WOODCROFT COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING
July 12, 2011 at 7:00 PM
WOODCROFT PROFESSIONAL CENTER
WCA COMMUNITY ROOM, SUITE K
MINUTES
I Call to Order
· Chair: Dan Ryan, Acting Secretary: Mary Gibbs
· Introductions. Report excused absences Present at the meeting were board members Dan Ryan, Dayna Wittman, Jon Heim, KC Elander and Woodcroft manager Ruth Bowman and Mary Gibbs. Board member Wendy Sotolongo was absent due to travel. Also present was ARB member Derrick Hensley.
II Review June Minutes June minutes approved via email
IV Adjustments to Agenda
· New Topics from board members or guests
· Chairman’s comments
V Guest Topics
·
VI Financials
· Review June Financials – Ruth Income is under budget mainly due to the capital contributions budgeted to be transferred out of the money market accounts into the operating account each month. These transfers were not made because thus far, we’ve been able to pay the capital expenses out of our operating income without transferring additional funds into the account. Residential dues income is under budget year to date by $4000; however, we continue to collect delinquent dues each month. We anticipate this shortfall to be made up before the end of the year. Expenses are under budget year to date by a total of $35K. KC moved that June financials be approved, Jon seconded and the motion was unanimously approved.
VIl Old Business
A. Resident Issues
1. Resident concerned about possible multi-family presence in WCA residence zoned for single family. WCA to explore issue with City of Durham. – Wendy examined our covenants for information applicable to this concern and did not find guidance directly related to this subject, since zoning issues are not handled by HOA covenants. The board speculated there are city zoning regulations addressing this. Dan volunteered to research what resources are available to neighbors who report these situations.
B. Status of Previously Contracted / Authorized Work
1. Trail repair update – Status of contract and work –Mary has completed one trail inspection with the contractor and engineer. Another inspection is scheduled this week to confirm the exact size and scope of each repair before work begins. The repairs are projected to be completed by September 1st.
2. Tower repair and preservation update – Status of contract and work – Total Masonry submitted their scope of work description. It was reviewed and found to meet the specifications of the board. The office will contact this company to proceed with this repair.
3. Dead Tree Removal from corner of Highgate and Woodcroft Parkway – Status of Work – All neighbors have been notified and voiced approval to move forward with this project. Mary will forward the board the email confirmation from the neighbor most impacted. Ben will then be instructed to move ahead with the dead plantings removal and installation of pine straw.
4. Community room improvements update – painting, flooring, blinds – Mary Nathan Milian, the building manager has requested a week to complete the painting, tile and blind installation. Ruth and Mary will choose a week in August when the community room is not heavily reserved and notify the neighbors of the work.
5. National Night Out – Update – Listserve message plan. Website message plan. Outcome of discussion with Woodcroft Gazette regarding possible article? Board member attendance – who can attend? Jon and Dan will be available to attend the event the evening of August 2nd at the Swim and Tennis Club. The Gazette published an article about National Night Out in the July issue. Mary will announce the event on the web site and yahoo group list. Neighborhood signs will be put out the week prior. Flyers will be available instructing neighbors how to sign up for the Woodcroft Yahoo Group.
C. Community Issues
1. Tower and island irrigation, lighting, and replanting / reseeding– Dan and Mary After thorough review, the board has voted to move forward with replacing the lighting and irrigation around the tower and island. Todd Parrott, the landscape architect previously consulted, will be asked to provide an estimate for developing specifications and design for landscaping, irrigating and lighting the island and the area surrounding the tower, including a plan for possible future up-lighting of the tower.
2. Matching grant for fitness trail update, additional quotes – Jon summarized the three options from companies that would include installation along with the purchase of the fitness stations. He will develop a matrix for the board to review, providing a breakdown of the estimates and comparing the number and style of stations. The board will be forwarded this information along with a link to the specific equipment designs on the company web sites so the equipment can be reviewed. Board members were asked to come to the August meeting prepared to make a decision on this.
3. Long term landscaping plan – exploration of local university landscape architecture resources/opportunities– Wendy; Board discussion of next steps Tabled until next month.
4. 2011 Neighborhood Beautification Effort – Feedback from ARB regarding focus areas and ARB member interest in participating in project – Mary and Dayna; Board discussion of next steps The ARB was polled regarding their willingness to assist in the neighborhood inspections. They felt this task fell outside their authority and could be perceived as a conflict of interest. The board agreed that they will conduct the inspections. Mary will email the board the neighborhood beautification letter used last year and the campaign announcement letter that went out with last year’s annual mailing. Dayna or Mary will also provide the board members with the checklist that was used during the previous round of beautification effort. The board will review and revise the letter, including the date of original notification, update the checklist, and handle neighborhood assignments at the August meeting.
