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April 26, 2018 – Annual Meeting

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Whitehall Manor HOA Annual Community Meeting
Thursday, April 26th, 2018 – 7:00pm – C. C. Jones Community Center

Board Members in Attendance: Chris Boudreaux, Brian Alexander, Shawn Gukelberger, Brett Gantt,  Andy Doyle, Katey Pauls, Gary Lamach

Members Absent: None

Call to order 7:03.  Quorum Established.
April 27, 2017 meeting minutes read, nothing in question. Motion to approve. Seconded. The motion passed.

    1. Election of Board Members –
      1. Chris Boudreaux announced the election of 3 new Board members. Two members on the ballot: Amanda Fletcher and Michael Beahm. Nominations were taken from the floor. No other nominations were heard.  Amanda and Michael were elected by acclamation.
    2. Treasurer’s Report
      1. Brian Alexander presented the Balance sheet and discussed the 2018 budget. The Total Operating Funds balance is currently $23,753.71 while the Reserve Account balance is at $32,147.41.
      2. Detailed budget items were discussed, including the Reserve Fund change from last year.  This year’s increase in the Reserve Fund reflects no major capital projects from 2017.
      3. Discussed the social budget of $3000 that will fund the pool opening party, fall festival, and planned pop-up parties.
      4. A motion was made to ratify the budget. Seconded. The motion passed.
    3.  President’s Report: Accomplishments
      1.  Reviewed major pool improvements from 2016
        1. Expanded/new pool steps & in-pool benches
        2. New plaster surface and new tile for pool
        3. Pool cover purchased for the winter season
      2. Discussed the 2017 pool improvements
        1. Pool fob and locks updated to enable better tracking of people entering pool and better control of pool hours
        2. Added WiFi to the pool
      3. Discussed the successful pig pickin and chili cookoff from 2017
    4. Goals for 2018
      1. Additional pool improvements
        1. Repair and repaint pool house
        2. Remove grass from pool area and replace with concrete to increase seating area
        3. Landscaping improvements near the pool and entrance
        4. New pool furniture
        5. Signage – the theft of the parking signs last year was discussed including the fact that some of the design of the signs are required by the Apex Police Department in order to patrol the area.
        6. Security cameras
          1. To avoid future thefts or damage to the pool area, the Board has been considering installing two security cameras on flood light on the pool side and parking lot side of the pool house
          2. The conversion with attendees was generally supportive of the cameras as long as privacy concerns are being addressed
      2. Town SQ
        1. Our management company has a new app that integrates billing with other neighborhood features like forums, HOA forms, and potentially an internal website
        2. The Town SQ website was previewed by Chris.
      3. Reminders
        1. May 19th: pool opening
        2. June 9th: pool party where we’ll be grilling Boston butts

    ADJOURN 8:15 PM. Seconded. Motion carried.

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March 26, 2018

Whitehall Manor HOA Board of Directors Meeting

Monday, March 26, 2018 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Brian Alexander, Katey Pauls

Board Member Absent: Andy Doyle

HRW Representative: Vera Mason

Call to order 7:16

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – January 22, 2018 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $37,183.76
    2. Reserve Cash Account – $21,440.27
    3. Total expenses (year to date) are over budget $1,560.93
    4. Net Income is over budget $2,231.65
  3. Management Report
    1. 7 accounts haven’t paid
    2. Pool opens May 19th
    3. No resales yet this year
    4. 73 owners have joined Town Square
    5. Discussed the April 26th annual meeting date at CC Jones
  4. Committees
    1. Social: Spring fling party on June 9th
    2. Communications: Discussed changing the website to a scaled back version.  Brett will update the website before the annual meeting and leave the decision to the next secretary of the Board.
    3. Architectural: No requests.  Katey stated that several residents have privately messaged her asking about architectural rules, which she has forward to architectural committee.
    4. Pool: Need to confirm whether Pool Committee Jenny Ross is interested in serving as chair again this year.
  5. New Business
    1. Pool signs were discussed.  The language on the signs is partially dictated by the Town of Apex to allow police to patrol the area.  The “No Overnight Parking” signs were installed because of bad behavior in the pool parking lot.  We decided to investigate smaller signs that are less invasive.
    2. Pool furniture was discussed.  Shawn stating that the Abbington pool chairs are being replaced and will investigate whether those can be given to us to use for this year.  Pool tables will need to be added/replaced as well.  Will purchase the tables after measuring the new concrete installation.
    3. Pool cameras were discussed.  The issue is that we’ve had vandalism at the pool overnight.  We decided to install purchase camera/floodlight combos for the pool area and parking lot.
    4. Pool house paint was discussed.  The decided on a satin type with a blue-gray color.
    5. Pool landscaping was discussed.  We approved removal of the junipers inside the pool and near the parking lot.
    6. Pool pavement expansion was discussed.  We approved $15,000 for juniper removal, building a wall and pour concrete, capping irrigation, and pouring concrete around the other side of the pool.

