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Board Meeting Minutes -- Meeting date: 6/7/2006Attendees: Rebecca Brooks, Dwayne Duke, Bob Gundy, John Greco, and Jim Williams
- President Bob Gundy - Vice- President John Greco - Secretary Dwayne Duke - Treasurer Rebecca Brooks - Webmaster Jim Williams
- President Bob Gundy (3 years) - Vice- President John Greco (2 years) - Secretary Dwayne Duke (3 years) - Treasurer Rebecca Brooks (3 years) - Webmaster Jim Williams (2 years)
Don Stringfellow Cara Greco Harry Durgen
The board will contact each of these members and verify their willingness to serve.
The board meeting was adjourned. Minutes of the WMHA Board Meeting – 7/12/2006Present were Bob Gundy, Rebecca Brooks, John Greco, and Jim Williams. Not present was Dwayne Duke, due to a previous commitment. Motion was made, seconded, and passed to accept the minutes of the last meeting as written. Bob Gundy provided an update of the Common Area maintenance contract. Lawn mowing and related lawn care seems to be proceeding satisfactorily. However the sprinkler system work, which is being performed by a sub-contractor to the lawn maintenance contractor is falling behind, and the watering of the area is not satisfactory. The contractor has been warned that if the attention to the sprinkler system does not improve, their continuation is in jeopardy. Terms of the Board members were discussed but no action was taken to modify any of the present terms. Further discussion was tabled until the next meeting to clear room for the rather lengthy evening’s agenda. A Treasurers report was given by Rebecca Brooks including a status of the Homeowner’s dues collected to date. Lot owners will be granted a grace period of 10 days then letters will go out after an additional 30 days with a delinquent notice, at which time a late fee will be assessed in the amount of $50. Board members have agreed to call delinquent owners prior to a second letter. Rebecca will ask an attorney about cost and feasibility of placing liens on delinquent lot owners. The treasurer’s report is attached. The formation of a garden club was discussed, and it was decided that while this would not be an officially established organization requiring a membership vote, it would be supported by the HA, and details including meeting notices would be placed on the website. Rebecca Brooks will assess the interest among the residents and supply the information for placement on the website. Establishment of a landscape monitor group was discussed as proposed by a WM member. The suggestion as discussed involved hiring an outside unbiased party to assess adherence to the PR & C and ARC Standards concerning landscaping of the lots. It was felt that at the present time this would involve unknown expenditures and have the possible appearance of a police-type group, and was not in best interest of the HA. A review of the By-laws as written by the Developer and recorded only two weeks before the first HA meeting was discussed. A member of the HA who is an attorney has volunteered to perform an initial review of these by-laws to determine if amendments are required. Bob Gundy will contact the attorney and Jim Williams volunteered to aid in the review. Jim Williams discussed the new website and requested that the board members visit the site and make suggestions for incorporation of changes or additions. Additions to the FAQ pages were addressed as an effective way to communicate restriction clarifications to the membership. A report from the newly formed ARC Group was presented. Care and upkeep of the Walton’s Mountain lots owned by Huntsville Utilities was discussed. These lots are the water tower lot and the two lots adjacent to the power substation on Carl T. Jones. Currently the lots are being mowed by the Utilities Bob offered the chore of maintaining an up to date neighborhood spreadsheet with addresses, phone numbers and email. No one volunteered. The Board briefly discussed the ARC requirement of how to assure that homes for which plans were approved by the Developer’s ARC are actually built in accordance with the submitted plans. Detailed plans have not been located for all the homes yet to be built or those now under construction. A letter will be sent requesting those plans. Respectfully submitted, Rebecca Brooks as Secretary Minutes of the WMHA Board Meeting of 9/7/06Present: Rebecca Brooks, Jim Williams Temporary acting secretary: Jim Williams Minutes from the July 12. 2006 Board meeting were read and approved. Minutes of the Special Board Meeting of 8/16/06 were read, and approved as amended. A financial report was made by the Treasurer for the month of August, which also included the financial report for the previous month of July. Unfinished business -- Letters will be delivered to homeowners who are delinquent on payment of annual dues. Although the bylaws state that liens may be legally placed on such homeowner’s property (Section 9.05), this action may be reserved for those who do not respond to repeated requests to pay their dues. Landscaping Report – The sprinkler system has been a source of problems over the last several months. The current company has not been attentive to the system, and the board is seeking a more reliable and responsive contractor. There are three contractors under interview for consideration for maintenance of the system. A motion was made, seconded and approved that new Association Directors be recruited and appointed to provide replacement members due to the resignations of several Directors. This was felt to be the Board’s most urgent issue, and will be accomplished in accordance with the WMHA bylaws, in particular those found in Article V, Section 6.03. Letters will be sent to all WMHA members requesting volunteers for Board Directors, and for persons willing to serve as committee members. A notice will also be posted on the WMHA website. The next Board meeting was scheduled for October 10, 2006, 7:00 PM, at the home of Jim and Diane Williams. Following this meeting, a separate special meeting will be held in accordance with the bylaws for the single purpose of selecting Board members for vacant positions. The meeting was adjourned at 9:00 PM. Board Meeting Minutes - 1/10/2007WMHA Board of Director’s Meeting Meeting Date: 1/10/07 Attendees: Rebecca Brooks, Jim Williams, Kathleen Whitmire, and Betty Hughes Hosted by Kathleen Whitmire Led by Kathleen Whitmire due to lack of board members and no residing President at the time. (Board Agenda submitted by Jim Williams)
Purpose of meeting was to meet and get acquainted with perspective board members who were willing to serve in some capacity on the BOD and to get a working board moving forward.. Positions were discussed and appointed. Terms of positions, committees, and general involvement of WM residents were discussed. Several issues of urgent nature were discussed including security, amending by-laws, establishing working committees, landscaping of common area, etc. Rebecca Brooks asked for permission to purchase a “Roberts Rules of Order” from the Association Funds and it was approved.
