Minutes Index

Whispering Oaks Homeowners’ Association

Board Meeting Minutes

March 30, 2004

The meeting of the Board of the Whispering Oaks Homeowners’ Association was called to order at approximately 7:00 P.M. on March 30, 2004.  Present at the meeting were President Bob Parker, Vice-President Bill Douglas, Treasurer Al Kenyon, Secretary Dorothy Ingram and Board Member Rich Dettra.  Board Member Chris Wetjen was unable to attend.

Secretary Dorothy Ingram read the minutes from the previous Board meeting.  Vice-President Bill Douglas made a motion to accept the minutes as read.  Treasurer Al Kenyon seconded the motion and a subsequent vote by all members was in favor.

TREASURER’S REPORT

The Treasurer’s Report was given by Mr. Kenyon.  He reported that the tax return had been filed and that 1099 forms were sent to the appropriate vendors.  Mr. Douglas made a motion to accept the Treasurer’s report.   With a second by Mr. Dettra, all members voted in favor of approving the Treasurer’s report.

OLD BUSINESS

Status of Mailing of Fire Department Warning

Mr. Parker reported that a letter has been given to homeowners affected by the Fire Department warning.  This warning affects tower houses which can not be accessed by the Fire Department in the event of a fire.

NEW BUSINESS

Mrs. Ingram asked that the Landscaping issue could become the first item on the agenda so that Mrs. Mahon could leave early if necessary.  After agreement by all Board Members, a report was provided regarding the status of Landscaping.

Landscaping

A meeting of the Landscape committee will be held at the home of Mrs. Mahon on Saturday, April 3, 2004 in an attempt to identify anyone interested in becoming the new chairperson.  Mrs. Mahon further stated that the landscaping plans are currently on hold because of the ongoing road construction and the anticipated construction of the sign.  Mrs. Mahon stated that the landscaping committee is interested in receiving landscaping plans from Mr. and Mrs. Drowns as their lot borders the entrance and their landscaping plan may resolve trespassing issues around the existing gate.  Mr. Parker asked that Mrs. Mahon advise the Board of anyone interested in becoming the new chairperson of the Landscaping Committee.

Status of Front Entry Repair

Mr. Kenyon discussed the damage to the front gate caused by one of the workers in the road widening construction.  The initial damage was eventually paid by the company’s insurance totaling $3500.00.  Additional damage caused by an unknown individual was repaired at a cost of $450.00 to the association.  Mrs. Ingram noted that the initial insurance claim was denied, however, because of Mrs. Sandy Kenyon’s knowledge and experience in the industry, she was able to ensure the payment of damages.

New Sign

Mrs. Ingram reported that the sign committee had met and discussed various options regarding the style and size of the sign.  The committee agreed to submit one sketch for approval by the Board.  This sketch was provided to each of the Board Members.  Mrs. Ingram further stated that this sketch would be returned to HLD Marketing for pricing and Mrs. Ingram would return to the Board with this information.  Mr. Parker suggested that the committee should anticipate lighting needs for the sign.  Mr. Dettra suggested that the Board call a special meeting to provide approval for the sign when the plans and pricing are completed.  Mr. Kenyon added that the roads were expected to be completed in June.

Homeowner Bobby Crum asked the Board if he could provide two suggestions for consideration as he could not remain for the entire meeting.  These items are as follows:

1.                  Purchase and install a sign indicating “No Outlet” on the back of the stop sign at Madrid Street and Spanish Oaks Court.

2.                  Instruct a Board Member to contact Anastasia Dental Associates regarding the detailing business that blocks the road.

The Board later addressed these issues and agreed that the sign was a good idea to prevent traffic on the cul de sac.  The Board felt that the issue regarding the Dental Office was not the business of the Board because the business is not operating on Whispering Oaks Property.  Mr. Kenyon stated however that he would advise the city when he visited there next.

Policy of notice to unpaid members

Mr. Kenyon reported that there are nineteen lot owners who have not paid their dues.  On April 9, 2004, these members should be assessed a late fee.  Homeowner Linda Anderson suggested that the Board incorporate an invoice with the news letter in the future.  Mr. Parker made a motion that we send a separate invoice in the future.  With a second by Mr. Kenyon, the entire Board voted in favor of future invoice.  The Board further agreed that homeowners who are currently in arrears will be notified.

Covenant Enforcement

Mr. Kenyon reported that we will now move to Step Two of the covenant enforcement process as it was installed following the vote at the general meeting.  This step involves sending a certified letter indicating that the homeowner has 14 days to comply or they will be fined up to $100/day.  Mr. Kenyon provided a list of those who remain in violation including Parkers (shed), Gaumonts (boat), Andersons (parking), Harrisons (parking).

