MINUTES I Call to Order · Acting Chair: KC Elander, Acting Secretary: Mary Gibbs · Introductions. Report excused absences Present were board members KC Elander, Jon Heim, Dayna Wittman, Wendy Sotolongo and Woodcroft managers, Ruth Bowman and Mary Gibbs. Present by conference call was board member Dan Ryan. Neighbor Mike Cashion was also in attendance. II Review July Minutes July minutes approved via email IV Adjustments to Agenda · New Topics from board members or guests Mike Cashion’s three topics were added to the agenda. · Chair’s comments V Guest Topics · VI Financials · Review July Financials – Ruth The July financials had been distributed, reviewed and discussed via email. Ruth explained the fluctuations in the utility bills and also how the Residential Managed Properties dues are budgeted and collected. Monthly income for July exceeded budget by $25,000 and monthly expenses were under budget by over $6000. KC moved that the July financials be accepted, Dayna seconded, all agreed and the financials were approved as submitted. VIl Old Business 1. Resident Issues Dan has spoken Steve Medlin, City-County Planning Director about the proper procedure a Woodcroft resident should follow if he/she has a concern about a possible zoning violation within their neighborhood. There is a complaint form available on-line. As there are no current complaints by neighbors, no further action is needed. 2. Status of Previously Contracted / Authorized Work 1. Trail repair update – Discussion of contractor withdrawal from project. Status of request for two additional bids –Bob Giles, the engineer working on this project, recommended two additional contractors to receive the Request for Quote package. In addition, the board discussed allowing the two contractors whose bids were not accepted to re-bid the job and allowing a contractor who bid on a prior RFQ to submit a bid for a total of 5 potential bids. It was decided to extend the bidding deadline until August 19th and to request a minimum of two references from each bidder on projects similar in scope, demonstrating equivalent competency. The bid request will be sent to all the proposed bidders and will include our estimated budget for the repair. It will also state that the completion date must be prior to the end of this year. KC reiterated that due to the delay in this repair, Fitness World be informed that their 5K race may need to be rerouted away from the Woodcroft trails. 2. Tower repair and preservation update – Status of contract and work –Mary has been informed by this contractor that the extreme heat is delaying the start of this repair. The materials require more moderate temperatures and his workers cannot efficiently complete the job until it cools down. The board will be informed when the tower work is scheduled. 3. Dead Tree Removal from corner of Highgate and Woodcroft Parkway – Status of Work – Mary presented the email from the home owner bordering this area confirming her agreement that these bushes be removed. Ben will be notified to proceed with this project. 4. Community room improvements update – painting, flooring, blinds – This work has been scheduled for the last week of August. The community room reservations have been cancelled for that week and notification placed on the community room door. The maintenance person responsible for painting the room and installing the new floor will be asked to hang the new dry erase board. Rantos Landscaping will be contacted to provide an estimate for sealing the new floor. 3. Community Issues 1. Tower and island irrigation, lighting, and replanting / reseeding – Status of expanded bid from Todd to include irrigations system design and specification – Dan moved that we accept Todd’s revised proposal to complete the work on an hourly basis at a price not to exceed $1000. This motion was seconded by KC and unanimously approved. Todd will be contacted to move ahead with this project. 2. Matching grant for fitness trail update, additional quotes – Jon presented some photos of the fitness stations. He is still gathering information for the itemized bid comparison and will email that out to the board once completed. 3. Long term landscaping plan – exploration of local university landscape architecture resources/opportunities– Wendy; Board discussion of next steps Wendy has emailed NC State and is waiting on their reply. This discussion is tabled until the September meeting. 4. 2011 Neighborhood Beautification Effort – Board discussion of next steps The board reviewed the information received from Burt Rauch, Manager of Neighborhood Improvement Services with the city regarding the Volunteer Housing Survey. The board discussed the level of detail in the questionnaire and how/if this might partner with Woodcroft’s neighborhood beautification campaign. It was decided that this program and survey is probably not helpful for Woodcroft’s particular needs. Further discussion on this topic was tabled until next month. 5. Damaged light poles on Woodcroft Parkway – Status Report – Ruth presented updated information about new damaged poles and estimated repair dates. The delay in pole replacements is due to them having to be ordered in specific lot sizes. Orders for the poles are not placed until there is a need for them. The damaged pole at Winterberry Ridge is scheduled for replacement at the end of August, the Homeplace pole is scheduled for end of September. 4. Board Issues 1. Audit of WCA financials – Status of specification development – Mary and Ruth Thus far, all of the accountants contacted recommended auditing only one year. In order to expedite the report, the board agreed they wanted the audit done for 2010. The two estimates received from one accountant was were reviewed. All agreed that one more estimate is needed before moving forward. The second accountant’s estimate will be emailed to the board for review and an email vote taken. Dan proposed seeking a recommendation from the NC Community Association Institute regarding best practices for timing and frequency of future audits. 