Next Board Meeting: Monday, May 21st, 2018.

Motion made to adjourn at 8:35. Seconded. Motion carried.

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January 22, 2018

Whitehall Manor HOA Board of Directors Meeting

Monday, January 22, 2018 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Brian Alexander, Katey Pauls

Board Member Absent: Andy Doyle

HRW Representative: Vera Mason

Call to order 7:09

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – November 27, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $27,023.76
    2. Reserve Cash Account – $20,029.64
    3. Total expenses (year to date) are over budget $590.65
    4. Net Income is over budget $3,717.74
  3. Management Report
    1. 21 homes in 2017 have been sold
    2. Decided to table the extended parking form and decide the parking on a case-by-case basis
    3. The crepe myrtles plantings have been delayed due to cold weather
    4. Christmas decorations were $258 and are now owned by the HOA
    5. Discussed the pool furniture needs, specifically whether to order more of the same type or different style.  We decided to table the discussion
  4. Committees
    1. Social: No updates.
    2. Communications: Discussed incorporating the website to the Town Square application.  We’ll have a demo at the March 2018 HOA Board meeting.
    3. Architectural: One request was approved.
    4. Pool: Discussed removing the juniper plants near the pool and adding additional paved area for a table and extending the retaining wall.  Vera will get quotes.
  5. New Business
    1. Vera will get quotes for the pool house repairs and roof cleaning.  A change in the pool house paint color was also discussed.
    2. Decided to convert all pool signs to metal.

Next Board Meeting: Monday, March 26nd, 2018.

Motion made to adjourn at 8:45. Seconded. Motion carried.

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November 27, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, November 27, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Brian Alexander, Gary Lamach, Andy Doyle

Board Member Absent: Katey Pauls

HRW Representative: Vera Mason

Call to order 7:09

Quorum Established

Open Forum Attendee: none

Agenda items added: basketball goal in the parking lot-decided to table for now due to potential need for adjustable height goal and limited parking lot size for a goal

  1. Approval of Minutes – September 25, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $21,769.81
    2. Reserve Cash Account – $18,049.17
    3. Total expenses (year to date) are over budget $190.26
    4. Net Income is over budget $4,087.42
  3. Management Report
    1. Suggested moving $10,000 to reserve fund.  Discussed moving less in order to paint pool house and replace rotten wood
  4. Committees
    1. Social: Fall Festival was a success and moderately attended.  We may change up the pool opening party to bring out more people.
    2. Communications: Brett will discuss future of website with Jim Looney and report back in the January meeting
    3. Architectural: one request tree removal
    4. Pool: Discussed updates to the pool house, pool furniture, bulletin board, flower garden in the front.  We will get estimates for the pool house and pool furniture updates and will install the bulletin board and flower garden ourselves.
  5. New Business
    1. After having a temporary need for parking at the pool, the need for a extended duration park form.  Vera will use some language that other neighborhoods have for parking lots.
    2. Discussed the budget items for 2018.  Notable changes included an increase in the social committee budget to $3000, moved the pool furniture/pool house repairs to capital improvements, moved ~$10000 into the reserve fund.
    3. Vera was asked to alert the landscaping company to trim the crepe myrtles by the entrance.

Next Board Meeting: Monday, January 22nd, 2018.

Motion made to adjourn at 8:45. Seconded. Motion carried.