WM Residents accepting positions are: President: Jim Williams V.P. Kathleen Whitmire Secretary: Betty Hughes Treasurer: Rebecca Brooks A budget was not presented but latest expenses were discussed. Checks required at this time are utilities, landscaping, insurance, postage, tax collector, and maintenance of irrigations system. Annual Dues required by every lot owner were reported and 9 homeowners/lot owners have not paid as of this date. A letter has been drafted and will be mailed to each of these. Action for further delinquencies was discussed. Getting additional board members and/or homeowners to get involved was discussed and it was decided that at least one additional board member was needed. Several homeowners had already stepped up and volunteered to work on committees. ARC Committee in place and functioning. Bill Lokken, Cara Greco, Don Stringfellow and Harry Durgen -BOARD CONTACT: Jim Williams By-Laws Committee in place and will be meeting soon. Jim Williams, Rena Webb, Lori Gregory - BOARD CONTACT: Jim Williams Landscape Committee consisting of Robin Bishop in place but needs help. BOARD CONTACT: Rebecca Brooks Security Committee – Joyce Neighbors volunteered but needs help. BOARD CONTACT: Betty Hughes Social Committee – Cindy Roberts and Beth Griffin and will have additional members. BOARD CONTACT: Kathleen Whitmire Political Awareness Committee – John Greco and Wayne Parker (Ken Helton was mentioned for consideration). The next BOD Meeting was scheduled for February 9, 2007. Meeting was adjourned. Respectfully submitted by Betty Hughes/Secretary Board Meeting Minutes - 2/9/2007WMHA Board of Director’s Meeting (short version, official version due after next meeting) Meeting Date: 2/9/07 Attendees: Rebecca Brooks, Jim Williams, Kathleen Whitmire, Darrin Johnson, and Betty Hughes Hosted by Kathleen Whitmire
Welcomed Darrin Johnson and voted him 2nd V.P. and the liason for the Security Committee. Jim Williams will continue keeping the Web Site. Proposed budget discussed and current expenses noted. Books are with CPA for audit and tax preparation. Discussed possibility of prorating annual dues in July and getting fiscal year and calendar/tax year to coincide. Annual dues would be collected in July and again in January 2008. Any Board member or other homeowner must submit store receipts to be reimbursed for any expenses associated with the community. All members of the BOD thought it was in everyone’s best interest to post the outline of the minutes from our meetings. By-Laws Committee has a schedule for getting the By-Laws updated and out to everyone before the annual WMHA meeting. Home/Lot owners that have not paid the annual dues discussed and letter approved to go out to all 9. Darrin Johnson will get some ideas together and prices for security for our neighborhood. Some lots have trash/weeds, etc. and a Spring work day was discussed. The issue of too much trash on Ashe Circle was noted. Meeting was adjourned. June 25, 2008 WMHA Board of Directors Meeting MinutesThe first meeting of the newly-elected Board of Directors was held at the Lokken home on June 25, 2008. The purpose of the meeting was to organize the Board and begin establishing committee assignments. The Board organization is as follows: President - Bill Lokken Committees and assignments were discussed and agreed contingent upon contacting individuals and confirming their willingness to serve. The Board set the 1st Wednesday of each month as the standard monthly meeting time, starting with August, 2008. There will be organizational meetings as required during July. The following decisions were made: To publish a monthly WMHA newsletter consisting of reports from the directors and key committee leaders plus topics of general interest to the residents. To establish a ?Grey Beard ? Council consisting of willing former Board members. The council will provide advice and guidance from these individuals who have experience with WMHA affairs and will reduce the learning curve of the new board. To review the current and rewritten draft of the WMHA By-Laws and make recommendations to the Board as to their completeness and applicability. Jon Holland accepted this task To establish and publish a Board policy on handling issues from residents about other residents and residents pointing out issues of general concern to everyone. Bill Lokken will draft this policy for review. It was noted that the WMHA financial books are at the auditor for annual review. The Board adjourned after the 90 minute evening meeting. Maureen Lokken
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