BALLYMEADE

2026 Meeting Minutes

Ballymeade Board Meeting - Meeting Minutes

Date: January 20, 2026 | Time: 7:00pm EST

Attendees: Mike Petrucci (President), Jim Bagnell (Treasurer), Phil LaScala (Secretary), Ron White (Property Manager, (PENCO)

Meeting called to order – 7:00pm EST

I. Review of Financials

A capital improvement project was proposed for replacing the playground equipment and the fence surrounding the tennis court. Replacement parts for the playground are no longer available to keep the playground to code.
about $1,650 short with current revenue projection at current annual maintenance level.
Proposal to begin a permanent snow removal fund for common areas; excess cash from 2025 to start fund.
No increase to annual maintenance fee for 2026 however; proposed to hold current fee @ $325 and cover expense shortfall with excess cash. BMC remains in good financial standing otherwise.

II. Landscaping

Tree replacement on Longmeadow will happen in the Spring, coordinating the species type and payment with the homeowner
Ballymeade + E.Boxborough corner bush needs to be trimmed for safe visibility at the interaction. Utility box area on the adjacement of Ballymeade & W. Boxborough will have a small barrier fence installed to protect the shrubs from walked dogs. Some of these shrubs may need to be replaced.

IV. ARC Updates

Sealcoat romotion persuades about 15 homeowners to sealcoat their driveways,
Two streetlight service requests completed
Several property maintenance violations have been submitted to NCC for 1. failure to remove snow (based on New Castle Code § 209.1) which mandates that residents must remove snow, ice, and other debris from sidewalks and pavements within 24 hours of snowfall. 2. Failure to move trash cans from front of house and out of sight

V. Miscellaneous

Security camera maintenance completed; no recent requests have been by law enforcement
Entrance sign and flood light damage. Driver has been instructed to file a clain with their insurance
Updates about parking issues on Boxborough; BMC letter or email will be sent.

Meeting Adjouned by Mike at 8:45pm

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Ballymeade 2026 Annual Board Meeting

Date:February 23, 2026

Time: 7:00pm EST

Location:  Virtual

Attendees:   Mike Petrucci (President), Jim Bagnell (Treasurer), Phil LaScala (Secretary), Ron White (Property Manager, PENCO),  Jaye Pedante VP, Denise Pitts, Craig Powell, iPhone,  Jun Ma, Jack & Kathy Hanlon, Marybeth Miller

I. President’s Report – The Year In Review

• The Board, with PENCO Management Company, manage a $79,000+ operating budget. This budget provides all of the common area maintenance, landscaping, snow plowing - all costs associated with upkeep of the community for benefit of its residents.
• Our Reserves continue to grow in line with the recommendation of the recently updated 2023 Engineering Reserve Study to ensure funding for future major maintenance / replacement. The $650 Capital Improvement Assessment from new home buyers increases the Reserve Fund. We had 9 sales this year totaling $5,850 in reserve income. Our reserve fund is in great shape and projected to cover all repairs for many years, however replacement costs continue to rise with inflation.
• Our web site is a great resource for information for both new and long-term homeowners, renters also. The community’s “Corporate Documents” are on the website (By-Laws, Deed Restrictions, etc.) and the website is an archive for minutes and other important documents: www.ballymeade.org

• We hope homeowners read and enjoy the community newsletters which we hope homeowners find informative and enjoyable. Goal is to move to a digital newsletter to reduce costs.

• Snow Removal – When snow is forecast, please get your cars off the streets to result in optimal plowing. Townhouse roads are plowed as wide as possible, but parked cars affect this in a major way. There remains nothing that can be done about the plow pushing snow in front of your driveway. You are required to clean your sidewalks (per County Code). Ron is good at sending an Email reminder!!!

II. Violation / Fine Summary

• After a reasonable period of time and multiple requests to correct the violation / or cease the activity, the board can impose a fine.
• Owner may request a hearing within 10 days after notification.
• Fines shall be added as an additional assessment.
• Fine amounts will be defined based on the type of violation.

III. Landscape Update

• Trees in common areas and along residential walkways needed to be taken down due to age and other issues
• Total spend this year exceeded $8K, or 10% over budget
•  We anticipate this cost to continue to rise in the coming years given we are a mature community
•  Current year budget assumes same spending level as 2024 (higher than 2025 current forecast) to hedge against recurrence of this high spend
•  All contractors continue to perform to expectations

•  Contract negotiations for renewals are coming up.  We will be requesting bids on all services to ensure competitive pricing.  Current contractors have serviced us well throughout the years

IV. ARC - Architectural Review Committee

• Deed restrictions are readily available on our web site, provided at home sale /settlement to buyers, included in welcome letters, and distributed via periodic mailings to all homeowners; PENCO Management is there to help with questions

• If you are not sure of what is permissible, call or e-mail PENCO Management
  before any work is done; telephone number and email address on website

V. Past Deed Violations/Complaints

• Parking of cars on sidewalks and too close to street corners or Mailboxes
• Exterior construction / changes without submitting an ARC review.
• Trash cans not being stored in garages / out of sight
• High grass/weeds, unkempt yards, yard clutter (County Code)
• Encroachment on wetlands (Federal Law)
• Commercial vehicles parked in the development.
• Not cleaning up after their dogs; dogs not on leashes (County Code)
• Snow not being cleared from owner’s property within 24 hours of snow event

• Keep summarized record of all board meetings
• Post pertinent BMC information to Ballymeade.org website
• Create content for Ballymeade community newsletters
• Manage camera security system and handle video footage requests
• Address minor maintenance needs within Ballymeade common areas and playground
• Remove trash and debris from wetlands and along Naamans Rd

VII.  Finance Update – 2025/26 Fiscal Year

• We have managed all aspects of the community using the approved 2025/26 Budget but ...

• Inflation on basic maintenance services should be expected to drive up future costs

• NCC tax reassessment was a significant increase vs prior years (+$1.6K); we
  were able to absorb given unused budget $$$s for other expenses; we may not
  be able to repeat this favorable position in future periods

• We had other one-time general maintenance items related to weather, aging, accidents; again, we were able to shift priorities with other planned costs to manage within our budget

• Cash position – we have been able to accumulate cash designated for community
  operations over the past few years given strategic management of our spend; we
  now are allocating those funds as follows: 

$3.6K to cover 2026/27 budget shortfall

$3.0K Reserve contribution

$7.0K Snow Emergency Fund

• The 2026/27 budget assumes no increase in the Annual Fee: @ $325.00.
• Proposed budget is dedicated to community operation and maintenance

No reserve contribution can be budgeted from current annual fee revenue

A one-time contribution will be made using prior year excess cash

CD's continue to be rolled over as they mature; we will have to re-evaluate
future positioning based on needs related to capital projects proposed

We’ve been able to take advantage of higher offered rates given Fed actions
over the past 18 months and investment dynamics; rates do appear to be
declining from previous highs though

A complete review of CD’s and current rates had been completed with
WSFS last year; no significant change in investment laddering strategy is
anticipated in the immediate future; this capital project proposal funding

VIII.  Board of Directors – Status / Activities

• Three Board seats are open
• Board members serve a two-year term, per By-Laws.
• PENCO handles the day-to-day issues and recommends board involvement when needed.
• The Board meets three times per year, plus the Annual meeting.
• Communication is done mostly through Email.
• Our PENCO Property Manager attends all meetings and provides guidance as needed.
• Meetings are not held in June, July or August
• Meeting minutes document the meetings and are posted on our website: www.ballymeade.org

Meeting Adjouned by Mike at 8:45pm