020 Trustee Election Winners
Congratulations to the Two 2020 Elected Trustees Thomas Henshaw and
Frank Murray!

Committee Applications
Applications are currently being accepted for those interested in volunteering for any of the Smithville Four Seasons volunteer committees. The deadline to submit an application is Wednesday, September 30. Applications may also be accepted throughout the year for any remaining vacancies.

Committee Meetings
After careful consideration, the Board has agreed to allow committees to utilize the clubhouse ballroom to conduct meetings. All COVID-19 mandates will be strictly enforced during committee meetings. Face masks must be worn and social distancing must be practiced. Additionally, it is mandatory that anyone accessing the clubhouse must complete and notarize the Association Waiver form. If you do not wish to complete the waiver, access will not be permitted.

Please contact Lorraine to check availability and schedule the date of your next committee meeting.

Political Signs
Signs are limited on personal property to alarm company logos and one political sign.

Political signs must be no larger than two feet by three feet, located in the front mulch bed area, displayed no more than 30 days prior to an election, and removed immediately after the election.

Website
Effective 9/16/2020, the Terms and Conditions of the Website will be STRICTLY ENFORCED. The HOA will suspend a User’s ability to utilize the website as a result of any announcements deemed questionable as determined by the BOT.

2020 New Homeowners Welcome Book
Any new residents that has not received a New Homeowners Welcome Book should contact Lorraine at the clubhouse front desk.

Waivers
Residents must complete, notarize, and return the required activity waiver to utilize the Association’s onsite and offsite amenities. This includes access to the clubhouse. We appreciate all the efforts that have been taken by our residents to comply with the necessary requirement.

Work Orders, Modifications, Landscaping and Ground Requests
All Work Orders, Modifications, Landscaping, and Ground Request continue to be handled by the staff and committees. All communications regarding the above items are being conducted by staff members via phone, email, or mail. As a reminder, the ACC Architectural Guidelines have recently been updated and should be reviewed before submitting a modification request. 

Zoom Open Board Meeting
Zoom Open Board Meetings will be scheduled the first Tuesday of each Month moving forward.  The next scheduled open Board meeting, the Board of Trustees Reorganization Meeting, will be conducted September 30, 2020 at 7 p.m. An invitation containing details on how to join the meeting will be sent via email and posted to the website prior to each meeting.

Zoom Open Board Meeting Schedule
Board of Trustees Reorganization Meeting
Wednesday, September 30, 2020 @ 7 p.m.

October 6, 2020 @ 1 p.m.
November 3, 2020 @ 1 p.m.
December 1, 2020 @ 1 p.m.

November Annual Meeting Date –  TBA

Please continue to follow recommendations of the CDC and health officials including to social distancing, wearing face coverings and washing your hands often.

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