Summary of Minutes of Board Meeting of BWE Homeowners

SUMMARY OF

MINUTES OF BOARD MEETING OF BEACON WOODS EAST HOMEOWNERS’ ASSN., INC.

OCTOBER 14, 2008

Treasurer’s Report: Mr. Stith reported $8,594.67 in checking, $47,577.90 in money market, for a total of $56,172.57, of which $526.56 is paid in advance, leaving $55,646.01 to carry through October, November and December. There are 274 delinquencies, as follows: 24 mortgage company foreclosures, 3 BWEHA foreclosures, 6 BWEHA potential foreclosures and 241 in various stages of collection.

Architectural Control Review and Deed Restrictions: Mr. Lavoro said he had nothing to report on Deed Restrictions. With respect to Architectural Control, there are seven requests, as follows: Lot 899, new roof; Lot 210, new roof; Lot 592, fence and paint same color; Lot 505, paint storm door and install storm shutters; Lot 092, remove dead tree; Lot 248, install 4 foot chain link fence; and Lot BW24, install thin pavers.

Property Manager’s Report: Mrs. Frick said that the first item was the pepper tree, previously discussed at workshop and last month’s Board meeting. She has gotten three bids - $450, $500 and $1200. The $450 bidder does not have worker’s comp, the other two have both worker’s comp. and liability. The tree has grown very large and is inhibiting the ability of workers to get through and bush hog that portion of the retention area. Mrs. Coffey mentioned that she had done some research on the internet about pepper trees. Contact with the sap from a pepper tree can cause a severe skin irritation. You do not need a permit to cut them down. Mrs. Frick commented that they had removed one pepper tree a few years ago. They are very toxic. In this particular case, the tree is also blocking access to maintain the common area. Mrs. Pettlo moved acceptance of the $500 bid to remove the pepper tree. Mr. Bateman seconded. In discussion, Mr. Kingsbury said that removal of the tree could cause a serious erosion problem affecting the sidewalk in that area. Mrs. Coffey said that they have been advised that eventually it will be necessary to add some soil there to support the sidewalk, but the roots now holding the soil in place are not the pepper tree roots but those of another tree. After further discussion and, on vote taken, motion passed 5 yea to 2 nay, with Mr. Kingsbury and Mrs. Munsen casting the nay votes. Mrs. Frick then stated that a repair of the fencing around the all-purpose court is needed, due to vandalism. She has gotten three bids - $890, $$591.28 and $475. All bidders have the proper insurance coverage. Mr. Lavoro moved acceptance of the $475 bid for this project. Mr. Bateman seconded. While we have insurance, there is a deductible which is higher than the cost of the repair. On vote taken, motion passed 6 yea to 1 nay, with Mrs. Munsen casting the nay vote. Mrs. Frick then stated that the insurance agent had suggested we might save some money by having an inspection of the clubhouse roof to see if it qualifies for the wind mitigation deduction. She has three bids - $450, $250 and $595. Mrs. Pettlo moved acceptance of the $250 bid. Mr. Kingsbury seconded. On vote taken, motion passed 6 yea to 1 nay with Mrs. Munsen casting the nay vote.

Old Business: Fall Harvest Dance - Mrs. Coffey stated that this event will take place November 1^st - she is hoping to have about 50 people attend. Apple and pumpkin pie will be served. Tickets will be available at the office.

New Business: Proposed Budget - Mr. Stith said the Budget Committee consisted of himself, the President and Vice President of the Board. Mrs. Frick presented the budget to the committee who reviewed it and made some small changes. Mr. Stith stated that the budget is in balance and, as he had requested, there is no dues increase necessary. Mr. Stith then moved acceptance of the 2009 budget. Mrs. Pettlo seconded. There was no discussion. On vote taken, motion failed 4 nay to 3 yea votes, with Mr. Lavoro, Mr. Bateman, Mr. Kingsbury and Mrs. Munsen casting the nay votes. There ensued a lengthy discussion including Board members, members of the audience and the Property Manager. It was Mrs. Munsen’s feeling that with the amount of money allocated for lawn care, flowers and mulch, and fertilization, it might be worth considering hiring an employee to do these things. She also had other questions to ask about budget items. Mrs. Frick explained that an employee would have to be licensed to handle fertilization, we would have to purchase all equipment to carry out these duties as well as provide a place to store such equipment and supplies, in addition to purchasing any plants needed. Other Board members had questions to ask, also. Mrs. Coffey finally recessed the meeting at 8:07 p.m. and Board members, Mrs. Frick and the recording secretary went into conference on the budget.

The meeting was reconvened at 8:41 p.m. All Board members were present with the exception of Mr. Kingsbury, who had left the meeting at the time it was recessed. Mr. Stith moved rescission of the previous motion with regard to the budget. Mrs. Pettlo seconded the motion. There was no discussion and motion passed unanimously. There will be no dues increase and dues for the 2009 budget year will be $270.56. Mr. Stith then moved acceptance of the budget for 2009. Mrs. Munsen seconded. There was no discussion and motion passed unanimously.

Mrs. Munsen read Mr. Kingsbury’s note of resignation from the Board. Mrs. Pettlo added that Mr. Kingsbury’s house is under contract of sale and he is moving to Millwood Village. Mrs. Coffey then stated that we needed to appoint someone to serve the balance of Mr. Kingsbury’s term of office. Mr. Hickey volunteered. In an informal affirmation by the Board, he will serve the balance of Mr. Kingsbury’s term.

Mrs. Coffey then stated that the same young lady who did the Christmas party for the children last year has volunteered to do so again this year. If anyone on the Board or in the audience would like to help, her name and phone number will be in the November Beacon.

Open Forum: Donna Fanning reminded members of the Crime Watch Garage Sale at the clubhouse on November 8^th. Members of the Crime Watch will be at the clubhouse on November 7^th, to accept donations from 8 a.m. to 7 p.m. She also mentioned a Security Patrol Association fundraiser to be held October 25^th from 10 a.m. to 4 p.m. Tickets are $12 and raffle tickets are being sold for a $250 gas card. This association acts as liaison between Crime Watch groups and the Sheriff’s Department. The Sheriff’s Department will have Security Patrol training sessions after the first of the year. She quoted a statistic saying that areas with a Crime Watch Group and a Security Patrol have 60% less crime than other areas.