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July 26, 2005
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Attendees:
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Scott Kellogg (Pres. And
Tres), Lynley Thinnes (VP), Angela Miller (Sec.), Theresa Campbell (CCR)
Lisa Kellogg and Sara Sims (ARC committee) Barbara and Rich Izykowski,
Ruth Jenkins |
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Location:
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Home of Scott Kellogg
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Time:
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7:00 pm
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Minutes type
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Official
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Attendance/ Call to Order/ Approval of Minutes
·
Meeting was called to order at 7:15 p.m.
·
Meeting ended 9:05 p.m.
Advisory Committee
Report
·
The board
met with volunteers. The board
outlined the desire to have volunteers help the board with committees and
special projects as they arise. As
such the volunteers would become members of the Advisory committee.
One of the first committees we would like to get formed is the
landscape committee. The board
envisions that the volunteers would assist in the design and plant selection,
while the landscaper does the actual work.
Other areas where volunteers are needed are to help bid contracts,
administrative activities, etc. The
board understands that people may not have a lot of time but we are looking
for any time people might want to give. Ruth
Jenkins volunteered her web site expertise.
Rich and Barbara Izykowski were open to help depending on the need.
Action: The board
to call a meeting within 2-3 weeks to gather volunteers and outline where
assistance is needed. LT to
contact Nicole Hartmann to see if she is still interested in helping.
·
The web
master activities will be transferred to Matt Miller.
He along with Ruth Jenkins will keep the web site up to date.
The board is looking to make the site more interactive.
Action: AM to inform board once the hand-over is made to M.
Miller.
·
Theresa
Campbell informed us that we have a free web site with smartstreet.org through
the company where we do our banking. Action:
Once the web site administration is handed over, CCR to provide M.
Miller with details.
·
It was
thought Andrew Bennet may have already set up a domain name with Wiltshire in
it. Action:
Angela to inquire about the details
·
Another
newsletter is being planned. Action:
Issues to be sent to LT to compile.
Treasurer’s Report
·
Financials were reviewed
and approved
·
The draft audit report
was reviewed and approved without questions. Action:
CCR to have the final report ordered.
·
Late Fee
Collections - next steps were discussed. The board has made the decision to suspend collection
and interest at the present time, provided the homeowner’s pay their 2006
assessment on time. If they fail
to do so, the board will reinstate the interest.
The delinquent fees will be maintained on the books accruing interest
until paid. The HOA can try to
collect it through the resale certificate notification at the time of sale and
closing. Action:
CCR to inform the board if there are any issues with this procedure.
Management Company report
·
Lot 160
Construction house - The board obtained a legal consult to evaluate
whether the board had any recourse around the sale of this lot.
The legal consult found that this house is considered a pre-existing
dwelling and is therefore exempt from having to meet the standards of the HOA.
If the owners make any changes, these changes must be done in
accordance with the Declarations, Covenants, Rules and Regulations. A title search was performed and no assignments were found.
Therefore, it appears
that Lot 160, in the ownership of Steve Frost as a subsequent owner from the
original Declarant, is subject to the resale certification requirements of the
UPCA since the next transfer is not exempted as transfer by the Declarant to
the first unit owner. Additionally
the board has contacted the Township zoning officer to see what can be done.
The Zoning officer noted that the Township is “grandfathering “ the
house. They only require work
necessary to bring it up to code for occupancy.
The board looked at the possibility to contact the owners to pass along
the HOA papers. It was
recommended that we not do so before settlement, as we could be liable for
interference if for some reason the sale fell through.
Papers will be sent after settlement.
The board will to suggest to the homeowners that the township
meeting is an appropriate venue for homeowners to express concern regarding
their property values.
Action:
CCR to send letters to Frost and Mackay requesting a resale certificate
for the sale. CCR to develop a
letter to send to the homeowners providing an update from the legal consult
and to encourage them to attend the next township meeting. Action: LT to
include in the next newsletter.
·
Fence in the
basin – Several of the basins have been cut down.
