Minutes of the ANNUAL MEETING

Wooded Glen, Section 1, Homeowners’ Association

December 12, 2000


Place: White Oaks Elementary School


Mary Beth Conlon, President, called the meeting to order at 7:30 p.m.

Actual count and written proxy established a quorum

    1. The minutes of the 1999 Annual Meeting were read. A motion to approve the minutes was made, seconded, and the minutes were approved.
    2. The members of the Board introduced themselves to those in attendance.
    3. Mary Beth announced that three positions needed to be filled on the Board: the office of Treasurer and two other positions. After she outlined the duties involved, the floor was open for nominations. Those nominated and voted into office were Al Graziano (to complete the second year of a two-year term as Treasurer, and Cyril Shepherd and Loren Becker who are completing their two-year terms but were willing to continue for another two years on the Board.
    4. Mary Beth was asked to talk about the Board’s experience with Koger Management over the past six months as the Homeowners Association management team She reviewed the process that led up to bringing them on board, a result of discussions at the 1999 Annual Meeting in which the homeowners, in view of the lack of volunteers to serve on the Board, gave the Board permission to seek professional management for the Homeowners Association. She also reviewed what led up to the Board’s decision at its meeting on December 9, 2000 to terminate our contract with Koger Management and give them the required written thirty days notice.
      The notice was delivered to Koger Management on December 11, 2000. Craig Conlon expounded on the problems the Board experienced with Koger, including the lack of a proper architectural walk-through and assessment of conditions of properties, which was to include photographs, and that none of this was carried out as promised in Koger’s presentation to the Board in May of 2000.
    5. In addition to this, the Board is seeking a refund of fees paid to Koger over the six month period for lack of performance of promised services and will continue to pursue the matter of securing the refunding of the $250 assessment fee mistakenly paid by 33 homeowners. To-date, about 10 refund checks have been received by homeowners. Mary Beth will follow-up to make sure the remaining checks be issued

    6. Richard Golden delivered a check for $1,420.22 to the Association from VDOT for common property taken over by VDOT in the widening of Lee Chapel Road. Richard explained his role in this matter on behalf of the Homeowners Association in securing that payment, which was higher than
    7. the $600 VDOT was originally going to award the Association. Loren Becker gave special acknowledgement to Richard for his work and he was

      accordingly recognized by the homeowners who were present.

    8. Under new business, Al Graziano presented and discussed the proposed budget for the year 2001. After discussion and explanation, there was a motion to accept the Treasurer’s report. It was seconded and passed by unanimous vote.
    9. Al asked for help on the "disclosure packets" that must be delivered to new homeowners at the time of settlement and he asked that Richard Golden continue in this role and be properly compensated for his time in preparing these detailed documents that need to be kept up-to-date at the time they are delivered to the new purchasers. Richard said he would discuss this with the Board at a later date. He also clarified the fact that "this [the disclosure packet] is a new document each time".
    10. Walt Zimmer raised concerns about subcontracting work, such as bill paying and collection of assessments. The Board assured him that it cannot enter into any contracts larger than $2,000 as specified by the by-laws. This ended the discussion under new business.
    11. A motion was made and seconded to adjourn the meeting. The motion was passed and the meeting was closed at 8:45 p.m.

Respectfully submitted,

Michael B. Miller, Secretary