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September 25, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, September 25, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Katey Pauls, Gary Lamach, Andy Doyle

Board Member Absent: Brian Alexander

HRW Representative: Vera Mason

Call to order 7:04

Quorum Established

Open Forum Attendee: none

Agenda items added: basketball goal in the parking lot-decided to table for now due to potential need for adjustable height goal and limited parking lot size for a goal

  1. Approval of Minutes – July 24, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $25.368.30
    2. Reserve Cash Account – $16,790.19
    3. Total expenses (year to date) are over budget $382.14
    4. Net Income is under budget $294.09
  3. Management Report
    1. Vera will send email to new homeowner about taking care of the wax myrtles along Grappenhall Dr.
    2. 16 sales this year
    3. The Town Square app has been rolled out, an action item is to promote the app on the website
  4. Committees
    1. Social: Fall festival scheduled for October 21st at 3:00pm. Signs to be put out soon. Welcome baskets may change responsible person
    2. Communications: no updates
    3. Architectural: two requests (one for fence, one for pine tree removal)
    4. Pool: Discussed the need for video surveillance at the pool.  Will put up signs/bulletin boards at the pool.
  5. New Business
    1. Board voted to keep dues consistent with previous years dues.

Next Board Meeting: Monday, November 27th, 2017.

Motion made to adjourn at 8:45. Seconded. Motion carried.

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July 24, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, July 24, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Katey Pauls, Brian Alexander

Board Member Absent: Gary Lamach, Andy Doyle

HRW Representative: Vera Mason

Call to order 7:11

Quorum Established

Open Forum Attendee: none

Agenda items added: Pool sanitation, social media interactions

  1. Approval of Minutes – May 22, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $15,720.92
    2. Reserve Cash Account – $15,171.55
    3. Total expenses (year to date) are under budget $2,799.37
    4. Net Income is under budget $3,252.47
  3. Management Report
    1. 11 resales this year thus far
    2. Associa has added an app called Town Square.  The Board members have an action items to check out the app and add the information to the website.
    3. Discussed the need for the new path to be tamped down.
  4. Committees
    1. Jenny Ross from the pool committee attended.  She discussed several incidents that have occurred at the pool, including the throwing of pool chairs in the pool.  Jenny suggested that a camera at the pool may deter some of the bad behavior.  Another issue brought up was the rules about kids at the pool without their parents.  We heard about some complaints about the pool size and a broken tile.
    2. Social committee: action item to contact Gary or Lauren about fall festival dates
    3. Possible website transfer to management company tabled until next spring
    4. Architectural committee has discussed
  5. New Business
    1. Pool issues were discussed, including posting the appropriate numbers at the pool for the management company and pool cleaning company for sanitation issues.  An action item is to contact the pool company about signage for the pool and neighborhood management companies.  Another action item is to install a bulletin board at the pool to post the rules and other information about the neighborhood.  Further action items include buying new pool furniture, pool house fixes, joints in the concrete are rusted.
    2. Social media for the neighborhood was discussed with a focus on dog waste on yards.

Next Board Meeting: Monday, September 25th, 2017.

Motion made to adjourn at 8:44. Seconded. Motion carried.

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May 22, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, May 22, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Gary Lamach, Andy Doyle, Brian Alexander

Board Member Absent: Katey Pauls

HRW Representative: Vera Mason

Call to order 7:12

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – March 27, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $19,964.87
    2. Reserve Cash Account – $19,827.27
    3. Total expenses (year to date) are under budget $1,608.43
    4. Net Income is over budget $2,137.26
  3. Management Report
    1. Discussed the late payments thus far.
    2. Contacted the pool walkway fence company.  Will change companies if current builder doesn’t get back to us shortly.
    3. Discussed the pool access system.  We decided to go with the system with the fobs and the 60×5 internet speed.
  4. Committees
    1. Social – Pool opening on June 3rd.
    2. Communications – After a January meeting with the Town of Apex concerning the Apex Peakway Connector, several of the neighbors wanted the HOA to get involved with the discussions about the preliminary designs.
    3. Architectural – One request was approved
  5. Old Business
    1. Memorial path: going to get quotes on the ABC material for the path.  Not going to do any grading.
  6. New Business
    1. Annual meeting April 27th: Approximately 30 people attended with main discussion about the Peakway Bridge.  Two action items included: 1) set up a neighborhood Twitter account and 2) generate talking points for the residents to have when interacting with the Town Council.

