Whitaker Woods Monthly HOA Meeting Minutes

10/17/06

7:00 PM

197 Forge Court

 

 

Meeting called by:

Board of Directors

Type of meeting:

Monthly

 

Attendees:

 

 

 

Meeting canceled – HOA business conducted through email or phone.

 

 

Meeting Minutes

 

Item                                                                                                                                          Estimated Time

 

County Relations

 

00

 

Administrative

 

00

 

Treasurers Report

 

00

 

Architectural Control

 

00

 

General Landscaping/ Entrance

 

00

 

New/Present Business

 

00

 

Newsletter Input

 

00

 

 

 

 

 

Items Motioned

Favor

Oppose

Conclusion

 

Brush cutting around SWMF’s

4

0

Approved via email Jason, Susan, Stewart, Kristin

 

Chemlawn contract renew to include spray of cherry trees

4

0

Approved via email Jason, Susan, Stewart, Kristin

 

Re-new lawn maintenance contract

6

0

 

 

 

 

 

 

 

Action Items

 

 

Conclusion

 

Commissioner Meeting 10-24-06; follow-up letter

 

 

Jason

 

Common area/water service

Nov 2006

 

Jason

 

Violation letters

3 ea

 

Kristin

 

SWF 1 & 2 Insp. (Apex Envi.)

Nov 16.

 

Susan

 

Replacement light at entrance

 

 

Triangle ordered--Susan

 

 

 

 

 

 

 

 

 

 

 

County Relations

Motions?           Y / N

Action?          Y /N

 

 

Discussion: 

·         County /MDE Updates—

While preparing for meeting with Co. commissioners it was discovered that the as-builts for SWF #1 is a SWF PLAN not As-built after-all; to date we still have not received as-builts for #1 or #3 facilities.

      Documents received as of October 2006:

           Preliminary Plat                                           1, 2 & 3 SWMF inspections (Dec 2005)

           Final Plat                                                      1, 2 & 3 SWMF insp/maint agreements

           SWMF #2 As-built                                        Phase I & II bond release (dated June 2002)

           SWMF #1 & #2  SWM Plans                        Phase III, IV, V, VI & VII bond release (dated March 2005)

           SWMF #3  Sediment/Erosion control Plans

 

Commissioner Meeting Review 10/24/06   1hr 30 min

                Attendees:             President Bolender             Commissioner Hepbron                     Commissioner Manlove

                                                Commissioner Guns            County Admin- AL Wein                     DPW- Scott Flannigan

                                                MRA- Tim Whittie                Jason Lydon- HOA                              Susan Knippel- HOA

 Presentation, given by Jason Lydon, outlined all documentation (as well as other issues) requested and/or to be addressed by Lambdin, LLC, MRA, and the County offices. Stated that with numerous attempts to allow personnel to gather documents for the HOA…none could be produced. Documents are needed and requested by Apex to give a complete evaluation inspection on the SWMF’s. Presentation included letters and other correspondences from 2003 to present along with pictures of Logan pond indicating potential construction flaws and copies of the PLANS that we do have but are not current with state/county code.

                Scott Flannigan, Director DPW, acknowledged and agrees that as-builts were never completed, being that the water facility on Logan never reached final construction. He pointed out that the pipe stack should have been removed and other materials changed for final configuration, and finally leaving the Water Quality Device to be a dry pond. He also stated that the bonds should never have been released to the developer. Tim Whittie concurred with Scott Flannigan about the construction of the Logan pond.

                Harry Hepbron asked about the sidewalk cracked around manhole. Flannigan stated it ‘could’ cause cracking as well as other things. Not ideal place for manhole but is allowable.

                Jason stressed and requested that the county assume responsibility for the ponds. Mark Guns made statement that there may be other options. Jason again stated the HOA feels we have done all we could do and feel the county taking responsibility is our offer of solution.

                Nelson Bolender stated that the commissioners will review and discuss the HOA’s request with a decision rendered in Dec. 2006

 

·         Stewart Associates updates—70+ homes  

                        Jason has tried to contact Mike Vaughan to verify common area landscape as well as update on water service into Whitaker Woods. 

 

 

Administrative:         

Motions?          Y / N

Action?          Y //N

 

 

Discussion:

·         Next meeting, Nov 14th  @ 7:00  ________________________

                        May not be a need for a meeting in the month of NOV or DEC. unless deemed necessary. May be canceled at any time. Contact BOD for update of meeting.

·         Violation letters:  Watson way-camper

                                        Watson-jet skis

                                        Forge ct- boat/camper

Apex Environment-SWM inspections rescheduled for Nov 16th.

 

Treasurers Report

Motions?           Y / N

Action?          Y /N

 

 

Discussion: 

·         Dues notices will be mailed in January.

                        Payment is due within 30 days. Should anyone need assistance or have questions regarding the amount due and/or due date they are to contact the Treasurer- Stewart Rasmussen.

·         25K added to investment account.

 

 

Architectural Control

Motions?           Y / N

Action?          Y /N

 

 

Discussion:

·         Agnes Hopewood is ARC Liaison.

                        Send/email copy of approval letter to Stewart for property files.

 

 

 

General Landscaping\Entrance

Motions?           Y / N

Action?          Y /N

 

 

Discussion:

·         Entrance sign lighting

                        Triangle has ordered replacement light …AGAIN.

·         Grass Cutting Contract- $250.00 bush hog.

                                Brush cutting proposal for SWM areas approved via email: Susan, Jason, Stewart, Kristin

·         Chemlawn renewal

                                Approved for renewal, Jason to adjust detailed items on contract to include spraying of cherry trees. Approved via email: Jason, Susan, Stewart, Kristin

 

 

Newsletter Input

Motions?           Y / N

Action?          Y /N

 

 

 

Discussion: 

·         Request input on published issues and/or web site

·         NEW**- Entrance Garden Committee – volunteers needed

                        Meeting 1st Tues of month at entrance.  POC for committee is Kim Schmidt.

·         Request homeowners to trim trees/shrubs/grasses that may be hanging over the sidewalks.

·         Speeding in community—Drivers watch kids…BUT Parents need to keep kids from playing in the street.

·         Halloween –Trick or Treat Date… Oct 31st 6-8pm

·         Common area tree removal

                        The common area on Forge Ct will be landscaped to useable land November 2006. Some small/medium fir trees need to be removed. These are offered to any community member, first come-first serve.

·         Snow removal info??

                        Service includes clearing of common-area sidewalks. Clearing will start at 3 inches of accumulation of snowfall and continue as needed.

·         HOA Dues= notices will be mailed in January.

                                Payment is due within 30 days. Should anyone need assistance or have questions regarding the amount due and/or due date they are to contact the Treasurer- Stewart Rasmussen.

 

Other:  School year events?? Common Area Committee??

 

 

New/Present Business

Motions?           Y / N

Action?          Y /N

 

 

Discussion:

·         Enforcement/Violation fines and/or penalties.

·         Common area

·         Sidewalk around Logan Water device

 

 

**NOTE—Oct, Nov, Dec newsletter reminder that annual dues notices/payments will be mailed/due JANUARY 2007**