Minutes Index

Whispering Oaks Homeowners’ Association

Minutes From Board Meeting

May 7, 2003

The meeting of the Board of the Whispering Oaks Homeowners’ Association was called to order at approximately 7:10 PM.  Present at the meeting were President Bob Parker, Vice-President Bill MacDowell, Secretary Dorothy Ingram, Treasurer Al Kenyon, and board members Linda Anderson and Rich Dettra.  Also attending was homeowner Chris Wetjen.

Secretary Dorothy Ingram read the minutes of the previous board meeting.  Vice-President Bill MacDowell made a motion to accept the minutes as read.  With a second by Linda Anderson, the motion passed.

OLD BUSINESS

Mailing of Fire Department Warning

President Bob Parker reported that he had no yet completed the letter, which will be mailed to homeowners regarding this issue.

Central Mailbox Units (CBU)

President Bob Parker reported that he and Treasurer Al Kenyon moved the lamppost on Madrid Street in order to accommodate that CBU for that area.  He further stated that the markers have been placed for the concrete bases and the mailboxes should be installed on May 13, 2003.  Landscaping for the CBUs will be decided at a future meeting.

Architectural Review Committee Activities

Secretary Dorothy Ingram reported that the general membership information letter had been completed and read the letter to the Board.  The Board approved the letter as written and agreed that it should be mailed with a newsletter that was written by Treasurer Al Kenyon.  Mrs. Ingram further advised that the Contractor Performance Agreement has been completed.  This document will be signed by a member of the Architectural Review Committee and by the contractor.  The agreement includes a $1000.00 security deposit to be paid upon receiving approved plans.  The security deposit will be placed in an interest bearding escrow account.  Vice-President Bill MacDowell made a motion to accept the Contractor Performance Agreement with the $1000 security deposit.  With a second by Bob Parker, the motion passed.

Treasurer’s Report

Al Kenyon provided the Treasurer’s report with an itemization of deposits, expenses and balances.  Mr. Kenyon advised the Board that the owners of the property south of Whispering Oaks had paid $16,000.00 to the county for the lift station.  The payment by WOHA is not required until the County has approved this process, which will take approximately two weeks.  President Bob Parker questioned the electric cost listed on the itemization.  Mr. Kenyon advised that this document listed annual cost.  Mr. Kenyon further requested and received authorization to issue checks in the amount of $36,000 to the County for the lift station and $1900 for the rear gate.  Mr. Parker subsequently made a motion to approve the financial report.  With a second by Mr. Dettra, the motion passed.

Mr. Kenyon advised the Board that several property owners are delinquent in their dues.  He further advised that he had notified these property owners that covenants allow for a fine and a lien to be filed against their property.  Mr. Kenyon made a motion that liens be filed on properties of owners who are delinquent.  With a second by Mrs. Ingram and a brief discussion, the motion passed.

Rear Gate

Mr. Parker stated that the person completing the electrical work on the gate advised him that original electrical work was shoddy.  Mr. Parker expressed concern that our community may continue to experience problems caused by the Developer’s substandard work.  Mr. Parker further expressed concern that the north and south sides of the rear gate are open and would allow trespassing.  The Board briefly discussed several possibilities including extending the fence and landscaping.

Mr. Kenyon made a motion to change the time that the rear gate opens in the morning from 7:00 to 6:30, as the construction workers seem to be coming earlier.  With a second by Mr. Dettra, the motion passed.  Mr. Kenyon further stated that there are additional remotes available for $20. 

Neighborhood Cookout

Mrs. Ingram reported that flyers had been distributed regarding the cookout.  A follow-up call will be made to each homeowner.  The Board agreed that the cookout will begin at 4:00 and will be held at the new park area.  The Board members will personally pay for hamburgers, hot dogs, buns and condiments.

Landscape Plans

Mr. Kenyon advised that he, Mr. Parker and Mr. Bart Ingram would be installing an irrigation system for the front entrance islands.  He further advised that there is erosion in several areas of the community that will require repair, including but not limited to the area west of the Crum’s property.  Mr. Kenyon made a motion to allow Landscape chairperson, Myrna Mahon, to landscape the area around the CBU west of the Crum’s property to eliminate the erosion problem.  This motion included allowing Mrs. Mahon to begin landscaping the islands according to the landscaping plan. 

NEW BUSINESS

Newspaper Delivery boxes

The Board discussed the installation by homeowners of newspaper delivery boxes.  Mrs. Ingram read from the covenants Article III, 3.4 (k) that states that these boxes are only permitted in areas approved by the Architectural Review Committee.  Mr. Parker made a motion to direct the Architectural Review Committee to deny requests for the installation of paper boxes.  With a second by Mr. MacDowell, the motion passed.

Zydell Island

Mr. Parker reported that there is severe erosion in the area of the island located at the end of Big Magnolia Court.  He advised that the area would need reconstruction or removal of the island.  If the island were removed, the street lamp would be moved to the area of the Central Box Unit.  Mr. Parker volunteered to discuss the issue with the Zydells.

Scheduling of Road Sealing

The Board agreed that sealing the road should wait until the trusses are completed on lot 40.

“No Trespassing” signs

The Board agreed that no new signs would be purchased until the gate is completed.  Until that time the sign previously purchased will be placed on the gate. 

Rear Gate Enhancement Lighting

Mr. Parker stated that he plans to discuss this issue with Mr. Joe Price to ensure that he is satisfied with the positioning.

General Newsletter

The Board reviewed the general newsletter and agreed that it should be sent with the letter from the Architectural Review Board.

The next Board Meeting was scheduled for Thursday, July 10.  The meeting adjourned at approximately 9:30 PM.