WOODCROFT COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING
November 8, 2011 at 7:00 PM
WOODCROFT PROFESSIONAL CENTER
WCA COMMUNITY ROOM, SUITE K
MINUTES
I Call to Order
a. Chair: Dan Ryan, Acting Meeting Secretary: Mary Gibbs Board members present were Dan Ryan, Jon Heim, Wendy Sotolongo, KC Elander, Dayna Wittman and Managers Ruth Bowman and Mary Gibbs. Also present was Woodcroft neighbor Brandon Jozwika.
b. Introductions.
II Review October Minutes October minutes approved via email
IV Adjustments to Agenda
a. New Topics from board members or guests Mary requested to add an additional trail repair request, discussion regarding payment for a tree removal from the common area and a recent ARB issue on Old Fox Trail. Wendy added a discussion about a neighbor’s request for additional signage at the traffic circle.
b. Brandon Jozwiki’s topic was moved to the top of the agenda.
V Guest Topics
a. Neighbor Brandon Jozwika moved from another neighborhood in Durham which had an interactive, unmonitored email group which he found extremely helpful. He was present to explore board support for establishing this type of communication in Woodcroft. The board does not feel that establishing and maintaining this type of listerv is within its responsibilities as per the covenants but agreed to make information regarding subscribing to this type of service available to the Woodcroft Yahoo group. Brandon was asked to provide a link along with the information he would like conveyed to the neighborhood.
VI Financials
Review October Financials – Ruth. The board received and reviewed the financials for October via email. Actual income for the month exceeded budget by $24,900 and for the year by $13,800. Expenses for the month exceeded budget by $8500 due to payment of the pine straw installation however YTD expenses for the year are under budget by approximately $52,000. Dan moved to accept the financials as presented. KC seconded the motion and they were unanimously approved.
VIl Old Business
1. Resident Issues
a. Nuttree ARB Appeal The appeal meeting was held on October 25th. Representatives from the ARB and the WCA board were present to discuss the application. The WCA opted to overturn the disapproval contingent upon receipt of the complete replanting plan for the yard. The plan was received on November 3rd and the neighbors were granted approval via email for the planting plan and their tree removal.
2. Pending Approvals to be Acted on at Meeting
a. Fitness trail contract–Jon The board reviewed the contract for the fitness equipment and the separate sales quotation for the installation and supplies. It was decided that one turnkey contract is needed rather than two contracts from separate vendors. Mary will contact the sales representative to request this and to set up a meeting at the site. The board will be updated on this via email.
- Ben’s replanting proposal of Yoshino cherry trees in the empty tree circles along the Parkway. Ben has revised his previous proposal to include a total of 10 trees at $200 each. Jon moved to accept Ben’s proposal. KC seconded and the motion was unanimously approved.
- c. Replacement of hedges cut by WCA contractor. The board unanimously approved the replanting of the hedges removed in error.
- WCA contracting procedures and safeguards – Dan Dayna proposed designing a form to give to all Woodcroft contractors. It should state, that 1) all work must be authorized in writing and signed by both managers, and 2) invoices for any work conducted without signed authorization will not be paid. Ruth will design a generic form and email it to the board for review.
3. Status of Previously Contracted / Authorized Work and Events
a. Audit of WCA financials – Ruth The accountant has visited the office and is moving forward with the audit..
b. Trail repair Contract – Mary. The final sealcoating and crack filling of the trails is being completed this week. The engineer has been contacted regarding scheduling the final inspection. The board will be advised of the result, once this has taken place.
c. Tower and island irrigation, lighting, and replanting / reseeding – Ben Torian of Rantos Maintenance and Mary have inspected the new irrigation and lighting systems as per the specifications and determined that both systems are complete and functioning as intended. Ben will be installing sod in this area within the next week.
d. Tower repair and preservation update, tower foundation and drainage – Mary The tower floor does not appear to be draining at all. Mary will contact Bob Giles to obtain a proposal for evaluating this problem and recommending a solution. Dayna and Dan will inspect the interior waterproofing work and advise the office if the payment to Total Masonry can be processed.
e. Monument Sign Repairs – Mary The paint touch up on the Winterberry Ridge sign is complete. Mary will call Travis with Woodgraphics and thank him for the excellent customer service.
f. November Thanksgiving Lunch for Rantos Crew – Ruth This luncheon is scheduled for Thursday November 17th at noon.
g. 2011 December Volunteer Appreciation Event – Ruth The board authorized this annual event and tentatively scheduled it for Friday December 2nd pending securing a space. Details, when available, will be emailed to the board.
4. Community Issues
a. Long term landscaping plan – Wendy Tabled.
b. 2012 Neighborhood Beautification Effort – Board discussion of next steps. The board briefly reviewed the proposed letter emailed earlier today and made a few changes. This information will go out with the annual meeting announcement in March 2012, so a more thorough discussion will take place early next year.
c. Damaged light poles on Woodcroft Parkway – Status Report – Ruth The regional manager with Duke Energy has been contacted again and is still uncertain about the delivery date of the replacement poles needed along the Parkway.
5. Board Issues
1. 2008 Liens / WCA Attorney Services – Wendy spoke with Jon Booker regarding next steps for the current liens and they agreed Jon will not proceed with obtaining judgment on our current liens . Wendy has identified a Raleigh firm, Hatch, Bunn and Little which promotes HOA law as one of their practice areas. Mary has worked with one of their associates in the past and will contact her regarding obtaining judgments on our current liens as well as discussing the possibility of providing general legal counsel to Woodcroft.
