Draft Minutes from
WOODS EDGE HOMEOWNERS' ASSOCIATION, INC. 2016 ANNUAL MEETING
TUESDAY, DECEMBER 6, 2016 AT THE HOLY SPIRIT LUTHERAN CHURCH
The 2016 Annual Meeting of the Wood's Edge Homeowners' Association (HOA) was held on Tuesday, December 6, 2016, 7:00 PM at the Holy Spirit Lutheran Church, 3131 Columbia Avenue, Lancaster, PA 17603. Present at the meeting: President Sue Sheeler, Vice President/Secretary Joan Matterness, Robert Wash Treasurer, Administrative Assistant Sandy Cheff, Wood's Edge Homeowners' Association Counsel, Angela Ward Esq. and Kent Weinoldt, Pennsylvania State Constable. A list of members in attendance is available on request. Sandy Cheff and Barbara Wash registered all owners attending the meeting and returned proxies as directed as well as ballot forms.
A notice of the meeting was sent out prior to the meeting, in accordance with the By-Laws of the Association. Attached to the notice were copies of the 2017 proposed budget, including projections through the end of the budget year 2016. Also attached was an agenda for the meeting and a copy of the Minutes of the 2015 Annual Meeting.
After an informal social period, which had commenced at 6:30 PM, Sue Sheeler opened the meeting at 7 PM with a welcoming statement, thanking everyone for coming out to the meeting and in addition thanking those volunteers who assisted the Board setting up the meeting room. Fifty one (51) people attending the meeting which rendered a total of 38 members. After handing back 34 proxies (which included 4 double lot members) we had 191 proxies. Therefore we had a quorum present to have a "meeting of the members." Sue Sheeler introduced Sandy Basore and Holly Hommas members of the Architectural Control Committee.
Sue Sheeler announced we will be voting with paper Ballots this year. Ballots were distributed when members picked up their proxies. Homeowners with two (2) votes received a red ballot and homeowners with one (1) received a green ballot. In addition to keep the meeting orderly and moving along during the Question and Answer time each individual will be permitted five minutes to present their concerns. Sue gave an update on the community concerning 39 more lots to be built and sold by the builder in the new section. The rain garden in the new section was made larger and cleaned up, thanks to the new regulations concerning rain gardens. Sue mentioned the two vacant estate properties that were abandoned may soon be resolved. The dues on the 408 Whitechapel property have been paid and the HOA has not been financially affected by this property. However, we have not been as fortunate with the 125 Langley Square property. This property has been abandoned since 2014 and the court has asked for immediate foreclosure in order to Sheriff Sale early in the New Year. We have encountered some expenses with this property including nonpayment of dues and minor expenses to keep the property safe and orderly for the surrounding area.
Sue further stated we have completed tree and weed maintenance on Stone Creek and Langley Square. The ponds are in good shape and the fountain will be pulled soon for the winter. We completed spraying for bagworms along S. Centerville Road. We are checking 50 storm water drains in our HOA area because of noted sinking and tilting concrete sidewalk pads. We continue to call this problem to the attention to the Manor Township Supervisors, because the macadam that surrounds the storm water boxes is allowing water to go behind the drain boxes causing the soil to erode hence, the sidewalk sinks. While the sidewalk is the responsibility of the homeowner. The boxes and drains are the responsibility of the township. We will continue to work with the Township concerning this problem. Another storm water problem is in the three (3) foot pipes that accept water on S. Centerville and Stone Creek Road. We have acquired a bid from D.H. Funk Excavators to replace the culvert on the HOA land which joins the Township culvert. The repair will be made when he Township repairs their culvert located on their property sometime in the summer of 2017.
Our Administrative Assistant receives many calls from owners concerning Dog deposits - there are $50.00 and $100.00 fines concerning this violation. Please report to Sandy Cheff if you notice anyone causing a problem with not cleaning up after their pet. Your complaint will be anonymous.
Abandoned cars. Once the owner is identified the vehicles will be removed. Inappropriate parking of vehicles in and around certain areas of the HOA. Owners and renters will be notified accordingly. Inappropriate parking of commercial vehicles in the community will be notified to park in approved areas.
