WESTMORELAND HOA BOARD

Meeting – January 11, 2010  - 7:00PM

Present:    President - Russ Hill, Secretary - Olivia Hartman, Members - Jim Word.  Member – Rich Scott. Treasurer, Davie Burgdorf, Joe Gagliano, Berkeley Realty representative, Chadd Molloy, Berkeley Realty representative

Russ Hill called the meeting to order at 7:00PM

Concerns over recent prowlers in neighborhood –  Board suggests that we notify police and homeowners when there are any concerns of this nature.

Director Realignment – After discussion, Davie Burgdorf made a motion to keep the same officers for the 2010 fiscal year.  Seconded by Rich Scott.  Unanimous vote.

Transition to Berkeley Realty – All documents have been turned over to Berkeley Realty as of this meeting to include names and addresses of vendors, etc.  Berkeley Realty to take care of closing the PO Box and notification to vendors of change of address.  Berkeley Realty will file 2009 Federal and State taxes for the association.  Approximate cost for CPA is $350.  President Hill asked to look over the filing forms in the event he could fill them out.  Davie Burgdorf will wait 30 days for any final checks to come in before closing the account and bringing balance to Berkeley Realty.

Incorporation of Association – It is highly recommended by Berkeley Realty to incorporate the association.  This will protect the Board and homeowners in any potential litigation.  They stated they don’t know of any homeowners association that is not incorporated.  Davie Burgdorf made a motion that the WOA incorporates.  Rich Scott seconded the motion. Unanimous vote.  Berkeley Realty will have the paperwork drawn for approval of the Board.

Workman’s Compensation Insurance – Discussion as to the need for Workman’s Compensation and why it is necessary if the Association has no employees.  If vendor’s don’t have insurance, Association could be held liable.  Berkeley Realty will contact current insurance carrier to see if this is necessary.  Table item until next board meeting.

ARC Procedures -  The flow of requests will now go to Berkeley Realty who will then submit to the ARC for approval and back to Berkeley to notify homeowner or approval or rejection.

Review Playground Safety Inspection – President Hill presented the JCC inspection for the existing playground equipment.  The Board will address and fix any item at level 3 (hazardous risk) as soon as possible.

DRAFT ONLY

Referendum Vote –   Proposed non-binding referendum guidelines were presented as follows:  To include three options for vote by homeowners. 

1)  No new shelter or gazebo. 

2) To construct a shelter – 2 options up for vote.

A)construct a post & beam shelter, not to exceed $2,000

B)construct a gazebo not to exceed $5,000

3)  Existing Playground Platform & Slide – 3 options up for vote.

A)Refurbish existing platform & slide

B)Replace existing platform & slide not to exceed $3,000

C)Remove existing platform & slide

Rich Scott will put together sketches for each of the two shelter options and Olivia Hartman will put together a voting ballot.  Once the Board has approved them, Berkeley will send out to all homeowners for a vote.  Deadline to have proposal and ballot ready is February 1, 2010 and deadline to have ballots mailed is February 15, 2010.  Deadline for return of votes will be March 1, 2010.

2010 Work Plan – Timing for a review and possible revision of the association’s restrictions was tabled until the next Board meeting in April.

Maintenance – Jim Word reported that an electrician is needed to repair the light system at the entrance to the neighborhood.  Berkeley Realty will follow-up on this.  Word also reported that vehicles are still driving on the playground area which makes it very muddy.  A suggestion was made to place two posts and rope to restrict access (except for essential vehicles). Berkeley will get an estimate on this for the Board.

Grounds Committee – Jim Word agreed to sponsor Tim Cote as Chairman of the Grounds Committee.  Davie Burgdorf and Jim Word to inspect the fence around the common areas to see if upkeep is needed. 

Set time for future Board meetings- Future Board meetings will be held the first Monday of each quarter.  Next quarterly board meeting to be held April 5, 2010 at 7:00 PM at the Berkeley Realty office. 

Meeting adjourned at 9:08 PM   Next meeting:  Monday, April 5, 2010  7:00 PM

Berkeley Realty Office, 150 Strawberry Plains Rd., Williamsburg, VA

                          

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