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 August 22, 2003 – Approved

 Advisory Committee Report

• Parking issues with the baseball field.  Parking remains a big issue.  They are not obeying the “no parking” signs.  Options were discussed.    M. Rebert asked CCR to send a letter to the school board asking for their assistance.  CCR drafted and sent letters to the school board and the State police.
• An anonymous letter was received by the board complaining about excessive noise from a band.  Action:  M. Rebert asked homeowner to decrease the noise.  Homeowner had also received an anonymous letter and was angry no one talked to him personally.  The Township does not have a noise ordinance.  Action from last meeting was for the board to re-evaluate the nuisance clause.  This was discussed with CCR.  If the surrounding neighbors are not in agreement with the bane practicing, then it is possible that it could be cited as a nuisance.  If it continues a letter can be sent.
• Newsletter – A final draft was reviewed.  In order to save the homeowners money, the newsletters will be hand-delivered.  Additional copies will be given to the sales office, will be available on the web site, and will be available at the October Meeting.  Action: L. Thinnes make copies and distribute.
• Proposed revision to the Rules and Regulations has been reviewed and accepted by the board.  CCR will make the final edits.  Action:  Theresa will email the final version to Lynley in order to make copies to be distributed with the newsletter.  The Fee Schedule was discussed and agreed upon.  CCR suggested that it be formally adopted with a formal corporate resolution.  Action:  CCR will draft the resolution for the board to sign at the October meeting.  The revisions will be discussed at the October meeting.

 Treasurer’s Report

• Board reviewed the financials for the month.  Numbers are on track.
• Pending legal action – CCR discussed details.  Traveler’s Insurance notified of the lawsuit.  Legal Consul to write response detailing HOA position within 20 days of receipt of the suit.  Expenses will depend on length of time to settlement.  Issue to be added at the October meeting to let association members know that there is a possibility that legal fees could impact the dues for next year.
• Letter to be sent to delinquent owners requiring fees be paid otherwise they will be referred to legal.

Management Company report

• Glass replaced in the Entrance way.
• Budgets for next year – CCR can present a draft budget to the board in November for approval.  It needs to be approved 30 days before the end of the year.
• Maintenance contract for T&M has been put out for a bid.
• Bids for snow need to go out looking for hourly rate as well as amount of hours.

Architectural Committee Report

• Deny fencing for plans to take fencing up the side of the house, past the back line.  Lots which have irregular lines still need to conform as best they can with the fence placement.  M. Rebert to discuss placement with one homeowner with an irregular lot.
• Awning over doorway was denied.  It was suggested that an alternative for a permanent roof structure be included in the letter.
• Multiple submissions for decks and sheds were approved.

Open Board Meeting

• An open board meeting set for October 16^th.  CCR to attend.  An agenda for the meeting was drafted and agreed upon.  Action:  CCR to send out meeting notices with an agenda.  Action:  The board requests CCR ask D. Mackey on behalf of Frost for an update on the community to be presented at the meeting.

New Business

• Board Directors and Officers Insurance – M. Rebert to discuss with CCR to request information on when it can be reverted to the State Farm Policy.  CCR explained that this can not be done until the declarant is out of the development.
• The board is examining ways to decrease the management fees.  Several options were discussed.  All options will be fully explored before bringing it to the homeowners

o       Full services of a management company such as CCR with legal as required

o       See if CCR is willing to reduce its fees Action:  Gus Rubbo, CCR to provide some figures to M. Rebert prior to the next meeting.

o       Possibility of an Office manger hired by the HOA (picked via resume and bonded for collections and added to the insurance policy) while keeping legal as required as we do now

 Next meeting: 

October 16^th, 7:00 pm Oxford Presbyterian Church– Board, ARC, Advisory committee and CCR

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.