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Wiltshire At Oxford Homeowners Association Board Meeting

Date:

 June 26, 2008

Attendees:

Lynley Thinnes (Pres.),  Michael Hoang (VP),  Ellen Cullen (Sec./Treas.), Apologies:  

Location:

 Ellen Cullen Home

Time:

 7PM

Minutes type

Final

 

Attendance/ Call to Order/ Approval of Minutes

  • Meeting was called to order at 7:15pm.
  • Approval of previous minutes 5/6/08

 

Outstanding Business

  • Architectural Committee
    •  Lot 108 –  T. Campbell placed a call to HOs in an attempt to set up a meeting with them to verify complaint relative to confirmation of swing set, electric fence and garden on common ground
      • Screen door OK
    • Lot 150 (Lewis) – T. Campbell advised shed installed improperly on property and without permission
      • Submission rec’d, add’l details requested;  forward to ARC pending receipt of add’l details
    • Lot 75 – fence installed, Board to check approval letter
    • ARCH to draft updated items needed to coordinate with the Declarations
  • Landscaping/ Snow Removal
    • Country Home landscape issues:
      • Two calls placed, no return call
      • $300 invoice for add’l plantings on hold for payment until issues resolved
      • Next invoice will be held for payment pending contractor response
  • Financial/ Collections
    • Aging Summary review:
      • Two homeowners with outstanding annual dues
        • Michael to visit
      • Six homeowners with outstanding fees
        • Lot 09 – Board to recommend updating lien with current amount
        • Lot 47 – Add’l legal fees after last judgment; consult with HOA Attorney for next steps
        • Lot 86 – Making payments
        • Lot 160 – collection action suspended at this time, for follow up (i.e. – offer payment plan to HO, otherwise, legal)

 

 

 

  • Sidewalks
    • Meeting with attorneys:
      • Mike Boyle (Valley Forge lab), HOA Attorney, CCR Mgmt, Board President
      • Petro, Bill Romanelli (Wilkinson rep), Wilkinson Attorney
      • Phase 1 & 2 will be fixed voluntarily by Wilkinson
      • Phase 3, 4, 5 will be fixed as part of dedication
      • UPC rulings could be applied if we are able to get 2/3 of HOs to sign on agreement (will prevent future individual HO litigation against Wilkinson),then the remainder would be bound by the agreement
      • Warranty:  WHOA Board agreed to waive the warranties if certain conditions were met (i.e. – certified finisher, etc.).  M. Boyle advised that these would assure a higher quality of work leading to better-finished product that would stand up probably longer than the warranty we would otherwise receive.
      • It will be the WHOA responsibility to have a test representative on site to release each batch before pouring.  This cost will be the responsibility of WHOA.
      • Specifications:  design mix of concrete, Pioneer Concrete (supplier), each batch of concrete will be tested by inspector hired by WHOA
      • Finish:  Broom
      • Questionable blocks resolution pending
      • Start Date:  Two to three weeks to complete work pending full agreement (HOA Attorney constructing documents, expected week of June 30)
        • Statute of limitations expires July 1 for sidewalk litigation; HOA Attorney plans a stay if agreement not complete by this date
    • WHOA Vote – The Board needs to try and assure that the required votes are received. The following are possibilities:
      • Email notification with voting feature
      • Website with voting feature
      • Meeting: paper voting, Mike Boyle and Board available for explanations, costs incurred

 

  • Fence Civil Suit
    • Pending review

 

  • No Parking Signs – on Apple Tree, needs follow up with twp. by Board

 

New Business

  • Declarations/Rules and Regulations Review
    • Board will send documents to Tina and Tammy for potential revisions
  • Newsletter
    • Goal for distribution:  End of next week
    • DEP contact information for wetland maintenance and types of native grass permitted
    • Motor scooters, pets, trashcans, noise, weeds, portable pools, parking
    • Community Yard Sale
    • Review of information related to CCR management fees and how to manage inability to pay dues
    • Sidewalk information
    • School board/increasing taxes

 

  • Community Yard Sale
    • One weekend with a rain date weekend
    • $10 per household participating
    • Potential Dates: 8/9, 8/10; rain dates - 8/22, 8/23

 

  • Dedication
    • Add’l concrete work (drains, basins, etc.) to be completed as part of dedication
    • Board sent permission for Twp. to start discussions for dedication with Wilkinson rep.
    • Twp. to start walkthrough, make punch list to prepare for dedication

 

  • Wetlands
    • Lot 35 – Dept. of Environmental Protection (DEP) out to inspect work done by HO on wetlands
    • Lot 36 –T. Campbell checked site plan and noted the wetlands extend well into the HO’s property lines and questions if the HO is simply maintaining property? (HO appears to be mowing wetlands)
      • Board to advise HO to clear wetlands work with DEP 

 

  • AOB
    • Board rec’d email from a management company soliciting business
      • Will explore services and pricing

 

 

Meeting Adjourned:  9:05pm

 

Next Meeting:  July 22, 2008

Place:  Ellen Cullen Home