SUMMARY OF MINUTES OF MEETING OF

BEACON WOODS EAST HOMEOWNERS’ ASSN., INC.

BOARD OF DIRECTORS

June 12, 2018

President Anderson called the meeting to order at 6:00 p.m. Present were Directors Anderson, Coffey, Canterbury, Clemmons and Doolan.   Property Manager Webster was also present. Mr. Perkins and Mr. Harty were absent. The pledge of allegiance was recited. Mrs. Canterbury stated that the minutes of the May 8, 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. As there was no discussion, motion passed unanimously.   There was no correspondence.

 Treasurer’s Report: Mrs. Doolan reported there is $89,161.99 in operating, $52,439.47 paid in advance, leaving a balance of $36,722.52 for June. There are 37 Delinquents, 4 Deceased, 3 Foreclosure/Bankruptcies, 3 Liens and 27 in various stages of collection.

Architectural Control and Deed Restrictions: Lot 800: Mrs. Coffey reported that Lot 800 was sent a 3rd violation letter for hedges exceeding five (5) feet. The certified letter was originally sent to the property on Welsh Way. We have since found out that the homeowner is still out of town. Mrs. Coffey moved to re-send the 3rd violation letter to the owners’ out of town address, Mr. Anderson seconded.   As there was no discussion, motion passed unanimously.

Lot 668: Has received two (2) violation letters for having a commercial vehicle; the next course of action is a 3rd violation letter. Mrs. Coffey passed around the photos.   Mrs. Coffey moved to send a 3rd violation letter to Lot 668 for parking a commercial vehicle in the driveway, Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.

Lot 660: Has received two (2) violation letters for parking on the grass; the next course of action is a 3rd violation letter. Mrs. Coffey passed around the photos. Mrs. Coffey moved to send a 3rd violation letter to Lot 660 for parking on the grass, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 195: Has received two (2) violation letters for installing a fence without Architectural approval. The next step is a 3rd violation letter.

Mrs. Webster said that the Homeowner came in this afternoon and picked up the Architectural request form for the fence. Mrs. Webster told the Owner that he would need to plant hedges in front of the fence because it faces a road. The Owner said he would contact the Association after he speaks to the tenants.

Mrs. Coffey asked that Lot 195 be tabled until the next Board meeting.

Lot 742: Has received two (2) violation notices for grass exceeding 8 inches; the next step is a 3rd violation letter.   Mrs. Coffey passed around the photos.   Mrs. Coffey moved to send a 3rd violation to Lot 742, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 128N: Has received two (2) violation letters for having a television and washing machine stored outside in their driveway for several weeks. The next course of action is a 3rd violation letter. Mrs. Coffey moved to send a 3rd violation letter to Lot 128N, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 264N: Has received a 3rd violation letter for all types of material stored on the side of the house. The next step is pre-suit mediation. Mrs. Coffey passed around the photos. Mrs. Coffey moved to pursue pre-suit mediation on Lot 264N, Mr. Anderson seconded. After some discussion, motion passed unanimously.

Lot 008N: Has received two violations for having a trailer parked in the driveway. The next course of action is a 3rd violation letter. Mrs. Coffey said that the owner called and said that the work was done on the house and the trailer would be moved tomorrow. Mrs. Coffey moved to send a 3rd violation letter to Lot 008N if the trailer is still there at next Monday’s Deed Restriction meeting. Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

New Business: Mr. Anderson said that Lot 590 was discussed at the workshop. The Association was not aware that the property had been sold and late notices were being sent to the previous owners. The new Owner contacted the Association regarding the delinquent assessment fees and asked if we would accept a payment plan. At this time $756.61 is owed in delinquent assessments. The new Owner has proposed paying $25.00 a month towards the delinquent assessments. She will also pay her $70.00 quarterly assessment; however, when the quarterly payment is due she would like the $25.00 payment waived that month. She also has requested that the Association waive the $150.00 in late fees. If the Board agrees to this, she will owe $606.61 in delinquent assessments and will have it paid off in approximately three (3) years.   Mr. Anderson moved to accept the proposed payment plan, Mrs. Clemmons seconded.   After some discussion, motion passed unanimously.

Mrs. Clemmons said she is planning some additional events for the summer.   She would like the Board to sponsor a Friday night Teen Pool and Pizza Party from 8:00 p.m. to 10:00 p.m. This would be for ages 13-18 years old. She would like to have two (2) this summer, the first one on July 13th and another one on August 10th. Volunteers and chaperones are needed for both nights. Pizza and soda will be offered and the cost would be $2.00 per person. Mrs. Clemmons said it would be for members only and their guests.

Mr. Anderson moved to approve the Teen Pool and Pizza Party as outlined, Mrs. Coffey seconded. As there was no discussion, motion passed unanimously.

Mrs. Clemmons would also like to have the Board sponsor a summer Story Time event for the younger children. Colleen Wiseman, a retired School Teacher and Art Instructor, has kindly volunteered her services for these events. All Story Time events would be held from 10:30 a.m. – 12:00 p.m. in the BWE clubhouse. Mrs. Wiseman would have crafts, snacks, games and of course a story.   The cost would be $5.00 per child to be paid at pre-registration, which would include supplies. Pre-schoolers, ages 2-5 would be July 17th and August 14th. July’s theme would be camping. The other Story Time would be for kids 6-12 years old on July 10th and August 7th with a canvas art project.

Mrs. Clemmons moved to sponsor the four (4) Story Time events as outlined, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Mrs. Clemmons said that the Board had previously approved a Craft and Bake Sale for this fall.   She would like to hold the Craft and Bake Sale on October 6th, 2018 in the morning with details and registration information to follow.   Mrs. Clemmons moved to have the Craft and Bake Sale on October 6th, 2018, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Mrs. Clemmons said that the Social Committee is also looking to have events later in the year. October is Fire Prevention Month and they’re looking at having a Touch-a-Truck and for Halloween they would like to have Trunk & Treat.   The Committee is also looking into a Wine and Cheese Paint night. Closer to the Holidays, they would like to plan a children’s Christmas Party and possibly a dance or get together to celebrate New Year’s.

Mrs. Clemmons reported that they had a good turn out for Water Aerobics. Approximately 8 or 9 people attended. She’s hoping that more people will attend in the weeks to come.

Mrs. Clemmons wanted to remind everyone that the Ice Cream Social is June 21st at 6:30, and the Independence Day Dance is June 30th.

Mrs. Coffey asked how many tickets have been sold for the Independence Day Dance. Mrs. Webster said that no one has come to the Association to sign up yet, but Mrs. Clemmons is planning on selling tickets at the Ice Cream Social.

Mrs. Webster wanted to mention that Tim Cotner and Jim Vessell are planning to move and we’re all very sorry to see them leave.   They have both been wonderful volunteers and have done a lot for the community. Since they are leaving, we are going to need volunteers for the Architectural Control and Deed Restriction Committee and also someone to do Photo ID the 2nd Sunday of every month. Photo ID will require two (2) people.

Mrs. Clemmons said that she would consider volunteering for Photo ID, but she will need a second person. Margaret Murphy and Rosemarie Binder both volunteered to help.

Mr. Anderson thanked all of our volunteers especially Mr. Cotner and Mr. Vessell for their service.

As there was no further business to discuss, meeting adjourned at 6:23 p.m.

 

Jennie Canterbury, Secretary

Carol Webster, Recording Secretary