2. Banking – Placement and Management of Assets – A number of local banks have been contacted regarding their recommendations for providing FDIC coverage for all of the Woodcroft funds. The board would like to identify a financial institution that can provide all of the banking services we need while also having all of our assets FDIC protected. The board recommended contacting VanGuard and Fidelity. The target date for closing this agenda item is before the end of the year.
3. Mailbox System – Dan and Jon (re: commercially available mailbox numbers), Jon (re: mailbox specifications) Our current mailbox contractor has reported errors in the mailbox post specifications. The board requested details on this so that the document can be corrected. Additionally, the age of the mailboxes is making it increasingly difficult to make piecemeal repairs. Effective immediately, with the exception of the repair requests currently in process, Woodcroft will only offer full replacement service. Homeowners who wish to have repairs done will need to contract for, or complete these repairs on their own. This information will be updated on our web site. Dan and Jon will continue to search for metal numbers that can be used in place of our routed numbers. Once these numbers have been agreed upon, True Value will be contacted again about providing the mailboxes.
4. ARB Report – October – Mary The minutes from the October ARB meeting were emailed to board members today. Jon Heim reiterated his desire for the minutes to provide adequate explanation based on the ARB guidelines, when an application is denied. Dayna volunteered to attend the November meeting for KC as the board representative.
5. Inter-Neighborhood Council Report – Scott No INC report was received this month.
6. Long term WCA office and meeting space plan – Wendy This topic is tabled.
7. Seven Oaks Drainage Issues – Dan shared the engineer’s proposal for completing a stream determination. The board agreed that the city be contacted to confirm whether the details of this proposal are going to satisfy the city’s requirements. Mary will communicate the city’s response to the board via email.
8. Stormwater Fees – Research regarding changes to City billing – Ruth reports that the city has re-evaluated these fees based on impervious surfaces i.e. the Woodcroft trails, in our neighborhood. The board asked Ruth to contact other HOAs to see if they have seen similar storm water fee increases and report back on this.
VIII New Business
A. Resident Issues. None
B. Community Issues. None
C. Board Issues
a. 2012 Budget – Ruth and Dayna The board briefly reviewed the proposed 2012 budget. Wendy requested an additional column on the comparison page showing YTD actual income and expenses, including projected numbers for November and December. The board agreed that another meeting in December will be needed for a more thorough review and approval of the budget.
b. 2012 WCA Landscaping Maintenance Contract Dan asked for Ben’s contract in a Microsoft Word format so he can compare the changes against the previous contract. Wendy identified a discrepancy in the number of irrigation inspections. Once this is clarified, Dan will review the changes in the proposed contract and share his recommendations regarding moving forward.
c. Sub-HOA landscaping – Dan The board discussed the current landscaping responsibility for these monuments signs. The question was posed regarding whether these signs are on private property or on Woodcroft common area. Mary will check these areas on GoMaps and advise the board regarding ownership of this land.
d. CAI President, Treasurer, and Secretary publications – Dan distributed the treasurer and secretary books to Dayna and KC for review. Dayna passed along the bi-monthly publication to Wendy. This information will continue to be circulated among board members and then permanently maintained on file in the office for future reference.
e. Review of Annual Meeting Timeline / 2012 Pinestraw Event – Dan Discussion tabled to December meeting. Mary will forward previous years’ pinestraw event information to KC for revision and updating.
g. 2012 dues, mailing, action items – KC will prepare the pine straw flyer to be included with the annual invoices. These must be ready to deliver to the bulk mail center by mid-December.
h. Need for December WCA Board meeting – Dan suggested a short meeting in December to finalize the budget. Ruth will check the community room calendar for December 14th and 15th and advise the board of availability.
IX Other Business The board discussed the invoice for an unauthorized tree removal by Mike’s tree service. Since there was obviously some miscommunication and the tree was damaged and likely to have to be removed at some point, the board agreed to pay 80% of the invoice price.
Mary presented a price for repairing the section of the trail behind Homeplace III which has been damaged by erosion. Ben has completed some erosion control measures which he believes will halt further damage. Because Blalock Paving is still working in the neighborhood, they are willing to extend the volume discount price to include this additional repair. Wendy moved to accept Blalock’s proposal to repair this section of trial for $739.00, Dayna seconded the motion and it was unanimously approved.
In response to an email request for more signage at the Woodcroft traffic circle, the board concluded that the current amount of signage is in accordance with the city’s regulations.
Due to the increase in email requests to the board, Dan wanted to establish some guidelines for managing these communications. It was agreed to continue to isolate emails with a single subject. When action is needed, this should be reflected in the subject line. Wendy volunteered to check the open meeting laws and advise the board pursuant to ensuring that all board communication practices are in compliance with regulations.
XI Adjourn Meeting adjourned at 10:15 PM
Upcoming Meeting Dates and Submission Deadlines:
ARB
Submission Deadline 9 AM Meeting Date 7:30 PM
11/01/2011 11/15/2011
December meeting to be determined
01/03/2011 01/17/2011
WCA
Submission Deadline 9 AM Meeting Date 7:00 PM
10/31/2011 11/08/2011
Budget meeting only 12/15/2011
01/02/2011 01/10/2011
Results of October ARB Meeting
310 Old Fox Trail sunroom, fence, parking pad, brick patio approved with conditions.1 2 E. Bayberry front door and sidelights approved
118 Nuttree Way exterior paint approved
17 Thorne Ridge front and back door paint approved
9 Copper Hill split rail fence approved
114 Legacy siding color change approved pending receipt of the approval letter from Legacy
4831 Highgate Drive retroactive fence denied
