Montgomery West HOA Meeting Minutes

May 6, 2008

Attendees:

Michele Heffner

John Patton

Christopher Rhawn

Thelena Williams

Action Items:

• John Patton to meet with Homeowner from 21F for dues collection
• Thelena will write-up the details of the Treasurer position.
• Rights and responsibilities CCOC adopted – send out with next newsletter.
• Secretary Position - John Patton to contact Kim’s (next to Mary Beth) and Lyles, Michele to contact Charline LeBarge.

Meeting Opened at 7:00 p.m. at the Patton home.

• Approvals since April Board meeting (Michele Heffner):

• Sidewalk repair Approvals 3 and 1 approval with conditions (to verify who is responsible for the replacement, homeowner, county or HOA)

• Treasurer’s Report – (Thelena Williams)
• Contractor costs to date: Greenlink - $5,610; Ecology - $2,860; Lawyers - $2,400 and Landscaping - $2,300.
• Reserve account has $6,062, will be making a deposit for first time
• Overdue households, 2 severely overdue (2E and 1F); Estate in Probate (27F), John Patton will meet to collect (21F)
• John Patton has expenses - $45 SKES rental and $47 for clean-up day; postage
• Thelena will be stepping down from her position in January. She will write-up details of her position.

• Architectural and Environmental Review Committee
• New Approvals for AERC committee
• Lot 10F – Front Door
• Lot 47 F – New Shed
• Lot 27E – Screen Room, deck and patio
• Current Violation Enforcement Process
• Started 3 years ago
• Documented 75 violations, Currently at 25, should be down to 10 in future
• There were 12 violation notices sent to homeowners requiring them to address through correction or appearing at a hearing – 11 committed to correcting or had corrected. Lot 29E owners did not appear nor respond to the letter, they were later contacted and they agreed to correct violation. The board agreed to wait a month to see if corrected and if not send a fine letter.
• It was agreed that the process would be to give a homeowner an opportunity twice to attend hearings, if after the first no-show a certified letter will be sent to them to show up at second hearing. At that point the Board will decide on fine letters which will be sent regular and certified mail. (John will confirm amount of fines for 2E $250 (not sure if this is correct))
• Greenlink Contract
• Clean-up near Egan House
• Overgrown shrubs near mailbox

• County Liaison (Chris Rhawn)
• Sidewalk Issue – County will come out to 8817 Swallow Court to see if storm drain related to sidewalk sinking.
• Chris to research whether 20 feet in front of homeowners’ property (a little more for end unit) is homeowner’s responsibility for maintenance. If so, send a friendly letter notifying them of this.
• Lighting near mailbox have to do in writing to the County

• Filling Secretary’s Position
• Several names were proposed to replace vacant position Charlene Lebarge (Michele to contact), Kim’s (John to contact), and Lyles (John to contact)

• Community Picnic
• The picnic is scheduled for June 1, 4-8; raindate is June 8
• The picnic will be in the common area behind the townhouses. The HOA will provide tables, paper products, soft drinks and some hotdogs and condiments. Potluck
• Homeowners bring their own chairs
• Heather will prepare flyers, put signs up and put a note on the website
• This is unbudgeted item, costs are estimated at $100.

• Old Business

• Meeting adjourned at 9:20.