SUMMARY OF MINUTES OF MEETING OF
BEACON WOODS EAST
HOMEOWNERS’ ASSN., INC
BOARD OF DIRECTORS
OCTOBER 10, 2017
President Anderson called the meeting to order at 7:00 p.m. Present were Directors Anderson, Coffey, Canterbury, Vessel, Perkins, Clemmons and Doolan. Property Manager Webster was also present. The pledge of allegiance was recited.
Mrs. Canterbury stated that the minutes of the September 19, 2017 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. Mr. Anderson asked if there were any corrections or additions; there being none, motion passed unanimously. There was no correspondence.
Treasurer’s Report: Mr. Vessell reported there is $49,990.41 in operating, $2,789.61 paid in advance, leaving a balance of $47,200.80 for
October, November and December. Starting to collect for the 4th quarter.
Property Manager’s Report: Mrs. Webster said that she attended a two-day training session for QuickBooks. The class was very informative and QuickBooks Pro has a lot of features that we currently use and some additional features that may be useful in the future. Mrs. Webster spoke with the instructor and asked which version he would suggest for the Association. He said that he would recommend QuickBooks Pro Desktop and he thought it could be purchased at Sam’s Club for approximately $150.00.
Mr. Anderson moved to use the money in reserves to cover the cost of the training class which was approximately $550.00 and to purchase QuickBooks Pro. Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.
Mrs. Webster said that last week there were strong winds and the canopy was ripped. Maintenance Tech Tom Kuhns has secured it for the moment and she will be getting estimates to have it repaired.
Homeowner Michelle Andrews is interested in teaching a Line Dancing Class in the BWE clubhouse on Wednesday nights from 6:00 p.m. to 9:00 p.m. Mrs. Webster said if the Board was interested in sponsoring the Line Dance Class, she would put an article in the Beacon newsletter to see if there’s any interest from the community.
After some discussion, the Board was in favor of a Line Dancing Class and asked Mrs. Webster to put an article in the newsletter.
Architectural Control & Deed Restrictions: Mrs. Coffey reported that Lot 264-N has received a 3rd violation notice for installing a solid board fence. The next course of action would be pre-suit mediation. Mrs. Coffey moved to go to pre-suit mediation on Lot 264-N, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.
Lot 108-N has a ladder, wire racks and other items stored in her back yard. The Board voted to go to pre-suit mediation and the homeowner did not respond. The Association’s Attorney has suggested that instead of taking her to court, the Association could try a self-help approach.
Mrs. Coffey moved to rescind her motion for pre-suit mediation on Lot 108-N, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.
Mrs. Coffey moved to have the Association send the Homeowner of Lot 108-N a letter and offer a self-help method to bring the property into compliance. Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.
Lot 171-N had tenants who were constantly parking on the grass overnight. The Board voted to go to pre-suit mediation and the homeowner never responded. Since then, the owner has turned the title over to his wife. Any future violations will now have to be sent to her. The Deed Restriction Committee has been monitoring this property and haven’t seen any cars parked on the lawn overnight. Mrs. Coffey moved to rescind her motion for pre-suit mediation on Lot 171-N due to new ownership. Mr. Anderson seconded. As there was no discussion, motion passed unanimously.
Lot 112 installed a 6-foot privacy fence. The homeowner did reduce the height of the fence to 4 feet, but it is still solid board. The Board voted to go to pre-suit mediation and the homeowner never officially responded. The next course of action would be to file a lawsuit. Mrs. Coffey moved to file a suit against Lot 112 for having a solid board fence, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.
Lot 682 has received two (2) violation letters for having furniture stored at the curb. The Homeowner contacted the Association when the furniture was first stored there and said that she had made arrangements to have it removed. The deadline to have it removed was several weeks ago. Mrs. Coffey passed around the photos. The next course of action would be a 3rd violation letter. Mrs. Coffey moved to send a 3rd violation letter to Lot 682, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.
New Business: Mr. Anderson reported that advanced copies of the 2018 budget and the Property Manager’s contract were handed out and discussed at the Workshop.
Mr. Anderson moved to accept the 2018 financial budget as presented, Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.
Mr. Anderson moved that the 2018 assessment fees would remain at $70.00 a quarter or $280.00 a year, Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.
Mr. Anderson said the next order of business is the Property Manager’s 2018 Employment Agreement. Mr. Anderson moved to approve the Property Manager’s 2018 Employment Agreement, Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.
Open Forum: A Homeowner spoke with the Board regarding violations that he has turned into the Association that were not published in the newsletter. Mrs. Webster said that the Association only has authority to send violations out that pertain to the Deed Restrictions. Some of the violation forms that he submitted were not deed restriction violations.
He also asked why the Board doesn’t levy a fine
against homeowners who receive deed violations to bring in more income.
Mrs. Webster explained that sometimes a property will be in the process of a foreclosure. Fines are considered a Special Assessment and are collected in the same manner as HOA fees. If a Homeowner is not paying his assessment fees, the Association would have a difficult time collecting on the Special Assessment.
Mrs. Coffey explained the violation process and the amount of time a homeowner is given to come into compliance, which could be up to three (3) to four (4) months if it goes to pre-suit mediation.
Mrs. Webster added that the Board has discussed levying a fine against homeowners in the past and they will take it under consideration.
The Homeowner also asked why the Homeowners have to report deed restrictions, and wanted to know why the Deed Restriction Committee is not driving around the community looking for violations, such as parking in the street or blocking the sidewalk.
Mr. Vessell said that he serves on the Deed Restriction Committee and he does drive around the community. Having homeowners report violations is helpful to the Committee as this is a very large community to cover.
Mrs. Webster said that parking on the street during the day would fall under Law Enforcement and blocking the sidewalk would be Code Enforcement.
Mrs. Clemmons added that Law Enforcement and Code Enforcement have a larger impact on those types of offenses than the Association.
Other homeowners who attended the meeting also asked questions regarding deed violations.
As there was no further business to discuss, meeting adjourned at 7:58 p.m.
Jennie Canterbury, Secretary
Carol Webster, Recording Secretary