Next Board Meeting: Monday, July 24th, 2017.

Motion made to adjourn at 7:58. Seconded. Motion carried.

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April 27, 2017 – Annual Meeting

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Whitehall Manor HOA Annual Community Meeting
Monday, April 27th, 2017 – 7:00pm – C. C. Jones Community Center

Board Members in Attendance: Chris Boudreaux, Brian Alexander, Shawn Gukelberger, Brett Gantt,  Andy Doyle, Liam Keane

Members Absent: Mary Lou Jackson

Call to order 7:06.  Quorum Established.
April 26, 2016 meeting minutes read, nothing in question. Motion to approve. Seconded. The motion passed.

    1. Election of Board Members –
      1. Chris Boudreaux announced the election of 2 new Board members. Two members on the ballot: Gary Lamach and Katey Pauls. Nominations were taken from the floor. No other nominations were heard.  Gary and Katey were elected by acclamation.
    2. Treasurer’s Report
      1. Liam Keane presented the Balance sheet and discussed the 2017 budget. The Total Operating Funds balance as of April 30, 2017 was $23,053.65 while the Reserve Account balance was $16,594.67.
      2. Detailed budget items were discussed, including the Reserve Fund change from last year
    3.  President’s Report: Accomplishments
      1.  Reviewed Major pool improvements, including:
        1. Expanded/new pool steps & in-pool benches
        2. New plaster surface and new tile for pool
        3. Off season cover
        4. Passed inspected for proper electrical grounding
        5. Bike rack
      2. Signage: no trespassing sign for pool
      3. Discussed the fobs for the pool and WiFi that will be added for this year’s pool season
      4. Mentioned other topics, including Social Committee’s activities and pool opening and spring party
    4. Other Topics
      1. Discussed goals for 2017, resident mentioned web camera for the pool
      2. Discussed the neighborhood efforts involving the Apex Peakway, residents requested the Board coming up with talking points for the neighborhood, traffic-calming speed-bumps, google forum, there were concerned about the back entrance (Whitehall Village) and that they need to be contacted by the Board to be aware of the intersection, the Board has agreed to send letters to all of the residents with a summary of the issue and the talking points, encouraged residents to attend Town Council meeting, encouraged residents to attend meeting about highway 55 widening
      3. Residents suggested a neighborhood Twitter account
      4. Reminders
        1. Need architectural requests to be submitted to Board
        2. Join a committee
        3. Spread trash cans
        4. On-street parking has strict rules

    ADJOURN 8:15 PM. Seconded. Motion carried.

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April 26, 2016 – Annual Meeting

WHM_letterhead

Whitehall Manor HOA Annual Community Meeting
Monday, April 26th, 2016 – 7:00pm – C. C. Jones Community Center

Board Members in Attendance: Chris Boudreaux, Mary Lou Jackson, Brian Alexander, Shawn Gukelberger, Brett Gantt,  Andy Doyle
Board Member Absent: Liam Keane

Call to order 7:02.  Quorum Established.
April 21, 2015 meeting minutes read, nothing in question. Motion to approve. Seconded. The motion passed.

    1. Election of Board Members –
      1. Chris Boudreaux announced the election of 2 new Board members. Two members on the ballot: Shawn Gukelberger and Andy Doyle. Nominations were taken from the floor. No other nominations were heard.  Shawn and Andy were elected by acclamation.
    2. Treasurer’s Report
      1. Chris Boudreaux presented the Balance sheet and discussed the 2016 budget. The Total Operating Funds balance as of April 30, 2016 was $18,945.72 while the Reserve Account balance was $47,923.40.
    3.  President’s Report: Accomplishments
      1. Successful effort of Whitehall Manor residents advocating a sidewalk along S. Salem.
      2.  Major pool improvements, including:
        1. Salt water chlorination for pool
        2. New railing and fencing at pool entrance
        3. Expanded/new pool steps & in-pool benches
        4. New plaster surface and new tile for pool
        5. General pool house lighting and storage improvements
      3. New high-efficiency lighting for the main entrance sign
      4. Several social events, including spring fling, fall festival, welcome baskets
      5. Preview of new website (whitehallmanorhoa.com)
    4. Other Topics
      1. Discussed the neighborhood efforts involving the Apex Peakway crossing, including the letter sent from the HOA to the Town Council and the attendance of the residents at a recent Town Council meeting.
      2. Discussed on-street parking.  The HOA agreed to send a letter to the Whitehall Village HOA concerning parking issues and the shared need to address the problem of parking along Grappenhall.
      3. Discussed future plans for 2016 including building a ramp for access to the playset behind the pool

