WILTSHIRE AT OXFORD ASSOCIATION BOARD MEETING

Attendance/ Call to Order/ Approval of Minutes

• Meeting was called to order at 6:10 pm.
• Previous Minutes for January 27, 2004 – To be approved off line.

Advisory Committee Report

• The board discussed the role of the Advisory committee in light of the fact that there has been little interest from the community to get involved.  The committee may need to take on a more active role for the committees if there are no other volunteers.  A request will again be made at the Annual meeting and adjustments may be made after that.
• Web site – we have been offered server space by a homeowner over and above what we currently have at no cost.  The board discussed what we thought we might do with the additional space.  It was decided that we would prefer to leave our account with CCIL for now.  The board asked Brian to convey our appreciation for the offer, but we would not be taking advantage of it for now.  CCR indicated they have used Smart Street for other communities for the web site as well as on line banking.  Action:  For additional awareness CCR will add the web site to their letterhead.

Treasurer’s Report

• Snow removal bill for 5 days with 3 salt applications $1210 was paid.
• CCR’s management bill was approved.
• CCR indicated there were 10 outstanding invoices.  Mark does not have record of them. Action: Theresa will check back with the CCR office to determine what’s still outstanding.
• Budgets were provided to all homeowners by mail.  Assessment fees will be sent out in January as well.
• Collections/legal – A notice of Judgment was obtained for the outstanding collections.  If it goes through it will sit as a lien.  Additional fees will again need to be collected to recoup the legal fees for obtaining the lien and any further monthly assessments for uncollected fees.  The process will need to begin again in order to have these fee incorporated into a lien.  We will wait to see if the homeowner complies with this year’s assessment before determining further action.

Management Company report

• Pool fence Legal review – Request has been made for depositions and names of the Board and Architectural Committee members.  CCR is working with legal to be sure the information is given.
• Landscaping contract – Three bids have been received.  Community Maintenance does another CCR community.  Theresa suggested we have them come out and confirm that there is nothing missed since their bid was significantly lower.  Decisions will need to be made shortly.
• Assessments have gone out.  The board reviewed the list of those who have not paid the assessments and are now being charged late fees.
• Theresa noticed the basins were full of debris.  She would like to contact Frost to see if they will pick up their debris first, then we will have T+M bid for the work.
• Since CCR is still doing the letters for the ARC approvals, they are still charging us last year’s rates and not the new rates.  The board is in agreement, knowing that this may cause the management fees portion to be over budget.  Until we have an ARC Chair to assist it has been difficult to take over.  The board will need to continue to monitor the situation.

Architectural Committee Report

• The board reviewed the listing of homes that did not shovel during one or more of the January storms.  In some cases the owners did shovel but the winds had blown snow back on to the sidewalk.  The board determined that we should still send out reminder letters that the owners are responsible for keeping them clear, even if the wind recovers them.  Approximately 51 homeowners will receive reminder letters.  One homeowner has not done any shoveling and will be sent a separate letter stating that the next occurrence will be finable.   CCR will send letters after this meeting.
• Several homes consistently leave trashcans in front of the house (not at the curb but up by the garage) or on the side still visible from the street.  CCR sent reminders letting them know if it continues they can be fined.  The board discussed that if someone has the can on the side of the house but it is obscured from view with a screen or plants that might be acceptable.  It will be considered in the future if brought up.
• The original intent of swing sets was to have them behind the house.  For houses who have swing sets on side yard (with little back yard that have no other houses adjoining the property), in order to maintain the aesthetics of the property, they have been will be asked to move them behind the front line of the garage.  The homeowner responded they did not have enough back yard to move the swing set.  The board sent another letter sent requesting that it be moved behind the front line of the garage.  The Owner’s have been asked to respond in writing before further action is considered.
• To date there have been no volunteers for the Chairperson.  The board will continue to operate with the ARC for approvals.
• A hearing was held in December regarding the request for a side door awning.  The board requested and reviewed the pictures and warranty.  Since the Rules and Regs were in process long before this request came in (even though it was not finalized until later in 2003), the board would like to let the community know at the annual meeting that we are thinking of allowing awnings over side or back doors and would be amending the rules and regs to reflect this.  CCR to send a letter to the homeowner explaining this. 
• Homeowners who have installed fences in front of the back line of the house were asked to fix the fence.  One owner’s submission was denied, as it did not reflect what was actually installed.  The homeowners have requested a hearing with the board.  CCR will notify the owner that it will take place in April 7^th at the model home.  The other owner has responded and sent in pictures.  They have requested the board come and see their situation.  Mike and Mark will be meeting with the owner in March.
• The owner for Junk Monkey advertises using their home address.  This is a violation of the covenants that a residence cannot be used for a business.  We understand that this is a business run out of the home.  Clients are not coming to the home.  CCR is exploring what actions should be taken.
• The following revisions/clarifications to the rules and regs should be considered by the Arc Committee:  1) Awnings for side or ear doors are acceptable if over the entryways only. 2) Clarification needs to be added for swing sets on lots with little to no back yard and where placement is allowed on side yards i.e. not to extend beyond the front line of the garage.

New Business

• Annual Meeting – the meeting will be March 30^th.  The church now charges a $100 fee plus a $100 janitorial fee.  CCR will confirm with the church the dates.  CCR prepared a letter announcing the Annual meeting, which the board reviewed.  A draft agenda was reviewed and commented on.  Mike will not be running for another term.  Mark and Lynley have said if nominated they will run. Action: Final comments need to be sent to CCR this week. 
• Mark suggested setting aside April 24^th as Wiltshire at Oxford Spring clean up.  This day would be used for homeowners to work together to sweep up the cinders and clean the common areas as needed.  Action:  Mark to send the Flyer to CCR for inclusion with the Annual meeting announcement.
• It was thought that Frost may have acquired the Swift Mushroom farm (off Wickersham).  It will have approximately 8 lots.  B. Carrozza asked if it were possible to ask if they wanted to be part of this HOA thereby possibly lowering our assessments.  The board explained that it would depend on the amount of common area and what the overall plans were.  Action:  Mark will look into it.

Next meetings: 

March 30 – Annual meeting, Board, CCR, ARC, and Advisory members – Oxford Presbyterian

April – date to be determined