Wiltshire at Oxford Homeowner's Association Board Meeting Minutes – Final

Call to Order / Approval of Minutes

·       Meeting was called to order at approximately 6:15 pm.

·       Minutes from previous meeting (7/25/2004) approved.

Treasurer’s Report

·       2004 June mowing bill – Paid $593.21 (included repair to plantings).

·       2004 July financials – Received.

·       2004 July mowing bill – Paid $513.71.

·       2004 August CCR invoices – Paid $96.67 and $1,416.28.

·       2004 August financials – Received.

·       2004 August mowing bill – Paid $513.71.

·       2004 September CCR invoices – Paid $83.89 and $1,311.28.

·       Lentz Cantor legal bill – Paid $157.50 and $28.00 for examining inflatable pool issue.

·       Annual audit received – Auditor declares that the financials fairly represent the Association's financial position.

·       4% bump in CCR per home rate – Section 4.05 of the contract stipulates that the contract auto-renews every year if we don't serve notice of cancellation.  The new rate is stipulated to be the old rate plus 4% or the CPI, whichever is higher.  The current rate is based on the 4% bump of $8 per home, rather than $6, because, while there were discussions of the Association taking on more workload from CCR, this never occurred.    

·       Allison fees – Received request to settle lien at discounted price.  Board decided that risk of loss of entire amount owed due to bankruptcy was not great enough to warrant discount in this case.  The Board directs CCR to insist on full repayment to remove lien.

·       Lot 60 (Hoang) fees – The Board decided that continued non-payment, even after extension of a payment plan, now warrants a final letter of notice for payment by October 7th, after which the Board will be forced to refer the matter to legal counsel for external collection efforts.  Board directs CCR to send letter of final notice.

Old business

·       Wetlands berm – No reply to letter sent to county received.

·       Lot 1 unkempt – Prior to meeting, Mark reported via e-mail that homeowner had cleaned up.  No further action at this time.

·       Fencing lawsuit – The Board received notice that the lawsuit has been dropped and the matter closed.

·       Inflatable pools – Legal counsel from Lentz Cantor advises that the inflatable pools are indeed a violation of the Covenant.  Board accepts counsel's advice and is inclined to proactively advise homeowners of this fact at or before the next annual meeting.

·       Trashcans – The Board received a recommendation from the Arc committee that screening trashcans can only be done with evergreen plants and only in the back yard.  The Board considered that the homeowners are currently able to store trashcans in the back yard without screening and is concerned that the issue was not properly framed for the Arc committee's consideration.  The issue of changing the rules and regs on this topic is tabled for further discussion.  Meanwhile, the Board will continue to enforce this issue as before.

·       Right of Way extinguish – No response has yet been received.

·       Lot 61shed door – The Board discussed the concerns that the shed at Lot 61 might be being used as a garage, which is expressly prohibited.  The Board also discussed that this style door had been declined recently and that the Board was inclined to decline similar doors in the future.  However, the garage-style door on this shed appears to have been implicitly covered under the architectural approval issued by the Declarant in May, 2001.  Therefore, the Board is inclined to treat this particular shed as a special, “grandfathered” case and no further action is anticipated unless it comes to the Board's attention that the shed is, in fact, being used as a garage.

 New business

·       908 Library cats – A report of violation of section 5.05 of the Covenant (Animals) was received reference two untethered cats.  The Board has received information that the homeowners in question are installing an electronic fence and is postponing action until the next meeting under the assumption that the issue will resolve itself without need for action by the Board.

·       Lot 65 (Glatz) driveway extension – The Arc committee noted prior to the meeting via e-mail that the request would extend the driveway past the front of the garage along the side, violating community standards and recommends not approving it.  The Board directs CCR to issue a letter declining this submission.

·       Lot 31 (Meyers) pergola – Board notes that prior to the meeting the Arc committee recommended via e-mail to approve homeowner's request to add a pergola to their deck and that the Board directed CCR to issue an immediate approval letter.

·       713 Slate Hill (Read) stone patio – Board notes that prior to the meeting the Arc committee recommended via e-mail to approve homeowner's request to install a stone patio behind their house and that the Board directed CCR to issue an immediate approval letter.

·       Lot 16 (Toney) fence – Board notes that prior to the meeting the Arc committee recommended via e-mail to approve homeowner's request for a fence and that the Board directed CCR to issue an immediate approval letter.

·       Lot 35 (Kinner) wall – Homeowner wishes to replace existing split-rail fence with masonry wall.  Board was informed that the fence was part of the pre-existing community plan and maintained/owned by the Association.  Also, the fence sits in a wetland protected area.  Board directs CCR to issue a decline letter.

·       Lot 60 (Hoang) deck and patio – Homeowner wishes to install a new deck and patio behind their home.  Board discussed issues surrounding approving architecture requests from homeowners not current with dues.  The Board decided to treat the two as separate issues for now and to approve the request on its own merits.  Board directs CCR to issue an approval letter for the deck and patio.

·       Landscaping complaint – An unofficial complaint was received through CCR about the landscaping at School View lane.  The complainant was unsatisfied with the layout and maintenance of the bed.  The Board directs CCR to direct the complainant to the Chair of the landscaping committee should they wish to volunteer to assist.

 Meeting end

 ·       Next meeting date 10/11/2004 from 7:00pm – 9:00 pm

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.