DRUM POINT VILLAGE WEST HOMEOWNERS ASSOCIATION

Minutes of the Board Meeting

November 12, 2003

Board Members Present: Bob Martin (President), Gene-Ann Pesano (Vice-President), Paula Groppe ( Trustee), Phyllis Ventrello (Secretary), Herb Armstrong (Trustee)

Covenant Committee Members Present: Gladys Pfeiffer, Harriet Martin

Homeowner Present: Ken Bertch

• First Order of Business: Call To Order

Bob Martin called the meeting of the Board of Trustees to order at 8:15 p.m. Bob asked everyone to please turn off their cell phones so they do not interrupt the meeting. He noted that any input from attendees be held until the new business portion of the meeting and that the conversations be limited to 3 minutes per person.

• Second Order of Business - Roll Call

Paula Groppe announced the names of those who attended the meeting.

• Third Order of Business – Acceptance of minutes from September meeting

Bob Martin made a motion to accept the minutes from the last meeting. All in favor.

• Third Order of Business - Actions of the Board

Bob Martin made a motion to incorporate the list of the Actions of the Board into the minutes. All in favor.

Actions of the Board

September 11, 2003 to November 11, 2003

v Landscaping

Ø Tree service contracted to remove 7 trees including 5 distressed Bradford Pear trees.

Ø Large branches that fell during Isabel and were immediately cleared by the landscaper.

Ø Pesticide applied for grubs on 9/26/03.

Ø On 10/6/03 all lawn areas were aerated, seeded, fertilized and limed. Larger bare spots were covered with new topsoil and seeded, etc. All edges were slit seeded.

Ø On 10/6/03 and 10/7/03 the problem trees were removed and all other mature trees were pruned.

Ø Mignatti planted 10 evergreens along Drum Point Road behind 1 – 9 Manhattan Drive per the Township’s instructions.

Ø Landscaper was contracted to rearrange the 10 Mignatti trees into a buffer and planned landscape area.

Ø Stump removal completed on 10/17/03.

Ø 3 landscapers have been invited to bid on replacement of all pear trees on WSW and re-landscaping of the fronts of all units on WSW as well as some enhancements to the landscaping on Mignatti side.

Ø Landscaper contracted to transplant several spruces that the twp had Mignatti plant to a more desirable location.

Ø One lawn area on MD was re-sodded.

v Sprinklers

Ø Additional adjustments made 9/25/03.

Ø Vacuum breaker checked and it has to be replaced. This will be done in the spring.

Ø Sprinkler company has been asked for estimate to install rain sensors on our system.

Ø Sprinkler system to be shut down for the season on or about Nov. 14.

v Siding/Roofing

Ø A roof repair was completed on 9/11/03

Ø 2 more roof repairs completed on 9/14/03.

Ø Roof and gutter repair from tree damage done on 10/10/03.

Ø Roof repair by private contractor done on 10/02/03.

v Drainage Project

Ø Three board members will meet with the Township Administrator on Friday November 14 to push for a completion of the project.

v Covenants Committee

Ø One homeowner was fined on 9/11/03 for violation of Restrictions.

Ø Meeting held with a homeowner on 9/26/03 regarding violation.

Ø One homeowner was fined for pet violation on 10/6/03.

v Miscellaneous

Ø Letter sent to homeowner approving request for patio.

Ø Street sign at MD & BFT restored on 10/02/03.

Ø Damaged privacy fence repaired on 10/02/03.

Ø Letter sent to homeowner approving handicap access ramp for front of unit

Ø Standard approval letter given to homeowner for privacy fence along patio

Ø Published, printed and distributed September Newsletter to all homeowners, landlords and tenants

Ø Processed approximately 500 emails

Ø Handled 29 phone calls

v Web Site

Ø Actions of the board updated

Ø Old actions of the board moved to the Archives page

Ø Next meeting date changed

Ø List of Officers and Trustees updated

Ø Removed "not yet approved" warning message from 5/7/03 minutes

Ø Domain name (www.dpvw.com) renewed for four years at $10 per year.

