WILTSHIRE AT OXFORD ASSOCIATION BOARD MEETING

Attendance/ Call to Order/ Approval of Minutes

• Meeting was called to order at 7PM

• Approval of previous minutes 7/22/08

Treasurer’s Report

• 2008 YTD Financial Review

• Move applicable sidewalk fees from management fees to special project:

• Shift reserves: Trees/Shrubs, Entrance Lighting overages to Storm Water Management

• Full audits to go forward for 2008

• 2009 Draft Budget:

  • Quotes from State Farm and CAU for D&O coverage policy with additional coverage for litigation against HOA Board

    • Board approved additional coverage for D&O and reversal of decisions for remainder of 2008

  • Bi-annual Audit and annual Tax Return = total cost budgeted annually

  • Social Activities = removed from budget due to lack of participation in past events

  • Landscaper proposal = no increase

  • Snow Removal = may be small increase due to salt

  • Special Project = add sidewalk tester fees

  • Management Fee = 4% increase

• Collections:

  • Lot 06 – resale complete; ’09 assessment collected at resale

• Lot 156 – no response to demand letter; ready to file civil complaint

• Lot 20 – no response to demand letter; ready to file civil complaint

• Lot 09 – in bankruptcy; eligible to collect moneys due only 6 months prior to bankruptcy; sold at Sheriff’s Sale 11/20/08 with letter sent to bank to recover balance due

  • Rec’d 6 months of collections ($932.70), leaving $1118.77 bad debt write-off

  • Per CCR mgmt. re: actual out of pocket expense to HOA: $1066.39 (2007 Assessment Fee[$250], CCR Fees [$87], and Legal Fees [$729.39])

• Lot 47 – Legal fees and ’08 assessment outstanding, demand letter sent with no response; ready to file civil complaint

• Lot 86 – Lien in place; continues to make payments

• Lot 160 – Court date to impose lien held on 10/16; CCR represented, judgment = $819

  • Board to check with CCR mgmt. re: actual out of pocket expense to HOA

Maintenance Report

• Landscape Update:

  • Fall planting, pruning, weeding

  • Estimate to remove stove in wetlands = $500

• Snow Removal Contractor

  • CCR working on contract

Deed Restrictions/Approvals

• Architectural Committee/Submissions

  • Lot 150 –  shed information received from HO; reviewed relative to placement on lot;  CCR to draft letter approving placement exception due to unusual lot with no place in rear for shed

  • Lot 89 – shed with T-11 and side porch; refer to decision for Lot 21

  • Lot 155 – joint application for fence with Lot 144; deny request based on style of rail.  May re-submit with split rail.

  • Lot 144 – see above

  • Lot 95 – woodpile removed

  • Lot 75 – fence installed, approval letter to be checked with CCR

• Violations/Complaints

  • Lot 09 - Weeds, Basketball Hoop/Recycling Can – letter to be sent

  • Lot 139 - Roaming Cats – letter to be sent

  • Lot 06 - No submission for fence – request submission

  • Lot 40 - Lawn Maintenance – violation issued for yard and POD; POD removed

  • Lot67 - Maiden hair grass overgrown on Inkwell facing Wickersham; Board President to discuss with HO

Open Items

• Phase 2 Dedication

  • Delayed due to unresolved sidewalk issue

• Sidewalks (Agreement/Meeting Process)

  • Finalize agreement with legal

  • HO presentation at special meeting

• Hoang Fence – for Board review

• ARCH to draft updated items needed to coordinate with the Declarations

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

New Business

• Lot 41 – Backed up storm drain is not a HOA issue; info provided to HO

• Lots 47-48 – Storm drain hole

• CCR Management Contract:

  • 2 year contract (3/1/07 – 2/28/08)

    • Jan – Feb 2008 = $1,350/monthly

    • Mar – Feb 2009 = $1,404/monthly

    • 4% increase each year afterward

    • Feb 2009 = eligible for renewal (New Business next meeting)

Meeting Adjourned: 9:45PM

Next Meeting:  TBD

Place:  TBD

If any homeowner at Wiltshire at Oxford would like a copy of the original documents just send an email, which will be passed along to the correct party.  These web documents are intended only as a quick reference or guide, and are not legally binding representations of the actual documents.  Thank you for your patience and understanding in this matter.