5. Damaged lightpole on Woodcroft Parkway – Status Report – Ruth The broken pole has been removed and the power to the wiring disconnected. The new pole has been ordered and is scheduled for installation on 8/15/11.
D. Board Issues
1. Audit of WCA financials – Wendy, Mary and Dan The purpose and intent of the audit was discussed. The board wishes to use “best practices” in all aspects of HOA business including the frequency, scope and period of financial audits. It was agreed to consult with the two firms currently recommended and to obtain a third recommendation from our current accountant. They will be asked to share their opinion of the scope of work that should be included in this audit. This feedback will be shared with the board to assist in preparing a RFP that will then be distributed.
2. Mailbox System – Dan (re: True Value discussions), Dayna and John (re: developing mailbox specifications) True Value and specifications discussion tabled until next month. Mary will contact some recommended carpenters regarding taking over the mailbox contractor duties.
3. ARB Report – June – Dayna and Mary – ARB minutes from June
Derrick reviewed the ARB meeting discussion which included the proposed ABC store at the Woodcroft Shopping Center, the neighborhood beautification campaign, the proposal to purchase a projector and the ARB minutes and attendance reports requested by the board. He reported that ABC store plans are still not available, the ARB recommended setting up a committee outside of the ARB to conduct inspections for the beautification campaign, and they were not convinced that a projector would be a cost effective purchase. The board will be receiving the ARB minutes including member attendance beginning with the July meeting.
4. WCA representation on PAC3 – KC Mark Elander has been sending PAC 3 crime announcements to Dan, KC and Mary. The board asked if he could also include a recommendation regarding whether the incidents reported should go out to the yahoo group. If the board agrees, then Mark will provide additional details, if needed.
5. Inter-Neighborhood Council Report – Scott Carter The board reviewed Scott Carter’s email recap of the June INC meeting. Discussion followed regarding whether or not the board was comfortable supporting various resolutions proposed by the INC, when the neighborhood sentiment was unknown. Dan reviewed the board of directors’ responsibilities according to our by-laws which are to collect dues, maintain common areas and enforce covenants. The board agreed that voicing Woodcroft support for INC resolutions would appear to generally fall outside the board duties as outlined. The board agreed to consider future INC resolutions on a case by case basis to determine appropriate board action.
VIII New Business
A. Resident Issues The request by a neighbor for promotion of a national children’s study was discussed. Since this is not a Woodcroft specific topic, the board recommended referring this to the Woodcroft Gazette for a potential story.
B. Community Issues
C. Board Issues
1. Membership in CAI-NC – Dan presented the fee structure and benefits of membership in the Community Association Institute of NC. His recommendation was to join for a year, determine the value of the membership to the WCA, and then to make a decision regarding continued membership. KC moved that we purchase two memberships, one for the office and one for the board president at a cost not to exceed $250. Two questions were posed regarding if the membership fee is prorated for the calendar year and whether it is transferable since the board president is subject to change during the term. Mary will determine the answers to these questions and email the board. Assuming we move forward with the purchase, Dayna would like to review the benefits at future board meetings to determine if this has value and should be continued. Mary will send the web site link to the board for review. KC’s motion will be voted on via email.
2. Long term WCA office and meeting space plan – Dan reviewed the discussion of the benefits of purchasing office space vs. renting. With the board just having renewed our current lease for a two year period, Dan noted we have time to prepare for a property purchase in the event the board determines that doing so is appropriate and the required community support is obtained. Jon recapped the highlights of his analysis from several years ago. The board decided to continue to investigate purchase options over the course of our new two year lease contract with the goal of locating property to purchase. The board will be working over upcoming board meetings to review all of the steps that will be required to establish required community support for a purchase. The realtor that was consulted regarding lease space will be asked to assist in the search for appropriate space for purchase.
IX Other Business
X Adjourn Meeting was adjourned at 9:35 PM
Upcoming Meeting Dates and Submission Deadlines:
ARB Submission Deadline, 9 AM Meeting Date, 7:30 PM
08/02/2011 08/16/2011
09/06/2011 09/20/2011
10/04/2011 10/18/2011
WCA Submission Deadline, 9 AM Meeting Date 7:00 PM
08/01/2011 08/09/2011
09/05/2011 09/13/2011
10/03/2011 10/11/2011
Results of June ARB Meeting
506 Morningside Drive fence approved as submitted
501 Tall Oaks roof approved as submitted
8 Montauk Remove rotted siding and exterior paint approved as submited
704 Cross Timbers new siding approved as submitted
25 Fallling Water Drive new roof and paint approved as submitted
118 Nuttree Way 8+ tree removals not approved
