Board of Directors Meeting 3/20/08

Meeting was held at the home of Jimmie Davis.

Present at the meeting:  Jimmie Davis, President; John Bogue, Vice President; Wayne McKitrick, Treasurer; Debbie Clayton, Secretary; Bryan Cobb, Developer Liaison.

Becky Prince of the Neighborhood Watch Program called to submit a couple of items for the board.  She was unable to attend the meeting due to prior commitments.  Carlos Munoz was also unable to attend.

Becky Prince submitted the items regarding the Neighborhood Watch picnics and the speeding reports in the neighborhood.  Carlos Munoz would like to add a discussion on the addition of a dry hydrant off of Miry Run.

Wayne McKitrick presented the list of delinquent homeowner’s dues.  Wayne has collected all of the delinquent dues with the exception of eight homeowners.  He will continue to pursue the outstanding dues.  John Bogue suggested sending out a bill with late fees.  He also suggested we bring it up at the annual meeting for suggestions from the homeowners on how we should handle delinquent dues.  Should we add a larger late fee, post on the website, or submit more frequent billing with interest and late fees.

Jimmie Davis discussed the topic of signage at the entrance on Miry Run.  We still haven’t resolved anything on this subject.  We talked about permission from property owners, talked about leasing the land for the signage, how to accomplish this task. 

The landscaping contract was discussed for the upcoming year.  Do we want to renew our contract with Short’s Landscaping or change to another vendor?  Virgil Walker of WDS met with Debbie Clayton and Wayne McKitrick on Wednesday, March 19, to discuss a proposal for the landscaping for the neighborhood.

The proposal by WDS was brought to the BOD meeting.  We discussed what services are included in the proposal as compared to the services we have with our existing landscaping contractor.   What are our needs, what would we like to see at the entrance(s) and the marina area?  It was also noted the Bradford Pear tree in the island at the entrance is diseased and will need to be removed within the next year.  Should we go ahead and take it out and replace with another tree?  We can discuss this with our landscaping vendor and see what they recommend about the tree.

John Bogue suggested we contact Short’s Landscaping to go over the contract proposal they submitted.  Debbie Clayton will schedule meeting with Dee Short .

Wayne McKitrick briefed the board on the water issue with the ARWA. We haven’t heard any official word from the ARWA regarding pumping irrigation water from the lake.

Wayne McKitrick asked if some of the issues for the BOD can be put on a forum for discussion on the website.   The homeowners could contribute to the discussion through the forum.  Wayne suggested a password protected area for homeowners to join the forum.  He will contact Tom Murray, our webmaster, regarding any enhancements to the website.

Wayne has received a large response to his request for e-mail addresses.  We can have homeowners sign in at the annual meeting with this information to complete the list.

Neighborhood Watch Items submitted by Becky Prince

The Neighborhood Watch picnics are scheduled for Sunday, June 8^th, and Sunday, October 5^th.  It was decided the neighborhood enjoys having two picnics.   At this time, the board agreed we will continue to have two picnics a year. 

The issue with speeding in the neighborhood was also discussed.  Do we need to address this at the annual meeting?  The Neighborhood Watch doesn’t have any real issues to discuss at the annual meeting other than the speeding.  There are many reports regarding speeding, especially on Miry Run and Whipponock Way.  There have been a few thefts on the construction sites.  It was noted contractors need to secure their work site.  The Neighborhood Watch patrols can keep an eye on this and contact the sheriff’s office with any suspicious action.

An additional dry hydrant in the neighborhood was discussed.  Carlos Munoz has offered a place on his property to add a dry hydrant.  He has spoken with county officials regarding this and they are in agreement.  It was decided to put this on the agenda for the annual meeting.

The neighborhood is 8.3 miles from the fire station.  This has become an issue for homeowners for insurance purposes.  The rules for insuring homes outside of  a seven mile radius are changing soon.  The addition of another dry hydrant would be in compliance to help reduce homeowner insurance rates, or in some cases, be required for insurance.

Reminder the Annual Meeting is Wednesday, April 16^th, 6:30 to 9 p.m. at Eastside Enhancement Center.