Whitaker Woods Monthly HOA Meeting Minutes

04/11/06

7:00 PM

101 Watson Way

 

 

Meeting called by:

Board of Directors

Type of meeting:

Monthly

 

Attendees:

 

 

Kristin Christian                   Susan Knippel                      Stewart Rasmussen                            

Jason Lydon                         Ron Douglas

 

 

Meeting Minutes

 

Item                                                                                                                                          Estimated Time

 

Administrative

 

30

 

County Relations

 

20

 

Treasurers Report

 

15

 

Architectural Control

 

00

 

General Landscaping/ Entrance

 

30

 

Newsletter Input

 

15

 

New/Present Business

 

10

 

Items Motioned

Favor

Oppose

Conclusion

 

Entrance sign details--Stone: Mountain

                                    Lettering: Metal, Bronze

4

5 of 5

3 (Cream)

(Additional homeowners voted)

To be installed by sign co.

 

BBB Complaint

 

 

Mediation

 

Real Estate signage

5 of 5

 

“Open house” duration ONLY

 

Annual Meeting Date

5 of 5

 

Tues. June 6th at 7:00pm

 

New count; Board of Directors 2006-07

5 of 5

 

5 BOD positions

 

Action Items

 

 

Conclusion

 

Finalize enforcement/violation letter

 

 

Kristin

 

Categorize/fine HOA offenses

 

 

Stewart

 

Contact with Mr. Vaughan

 

 

Jason

 

Commissioner/MDE Contacts

 

 

Jason/Susan

 

2006 ‘Intent to Lien’ (6 ea. 04/18/06)

 

 

Stewart Rasmussen

 

Street Sweep

 

 

Mid-May

 

Update Property files

 

 

ALL

 

Reserve Fire Hall for 06-06-06

 

 

Kristin

 

Administrative

Motions?          Y / N

Action?          Y //N

 

 

Discussion:

·         Next meeting, May 16, (Need to wrap up agenda items; May- last meeting before change of BOD)

                        88 Ironoak Court- Jason Lydon

·         Enforcement/Violation Letter outline: 

                        Kristin presented notices of violation outlines; discussed minor changes to letters. Stewart to categorize offenses (minor, major…) and schedule of fines. Fines range from to $10-$25 daily.

·         Stormwater Management Services:

                                Update: Apex requested as-builts from MRA directly; Apex to contact CC to request inspectors present at Apex inspection.

 

 

County Relations

Motions?           Y / N

Action?          Y /N

 

 

Discussion: 

·         Update with Stewart Associates:

                                Kristin has had no response from Mike Vaughan. Jason to attempt contact.

·         Update of County responses:  Cecil Soil Conservation District—NO WW Info.

                                Stewart Comstock of MDE contacted CC, intervening on behalf of HOA, to obtain documents.

                        **MDE contacted CC again on 04/12/06** Awaiting response from MDE

 

**Jason to contact Delegate Ruldolf, Guns? For follow-up of requests. Still to date…’As-built’ for SWF #1 & #3 are unaccounted for at the DPW.

 

Treasurers Report

Motions?           Y / N

Action?          Y /N

 

 

Discussion:  

·         Update on delinquent accounts (2006)

                        6 Homeowners as of 04/15/06

·         Liens for 2005 dues filed with attorney, 3 ea

                        Will request electronic files of liens for property files

·         Recovering ‘Insufficient funds’ check

                        Information forwarded to attorney for collection.

 

 

Architectural Control

Motions?           Y / N

Action?          Y /N

 

 

 

 

 

General Landscaping\Entrance

Motions?           Y / N

Action?          Y /N

 

 

Discussion:

·          Entrance sign update; CC permit received, Miss Utility cleared 04/11/06

                        Stone=Mountain selection (4to3, BOD)

                        Lettering= Flat cut metal, Anodized dark bronze, 15”Caps—12”lower case.

                        Columns=will be color matched to keystone (concrete color) on wall.                 

·         BBB Complaint update;

                        Need letter giving Susan authorization to mediate on behalf of HOA. Waiting on call back from BBB for mediation scheduling.

 

** Entrance Update:  Block construction to begin Thurs.(sooner if possible) Pymt of $3900.00 **

 

Newsletter Input

Motions?           Y / N

Action?          Y /N

 

 

 

Discussion: 

·         Request input on published issues and/or web site

·         Community Improvement Volunteers?? Paul/ Ron no to outside organization for projects

                                 Agreed to general policing of organizations in support of community services but managed by leader. Projects limited to community adult homeowner volunteers.

·         Real estate signage at entrance

                        BOD agree to allowance of real estate “open house” signage at community entrance; ON THE DAY OF AND DURATION OF THE OPEN HOUSE--ONLY.

·         Request homeowner upkeep as the community continues to improve and upgrade.

 

**Announce street sweep- request off street parking**

 

 

New/Present Business

Motions?           Y / N

Action?          Y /N

 

 

Discussion:

·         Annual meeting date and notice?

                        Annual meeting date= June 6th at 7:00 pm. (Kristin to reserve Fire Hall)

·         Presentation of BOD business, i.e.…County, SWF’s, Common area, Budget/$ Statement

                        MOTIONED—2006-07 WWBOD to consist of 5 members.

·         Street Sweep?

                        To be scheduled for mid-May

·         Common Area Tree Replacement

                        NO Action--TBD

·         Update Homeowners/HOA files for end of terms, i.e.—violations, ARC, dues/liens info

                                Need all previous violation letters for homeowner files; all electronic files go to Stewart for filing ie forms letters, procedures, etc…Update all ARC files for files.