PJ’s lot

Mr. Kenyon stated that the lot owned by Paul Steinmetz is an “eye sore” because of the sand which constantly spills on to the road and because of construction materials remaining on the property.  Mr. Parker stated that he will contact Mr. Steinmetz regarding this issue.

Possible deeding over of common ground at the end of Madrid Street

Mrs. Ingram asked the Board to provide a letter allowing property adjacent to lot number 60 to be used for access to that property.  The lot is situated in such a way that it can not be accessed with use of the common area.  Mr. Parker stated that there was no need for a letter to be written because it is an approved lot and the Association would not be able to prevent the use of it.  He further stated that precedent has previously been set by other lots utilizing the common area for driveways.  Mrs. Ingram advised Mr. Parker that the lot owner (Mr. David Mullins) had asked for a letter so that construction can begin.   Mr. Kenyon made a motion for the Board to provide a letter to Mr. Mullins allowing use of this property for a driveway.  After a second by Mr. Douglas, all voted in favor of providing the letter except Mrs. Ingram who abstained.  Mr. Kenyon suggested that the Board consider dividing the property between lots 59 and 60 and deeding it to the property owners.  Mr. Kenyon stated that once the Board made a decision to endorse this issue, it would require a vote of 50 percent of the lot owners.  Board members then discussed issues related to this property including the current trespass issue and agreed that deeding this property would be a long term solution as we have no control over what any future Board may decide to do with that property.  Mr. Dettra asked if the property would be sold to the owners and Mr. Kenyon advised that the Association did not pay for it therefore it would not be sold; only deeded over once it was divided equally.

ARC

Mrs. Ingram reported that there was no new business from the Architectural Review Committee.

Status of Ralph Morris Partnership compliance

Mr. Kenyon reported that the city provided Mr. Morris with six months to comply with the deficiencies in Whispering Oaks.  As of the time of this meeting, Mr. Morris has not complied with any of the deficiencies including the fence, Water Management issues, joint use for the well, and removal of the lift station and falling retaining walls.

Mr. Parker reported that the London Tract was sold but requires zoning changes which the city is hoping to satisfy by the exchange of a walkway through the property to the Beach.  He further stated that the City of St. Augustine Beach has “first right of refusal” to the Ackerson Property located south of Whispering Oaks.  This agreement expires on June 1, 2004.

Mrs. Ingram reported that she attended the most recent City Commission meeting and asked that a Stop sign be installed on Ewing Street at Madrid Street. 

Streetlight Replacement

Mr. Kenyon reported that the street lights had been replaced at a significant savings to the community.  The electrician did the work in exchange for the existing (old) street lights.  Mr. Kenyon further reported that the electrical work had not been completed but would be completed soon.  The electrician would then be on standby for additional work including the front entrance.

Parkette sprinklers

Mr. Kenyon reported that the sprinklers in the parkette have been installed and are operating.

Horshoe Pit for Parkette

Mr. Kenyon suggested that the Board consider purchasing horseshoes and creating a horseshoe pit in the area of the parkette where the grass will not grow.  This purchase would be approximately $50.00 and would encourage homeowners to utilize the parkette.  Homeowner Linda Anderson stated that she was opposed to this because “several people” were concerned that the parkette was being used for “personal use”.  Mrs. Anderson suggested that a bulletin board be installed instead.

Hills Safety Issue – Possible One-way road

Mr. Kenyon reported that the hills on Whispering Oaks Circle create a safety hazard and suggested that Whispering Oaks Circle be made one way traveling counter clockwise.  After discussion by the Board Members it was agreed that a letter would be sent to all homeowners indicating that the Board was anticipating making this road one way for safety purposes.  This letter would further encourage homeowners to provide input.  Mr. Douglas made a motion to accept this proposal.  With a second by Mr. Kenyon, all members voted to endorse changing the road to one way and sending a letter to homeowners to provide additional input within 30 days.

Trespassing

Mr. Parker discussed the issue of removing trespassers from Whispering Oaks Property.  He stated that we must install “No Trespassing” signs in order to enforce the issue.  Mrs. Ingram stated that she frequently has people trespassing on her property from Ewing Street.  She suggested that we attempt to consolidate some of the signs in the neighborhood, but agreed that “No Trespassing” signs were needed.  Mr. Parker then made a motion to purchase and install “No Trespassing” signs and attempt to consolidate signs when possible.  With a second by Mr. Douglas, all Board Members voted in favor of this issue.

The next meeting was not scheduled because it will be determined by the status of the new sign.

Mr. Douglas made a motion that the meeting be adjourned.  With a second by Mr. Kenyon, all voted in favor of adjourning the meeting.