WOODCROFT COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING
September 13, 2011 at 7:00 PM
WOODCROFT PROFESSIONAL CENTER
WCA COMMUNITY ROOM, SUITE K
MINUTES
I Call to Order
· Chair: Dan Ryan. Acting Meeting Secretary: Mary Gibbs.
· Introductions. Report excused absences Present were board members Dan Ryan, Wendy Sotolongo, Jon Heim, Dayna Wittmann and Woodcroft managers, Ruth Bowman and Mary Gibbs. KC Elander was absent due to a work commitment.
II Review August Minutes
August minutes approved via email
III Adjustments to Agenda
· New Topics from board members or guests. Ruth Bowman requested the following discussion topics be added: dead tree removal, attorney’s information request on outstanding liens, Wachovia transition to Wells Fargo and storm water fees. Mary Gibbs requested the following topics be added: manager reviews, Neighborship web site and satisfaction with our current web site,
· Chair’s comments Dan suggested we move Scott Carter’s report on the INC to the top of the agenda.
IV Guest Topics
No guests were present.
V Financials
· Review August Financials – Ruth. Financials were emailed last week for board review. Dan noted that 16K budgeted income from our reserve funds has not been used for capital projects and therefore was not transferred into the operating account. Consequently, we are under budgeted income by 10K. However, expenses are under budget at approximately 53K due to very little money being spent on capital projects.. Therefore, our net income year to date is exceeding budget by $42,994. Two more Certificates of Deposit are maturing this year so we are on target to achieve our budgeted investment income. The Board agreed to renew all Certificates of Deposits for 12 months periods until interest rates significantly improve. However, they would like clarification on whether some Certificates of Deposit should be moved to different banks in order to insure that all Woodcroft funds are fully insured by FDIC. Ruth will investigate this and send out the information via email. Dayna moved to accept the August financial as presented, Wendy seconded and the motion was unanimously approved.
VI Old Business
1. Resident Issues. None reported.
2. Status of Previously Contracted / Authorized Work
1. Trail repair Contract – Action – Mary. The two new estimates received were reviewed and discussed. Due to the price as well as the level of detail included, it was decided to move toward accepting Blalock Paving’s contract. His proposal will be sent to our project engineer, Bob Giles, for a final review. Bob’s feedback will be emailed to the board and an email vote taken on whether to accept this proposal.
2. Tower repair and preservation update – Status of contract and work – Mary. The contractor, Total Masonry, attempted to begin this project last week but had to postpone due to the amount of water that had collected on the floor of the tower. He recommended that we remove all items currently stored here. Ben Torian of Rantos Landscaping proposed a price of $200 to clean out the tower and assess the drainage. Dayna moved to accept this proposal, Jon seconded and the motion was approved by unanimous vote. Total Masonry has already been contacted that the tower is now dry enough for the work to be done and will complete this in the next few days.
3. Dead Tree Removal from corner of Highgate and Woodcroft Parkway – Status of Work – Mary. The dead plantings have been removed, new pine straw installed and the appearance of the area is greatly improved. Board members will review the project and share their ideas regarding future improvements.
4. Community room improvements update – painting, flooring, and blinds – Mary. The community room has been painted and now has a new floor and blinds installed by the building owner as a part of a lease renewal agreement. The new dry erase board donated by the Woodcoft Women’s Club will be installed this week.
5. Tower and island irrigation, lighting, and replanting / reseeding – Status of specification development – Mary. The board reviewed Todd Parrot’s plans for planting, lighting and irrigation around the Woodcroft tower. The board approved the irrigation plan and agreed to proceed with obtaining three estimates for this work. The estimates must be received back within two weeks, include a timetable for project completion and references associated with completed irrigation projects of similar scope. Regarding the landscape and lighting plans, the board requested pictures of the light fixtures and whatever additional sketches can be given regarding the lighting and landscaping in order to clarify what the finished product will look like. They want to move this project ahead quickly and would like to have this information within the next few days.
6. Fitness World 5K – Ruth and Dan. This event will take place on September 24th. Ruth plans to inspect the route through Woodcroft with the Fitness World manager this week. The board requested Woodcroft neighbors be made aware of the race and, if the event is still open to new participants, be invited to participate via the Yahoo group. The board will evaluate the event at the October meeting.
3. Community Issues
1. Matching grant for fitness trail update, additional quotes – Jon presented the revised quotes from vendors which include installation, border and base material. The three quotes ranged from $32-36K. The board wanted more time to review the information via email. Jon agreed to send out the photos and prices so that a vote can be taken.
2. Long term landscaping plan – exploration of local university landscape architecture resources/opportunities– Wendy; Board discussion of next steps. Wendy has been in contact with NC State and received positive feedback that a plan could possibly be obtained either as a thesis project, an independent study or a class project. Since our focus is on planting only, Wendy will follow up with the NCSU Landscape Horticulture department and relay their response to the board via email.
3. 2011 Neighborhood Beautification Effort – Board discussion of next steps. The board reviewed the letters used for this program last year. The board agreed that they want to move forward with this campaign with the focus being on mailboxes, painting, removing boats and trailers from streetscapes, landscaping that is in poor condition and yard debris. The renewal of the campaign will be communicated via the Yahoo group and web site. The board members requested that a checklist be drawn up for use when inspecting designated streets. The office will then distribute the completed checklist to indicated neighbors along with a cover letter about the program. Drafts of the checklist and letter will be sent to the board for review via email.
