SUMMARY OF MINUTES OF MEETING OF

BEACON WOODS EAST

HOMEOWNERS’ ASSN., INC.

BOARD OF DIRECTORS

JANUARY 15, 2019

President Anderson called the meeting to order at 1:00 p.m. Present were Directors Anderson, Canterbury, Murphy and Perkins.   Property Manager Webster was also present. Directors Coffey, Doolan and Clemmons were absent. The pledge of allegiance was recited. Mrs. Canterbury stated that the minutes of the December 11, 2018 Board meeting have been posted on the bulletin board and published in the Beacon. Mrs. Canterbury moved acceptance of the minutes as posted, Mr. Anderson seconded. Motion passed unanimously. There was no correspondence.

Treasurer’s Report: In Mrs. Doolan’s absence, Mr. Anderson reported that there is $72,961.09 in operating, $46,463.06 is pre-paid, leaving a balance of $26,498.03 for January, February and March. Starting to collect for the 1st quarter.

Property Manager’s Report: Mrs. Webster said that every year Homeowner Heather Strom and her husband hold a Lupus Foundation fundraiser in the clubhouse. This year they would like to have the fundraiser on Saturday, April 13, 2019. Instead of having a quarter auction, like they have in the past, they’re thinking about having Bingo. We do have a working Bingo board behind the stage they can use. Mrs. Webster asked the Board if they would like to sponsor the event.

Mrs. Murphy moved to sponsor the Lupus fundraiser on April 13th, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.

Mrs. Webster said that the DVR on the security system stopped working and it needs to be replaced.   She has a quote from Tri-County Locksmith who installed the original DVR system and cameras. The bid is for an 8-channel DVR for $1,010.08.  After some discussion, Mr. Anderson moved to accept the bid for an 8-channel DVR from Tri-County Locksmith, Mr. Perkins seconded. As there was no further discussion, motion passed unanimously.

Mrs. Webster mentioned that the Beltone Hearing Screening is next Tuesday morning, January 22nd, from 10:00 a.m. to 12:00 p.m. if anyone is interested in attending.   Also, Bates Concrete will start work on the sidewalks along Clayton Blvd. at the end of February.

Mrs. Webster said that the well pump by the Clubhouse is over 23 years old and is no longer working.   She contacted the owner of W.R. Sainsbury Irrigation, who has done work for us before and also does work for Beacon Woods and the Estates. He has submitted an estimate of $1,725.00 to replace it. Mrs. Webster passed around the photo and gave everyone copies of the estimate.

Mr. Anderson said that several years ago Berkley Woods Owners Association has to replace their well pump and the price is comparable to what they paid.  After some discussion, Mr. Anderson moved to approve the estimate for the well pump, Mrs. Murphy seconded. As there was no further discussion, motion passed unanimously.

Architectural Control & Deed Restrictions: In Mrs. Coffey’s absence, Mrs. Webster reported that

the following violations were discussed at the workshop.

Lot 815 has received two (2) violation notices for parking on the grass. The next course of action is a 3rd violation letter.  Mrs. Murphy moved to send a 3rd violation letter to Lot 815, Mr. Anderson seconded.   As there was no discussion, motion passed unanimously.

Lot 707 has received a 3rd violation letter for hedges exceeding 5 feet. The next step is pre-suit mediation. Mrs. Webster said that the Property Manager emailed her and said that the property would be in compliance by January 14 and asked for verification so she could pay the vendor. Mrs. Webster informed her that the hedges were still over five (5) feet and included photos. Mrs. Webster asked the Board if they wanted to vote for mediation and she will ask the Deed Restriction Committee to inspect the property next Monday or do they want to table the matter until next month.  Mrs. Murphy moved to pursue pre-suit mediation on Lot 707 for high hedges. Mr. Anderson seconded.  Motion passed unanimously.  Mrs. Webster said if the property is not in compliance by next Monday, she would follow up with mediation.

Lot 468 has received a 3rd violation letter for having a vehicle parked on the grass. The next course of action is pre-suit mediation. The Association received a letter from the Owner explaining why he needs to park on the grass and requesting permission to continue to do so. He also said that he hadn’t received any prior violations for parking on the grass.  After some discussion, Mrs. Murphy moved to pursue pre-suit mediation on Lot 468 and to send him copies of the previous violations, Mr. Perkins seconded. As there was no further discussion, motion passed unanimously.

Lot 404 has received two (2) violation notices for having a shed on the property. The next course of action is a 3rd violation letter.  Mr. Perkins moved to send a 3rd violation letter on Lot 404, Mrs. Murphy seconded.   As there was no discussion, motion passed unanimously.

Mrs. Webster said that Lot 128N did not respond to pre-suit mediation for high grass. The property is now in compliance and no further action needs to be taken.

Lot 223 has received two (2) violation notices for parking on grass. Mrs. Webster passed around the most recent photo.  After some discussion, the Board asked if the Deed Restriction Committee could re-inspect the property.  Mrs. Murphy moved to send a 3rd violation notice on Lot 223 if the car is seen parked on the grass again. Mr. Perkins seconded. As there was no further discussion, motion passed unanimously.

New Business: Election Committee Chairperson Mrs. Murphy reported that Mrs. Clemmons and Mr. Perkins will not be running for another term in April. Mrs. Coffey and Mrs. Doolan plan to run again and that she has received a nomination form from Robin Gray who also plans to run. If the Board knows of anyone who is interested in running, please let her know.

Mrs. Murphy said that the 3rd violation letters were discussed at the workshop. The Deed Restriction Committee would like to have the authority to send out 3rd violation letters without Board approval. This would help speed up the process because it can be several weeks before the Board meets to review the violations. The Board would still have the authority to review and vote on any legal actions.

Mrs. Murphy moved to authorize the Deed Restriction Committee to send out 3rd violation letters, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.

As there was no further business to discuss, meeting adjourned at 6:18 p.m.

Jennie Canterbury, Secretary

Carol Webster, Recording Secretary