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MINUTES OF THE WOODS ANNUAL POA MEETING AUGUST 19, 2004
The annual meeting to the Woods POA was held on Thursday August 19, 2004 at 7:30pm at the home of Tim and Cathia Silver. Those in attendance were: Art Fry, Pat and Monty Joynes (2 lots), Martha Marking and Michael Slaughter, Luke and Tonya Greenwood (2 lots), Jeff and Michelle Wilson (2 lots), Ken Broderick, and Andrew Miller and Suzette Patterson. 3 proxies were received, making a quorum of 13 votes of 25 paid. The meeting was presided over by Luke Greenwood.
2003 Minutes: A motion was made to dispense with reading of the 2003 minutes. Motion carried and minutes were approved.
Treasurers Report: Treasurer Patricia Joynes presented the Treasurer’s Report, noting a balance of $9,138.08 as of June 30, 2004. A sum of $1236.31 was spent on road maintenance in early August making the balance $7901.77 at time of the meeting. Mrs. Joynes noted that all dues have been collected as of this date. Please refer to the Woods POA Financial Report, July 1, 2003 Thru June 30, 2004 for itemized list of moneys collected and spent over the last year.
New Business August Road Maintenance: New business centered on issues pertaining to road repairs and maintenance. Earlier this year, concern was raised concerning the deterioration of the upper end of Woodhaven Trail. Luke Greenwood contacted multiple paving companies and requested quotes for repaving as well as temporary repairs. Quotes ranged from over $10,000 to resurface the road from the cul-de-sac at the upper end of the road to the Breedlove residence, to just over $1000 to seal and patch. Given the opinions of the various companies and considering the money available in the POA account, the board determined that sealing and patching would be the most prudent action this year. That work was completed in early August by Main Sealing and Paving.
Entrance Repairs: Discussions moved to the roadway at the entrance of the community were cracking and a depression has formed on the downhill side of Woodhaven Trail. Also noted was the condition of the culvert on the uphill side of the road. Luke Greenwood and several others referred to erosion visible around the culvert and water from the creek flowing into the voids created by the erosion. Discussion ensued regarding solutions to both issues. Art Fry suggested that concrete could be pumped into the eroded areas thus sealing them and redirecting water flow into the culvert. Art also suggested, as he did last year, that a product referred to as “Rip Rap” can be used to shore up the downhill side of the road. A motion was made and carried to solicit estimates for repairs to that section of Woodhaven Trail.
Road Expenses: Pat Joynes noted that money needs to be accrued by the community to address current and future road maintenance and repair in the neighborhood. Based on the estimates to repair the upper end of Woodhaven Trail earlier this year and the general condition of the road surfaces in the neighborhood the cost of road maintenance and repair will most likely run into the 10’s of thousands of dollars over the next decade. Andrew Miller suggested that a long-range plan for road maintenance and repair be developed by the community that addresses the various issues in phases. Those presented determined that the board would meet at a later date to discuss the creation of a long-range plan. These discussions then led to a discussion of how best to pay for future road maintenance and repair.
Increase of Dues: A motion was made to increase annual dues for lot owners in the Woods Subdivision from $150 per year to $300 per year. This proposal would create 2 yearly dues payments of $150 collected on June 15 and Dec 15. This motion was preceded by discussion of the current dues and money collected and spent by the POA and the amount of residual banked each year. A determination was made that current dues do not provide enough residual to pay for future road repair and maintenance. The motion was seconded and opened to discussion. Very little discussion ensued and the members present voted unanimously to the increase.
Snow Removal: Ken Broderick brought up the issue of cars parked on the Woods roadways when plowing. Ken has requested that everyone park on the same side of the road when plowing is required stating that it would be very helpful. Ken also brought up concern of personal liability that he might incur if property damage were to occur as a result of his clearing the roadways of snow. Although the POA carries a liability policy, it was unclear if it would cover Ken in such a case. The board agreed to look into the issue.
Election of Officers: All current officers agreed to stay in their current position for another term of 1 year. A motion was made to keep the existing officers and was seconded and approved. President: Luke Greenwood Vice President: Cathia Silver Treasurer: Pat Joynes Secretary: Andrew Miller
Motion to adjourn the meeting was made. The Association thanks the Silvers for providing hospitality at their home.
Respectfully Submitted,
Andrew Miller Secretary August 27, 2004
Attachment: Treasurer’s Report Update Phone and Email List Current By-Laws and Explanation of Amendments
A copy of the Woods Restrictive Covenants can be obtained by a request to Andrew Miller, Secretary, Woods POA |