    ADJOURN 8:15 PM. Seconded. Motion carried.

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March 27, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, March 27, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Brett Gantt,  Shawn Gukelberger, Liam Keane

Board Member Absent: Brian Alexander, Andy Doyle

HRW Representative: Vera Mason

Call to order 7:06

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – January 23rd, 2017 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $29,918.37.
    2. Reserve Cash Account – $16,592.56.
    3. Total expenses (year to date) are over budget $511.83.
    4. Net Income is over budget $73.98.
  3. Management Report
    1. Discussed the late payments thus far.
    2. Discussed some needs for signage at the pool.  Board agreed to install a community board and sign about contact for any fob problems.  Also, the Board decided to investigate pool storage and the need for additional space.
    3. Approved the memorial path for Donna Hucul.
  4. Committees
    1. Social – Planning has proceeded on the party for June 3rd.  Decided to provide popcorn for the movie at night.
    2. Communications – Brett has agreed to write up the talking points for the Peakway Bridge.  Also, the Board agreed to have the Management company to due the website updates.
    3. Architectural – One request for a shed is outstanding.
    4. Pool – Some of the umbrellas were broken but are good for this pool season.  Picnic tables are falling apart and the Board plans to replace with new tables.  We’ll plan to keep the swing set for another year but may replace it with a metal/coated plastic set next year.
  5. Business
    1. Memorial path approved and construction will begin soon.
    2. Need for Peakway talking points were reiterated.  Brett agreed to write up the notes and send them to the rest of the Board and interested residents
    3. New officer positions
      1. Shawn Gukelberger was nominated to be President and Chris Boudreaux to be vice-President.  Brian Alexander was nominated to be Treasureer and Brett will continue to be Secretary.  Gary Lamach will potentially serve on the Social Committee for the Fall Festival.

Next Board Meeting: Monday, May 22nd, 2017.

Motion made to adjourn at 8:25. Seconded. Motion carried.

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January 23, 2017

Whitehall Manor HOA Board of Directors Meeting

Monday, January 23, 2017 – 7:00pm – 1006 Cuddington Ct.

Board Members in Attendance: Chris Boudreaux, Mary Lou Jackson, Brett Gantt,  Shawn Gukelberger, Liam Keane

Board Member Absent: Brian Alexander

HRW Representative: Vera Mason

Call to order 7:11

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – November 28th, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $23,480.39.
    2. Reserve Cash Account – $16,588.54.
    3. Total expenses (year to date) are over budget $10,346.
    4. Net Income is under budget $4,432.27.
  3. Management Report
    1. Discussed the late payments thus far.
  4. Committees
    1. Social – Discussed the need to reevaluate the welcome basket process.  Discussed the initial details for the party including having a whole hog bbq.
    2. Communications – No updates.
    3. Architectural – No updates
    4. Pool
      1. With MaryLou leaving the neighborhood, we discussed the need to have a new person take over responsibilities for overseeing the pool maintenance.
  5. New Business
    1. Discussed the logistics of building a paved path from the pool parking lot to the playset.  Because the Town of Apex is requiring additional inspection of that area if a paved path is built.  Final decision regarding the path wasn’t made, but the Board decided to explore using semi-permanent material in the construction of the path.
    2. Looked at the options for the replacement pool access system.   The two options discussed had significantly different costs, so the Board decided to pay a visit to sites using each system to further evaluate their pros and cons before deciding.
    3. Briefly discussed the Whitehall Reserve signage at one of the corners of the neighborhood.

