Post date: Dec 1, 2015 2:10:24 AM
Minutes of the Annual Meeting of the Homeowner’s Association
Sunday, October 18, Children’s Discovery Museum of West Virginia
1. Meeting Chairman, 2015 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 Nathan Stilwell.
Teresa Hefferin asked about the MUB charges. John Hathaway explained the charges. She also asked about the Mutual Insurance Company charge. Jeffrey Carver explained the charges. Teresa Hefferin asked about the liens. Nathan Stilwell explained about outstanding debts and liens.
Polly Smith proposed approval of the treasurer’s report. Teresa Hefferin seconded the motion; carried unanimously.
7. The minutes of the last meeting (October 17, 2014) were read by the Secretary and approved without correction.
Motion to approve by Jeffrey Carver; second by Nathan Stilwell; carried unanimously.
8. Proposed 2016 Budget – Nathan Stilwell
Raising the annual dues to $300.00 was discussed.
Josh Smith suggested raising the annual dues on the undeveloped lot to be equal to the amount on annual dues of developed lots. The suggestion was discussed. Josh Smith motioned that the HOA raise the dues for the undeveloped lot to be the same as developed lots. Paula Fuhrman seconded; the motion passed with thirteen “yeas” and nine against.
Thomas Fuhrman asked about the current snow plowing company not providing adequate service. There was discussion about searching for a new company. Paul Rice suggested getting 3 bids each year from different companies. Josh Smith made the motion; Jeffrey Carver seconded; motion passed with one nay (John Hathaway).
John Hathaway motioned to accept proposed 2016 budget; Jeffrey Carver seconded the motion; carried unanimously.
9. General Business
Fencing on the retaining wall below Santa Fe Court – Paula Fuhrman reported on the progress of the fence issue. She has been given permission by Dan and Jean McLerran to proceed. Polly Smith volunteered to contact the owner of 304 Glencoe to gain approval for the fence. Nathan Stilwell suggested having the properties surveyed and then installing white vinyl privacy fencing. Sharon Huffman suggested installing the fence at the road. Discussion followed about the placement of the fence.
Logan Wheatcraft made a motion that the property be surveyed within 30 days and approval from all effected homeowners be received within 90 days to install a fence. If not all property owners approve the fence within the 90-day time limit, a guard rail will be installed on HOA property. Theresa Hefferin seconded the motion. The motion passed.
Painting – After discussion, it was decided to wait to paint until the sink hole next to one of the speed humps is repaired.
Token Reward – Paul Rice made a motion to increase the token reward to $250.00. Josh Smith made a motion to amend the budget line item for token rewards in the 2016 budget and all future budgets be equal to the annual HOA dues. Logan Wheatcraft seconded the motion; the motion passed.
Road Repair – John Hathaway explained his observances of the sink hole in front of his property. Nathan Stilwell also reported on what he has done to address the issue.
Nathan Stilwell proposed that the board get three bids to fix the sink hole ASAP with a budget of $8,000.00. Logan Wheatcraft made the motion to approve the proposal; Jeffrey Carver seconded; the motion passed.
MUB – Nathan Stilwell reported on the recent MUB inspection. Various ways to resolve problems found during the inspection were discussed. Nathan Stilwell proposed the board will take action and then form a committee with a budget of $5,000.00 to address the issues with WVDEP and MUB. John Hathaway made a motion to accept the proposal; Theresa Hefferin seconded; the motion passed.
Spring Meeting – Theresa Hefferin made a motion that the HOA meet every six months, i.e. have a Spring Meeting. Logan Wheatcraft seconded the motion. The motion passed.
The HOA will meet the second Tuesday in April.
Josh Smith made a motion that the 2016 budget be amended to allow $150.00 for the Spring Meeting. Theresa Hefferin seconded; the motion passed.
Garbage Collection – Scrapes in the road made by the garbage truck need to be repaired. Jeffrey Carver recommended using asphalt rubber wax sealant to fix the scrapes. He made a motion to repair the scrapes; Josh Smith seconded the motion; the motion passed. The board authorized Jeffrey Carver to attend to the issue.
Trick-or-treat – Nathan Stilwell stated that Halloween will be observed at the same time as Morgantown this year (6:30-7:30 on October 31).
Property Service Management – Nathan Stilwell proposed hiring a firm to take over the administrative duties. The board will search for a minimum of 3 companies to propose at the Spring Meeting. Josh Smith made a motion to approve the proposal; Jeffrey Carver seconded; the motion passed.
Welcoming Committee – Shawn Myer did not receive HOA paperwork upon moving into he neighborhood. She volunteered to chair a welcoming committee. Polly Smith volunteered to assist her.
Board Elections
Paula Fuhrman nominated Dennis Maust for Treasurer; Thomas Fuhrman seconded; motion passed.
Shawn Myer nominated John Hathaway for President; Thomas Fuhrman seconded; the motion passed.
Polly Smith nominated Nathan Stilwell for Member-at-Large; T.J. seconded; the motion passed.
All other board members retained their positions.
10. Motion to Adjourn – Jeffrey Carver
Nathan Stilwell seconded the motion; vote carried unanimously.