A special thank you to Sandy Basore and Holly Hommas for volunteering their time to conduct the annual walk about. The walk about will be started and completed in June 2017. If you receive notification of a problem that needs attention on your property and need more time please be sure to notify Sandy Cheff of you anticipated completion date. All reasonable requests will be approved and so noted.
Sue deferred any questions about our current law suit involving the ranch style homes on Stone creek and whitechapel concerning double lots to our Attorney Angela Ward. She then turned the meeting over to Secretary/Vice President of the Board Joan Matureness to address the minutes for last year's annual meeting.
Joan Matureness directed the membership to review the minutes they had received in their 2016 Annual meeting. Robert Murphey, 420 Whitechapel Road, requested the Board indicate the result of the vote on the motion to increase the number of Board Members in the 2015 minutes. It was agreed to make this requested addition to the Minutes for the 2015 Annual Meeting. The minutes were approved with the agreement of the Board to add the figures to the 2015 minutes. Joan turned the meeting over to Robert Wash for the Treasurer's report.
Bob Wash stated that all of the numbers are not in yet, but it looks like our 2016 dues increase has covered our extra legal expenses, grounds maintenance, and miscellaneous items well, and we should end the year 2016 in good financial shape. 2017 income is in line with our 2016 income. It is hard to get a concrete number because we can't control how many new homes will be built in the new section. Some of our expenses are projected to rise in 2017, but only by a reasonable amount. We see some increase in areas like fertilizer, utilities for the pond and grounds maintenance. Overall 2017 looks like it will be a good year for our Home Owners Association, ending with a small surplus.
Election of one board member was the next order of business. The election was held using paper Ballots completed by the homeowners attending. Joan Matureness conducted the election process. An explanation of the Proxy was presented and a question from Robert Murphey was addressed concerning the statement "the nominees must be present at the Demeber mMeeting and agree to serve. Since this was not known by the entire community prior to the Meeting he requested it be removed. It was agreed to remove the statement and everyone was requested to draw a line through that statement on their ballots. Mr. Murphey also suggested we place an "OR" between the two candidates not he Ballot form.
Robert Wash 400 Stone Creek a current Board member was again nominated to serve as a Board Member and Heidi Moser of 304 Stone Creek Road was nominated as a a write in. Both individuals accepted the nomination and the Ballots were completed by those in attendance and submitted for counting. Sandy Cheff and Sandy Basore reviewed the Ballots and the count of those in attendance voted 31 votes for Robert Wash and 7 votes for Heidi Moser Joan Matureness held 191 Proxies giving Robert Wash those votes determined Robert Wash would continue to hold a Board member position for two years beginning 2017.
Attorney Angela Ward addressed those in attendance concerning the Law Suit. She stated the suit was in the hands of the Judge and that no decision concerning the question of the 17 properties as double lots has been made. She said she would take questions. Heidi Moser 304 Stone Creek brought up issues about resale certificates, the double vs single lots and the costs of this law suit. Attorney Ward stated that these lots were set up this way by the Declarant and the Board has no legal authority to make any changes. The associated received 82 lots plus 4 common lots in 07/29/1997. In addition, the costs of the law suit will continue until it is resolved by the court since as previously stated the Board has no legal authority to change the manner in which the Declarant set up these lots.
Ms. Moser questioned the Board concerning trash pick-up on one day namely Friday. Years ago, the owners of the HOA requested relief from litter, noise, and Toters on the sidewalks everyday day of the week. The membership of the HOA decided to make Fridays trash pick-up day so, that noise from trash truck traffic and trash receptacles in front of properties was limited to one day each week. Owners were still able to pick from several trash haulers who pick up on Fridays. Several people in the meeting indicated they were not in favor of more than one day trash pick-up and did not want to see any changes to this requirement. Ms. Moser had numerous other questions and was requested to submit them to the Board for a response to her concerns.
The meeting was adjourned at 8:55 P.M. and door prizes were distributed to those in attendance. A special Thank You to everyone who helped stack the tables and chairs after the meeting.
Respectfully submitted,
Joan Matterness,
Board Vice President/Secretary