Next Board Meeting: Monday, March 27th, 2017.

Motion made to adjourn at 8:30. Seconded. Motion carried.

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September 26, 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, September 26, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Andy Doyle,  Shawn Gukelberger, Brian Alexander, Liam Keane

Board Member Absent: Brett Gantt

HRW Representative: Vera Mason

Call to order 7:09

Quorum Established

Open Forum Attendee: none

Additions or Changes to the Agenda: Pool Committee added discussion of pool cover, bike rack and trespassing signage

  1. Approval of Minutes – July 25th, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance  – $31,328.65.
    2. Reserve Cash Account – $13,611.35
    3. Total expenses are over budget $4,821.08.
    4. Net Income is over budget $443.99.
    5. Reserve Income is over budget $5,004.93, due to $5k from operating 2015-year end
    6. Reserve Expenses is over budget $37,304, due to pool upgrades
  3. Management Report
    1. Delinquent accounts – 5 owners still outstanding; 1 account sent Title Search demand letter.
    2. Resales – 9 resales year-to-date.
  4. Committees
    1. Social – board discussed a request from a homeowner to move/hold any neighborhood Halloween celebration on Saturday, Oct 29th rather than Monday the 31st.  The Social committee chair (Lauren) had requested Board input on dates for the Fall Festival/Chili Cook-off, and also made mention of plans to have Halloween parade on 31st.   Board’s recommendation is to consolidate the parade and fall festival/chili cook-off to be held on Oct 29th, with the parade kicking off the party at 4:30pm.
    2. Communications – skipped due to Brett’s absence
    3. Architectural – 1 request to paint a door adjudicated by committee since last meeting.
    4. Pool
      1. Card reader – Vera getting quotes for a new card reader for 2017 (wed enabled models)
      2. Pool cover – Mary Lou recommended purchasing/installing a pool cover to protect our investment in pool resurfacing from leaves/debris. Board concurs and Vera will obtain competitive quotes for expedited review/approval by the Board so that install can occur ASAP.
      3. Bike rack – potential bike rack option presented, to be deferred to 2017; install pre-pool opening, and surround with mulch
      4. Signage – no trespassing during dusk to dawn hours; Mary Lou getting final quotes; some permitting involved and request for police to monitor
  5. New Business
    1. Attorney opinion on Peakway CSX – Board is not going to file suit; will follow up with affected homeowners, offer support, and offer to meet in advance of future public forums by Town to which homeowners would be given notice/invite to attend.
    2. Whitehall Village entrance sign on Grappenhall – The Board will consider helping with the cost of the Grappenhall signage as long as Whitehall “Manor” is included with “Village”
    3. Memorial Path – discussion of feedback and easement concerns from Town; Vera will follow up with town on whether ADA compliance is required as well as a site variance request; Vera will prompt potential contractor to finally come out and give design/location opinion. Should the path extend over the public sewer easement and encroachment agreement will need to be submitted with the Town.  The Board does not plan for the path to extend to the easement.
    4. 2017 Budget – Vera presented the draft 2017 budget for review and discussion; Vera will make a few changes and e-mail to the Board for e-mail vote to approve.
    5. 2017 Assessment – Board, upon review of draft 2017 budget, decided there will be no dues/assessment increase for 2017.

Next Board Meeting: Monday, November 28th, 2016.

Motion made to adjourn at 8:52. Seconded. Motion carried.

 

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November 28 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, November 28, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Brett Gantt,  Shawn Gukelberger, Brian Alexander, Liam Keane

