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Six board members were at the board table for the December 19th WPA board meeting - Jacky Walton, Garrison, Williams, Vasey, John Walton, Phillips. Those absent were: Johnson, McMillin, Anderson.
Seven residents attended the meeting. It is a busy time of the year, and for those of you who were not in attendance, you missed a good meeting - a meeting that could hold promise for Wedgefield if the board follows through. Read the highlights, and I think you'll see the promise of some of the motions, and the direction they might take us in.
*The minutes were approved for three board meetings. 1) The October 17, 2017 - regular board meeting. 2) The November 30th closed board meeting - election by the board of the officers of the board, and the appointment of committee chairs by the president. Please note: There is a standing legal opinion that states that this meeting should be OPEN to the residents. As residents we don't have a vote, but this meeting should be appropriately noticed, and we should be able to see our board at work. 3) The December 11th open meeting on the 3rd try for the parking lot reconfiguration. All minutes were passed unanimously.
*The president's report: President Walton gave congrats to Vasey, Williams, and McMillin on their election to the board. He reminded all board committee chairs to get their committees together, and bring nominations for committees to the board for approval. He is making his personal cell phone number available to all board members, and if individual board members have questions, they are to bring them to him. He thanked McMillin for the tree lighting event. He also stated that someone had arranged for an article in the Georgetown Times that was a Wedgefield positive article. He would like to continue with that positive look at Wedgefield, and make it even greater.
*Vice president's report: Garrison gave congrats to newly elected board members. He stated that when the board met on Nov. 30th to elect their officers that they informally discussed - 1) upgrading the website to have a public - "life in Wedgefield" section, and a password secured section for minutes, financials, etc. 2) a programable sign by the front to get info out - rather than paper signs 3) a possible input page - for those who like social media, to see what is going on 4) expansion of Easter Egg Hunt. To the board: This appears to have been a productive meeting. It should have been open, noticed on the website, and with signage. You missed the opportunity for residents to see a productive meeting, where it looks like the board went out of their way to serve the residents of Wedgefield. You appeared to have heard their concerns, and were willing to put things in motion that will help Wedgefield. It is tarnished with the fact that you excluded us.
*Secretary's report: McMillin was absent and a short report was read into the minutes, that mentions much that was included in the first two reports.
*Treasurer's report: Phillips reported a total of $504,438.62 in reserves. She made a motion to allow the finance committee to look into another CPA, someone possibly closer. Approved. Again, this move to seek a different CPA could appear to fit with recent resident concerns.
*ARC: No report.
*Legal: Garrison reported that a orientation was held for new board members, and they each received the policy manual, governing documents, and keys to the office. All appropriate forms were signed, and existing board members also signed the forms again. Garrison made a motion to add the following people to the legal committee - Jacky Walton, Butch Williams, and Adam Anderson. Approved. Great report in the fact that old and new board members signed the forms that would remind them all that they are committing themselves to standards of operation with their signatures. As a resident, I would hope that every board member review the governing documents, and realize the weight of voting independently, according to what they read. At some point at the end of the meeting, a resident was asking questions about the policy manual, and Garrison lifted his notebook that contained the documents, as an exhibit of the size and volume of the documents. First, I thought good move on Garrison's part. Then I looked at the rest of the board seated at the table, and it appeared that he was the only one with the notebook. Each board member, long seated or new, should have that at their side, and know the contents so well, that they are able to vote independently, according to the content. They all need to consider the following from a recent legal article. "III. Association director liability
*Water Amenities: John Walton said that there was no report. He made a motion to nominate Adam Anderson, Chris Carroll, Jamie Cristello, Larry McMillin, Steve Vasey, and Ed Wozniak to the committee. Approved. I was surprised that there was no report, or update from this chair and committee, on so many issues - the spoil site, the number of people who have signed onto the dredging, the figures for the dredging, and the proposed start for the dredging. Like what I have to say, or not, this whole project is riddled with secrecy - lack of openness, conflicting fact of adherence to governing documents, and truth to how we got anywhere near this commitment of assessment dollars. It would seem that legal - openly and honestly, needs to review everything leading to this point. Compliance should be taking a long review also.
*Condo Liaison: Vasey discussed a lamp post in the condo area.
*Roads: Garrison read the report in Anderson's absence. Hearthneck was approved as a member of the committee. The speed bump surveys indicate that we are a divided association on this issue. More time will be needed for a determination.
*Grounds: McMillin's report was read in his absence. The following people were nominated and approved for the committee: Dale (missed last name), Steve Vasey, the McMahons, Phillips.
*Compliance: Williams stated that there was no report. He is studying the policy manual. Good for him. It appears that he is taking necessary preparation to move forward in this position.
*Old business: None
*New Business: There were three items under new business. 1) Garrison made a motion to investigate the cost of updating the Reserve Study. Once they talk to them, the board can come back and attach a figure to approve. It could even be a new vendor. Approved. Again, we should be pleased that this is being considered. There have been resident questions regarding this. Consideration is a good move by the board. 2) President Walton was next up under new business. He motioned to add a committee to the board - the website committee. It was approved, and he will chair it. He stated that there was a lot to be considered. You'll note some of the ideas that came out of the conversations of the board at the meeting on November 30th. 3) President Walton then motioned the nomination of Madeline Claveloux to the committee. Approved.
Resident comments:
1) Member has a problem left by Hurricane Matthew. Trees on adjacent lot blew down over drainage area. The trees were cut up but big pieces left laying, and they are too large for the resident to handle. He states that it wouldn't take more than half an hour for the grounds crew to come and remove them.
2) Member states reserve study needs consideration of inaccurate figures on roads as it relates to basic table measurement - square footage always off "big time". I hope I got this correct.
3) Member asks when the WPA September 19, 2017 monthly meeting minutes will be approved.
4) Member would like the committee members listed for residents. Discussion moves from possibly the Wragg, to other areas of communication. At another point in this discussion a member says that it would be useful to know who to call. President Walton says that in all cases, residents need to put their concerns in writing to the board. This was a moment that made my heart happy. It is time that all residents are on equal footing - have to follow a process required by everyone to get assistance from the board - any member of it. How many times have we heard from board members as they put a motion forward for one thing, or another, "I've had a lot of complaints". Yet, when one reviews the correspondence file, there aren't any. Board members, it puts your individual votes at the time of that misinformation, in question - as to your individual - independent vote, based on real research, and real information. Again a quote from an HOA legal article:
Directors must exercise reasonable diligence in following through and carrying out the responsibilities assumed by or assigned to them under the governing legal documents. Generally, directors must remain informed about the community association’s business at all times, be knowledgeable about the legal documents governing the affairs of the association, and attend and participate in the association meetings. Directors may be held responsible for obtaining and reading the minutes of those association meetings the director was unable to attend. Directors must also vote against actions taken or adopted by the Board of Directors that they are in disagreement with and record their disagreement in the meeting minutes. Failure to perform any of these duties in a reasonably diligent and prudent manner could expose the director to liability to homeowners for breach of fiduciary duty."
There was a little more back and forth regarding the policy manual, and whether residents could have hard copy printed by the office - changes voted in, and how then those could be added, should it be on a disk to residents - offered as a possibility at one time in the discussion, etc.
A few more thoughts and comments, on my own observation of the meeting. Residents, you missed something new from this board. I left the meeting for the first time, in years, feeling that just maybe there was some change in the air - just maybe your board was listening, and trying to do something about some of the issues. I felt for the first time in a long time, that a resident could stand up, ask a question, and wasn't attacked by a member of the board. I appreciated the restraint that that might have taken by some on the board. We've deserved better if we are interested enough to attend these meetings, and it looks like we are on our way to respectful tolerance. Thank you board!
I had calls last night and this morning. Word travels fast. There was a loss of speech at the fact that I agreed to be considered for a committee, a new committee, and was approved in a vote. Next, came questions about the blog. Would I have to give it up? I don't think so. I'm an independent thinker, with a lot of non profit board experience, and I doubt that the board approved me thinking I will quit the blog. I'm smart enough to know that if we move forward with a committee membership, that I'll know what I'm allowed to do on my blog, as it relates to the committee position. I will continue to have the right as a free resident, to observe the board at work, and comment as I see fit. I have always said that the blog could shut down if the board operated according to our governing documents. It isn't time to close down, but last night, for the first time in a long time, I felt things were getting better. One night is not proof positive, but a chance.
P.S. To the three residents who discussed my appointment, and in good humor said "they would like to be a fly on the wall during those committee meetings", I say this. "I'm bringing a fly swat to the meetings".
Merry Christmas!
Homeowners have the right to have directors act within their fiduciary duties. Homeowners may bring an action against a director of a community association on the grounds of breach of fiduciary duty of the director. Directors, also sometimes referred to as Managers, Trustees, Administrators or the Executive Board, owe fiduciary duties of care to homeowners to exercise ordinary care in performing their duties, to act reasonably and in good faith in their performance of their duties as members of the governing body of the community association."
*Finance report: Phillips motioned to nominate Bob Brice, Jacky Walton, Bob Garrison, and Larry McMillin to the finance committee. Approved. There was a motion made to provide a $100 Christmas bonus for the paid office staff and finance contractor. Approved.
*Communications: No report.
*Community Liaison: In Anderson's absence, Garrison provided the following:
-letter regarding no pick up (? not sure what this
is)
-drainage issue
-boat on vacant lot on John Green
*Drainage: Vasey stated that there was no report. President Walton added that there were drainage issues on lots 490 and 491. One was a recent build, and the other built about a year ago. The president will get this information to Vasey, and update him about what was going on.
*Condo Liaison: Vasey discussed a lamp post in the condo area.
*Roads: Garrison read the report in Anderson's absence. Hearthneck was approved as a member of the committee. The speed bump surveys indicate that we are a divided association on this issue. More time will be needed for a determination.
*Grounds: McMillin's report was read in his absence. The following people were nominated and approved for the committee: Dale (missed last name), Steve Vasey, the McMahons, Phillips.
*Compliance: Williams stated that there was no report. He is studying the policy manual. Good for him. It appears that he is taking necessary preparation to move forward in this position.
*Old business: None
*New Business: There were three items under new business. 1) Garrison made a motion to investigate the cost of updating the Reserve Study. Once they talk to them, the board can come back and attach a figure to approve. It could even be a new vendor. Approved. Again, we should be pleased that this is being considered. There have been resident questions regarding this. Consideration is a good move by the board. 2) President Walton was next up under new business. He motioned to add a committee to the board - the website committee. It was approved, and he will chair it. He stated that there was a lot to be considered. You'll note some of the ideas that came out of the conversations of the board at the meeting on November 30th. 3) President Walton then motioned the nomination of Madeline Claveloux to the committee. Approved.
Resident comments:
1) Member has a problem left by Hurricane Matthew. Trees on adjacent lot blew down over drainage area. The trees were cut up but big pieces left laying, and they are too large for the resident to handle. He states that it wouldn't take more than half an hour for the grounds crew to come and remove them.
2) Member states reserve study needs consideration of inaccurate figures on roads as it relates to basic table measurement - square footage always off "big time". I hope I got this correct.
3) Member asks when the WPA September 19, 2017 monthly meeting minutes will be approved.
4) Member would like the committee members listed for residents. Discussion moves from possibly the Wragg, to other areas of communication. At another point in this discussion a member says that it would be useful to know who to call. President Walton says that in all cases, residents need to put their concerns in writing to the board. This was a moment that made my heart happy. It is time that all residents are on equal footing - have to follow a process required by everyone to get assistance from the board - any member of it. How many times have we heard from board members as they put a motion forward for one thing, or another, "I've had a lot of complaints". Yet, when one reviews the correspondence file, there aren't any. Board members, it puts your individual votes at the time of that misinformation, in question - as to your individual - independent vote, based on real research, and real information. Again a quote from an HOA legal article:
Directors must exercise reasonable diligence in following through and carrying out the responsibilities assumed by or assigned to them under the governing legal documents. Generally, directors must remain informed about the community association’s business at all times, be knowledgeable about the legal documents governing the affairs of the association, and attend and participate in the association meetings. Directors may be held responsible for obtaining and reading the minutes of those association meetings the director was unable to attend. Directors must also vote against actions taken or adopted by the Board of Directors that they are in disagreement with and record their disagreement in the meeting minutes. Failure to perform any of these duties in a reasonably diligent and prudent manner could expose the director to liability to homeowners for breach of fiduciary duty."
There was a little more back and forth regarding the policy manual, and whether residents could have hard copy printed by the office - changes voted in, and how then those could be added, should it be on a disk to residents - offered as a possibility at one time in the discussion, etc.
A few more thoughts and comments, on my own observation of the meeting. Residents, you missed something new from this board. I left the meeting for the first time, in years, feeling that just maybe there was some change in the air - just maybe your board was listening, and trying to do something about some of the issues. I felt for the first time in a long time, that a resident could stand up, ask a question, and wasn't attacked by a member of the board. I appreciated the restraint that that might have taken by some on the board. We've deserved better if we are interested enough to attend these meetings, and it looks like we are on our way to respectful tolerance. Thank you board!
I had calls last night and this morning. Word travels fast. There was a loss of speech at the fact that I agreed to be considered for a committee, a new committee, and was approved in a vote. Next, came questions about the blog. Would I have to give it up? I don't think so. I'm an independent thinker, with a lot of non profit board experience, and I doubt that the board approved me thinking I will quit the blog. I'm smart enough to know that if we move forward with a committee membership, that I'll know what I'm allowed to do on my blog, as it relates to the committee position. I will continue to have the right as a free resident, to observe the board at work, and comment as I see fit. I have always said that the blog could shut down if the board operated according to our governing documents. It isn't time to close down, but last night, for the first time in a long time, I felt things were getting better. One night is not proof positive, but a chance.
P.S. To the three residents who discussed my appointment, and in good humor said "they would like to be a fly on the wall during those committee meetings", I say this. "I'm bringing a fly swat to the meetings".
Merry Christmas!
