Post date: Nov 11, 2015 1:27:14 AM
Minutes of the Annual Meeting of the Homeowner’s Association
Sunday, October 19, Children’s Discovery Museum of West Virginia
1. Meeting Chairman, 2014 Board President, Nathan Stilwell
2. A quorum is constituted by the presence of 30% of eligible voting units is present. Quorum reached.
3. Presentation of proofs of a due calling of the meeting provided (letter sent).
4. The meeting was called to order by the Chairman.
5. Report of the Board of Directors, if annual meeting.
6. Treasurer’s report of expenditures given by Li Wang.
7. The minutes of the last meeting (January 13, 2013) were read by the Secretary and approved without correction.
8. Proposed 2015 Budget – Li Wang
9. General Business
o Nathan Stilwell proposed approval of the treasurer’s report. Jeffrey Carver seconded the motion; carried unanimously.
o Motion to approve by Jeffrey Carver; second by Nathan Stilwell; carried unanimously.
o Robin Hissam motioned to accept proposed 2015 budget; Nathan Stilwell seconded the motion; carried unanimously.
o Li Wang thanked Robin Hissam for her assistance this year.
o Fencing on the retaining wall below Santa Fe Court - General disagreement between units affected and the board on placement of the fence. Nathan Stilwell proposed talking owners of units and reimbursing them for the expense of installing the fence. The HOA lawyer stated that the unit owners are responsible for the liability of the retaining wall. Several suggestions were made about the form the barrier could take such as: a hedge, making the street one-way, putting in a stop sign on the corner, and/or putting in a knee-high stone wall.
Li Wang and Nathan Stilwell motioned that the Landscape Committee take ownership of the fencing issue with a budget of up to $5,000.00 out of the capital account with board approval. The landscape Committee would begin the discussion with proposing hedges to the affected unit owners. If the unit owners were unresponsive the Landscape Committee would report back to the board about taking the next step. Robin Hissam seconded the motion. The motion passed.
o Painting – Josh Smith inquired about the completion of painting the speed humps. Steve Montgomery reported that signs had been made.
o Bank Accounts – Li Wang made a motion to move the bank accounts from United Bank to another bank. Jeffrey Carver seconded the motion; the motion passed.
o HOA Dues/Bylaws – Li Wang made a motion to move the HOA dues due date to earlier in the year.
Changing the language of the bylaws was discussed.
Li Wang made a motion that possible revisions to the bylaws including when moneys are transferred into the capital account. Nathan Stilwell seconded the motion; the motion passed.
o General Issues – Polly Smith thanked Steve Montgomery for snow blowing in the winter.
Liens were discussed.
Dennis Maust asked about the top soil sign. The sign is not on HOA property.
Robin Hissam asked about the adjoining property to the HOA requesting the ability to tap into the water lines. Nathan Stilwell explained the correspondence between the board and adjoining property owners.
o Trick-or-treat – Nathan Stilwell made a motion that Halloween be observed at the same time as Morgantown this year. Li Wang seconded the motion; the motion passed.
o Board Elections
Thomas Shaffer made a motion that all members retain their positions. Sharon Huffman seconded the motion; the motion passed.
Li Wang nominated Dennis Maust for the Landscape Committee. Thomas Shaffer seconded the motion; the motion passed.
10. Motion to Adjourn – Nathan Stilwell
o Jeffrey Carver seconded the motion; vote carried unanimously.