The debris has been removed. Theresa
Campbell noted that the basins should be cut back a couple of times a year.
Additionally weeding the sidewalks in the common areas needs to occur.
These activities should be added to the scope of work for the
landscaping contracts for next year.
When the bids are done for landscaping the board will consider
separating out the mowing. Action:
Board asked CCR to add this to the scope of work.
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Sidewalks
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o
In
Phase 1, the sidewalks have already been dedicated. Repairs were made at the time of dedication.
At the present time the Board has reviewed the
situation and there are no options the Board can actively address.
It is now the individual homeowner’s responsibility for repairs to
their sidewalks and the association for the repairs to the common area
sidewalks. At the Annual Meeting
a number of people signed up to look into possible ways of taking individual
or group action. The board
will be happy to assist the group; however volunteers will be needed to head
the group. Action:
CCR to provide the list of names and the board will set up a meeting
with the group. This may be a
separate meeting or part of the next board meeting depending on timing.
o
For
Phase 2, a copy of a sample letter for the homeowners to send to the township
will be included in the newsletters and on the web site.
Homeowners will be encouraged to send letters to the township and the
builders as well as attend the township meetings.
Action: LT to have a notice put on the web site and in the next
newsletter encouraging owners to attend the Township meetings.
The next Township meeting is August 8th at 7 pm.
o
Action: CCR will get a list of possible civil engineers with concrete expertise
that may be able to be contacted for an independent assessment, which could be
used for both phases.
·
Bandolini Right of way request – CCR noted they did discuss
with the company that it would take a ¾ vote of the community to sanction it.
The company is still pursuing the right of way.
At present they are trying to obtain the necessary permits with the
Borough to dig up Wickersham. The
board has agreed to meet with them to hear the total story of what their needs
are. Action: Scott to
discuss with CCR about meeting with the company.
·
Plan for
signs on Phase 2 – Plans had been previously submitted to the old board by
the landscape committee. Action: LT will contact Mark Murray
to get these from him for the next meeting.
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Annual
meeting minutes have been drafted and circulated for review.
Action: AM will
finalize and circulate the minutes. They
will be placed on the we site until final approval is performed at the next
annual meeting in 2006.
·
CCR informed the board that we should
start thinking about getting bids for snow removal for the winter.
Architectural Committee Report
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A number of
fences have been installed too far up the side of the house.
The board is aware of several which were granted variances.
In order for the board to determine next steps, a list of lots is
needed and the original ARC records need to be reviewed.
Action: The ARC will gather a list of affected properties. Action: CCR will verify the contents of the ARC
submissions and report back to the board in a few days.
·
A large blue blow-up pool has been erected on a lot, which is
not being emptied and removed on a nightly basis.
Action: ARC committee to get address and lot number.
Action: CCR to send a letter.
·
In order to save costs, the board met with the ARC committee to
determine if it would be possible. The
committee believes it has enough resource to take this over from CCR.
Consistency in process is important and needs to be built into the
proposal. Additionally ways of updating the Rules and Regs, enforcement
of the approvals, etc. need to be taken into consideration in the proposal.
Action: ARC Chair and committee to develop proposal, steps needed and
issues the board needs to review.
New Business
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CCR contract
cost savings – CCR is proposing a cost reduction on the premise that the HOA
membership takes on contracts, ARC etc. Action: The board reviewed this proposal.
The board approved any cost reductions, which can be implemented
through the ARC process. These reductions along with any future cost savings will be
presented to the Homeowners at the fall open board meeting.
·
An open
board meeting will be scheduled for the fall. Action: Board
to determine a date.
·
Leasing or
rentals within the community – Leasing is addressed in Section 5.19 of the
Declarations. It requires that
owners shall give the board a copy of the executed lease. The Owners and their tenants are required to follow the
Declarations and Rules and Regs. Action:
CCR to get for the board a list of owners known to have addresses other
than in Wiltshire. Letters will
be sent requesting that they forward copies of their leases.
Next meeting: TBD
in Aug
