Wexford Homeowner’s Association

Minutes of the Annual Meeting

May 10, 2011

I.                   Call to Order: The meeting was called to order at 7:12 pm by President Tom Cook. Copies of the meeting agenda and the 2011 budget were given to the members present.

II.                Verification of Quorum: President Tom Cook verified the presence of a quorum, in accordance with the bylaws of the association. There were twenty (20) households represented in person and thirty-five (35) represented by proxy.

III.             Introductions: President Tom Cook verified the presence of a quorum, in accordance with the bylaws of the association. There were twenty (20) households represented in person and thirty-five (35) represented by proxy.

IV.              Secretary’s Report: Tom Cook read the minutes from the annual meeting held May 11, 2010. A motion to approve the minutes was made by Steve Salvitti and seconded from the floor. The minutes were approved with no dissent. 

V.                 Treasurer’s Report: Treasurer Brenda Miller presented the proposed budget for the 2011 year. This budget is based on ninety-eight (98) households in the neighborhood paying annual dues of $225. The board did not select to increase dues over the previous year’s assessment. There was discussion from the floor about the late fees and those who pay them. Tom related how the covenants treat late fees.

Brenda reported that she has collected all but five households’ dues. Dues collected thus far totals $ 20,925.00.

VI.              Pool Facility Report: Tom Cook discussed significant items in the budget for this year (attached as the last page of this report). The Board plans to build a new fence around the pool; this project will take place in September after the pool is closed. The current fence is only 6’ high and is bowing badly in several places. Tom reminded those present that the fence is 20 years old. The new fence will have commercial grade 1¼" mesh to comply with the Virginia Graeme Baker Act and will be 8’ high. The heavier material with smaller openings will be more durable and will deter, though not completely eliminate teenagers from climbing the fence. Tom mentioned that pool maintenance personnel had been prepping the pool regularly and had removed the padlock from the main entry. Tom was at the pool Saturday afternoon and the gate was locked but not padlocked. On Sunday morning the door to the pool was found propped open with a side table. Saturday night was prom night, so it is possible that some teens may have found their way to the pool and either had a key or hopped the fence.

Terry Cullen said the first estimate for the fence is $10,000, but a second estimate by another contractor may be less.

Tom also reported there have been various drug problems in the past year or two with teens from and outside of the neighborhood. For example, last year a neighborhood mother reported suspicious activity with a group of regular teens (several from the neighborhood, and their friends from outside the neighborhood). One teen would leave the pool, go out to the parking lot, get in a car and come back a few minutes later. Then another kid from the pool area would go get in the car and come back, etc. It was believed that each teen was purchasing drugs from the dealer in the car. As a result, Tom Cook and others reported the activity to the KPD who responded by sending officers out to patrol the pool periodically, often in an unmarked car and dressed in civilian clothes.

Steve Salvitti, who lives next to the pool parking lot, says that neighbors would be surprised at the amount of activity in the parking lot. Steve suggested that we look into purchasing and installing security cameras. He has done a little research; there is a system with 8 cameras that you can purchase at Costco for under $1000. Steve volunteered to install the system.     

Tom said that if everyone were in accord, it might behoove the Association to talk to a lawyer about security cameras on public property in order to circumvent any issues or liabilities. He will check on this. Unlike the fence which has to wait until September, the cameras could be installed sooner. He will check on pricing for both.

Tom lead a discussion on the security aspects of the pool and what could be done to better control activity therein. He listed priorities for the pool:

1.      Fence

2.     Cameras

3.     Badge System Entry – Can limit access to time of day and stop access for members who have not paid. Also, these badges cannot be easily duplicated. We do not know who now has keys. They also leave a trail as to who has been in the pool.

Terry Cullen motioned to open the pool one week earlier, May 21^st and close the pool September 24^th. Motioned was seconded and was passed.

Steve Salvitti asked if we would be selling memberships. Tom responded that we will not be selling memberships. He believes it adds additional liability to the membership.

Someone from the floor mentioned that there is a family who lives in Wexford whose grown kids and grandkids live in a Taylor Chase house on the cul-de-sac of Bent Creek Trail. The kids and grandkids frequent the pool without the Wexford residents. Everyone agreed that this is unacceptable and is against the Wexford Pool Rules. Someone from the floor suggested that a Board member draft a letter  from the Association to the Wexford homeowner and to Taylor Chase residents reminding them about the Wexford Homeowner’s Association pool guest rules.

VII.           Concerns: Tom addressed several issues that residents have brought up via email. The first was a noise complaint. Tom said there is very little in the covenants that addresses noise, and that he would email pertinent info to the resident who inquired.

Tom said another individual had emailed a complaint  about a chain-link fence. Tom read item 13 in the covenants which states:

13. Decorative fencing of good quality may be erected; however, said fencing shall not be erected nearer the front property line that the front setback line. Fencing must be maintained in a good state of repair.

There is nothing that outlaws “chain-link” fences.

Tom also mentioned that the issue of satellite dishes has come up, and he read the passage from the covenants that addresses this:

14. No communications of television receiving disc may be erected or placed on any lot, or on any building on any lot, except one stationary or rotating television antenna of the type used to receive local television channels may be affixed to the chimney on top of the house.

Tom opened the discussion to the floor, stating that it might be time for us to review the bylaws and covenants, as they have not been adjusted since 1990. Tom said that we will need 66% approval from homeowners in order to ratify any changes made. This would be a good opportunity for us to clarify the items such as fences and anything else that is outdated.

Sue Kubiak discussed the concept of a neighborhood watch. She had discussed this with the Kernersville Police Department ant they originally volunteered to come to our meeting but later would not return her calls.

Tom discussed the way late fees are assessed, that some neighbors refuse to pay them, and what the covenants say about this issue. This was an additional item that might be changed in the covenants.

VIII.        Election of HOA Board members: Tom announced that Terry Cullen has fulfilled her term on the Board. He opened to the floor for nominations. Rick Simpson was nominated from the floor. Nomination was seconded and approved from the floor.

IX.               Nota Bene: Tom Cook expressed the gratitude of the association for the services of retiring board member Terry Cullen.

X.                 Adjourn: The meeting was adjourned at 8:27 pm by Tom Cook.

Respectfully submitted,

Randall Epperson, Secretary

May 23, 2011