HOA MINUTES of The Woods on 19th
February 9, 2023
Present: John Rodgers, Lori Rodgers, Tony Winter, Cody Faust, Chelsea Faust (via phone), Donna Cook
The meeting took place at 1840 Villo Woods Court and was called to order at 7 p.m.
1. The minutes of the previous meeting were approved as corrected.
2. Treasurer’s report:
- All bank accounts are now consolidated, and the current balance of the InTrust account is $70,170.02. Tony has received approximately $5,000 in payments this year so far. The other HOA accounts at Bank MidWest are empty, but we cannot access them. They are free accounts so we should not be charged any fees for holding them. John and Tony will go to InTrust to add Tony as a signatory to the account. Cody will change the contact information for that debit card once that has been done.
- Dues billings sent by HOA accountant weren’t addressed properly to the new owners of 1841 VW last year. After some discussion it was decided the current owner will be sent a past-due billing as they were owners of record as of Feb. 2, 2022.
- Owner of 1872 VW is in arrears $600, Treasurer & President will review and send letter to homeowner.
3. Parking:
- A tenant at 1837 had a car towed due to long term street parking and the homeowner has requested the Board (via phone calls with Tony) to write off the amount he is arrears on his dues because he paid to get the car out of the towing lot. Per discussion with the tenants, the homeowner was reimbursed by his tenant. Lori gave the tenants the web address for the covenants and bylaws, and specifically the Parking section, as they said they had never received them from the owner. The Board unanimously agreed that Tony would notify the owner in writing that there will be no write off of the debt currently owed.
- Skiff by 1872 VW was on the street for 2 days while being filled/used. Moot parking point.
- The HOA Parking policy is clearly stated in our Covenants. The Board is aware that reinforcement of the policy must be consistent. The Board agrees that any car parked on Delaware or VW for more than 3 days, with photographic evidence, will be given a warning (placed on the vehicle), notification will be given to other board members, and if the car is not moved then the Board member will call the towing company. Any member of the board has the authority to enforce the policy.
4. All-HOA meeting on March 15: The letter informing all owners of the Annual Meeting must be received no later than March 5. The meeting will once again be virtual (Zoom). The Treasurer and Vice President officers need to be voted on. Comments received last year indicated that the mailed ballot & letter were received so early that many owners forgot about it. In past years ballots have been hand-delivered to each property and it was agreed that will be done this year. The ballot will not be included in the information letter, except for the 3 owners who do not live in their houses. Letter will be circulated among the Board by John for edits, and will include budget info (no increase), road paving update, reminder of parking policy and where to find in covenants, etc.
5. Trees: The post office informed us that two of the certified letters were “undeliverable”. Options are to send a certified letter to a business address or to try delivering via UPS with tracking numbers. There have been no replies from other recipients, so the Board will expect those owners to be in compliance with the removal/replanting of affected trees.
6. Other issues:
- Request for road repair bids: we have the engineer’s report, have at least two companies, can’t be done while freezing outside- – so should send request for bids in late March. (John & Cody)
- The Secretary will continue to work on posting past Minutes to the HOA Website.
- It has come to the Board’s attention that an owner was considering renting their property if/when they move later this year. Donna told the owner that was not possible & gave the owner a copy of the covenants/bylaws. The Board discussed the option of reminding owners again of the no-rental wording, and is aware that the issue will continue to be brought up as long as there are owners who are not in compliance. Previous HOA Boards did not uphold the bylaws/covenants. The current board, as well as our current and previous HOA lawyer, are in agreement that we can insist on owner occupancy. It was decided to refer the issue (of sending a letter to the non-compliant owners saying that when their tenants’ lease is up they are not allowed to renew) to the HOA lawyer.
7. The meeting was closed in due form by the president at 8:35 p.m.
Lori Rodgers, Secretary