Ø Added two articles to the web site: “Flying the U.S. Flag” and “DPVW Donates Paver Stone to Reservoir Project”.

Ø Unapproved minutes of April 2003 general meeting posted to site.

Ø October 2003 newsletter added.

Ø FY2002 audited financials added.

Ø September 2003 financials added.

Ø October 2003 financials added.

v Financial

Ø Quarterly statements printed and mailed to homeowners.

Ø September month end financials produced.

Ø Certificates of Insurance sent to insurance company for audit of Workers Comp policy

Ø 2002 audited financials completed and made available to homeowners.

Ø Several homeowners received copies of audited financials via email per their request

Ø Prepared footnotes for FY2003 Audit

Ø October financials prepared and sent to Board for copies and distribution at meeting.

• Fourth Order of Business – Proposed Post-dated Check Rule

Bob indicated that there is a problem with people sending post-dated checks and that a new ruling needs to be instituted. Gene-Ann stated that the Board has the authority to pass any rule that they want. She explained the procedure for adopting a new rule. When someone has brought it to the Board's attention that there is a need for a new rule, the Board:

1. Reads the rule at a meeting

2. Publishes it in a newsletter or send it out and invite residents to send in their comments

3. Waits for the comments to come in

4. Reads the ruling a second time at another meeting. Homeowners who are unable to make it to the meeting for the second reading, may send their comments in writing and comments sent to the Board will be read at the meeting.

The first reading of this new proposal was at the September 10 meeting and the second reading is made at the November 12. The proposed rule is:

Post-dated Checks

The Association will not accept post-dated checks as payment towards any maintenance payment or other debt owed to the Association. Failure to comply with this rule will result in the following:

• On the first instance of failure to comply, the Treasurer may accept the post-dated check as payment and shall promptly notify the check issuer and/or unit owner of this rule, advising such unit owner that future post-dated checks will not be accepted by the Association.

• On the second and all subsequent instances of failure to comply with this rule, the Treasurer shall not be permitted to accept the post-dated check as payment and shall return such post-dated check to the issuer. No additional notice of non-compliance shall be required to be given. Should the return of a non-accepted post-dated check result in an acceptable payment being received later than the required date therefore, late fees shall apply against the unit for which the post-dated check was issued, and such late fees shall be collectible in the same manner as any other common expense assessment pursuant to Paragraph 8 of the Master Deed of Drum Point Village West, CAI.

Gene-Ann read the only comment that was sent to the Board in writing:

• Comment from Helen Bertch:

"Why name? etc... Privacy is essential, as perhaps a neighbor is involved.

Gene-Ann once again explained that names will be given of any resident that sends in a comment in writing because it gives them the benefit of having their comments heard in the same manner as if they were present at the meeting. Gene-Ann then asked if anyone present had any comments. There were none.

A motion was made to accept this new rule. Motion seconded. All in favor.

· Fifth Order of Business – Date for Annual Meeting

Bob Martin stated that the tentative date for the Annual Meeting for Friday, April 2, 2004, 8:00 PM, to be held here [at the Mill Brook Manor Clubhouse].

• Sixth Order of Business – Financial Report

The financial report was distributed to those present. Bob Martin made the following comments as to items not clearly identified within the report:

1. Township reimbursement for work on the sprinkler system was $4,770

2. The snow reimbursement for the calendar year 2002 was $91.52.

Bob reminded the residents that the community is still owed money for 2003 that we will get in 2004. Bob made a motion to accept the un-audited financial report. Motion seconded. All in favor.

• Seventh Order of Business – New Business

Bob Martin asked if there was any new business from the board or from the floor. There was none.

• Eighth Order of Business – Next Meeting

Bob Martin stated that there would be no Board meeting for the month of December. The next meeting will be held on Wednesday, January 14, 2004 8:00 PM, to be held here [at the Mill Brook Manor Clubhouse].

• Ninth Order of Business - Adjournment of the Meeting

The meeting was duly adjourned by Bob Martin at 8:49 p.m.