Wiltshire at Oxford Meeting Minutes July 2006

Date:	July 18, 2006
Attendees:	Board: Lynley K. Thinnes (President), Angela Miller (Vice President), Anthony Lopresti (Secretary), Theresa Campbell (CCR Management), Anita Sumner (ARC Chairperson), Ruth Jenkins (Webmaster), Michael Pilaitis (Events)
Location:	Home of Angela Miller
Time:	7:00 pm
Minutes type	Final

Attendance/ Call to Order/ Approval of Minutes

Meeting was called to order at 7:10 pm.
Minutes for June 20^th, 2006 meeting were distributed and approved after removal of reference to a homeowner by name instead of lot number.
A request was made to have an electronic copy of the minutes sent to Theresa Campbell and Ruth Jenkins.

New and Outstanding Business

Insurance Quotes (Theresa Campbell)

Insurance for the HOA/HOAB was discussed.
Theresa C. sent for insurance quotes as of last week.
Requests sent to CAU and State Farm.
Requests for quotes at the 1, 2 and 3 million dollar levels.
Action: Theresa to update board as soon as Quotes are received

Newsletter (Lynley Thinnes)

The newsletter was discussed.
Lynley requests that all newsletter content updates be sent to her via e-mail as soon as possible.
Items discussed for inclusion in the newsletter:

Reminders regarding rules
Event calendar
Highlight the website
Loss Assessment Insurance
Do not play in or around storm basins
Entrance signs and coupons from Paint store

Events (Michael Pilaitis)

Events were discussed.
Yard Sale:

Yard Sale budget, logistics, advertising and dates were discussed.
Potential vendors for the event include Party Lights, Pampered Chef, Tastefully Simple, Longaberger and Tupperware.
Discussed how to record and submit expense or request reimbursement check for out of pocket expenses related to the event.
Should we sell soda or water at the event? No.
Approval given to go ahead to place ads and coordinate signs.

Community Mixer

Potential locations were discussed including the Union Fire House.
Menu and drink options were discussed.
Can the event allow or serve alcohol? It was discussed that we did not want it to be a BYOB. If alcohol was served a small amount of beer could be purchased along with sodas.
When would it be best to hold the event? Only 1 Friday in September available at the Fire Hall. A deposit is required.
It was suggested that an October date be selected.
Do we want to allow or require that people bring a dish to the event? Still to be decided.
Additionally it was discussed whether this needed to be an adult only event. The discussions were that the limitation of adult only may limit attendees if people are not able to get babysitters. Action: Further discussions and finalized plans are still needed. Mike to discuss final plans with board at next meeting.

Ghosting

Ensure details are on the website about this existing tradition in the community.
Action: Mike to make sure information is given to Ruth.

Luminaries

An effort to continue and bolster this tradition should be made.
Options for sources for Luminaries were discussed.
St. Jude Shop seemed to be the most reasonable but will require effort on the part of the community.
Approximate costs will be $6.00-$7.00 per household.

Landscaping (Lynley Thinnes)

Landscaping was discussed.
The entrance signs are in and painted.
HOA discount coupon available from Sherman Williams
Discussed Marigolds – had asked for Petunias.
Weeding is not being completed regularly.
Supposed to be mowing weekly and weeding at least every other week.
CCR recently spoke to them about the work.
Options for perennials were requested from Landscaper.
CCR noted that Landscaper will rectify any concerns. They want to keep the business.
Action: Theresa to set up a meeting between landscaper and us to discuss work.

Website (Ruth Jenkins)

The website was discussed.
Will post last meetings minutes when received.
No quotes yet on signs with website on them for addition to entrance signage.
Angela says she can build the www.wiltshireatoxford.com signs herself.
Ruth has gotten the suggestion box that was planned for.
She will place it by front entrance sign.
Website will ensure issues and suggestions are directed to Theresa at CCR’s e-mail address.
Action: Board to test email links to ensure they work.

ARC (Anita Sumner)

Open ARC items were discussed.
Pool safety fencing request was approved. Letter will be sent.
Lot #136 patio submission is OK.
Lot #34 has 30 days to conceal wires. Letter will be sent certified.
Lot #11 – The fence is complete. Thank you.
ARC received letter about swimming in basins. This will be mentioned in newsletter.
Lot #74 – A letter will be sent to clarify the overhead wires update from Armstrong.
Lot #92 – A letter will be sent regarding wires.
Lot #44 – Communications have been ongoing regarding satellite dish submission and exposed wires.

Finance (Theresa Campbell)

The budget and finances were discussed.
Administrative expenses are over budget due to Rules and Regulations mailing costs of $400+ dollars and the costs of certified letters sent so far this period.
Snow removal is under budget and should balance out the overall budget.
Tracking to be within budget for entire year at this point.
One will be sent to legal if no payment is received by Friday.

Sidewalks (Lynley Thinnes)

The sidewalk issue status was discussed.
The outcome of the most recent meeting with East Nottingham Township regarding the sidewalks and Wilkinsons’ letter was discussed.
Phase I&II (what we know as Phase I) has already been released.
Phase III-V (what we know as Phase II) will have the builders funds held by the township until repairs are made.
Dedication of second Phases will not be made by this years September deadline. East Nottingham states too much work to be completed in time and no formal request made from builder.
Work includes completing the basins, sidewalks and roads to be dedicated.
Draft letter to Wilkinson regarding their 6/9/2006 Fax will be drawn up. It will state our position in response.
Records have been requested from East Nottingham Township.
Discussed latent defects language on contracts.
Reviewed reports and bills from Valley Forge Laboratories.
Discussed plan of action and next steps.
Details to be posted on website.

Fireworks (Lynley Thinnes / Angela Miller)

Lynley spoke to Corporal McGee of PA State Police Avondale barracks about laws regarding fireworks.
Received details of law via fax.
Handling of fireworks complaints was discussed. There were two instances that the board confirmed. An additional event occurred on school property which it was agreed was outside of the board’s jurisdiction.
Some confusion as to what actually occurred. It was agreed that since Anthony nor Lynley were present we could not confirm either story and that the issues should be kept to facts. It was agreed that complaint verification will not be handled this way in future and that these safety and legal issues should be referred to authorities.
It was discussed that for this issue the board would send a letter consistent with ones sent for other firework complaints. CCR and the board were in agreement with the exception of A. Lopresti who preferred that a letter be sent for a disturbance only without reference to what the disturbance was about.
Letters received by CCR will be responded to by board.
Website submission process will be checked for operation. Some submissions not making it through?
Website language will be added explaining anonymity and confidentiality status of submissions via website.
CCR and Board advised that some complaints withheld from Anthony Lopresti by request of complainant. Theresa Campbell and CCR have copies of written complaints. Theresa explained that when she gets complaints directly it has always been the practice that the board is not notified of who filed them when asked for verification. The only time they are aware is when a homeowner submits the form directly to a board member and they in turn submit it to CCR. The remaining board members may or may not be aware of the identity of the person filing the complaint.

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