Board Member Absent: Andy Doyle

HRW Representative: Vera Mason

Call to order 7:08

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – September 23rd, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $20,471.30.
    2. Reserve Cash Account – $15,099.76
    3. Total expenses are over budget $6,216.76.
    4. Net Income is under budget $571.
  3. Management Report
    1. Recommended electrical inspection due to pool accident in Raleigh neighborhood.  Board approved inspection.
    2. Resales this year: 11
    3. Discussed idea for the path by the pool:
      1. Octagonal pavers that are impervious but allow for strollers to cross.
      2. Retaining wall near juniper trees by the bathrooms to provide shade area.
      3. Permanent structure by the stairs to have a planter with flowers.
  4. Committees
    1. Social – Fall festivals occurred on October 29th.  Well attended and plenty of food and drink.
    2. Communications – No updates.
    3. Architectural – Planting trees request approved.
    4. Pool
      1. Adding signs for no overnight parking at pool.
      2. Added pool cover for winter.
      3. Vera will get quotes for a new card reader.
  5. New Business
    1. Group of neighbors looking into erosion in area between Grappenhall and Whiston.
    2. Briefly discussed having the website managed by a professional.
    3. Pool furniture is in need of replacement, but will likely buy new set after next pool season.

Next Board Meeting: Monday, January 23rd, 2016.

Motion made to adjourn at 8:52. Seconded. Motion carried.

 

Posted on

July 25 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, July 25rd, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Brett Gantt,  Shawn Gukelberger, Brian Alexander, Liam Keane

Board Member Absent: Andy Doyle

HRW Representative: Vera Mason

Call to order 7:08

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – May 23rd, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $18,191.40.
    2. Reserve Cash Account – $22,370.79 will be $12,370.79 once pool improvement expenses have been included.
    3. Total expenses are over budget $5,972.53. This is due to reserve contribution from operating.
    4. Net Income is under budget $2,968.26. This is due to electric and mulch work.
  3. Management Report
    1. 8 homes sold.
    2. Need to finalize pool fence extension.
  4. Committees
    1. Social – Spring fling was well attended.
    2. Communications – No updates.
    3. Architectural – Landscape request for taking care of bushes near the sign.
    4. Pool:
      1. Will close the pool on July 27th to shock the pool for the recent crypto outbreak.  Plan to reopen July 28th.
      2. Have contacted NC Dept of Justice to get money for replacing the pool driveway chain post.
      3. Replaced pool pump because it burned up.
      4. Discussed possibility for early or late swim hours.
      5. Plan to get quotes for Donna’s walkway.
  5. New Business
    1. Parking issues: will send a couple of letters to residents concerning parking of boat and cars in violation with rules.
    2. Discussed the possibility of WiFi at the pool.  Tabled the idea due to high price quotes.
    3. Discussed having a rickshaw service during the pool parties.  Will refer to social committee
    4. Discussed bike rack at pool.  Brett will look into prices at HD Supply.

Next Board Meeting: Monday, September 26, 2016.

Motion made to adjourn at 8:30. Seconded. Motion carried.

 

Posted on

May 23 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, May 23rd, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Brett Gantt,  Shawn Gukelberger, Andy Doyle

Board Member Absent: Liam Keane, Brian Alexander

HRW Representative: Vera Mason

Call to order 7:08

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – March 16th, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $37,553.53
    2. Reserve Cash Account – $47,931.07.
    3. Total expenses are over budget $4,353.49.  This is due to reserve contribution from operating.
    4. Net Income is under budget $3,700.00.  This is due to electric and mulch work.
  3. Management Report
    1. Already discussed small issues.
  4. Committees
    1. Social – Delayed spring fling until June 4th.
    2. Communications – Will not add signs to the entrance of Grappenhall and Peakway for future events.
    3. Architectural – 1 request approved
    4. Pool:
      1. Fill line is damaged.  We are planning to fix this after the pool closes this year.
      2. Walkway fence needs to be fixed where it contacts the main fence.  Vera plans to contact Harrison Fence concerning that project, repairing the fence near the base, and the driveway post.
  5. New Business
    1. Parking issues.  We will contact the local Apex police concerning local parking laws.  We’ll also as a Board will begin to chronicle parking violators.
    2. Soliciting signs.  Will table this issue for the full Board.
    3. Bike parking.  Will get cost and location estimates for the next meeting.

Next Board Meeting: Monday, July 25th, 2016.

Motion made to adjourn at 8:30. Seconded. Motion carried.

Posted on

April 21, 2015 – Annual Meeting

WHM_letterhead

Whitehall Manor HOA Annual Community Meeting

Monday, April 21st, 2015 – 7:00pm – C. C. Jones Community Center

Board Members in Attendance: Chris Boudreaux, Mary Lou Jackson, Megan Alexander, Shawn Gukelberger, Brett Gantt, Liam Keene, Andy Doyle

Call to order 7:07.  Quorum Established.