4. Damaged light poles on Woodcroft Parkway – Status Report – Ruth. The Nuttree street light problem is the underground cable which also affects the monument sign. We have been informed by Duke Power that this should be repaired within the next two weeks. Duke Power has also advised the WCA that the damaged light pole replacement has been delayed again due to the poles themselves being on back order. Ruth will continue to follow up with Duke Power until all of the issues have been addressed.
4. Board Issues
1. Audit of WCA financials – Status of specification development – Mary and Ruth. The audit proposal was reviewed again. It was decided that in order to obtain the completed audit by February 1st, the accountant would be asked to review the year 2010 for his previously proposed price of $3500. Assuming this timeline could be met for the same price, Dayna moved to accept this proposal, Wendy seconded and the motion was unanimously approved. Mary will confirm these details with the accountant and forward the letter of engagement via email for the board to review.
2. Mailbox System – Dan (re: True Value discussions), Dayna and Jon (re: developing mailbox specifications). Dan recapped his discussion with Chip Smith, who owns the Woodroft True Value. Chip will be happy to stock mailbox posts, cans, paint etc. but is not interested in providing routed number or name plates. The board revisited their previous discussion about adopting a mailbox numbering specification that includes the option of plastic or metal numbers, which True Value could stock for us. Dan and Jon agreed to research availability of numbers of a size and font similar to the current design. Jon has completed the specifications for the mailboxes with the exception of one board. This will be emailed to Todd Parrot who has agreed to provide interim mailbox repairs. Todd will also be asked the name of the font he is using for the name plate and numbers. When completed, the mailbox specifications will be published in the WCA ARB guidelines.
3. ARB Report – August – Mary. Only one application was received in August therefore the ARB voted via email and did not meet last month.
4. Inter-Neighborhood Council Report – Scott. Bob Ashley, retired Herald Sun director now head of Preservation Durham, gave the group a presentation on the organization’s mission. Four resolutions were discussed with decisions on two being deferred until the next meeting. Scott reviewed the two resolutions with the board for direction regarding whether the board wanted to take a position. The first was the Transit Tax Referendum which would add .5 cents to our sales tax to fund the light rail, commuter rail and bus services in Durham. The second was an open space plan resolution which deals with the benefits of trees in urban areas. Scott recommended abstention on this resolution and supporting the transit resolution. The draft resolutions were given to the board members who were asked to review the resolutions so that a WCA Board position can be established prior to the next INC meeting.
5. Membership in CAI-NC – Ruth and Mary. Mary provided the introductory packet of information received for Dan. He will review the material and report on the content at the October meeting. The managers will maintain the information in the Woodcroft office making it available to other board members upon request.
6. Long term WCA office and meeting space plan – Because of the lengthy approval process, Dan proposed developing an introductory letter for neighborhood distribution. Wendy volunteered to write this letter. Mary will send her all of the information that was previously used.
7. Monument Sign Repairs – Mary. The letters on the Winterberry sign will be replaced this week, the paint and repair of the Fortunes Ridge sign will be completed next week.
8. Seven Oaks Drainage Issues – Mary presented the information received so far from the city. It appears that a private consultant may need to be hired to determine if this area still qualifies as a “stream” requiring the 50 foot stream buffer. Dennis Dotty with the city is researching this to see what requirements must be met if this is no longer considered a stream. The board will be updated via email as additional information is obtained.
9. Mary’s Email Functionality – Mary lost all Woodcroft email function from Wednesday Sept. 7th until Monday Sept. 12th. If you sent an email during that time to mary@woodcoroftonline.com, it was not received. Please feel free to resend and it will responded to as soon as possible.
VII New Business
A. Resident Issues. None.
B. Community Issues
Dead tree removal. Ruth indicated that 8 common area trees have been identified as needing removal. The board requested that three estimates be obtained for a package price of removing all the trees and emailed out to them for review and approval.
C. Board Issues
Attorney’s information request on outstanding liens. Jon Booker reports that the four liens that were filed against delinquent homeowners in 2008 will expire this December if foreclosure proceedings are not pursued. One of these homeowners has paid, the other three remain outstanding. The board would like the cost of mailing these neighbors a final demand letter before making a decision. This information will be emailed to the board for a vote on how to move forward.
Wachovia transition to Wells Fargo. Ruth reports that, at first review, it does not appear that banking costs are going to increase after this transition next month. She will advise the board if there are any changes in banking fees and/or processes.
Storm Water fees. Ruth reports we are being charged higher fees by the City of Durham, and she is working to get an explanation of the new fees from the City so that we can determine that the new fees are appropriate.
She will advise the board once the additional charges have been clarified.
Neighborship discussion- The board does not desire to make the Woodcroft web site more interactive at this time.
Manager Reviews. Dan has all of the information he needs to complete this task and will email it out to the board for their participation.
VIII Adjourn Meeting was adjourned at 9:40 PM
Upcoming Meeting Dates and Submission Deadlines:
ARB Submission Deadline 9 AM Meeting Date 7:30 PM
10/04/2011 10/18/2011
11/01/2011 11/15/2011
11/29/2011 To be announced
WCA Submission Deadline 9 AM Meeting Date 7:00 PM 10/03/2011 10/11/2011
10/31/2011 11/08/2011
12/05/2011 To be announced
Results of August ARB Meeting
2 Westridge Drive exterior paint Approved as submitted