2. Mailbox System – Dan (re: True Value discussions), Dayna and Jon (re: developing mailbox specifications) Jon presented his mailbox specification drawings. The board discussed the suggestion to use concrete to stabilize the post and decided this should not be standard procedure. True Value has not yet been contacted to explore the possibility of providing the materials for the Woodcroft mailboxes. Former Woodcroft neighbor, Todd Parrott has expressed a willingness to assume the mailbox contractor role, until an alternative plan is in place. The board examined his template for nameplate letters and mailbox numbers and agreed that routed numbers and letters is the best option right now. Tentative investigation into the plastic or metal numbers has not resulted in a good alternative. It was agreed that Todd should take over this responsibility until an agreement is reached with True Value. 3. ARB Report – July – Dan and Mary – ARB minutes from July? The WCA board requested that minutes from the ARB meetings be sent to them each month for oversight and tracking. The June and July minutes will be sent out retroactively. Moving forward, these will be sent monthly. 4. Inter-Neighborhood Council Report – Dan Dan attended the July meeting and emailed the highlights of the meeting to the board. Discussion followed regarding the difficulty in supporting various INC resolutions, when the overall neighborhood sentiment cannot be determined. The current resolutions under consideration are not of specific importance to Woodcroft and as such, the Woodcroft representative will abstain. Positions on future resolutions will be considered on a case by case basis. 5. Membership in CAI-NC – Ruth and Mary Membership prices and periods were reviewed. A one year membership purchased now will run through next August. Dan recommended purchasing only one membership for the office and allowing Mary and Ruth to distribute important information to the board. KC moved to purchase one membership for the North Carolina CAI for $114, Dayna seconded and the motion was unanimously approved. 6. Long term WCA office and meeting space plan – Dan Our current lease expires in June 2013. Due the lengthy neighborhood approval process required by our covenants, Dan suggested the lease vs. purchase spreadsheet developed several years ago will be presented and discussed at the 2012 annual meeting. Discussion revolved around how best to present the ongoing financial benefits of purchasing office space. Jon Heim agreed to modify his spreadsheet, expanding the analysis over a longer period showing an even greater savings. 7. Mike Cashion was present to request that A&D Enterprises be included in the rebidding process for trail repairs. He also expressed his desire to design the irrigation system around the Woodcroft tower, stating that this requires an irrigation certification. This design plan was included in Todd Parrott’s proposal to develop specifications for the landscaping, lighting and irrigation of this area. After determining that Todd’s qualifications meet state requirements, the board opted not to seek additional design plans for this. Mike also requested an opportunity to bid on the installation of the irrigation plan, to which the board agreed. VIII New Business A. Resident Issues B. Community Issues Ruth requested review and verification of the terms of the landscape contract be placed on the September agenda. C. Board Issues Manager Reviews Dan will share last year’s job descriptions and reviews with the rest of the board so that this year’s reviews can be conducted.
IX Other Business 1. Ruth reported an area of trail which appears to be deteriorating due to erosion. This is currently not on the trail repair specifications so the board would like to consider this as a separate project for right now. The board agreed to seek the engineer’s opinion during one of his site inspections for the other repairs. This project could then possibly be added to the current scope of trail repair work at a savings to the neighborhood. 2. Dan indicated that he would like to have the board members consider the pros, cons, and possible expense of installing lighting through the tunnel going under Woodcroft Parkway. 3. The board discussed the plants that have died around the monument signs. Most of the plants that died are the purple pixie loropetalum which, due to its failure to thrive, is no longer being carried by most local nurseries. Rantos landscaping has proposed temporarily replacing them with seasonal plantings and then replacing them in the fall with perennial plants. KC moved that we approve upt to $1000 for seasonal plants, Jon seconded and the motion was unanimously passed. Ben with Rantos Landscaping and Todd will both be asked to recommend an alternative for these plants. X Adjourn Dan moved to adjourn. KC seconded the motion and it was unanimously approved. The meeting was adjourned at 9:28 PM.
Upcoming Meeting Dates and Submission Deadlines:
ARB Submission Deadline 9 AM Meeting Date 7:30 PM
09/06/2011 09/20/2011
10/04/2011 10/18/2011
11/01/2011 11/15/2011
WCA Submission Deadline 9 AM Meeting Date 7:00 PM
09/05/2011 09/13/2011
10/03/2011 10/11/2011
10/31/2011 11/08/2011
Results of July ARB Meeting
4600 Rollingwood Drive, screened porch approved as submitted
8 Mine Court, tree removal approved as submitted via email
5 Streamview Court, exterior paint approved as submitted
18 Streamview Court home addition approved as submitted
5000 Fortunes Ridge Drive solar attic fan approved with conditions
All buildings HOA exterior paint approved as submitted
7 Westridge Drive tree removal approved as submitted
5 Porters Glen exterior paint approved as submitted