Preserve at Wynmar
Board of Directors Meeting
Tuesday, March 21, 2006

Present
Board: Mike Parks, Jim Jones, Kevin Corcoran, David Schuetz, James Ricks
Committees: Rob Switala (ARC), Amy Weigelt (Social Committee)
Koger: Saundra Lucke

The meeting began at 7:00 pm at Mike Parks' house. It began with a homeowner, present at the meeting, discussing the planting of trees on common ground and a possible problem with drainage caused by a neighbor's landscaping two years ago. As the neighbor involved is on the Board (David), he recused himself after both sides had been heard while the Board discussed the issue and came to some form of resolution. The specifics of the decision need to be researched and flushed out by the ARC and should be mailed to the parties in the dispute.

Next, the Board discussed possible community events that we'd like the Social Committee to consider taking on. Under consideration was a summer party / picnic, and perhaps a halloween event. Amy suggested movies in the common space. We also discussed a community-wide yard sale, perhaps charging a nominal fee to rent tables and help pay for an after-sale BBQ or something. The possibility of a vendor fair (discussed at the fall meeting) remains open, as well. Amy was to research these and other ideas, with help from the rest of the Social Committee, and report at the Annual Meeting in April.

The Board then discussed guidelines issues. Last fall, the Board had hoped to have a full-blown "Architectural Change Handbook" including both a reworked guidelines document and full documentation of the change and appeals process. However, this hasn't happened, as the person on the hook for the handbook (David) has been overwhelmed at home and simply hasn't been able to work it. He therefore presented three possibilities to the Board: Recruit help and press on with the full handbook, revise just the guidelines, or simply take the guidelines changes presented in the fall and incorporate them into the existing guidelines document. The Board recommended the last option, and David took an action to get those revised prior to the Annual Meeting.

Saundra suggested that, upon receiving an incomplete ARC application, the management company should immediately send the homeowner a "Denied due to incomplete application" letter, to "stop the clock" on the application process. Otherwise, the homeowner could make an argument that, after 30 days having elapsed, the application would be automatically approved. Rob also asked that Saundra send copies (hardcopy or scanned to PDF) of all ARC related letters each month.

Rob suggested that we send a general, "blanket" letter to townhome owners reminding them of the necessity of maintaining their lawns. It was suggested that we don't want to unfairly single out TH owners (especially since plenty of other homeowners aren't great about lawn maintenance), and it was amended that such a letter could go to the whole community, possibly as part of the spring walkthrough.

For the walkthrough, Rob has been updating his master spreadsheet of all ARC-related items. He's tentatively scheduled May 13 for the walkthrough, and would like to have 4 or 5 teams of two (ideally one Board member and one ARC member on each team) to do the walkthrough.

Discussion then turned to the Annual meeting. Jim wants slide input by 4/11. Mike is trying to get Sully District Supervisor Frey at the meeting, and we expect that he'll probably talk about the Rt. 28 / Walney Rd. intersection. If Mr. Frey can't make it, then David will talk about the intersection. Mike plans to walk the community and drum up interest for the meeting.

Open issues discussed:

• Two lights out on AGW - 4819 and 4839. David will get the id #s off the lights to Saundra.
• Yard waste was left out on the wrong day recently and blown across the streets. CSI provided a copy of the complete pickup schedule.
• We need to ensure that meeting times are published for the membership, should any homeowners wish to attend the Board meeting.
• Rick asked again about the possibility of charging extra for homeowner documents, with proceeds going to the general community fund. Saundra noted that we use "CondoCerts" (www.condocerts.com) for creating and mailing the disclosure packets, and that the costs are charged by them. Were we to increase the cost, we may need to handle the entire process ourselves.

Actions:
Amy: (With Social Committee) - Research parties, picnics, and other community events and present recommendations at the Annual Meeting.

David:

• Revise the existing guidelines document with the changes presented at the 2005 Fall Meeting.
• Put Board Meeting schedule on website
• Collect all streetlight tag numbers for use by Saundra when calling in malfunctioning lights.
• Create a few slides for the Rt. 28 / Walney intersection.
• Update the full CSI trash / recycling / yard waste schedule on web site.

Saundra:

• Ensure ARC Chair receives copies of all ARC-related letters each month.
• Call in two burnt-out streetlights.
• Send copy of meeting proxy form to Mike.

All:

• Send slides to Jim