Whitaker Woods Monthly HOA Meeting Minutes


Whitaker Woods Monthly HOA Meeting Minutes			08/21/05 7:00 PM 88 Ironoak Ct
Meeting called by:		Board of Directors	Type of meeting:		Monthly
Attendees:
Paul Lane Jason Lydon Stewart Rasmussen Agnes Hopewood Susan Knippel
Meeting Minutes
Item Estimated Time
Administrative							10
County Relations							10
Treasurers Report							15
Architectural Control							15
General Landscaping							15
Entrance Upgrade							15
New Business							15

Items Motioned				Favor		Oppose		Conclusion
$75.00 Enforcement/Violation Fee				5 of 5				Will establish procedures and approve document when completed.



Action Items								Conclusion
Tru-green/Chemlawn proposal accepted								Started 9-23-05
Requests for homeowners to contact county officials about Lambdin turn-over issues (since 2003)								To be posted Oct/Nov Newsletter
Arborist needs to be contacted.								Schedule a day.
Contractors for signs.


Administrative			Motions? Y / N				Action? Y //N
	Discussion: · Next meeting, Oct. 19,2005 · Fence amendment; copies to homeowners? · Petition for County assistance vs. Lambdin
	Conclusions: October 19^th meeting to be held at 197 Forge Court; 7:00 pm (Please RSVP for meeting as date may need to be changed) Fence amendment has been stamped and recorded with Cecil County. Copies will be made to mail to each homeowner to insert into Covenant. Petition for WWHOA-it was suggested to publish information regarding developer/county issues ongoing within the community, and request homeowners to assist by emailing concerns and complaints regarding these development issues to Commissioner Guns, Pres. Nelson Bolender and/or ww_hoa@yahoo.com (to be forwarded to county officials). Although county assistance has increased since 2004, the responses in 2005 are growing farther apart without resolution.
County Relations			Motions? Y / N				Action? Y /N
	Discussion: · County contact/letter? · Common Area repair · Pond(s) as-built surveys and repair · Trees · Sidewalk repair
	Conclusions: The WW BOD has agreed to continue to send letters to county officials requesting assistance with community common areas, Stormwater ponds, trees, sidewalks and failure for the developer to abide by Cecil County Subdivision Regulations.
Treasurers Report			Motions? Y / N				Action? Y /N
	Discussion: · Financial Investment account · Update on delinquent accounts
	Conclusions: Financial Investment is next on Treasurers agenda. All WW financial records have been reviewed, reconciled and transfer to financial application program. Treasurer presented Reconciliation Summary and Detail statements and Profit & Loss Statement. Currently, There are 3 homeowners delinquent for 2004 dues; liens were established June 10, 2005. There are 5 homeowners delinquent for 2005 dues. Liens to be established by Oct 1, 2005. There are 3 homeowners that owe late fees. Notary services are offered at the courthouse Rm. 108, $$.
Architectural Control			Motions? Y / N				Action? Y /N
	Discussion: · Corner Lots-fences
	Conclusions: For ARC members: At driveways or other vehicular egress points, no fence or wall shall be erected which obstructs the view of the road. (Cecil County Zoning Ordinance; Section 50) Building Insp. 410-996-5235

New Business		Motions? Y / N	Action? Y /N
	Discussion: · Whitaker Woods Website · Survey of common areas? · Pools, campers and boat guidelines · Enforcement…
	Conclusions: Community web site is a civic organization mechanism (which is not present); the BOD ‘may” contribute in the future if one such develops. Until then… a web site for the BOD Meeting Agendas & Minutes has been established for community information as well as an email address for contact. Both are new and patience is requested. Site: www.oocities.org/ww_hoa Email: www.ww_hoa@yahoo.com Surveys of the common areas are not found to be necessary at this time. Guidelines for Architectural Control are outlined in the Covenants. The BOD’s have agreed that portable kiddie pools are acceptable; as well as brief occupancy of recreational vehicles. Enforcement procedures are being developed. Enforcement letters will only be generated if there is a complaint; the BOD’s are not policing the community. The BOD’s agreed to the need for enforcement procedures. Paul to start the development for edit and/or acceptance. The enforcement fee was agreed at $75.00 and correction of violation. Liens will be establish for failure to comply. Enforcement procedures to be posted in newsletter. REMINDER: Notice to homeowners 20 days prior to effective date.

General Landscaping		Motions? Y / N	Action? Y /N
	Discussion: · Chem.-lawn information; Fertilize and bug control · Replacement of trees that line the “common” streets
	Conclusions: Tru-green proposal accepted for entrance maintenance. Aerate and seed to begin next week. (actually started 9-23-05) Susan will contact Arborists next week to evaluate all trees throughout the community.

Entrance Upgrade		Motions? Y / N	Action? Y /N
	Discussion: · Triangle proposal for lighting · Still need to contact contractors for sign · Contacted Delmarva Power (Curtis Bowe) to connect meter for entrance lights · BBB Complaint
	Conclusions: Triangle proposal needs clarification of light style, warranty, and completion date. As per Delmarva Power Triangle needs to install conduit for meter box. To be completed next week. Will contact contractors for entrance signs. Barksdale was referred.