- Commencement: Meeting called to order at 5:10 p.m. with Anna Urman, Carlos Chadha, Dave Balandrin, Elizabeth Loevner, Erika King, and Jim McDonald. *Meeting conducted remotely due to COVID-19 pandemic.
- Previous Meeting Minutes: Approved July 2020 minutes
- Treasurer’s Report
- Expenses:
- Still processing incoming payments; outstanding annual dues: $4,092
- Expenses – landscaping, sign installation, tree invoice (pending payment), bank service charge (PayPal invoices)
- 6-month CDs expire 9/10/20; scheduled to transition to money market account 9/11/20
- Association Management Portal
- Services range $40-$180/month for service; all are subscription-based models with varying features
- GoToMyAccounts for Quickbooks is $95/month and enables self-service for paying bills online and view bills; integrates with HOA’s existing software
- Discussed potential increase to annual dues by $5/month to cover these expenses plus inflationary costs
- Services range $40-$180/month for service; all are subscription-based models with varying features
- Expenses:
- Other Business
- Architectural Guidelines
- Draft Revisions – Proposed changes approved; document will be updated for formatting and published without further need to review
- Electronic form for AC requests:
- Under development; once implemented, will update the revised AC Guidelines to reference electronic form(s) location and removal of paper form as needed without further review
- Volunteer Opportunities: no changes
- Community Picnic Planning
- Social Media Survey Results – roughly 50% of respondents were not comfortable attending; will be cancelled
- Alternate community activity: food bank collection
- Annual Meeting Planning
- Suggestion: open meeting half hour before meeting start time to provide time to work out logistics/issues; encourage connecting via computer; need to establish ground rules to announce at beginning of meeting (mute yourself unless speaking; enter questions in chat)
- Will proceed with GoToMeeting option
- Grounds
- Park signage: 3 signs installed 8/11/20; payment sent; item complete
- UPS damage to Flintstone pipestem; payment provided; item complete
- Park asphalt: awaiting quotes
- Bridge: railing needs to be fixed; may need to be evaluated for additional work
- Fallen tree in common area behind Whetstone Rd: addressed via email; payment pending
- Landscaping Contract
- Ticketing system: no updates
- Website links for annual dues and disclosure packages: no updates
- Mailing List distribution: no updates
- Architectural Guidelines
- Architectural Control Committee
- No additional volunteers as yet
- Disclosures
- 7009 Whetstone – compliant
- 7125 Whetstone Rd – compliant
- 4416 Coldbrooke Ct – compliant
- 4408 Rollingbrooke – shed not in compliance
- Complaints
- Issues with Woodstone HOA – failure to maintain common area as reported by V. Nichols for the greenway that runs parallel on East side of Rolling Stone Way
- 7124 Whetstone Road property still not maintained, initial complaint March 2019; is further board action needed?
- Proposed Dates for major 2020 events
- Picnic –
September 12(cancelled)
- Yard Sales – Oct 17
- HOA Annual meeting – October 19 (remote only)
- Santa Visit – December 19
- Picnic –
- Adjournment: 7:10 p.m.
- Follow-up Action Items
- Anna: AC Guidelines – complete formatting/add headers to table/ensure table entries do not break across pages/remove references to old H note and re-letter remaining items
- Anna: analysis of portal options/features
- Dave: draft message regarding cancellation of picnic for Facebook
- Erika: remove picnic date from website
- Dave: follow-up with asphalt quotes
- Jim: quote to replace concrete section
- Jim: review bridge to evaluate what repairs may be needed
- Carlos: contact Woodstone HOA
- Anna: Draft budget proposal for inclusion with President’s letter – need to include HOA fees increase/budget; need to include updates to AC Guidelines
- Erika: Draft technical instructions for annual meeting
- Carlos, Dave, & Liz: Food drive planning
*Amended