Wyndchase HOA Annual Meeting Minutes – March 20, 2018

Opening Remarks and Financial Report.

Financial Report attached- discussion regarding legal fees, etc
Questions about legal fees and website
Budget
Motion to accept Budget: Steve Elkins
Seconded: Marco Laser
Approved

Old Business:

Review of 2017 Minutes and Approval

2017 Minutes Read
Motion to accept: Dottie Schreiner
Seconded:  Tommy Hatchett
Approved

Neighborhood Watch Program

Preston Powell Agreed to take lead in neighborhood watch program.

Neighborhood Garage Sale

Ms. Helen looking for suggestions to help
Discussion – Signs could be dedicated to yard sale.  Find out when Wrights mill is having theirs and will try to coordinate with them.
Motion: Karen Skelton moved that we have spring and fall yard sale and will coordinate with Wright’s mill

Seconded: Danny Underwood
Passed

General Review of the HOA Plat and Covenant Documents on the Website

Plats are on the website.  Plats and covenants are same number
Security System – used to identify vandalism.  Software must be downloaded to view it.  Records for 7 days and recycles.
Cost is $65.00/month.

Mailbox Replacement Program and Repair

Replacing mailbox and painting the posts. Second Section to be completed in 2018

Replacement of McClellan Fence

Fence is deteriorating.  Vinyl damaged by squirrels, etc.  Need to consider replacing the fence.  George has quotes for three different materials to replace the whole thing.  Trying to have money in treasury to replace it as needed.

New Business

General Membership Issues

• Member Fence backs up to neighbors and needs to be replaced. Do I coordinate with neighbors?  Need to talk with neighbors.
• What are the rules regarding fence line in relation to sides of house.  Covenants state a fence cannot go past the front of the house.  ARB approves any improvements.
• Who is in charge of street repair?  Really bad at the entry.  Street repairs are the responsibility of the city and not the board.  Suggest calling the city.
• 156 Greendale has been vacant for approximately two (2) years and is essentially abandoned.  A tree has fallen and needs to be removed.  George would like approval to get the dead tree removed and put out on the street.  Wells Fargo is the owner as of March 9. George will contact Wells Fargo to request they remove the tree and maintain the yard.
• Manny Camean living at the end of Stornaway tired of looking at Porta potty and construction materials everywhere and no workmen present.  Need to discuss with builder.  If builder doesn’t respond, the HOA will get involved.  It was suggested Manny write a letter to the builder and copy the HOA to give the HOA something to go to the builder with. Manny will get neighbors to sign a letter.

Incorporation

Incorporation of the HOA was discussed.   Started in 2006 and never completed.  If someone smashed in the front entry, every individual in the association could be liable.  In the event of a corporation, it stops there.

Board of Directors – get same umbrella.  We would change from Association to a structured entity as directed by the state laws of incorporation.  Governs how the BOD are elected. The HOA would be recognized by the state under their laws.  We currently have tax number but nothing more.  Will not change any of the covenants or regulations. Incorporation fee to file is an estimated $1,000.00.  Need to pursue incorporation to have protection and governing of the state.

One voiced opposition

Motion: Steve Elkins moved that we do not pursue incorporation at this time.
Seconded: Cary Sheppard
No :  17
Yes:  20

Motion:  Rob Kirts moved to table pursuing incorporation until the HOA members can sit down with two lawyers to explain the issues.  Kay will contact an attorney and George will contact an attorney to establish a date and time for the meeting, hopefully within the next month.  Notice of date and time to homeowners will be on the HOA website and letter to each household.  Wants to be specific about minimum number required to incorporate.

Seconded:  Gary Sheppard –
George Will arrange meeting with attorneys as soon as possible.

Board Of Directors Election

Motion: Steve Elkins moved that the present board will be extended until we meet with attorneys at such time we will vote on incorporation
Also elect next board.

Troy Nelson:  Make motion that we make elections tonight.
Seconded:  Steve Elkins
Failed.

Board of Directors will be elected at the next called meeting with attorneys.

Adjourn

Steve Elkins moved to adjourn
Seconded
Adjourned

Minutes Submitted by: Martha Griffin Underwood
Approved: