Chevington Woods

9/22/2003 Trustee meeting minutes

Meetings are held monthly at the Violet Township Hall

CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
September 22, 2003

President Comanita called the meeting to order at 7:05 p.m.

President Comanita ascertained the presence of a quorum with eight (8) Trustees in attendance:

Carol Comanita, President
Will Snell, Secretary
Lisa Ross
Don Roeder
Rachel Hintz
Theresa Hartley
Juliet Johnston Squier
Jill Ladrick

Special guest and CWCA member Len Hritzo was also present.

Reading of the minutes: Trustee Ross made a motion that inasmuch as the minutes of the previous meeting had been distributed to the Trustees via email that the formal reading be waived and the minutes previously distributed be approved. The motion was duly seconded and passed without dissent.

Treasurer’s Report: Treasurer Mark Briggs was absent.

Reports of Committees: There were no Standing Committee or Ad Hoc Committee reports.

Unfinished Business:

1. Auditing Committee – Inasmuch as there were no volunteers from among the Trustees present or previously contacted via email to serve, President Comanita appointed Trustee Comanita and Trustee Snell to complete the three (3) member Auditing Committee which will consist of Trustee Squier, Chairperson; Trustee Comanita and Trustee Snell.

2. CWCA Web Site – A discussion among the Trustees present reflected majority support for a web site that best promotes the interests of the Association membership. However, it was also a consensus among the Trustees present that, due to the uncertainty of additional costs for other needs, no change be made in the present free web site available via Neighborhood Link at this time. Trustee Snell made a motion that the subject be placed on the table until after the Trustees had an opportunity to review the financial resources of the Association. The motion was duly seconded and passed without dissent.

3. Resident participation (Deed Restriction Committee) – The Trustees present discussed the need to allow an opportunity for membership participation in the deliberations of the Deed Restriction Committee. It was the consensus of opinion among the Trustees that there should be two public meetings to allow any interested resident of Chevington Woods to appear before the Committee and voice an opinion prior to the submission of the Committee’s report to the Trustees. It was also agreed the Chairman of the Committee would accept emails from residents who would be unable to attend the public meetings.

Subsequently, Trustee Ross made a motion, which was duly seconded, that the dues collection notice and the newsletter advising of CWCA activity to date, including an opportunity for resident participation in the deed restriction debate, be mailed via USPS, if possible, after the current officers obtain the CWCA database. The motion passed without dissent.

4. Legal Counsel – The Trustees present discussed the need for legal
counsel at some point in the deliberations of the Deed Restriction
Committee. After a lengthy discussion, Trustee Ross made a motion
that the Deed Restriction Committee meet and review the three (3)
deed restriction documents that are currently applicable in
Chevington Woods. It was noted the differences are minor in the
three (3) deed restriction documents but should be reviewed by the
Committee prior to proceeding. The motion also required the Committee
to prepare questions for counsel for submission to the Trustees at a future
meeting and subsequently to legal counsel. The motion was duly seconded
and passed without dissent.

4. Newsletter – President Comanita advised the Trustees present that the
Association was still seeking an editor for the CWCA newsletter. Trustee Ladrick volunteered to serve as editor. Thereafter, President Comanita appointed Trustee Ladrick as editor. Subsequently, a discussion ensued among the Trustees and it was the consensus of opinion that the Trustees should email, or otherwise, send items of interest to the members of the Association to Trustee Ladrick for publication. It was also the consensus of opinion that President Comanita review and approve the content of the Newsletter prior to publication. Trustee Ladrick agreed.


New Business:

1. Maintenance of streetlights – Trustee Ross - President Comanita recognized CWCA member and special guest, Len Hritzo, for his fourteen (14) years of volunteer service to the CWCA residents in maintaining their streetlights in Chevington Woods. Len received a round of applause in recognition of his dedicated service. President Comanita further stated that Trustee Snell has volunteered to take over Len’s duties, without compensation, to maintain the streetlights in Chevington Woods. Trustee Snell thanked Mr. Hritzo for his service to the community and especially for Mr. Hritzo’s commitment to “break him in” on the street light maintenance job. Thereafter, Trustee Roeder made a motion, which was duly seconded, that the CWCA reimburse Trustee Snell for expenses incurred in maintaining the streetlights of Chevington Woods. The motion was passed without dissent.

2. Letter to Local Board of Realtors – Trustee Snell – The subject of “lack of notification to prospective home buyers in Chevington Woods about deed restrictions and compulsory membership in the CWCA” was discussed by the Trustees present. Several examples were given where new residents were surprised to learn about deed restrictions and compulsory membership in the Association. Thereafter, a motion was made by Trustee Snell to advise the local realtors by letter that their agents should advise prospective buyers that Chevington Woods residents are subject to deed restrictions and compulsory membership in the CWCA. The motion was duly seconded and passed without dissent.

3. Maintenance of main entrances - Trustee Squire – Trustee Squire inquired as to when she could begin maintenance of the North and South entrances to Chevington Woods. The Trustees present expressed their appreciation for her volunteer service to maintain the entrances. Thereafter, Trustee Snell made a motion that Trustee Squire should proceed and any expenses she incurred for the purchase of plants and etc. should be reimbursed by the Association. The motion was duly seconded and passed without dissent.

4. Chevington Woods Swimming Pool – Trustee Ross – Trustee Ross advised that she was continuing her role as the unofficial liaison between the “Pool Corp” and the CWCA Trustees. It was noted the Swimming Pool and the CWCA were two separate entities but the CWCA had an ancillary involvement with the Chevington Woods Pool. After discussion among the Trustees it was the consensus of opinion that Trustee Ross should continue as liaison and report any significant developments to the Trustees.

There being no further business, Trustee Ladrick made a motion to adjourn. The motion was duly seconded and passed without dissent. Meeting adjourned at 8:45 p.m.

Respectfully submitted,


______________________
Will Snell, Secretary

Note: Immediately following adjournment there was an informal discussion among the Trustees present in regard to the date of the next meeting. It was the consensus of opinion that the next meeting be held the third Monday of October (10/16/03).