April 22, 2014 meeting minutes read, nothing in question. Motion to approve. Seconded. The motion passed.

  1. Election of Board Members –
    1. MaryLou Jackson announced the election of 2 new Board members. Two members on the ballot: Chris Boudreaux and Brett Gantt. Nominations were taken from the floor. Brian Alexander was nominated to run.
  2. Treasurer’s Report
    1. Liam Keene presented the Balance sheet. Then discussion of how the budget was planned for 2014. The Reserve Account balance as of December 31st, 2014 was $31,662.00
  3. President’s Report: Accomplishments
    1. Chris Boudreaux discussed the accomplishments for the year, including:
      1. Installed steps, swing set, and picnic tables above pool area
      2. Installed picnic tables within the pool fence
      3. Successfully advocated for greenway access trail from Grappenhall Drive
      4. Completed yearly maintenance projects for the pool to operate in 2015
      5. Installed new aluminum handrail at pool entrance
      6. Discussed the impending replacement of shrubs between pool house and fence with grass
  4. Future Plans
    1. Brett discussed the wait-and-see approach to the potential purchase of the Henderson Holdings Property after completion of the S. Salem road widening
    2. Discussed in general terms the potential improvements to the pool area, including options ranging from an Olympic sized pool, splash pad, and extension of the steps
    3. Discussed the potential traffic calming measures that could be installed on Grappenhall and/or Applethorn
    4. Previewed new website design
    5. Listed dates for the pool opening, spring party, and closing
  5. Election Results
    1. Brett Gantt, Chris Boudreaux, and Brian Alexander were elected for 3-year terms.

ADJOURN 8:28 PM. Seconded. Motion carried.

Posted on

March 14 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, March 14th, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Chris Boudreaux, William Keane, Brett Gantt,  Shawn Gukelberger, Brian Alexander

Board Member Absent: Andy Doyle

HRW Representative: Vera Mason

Call to order 7:07

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – January 25th, 2016 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $37,553.53
    2. Reserve Cash Account – $41,431.48.
    3. Total expenses are under budget $1,074.89.
    4. Net Income is over budget $1,976.87.
  3. Management Report
    1. Discussed need to get welcome baskets out to new homeowners.  Will send money for baskets to resident helping hand out baskets.
  4. Committees
    1. Social – discussed the spring fling on May 21st, tabled discussion of party until we meet with social committee
    2. Communications – no updates at this time
    3. Architectural – 1 request approved
    4. Pool – discussing pool upgrades in new business
  5. New Business
    1. Status update on the entrance and pool lights: added LED lights to the entrance and improved pool light timing
    2. CC Jones Building for annual meeting booked for April 26th: will meet beforehand to plan agenda
    3. Discussed recent death of resident: will make sure to contact family for potential donation/involvement in services
    4. Discussed pool upgrade estimates; will likely vote via email for the plastering, tiling, and expansion of the stairs in the shallow end of the pool

Next Board Meeting: Monday, May 23rd, 2016.

Motion made to adjourn at 8:30. Seconded. Motion carried.

Posted on

January 25 2016

Whitehall Manor HOA Board of Directors Meeting

Monday, January 25th, 2016 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Chris Boudreaux, William Keane, Brett Gantt, Andy Doyle, Shawn Gukelberger

Board Member Absent: Brian Alexander

HRW Representative: Vera Mason

Call to order 7:10

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – November 16th, 2015 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $26,807.66.
    2. Reserve Cash Account – $39,933.42.
    3. Total expenses are over budget $946.95.
    4. Net Income is over budget $717.93.
  3. Management Report
    1. Discussed need to get welcome baskets out to new homeowners.
  4. Committees
    1. Social – discussed the potential social events for the year, decided to keep two events per year (spring fling and fall festival)
    2. Communications – no updates at this time
    3. Architectural – 1 request approved
    4. Pool – no updates
  5. New Business
    1. Pool upgrades: decided to put the Olympic sized pool, splash pad, or nothing.  Will discuss with Brian and send out shortly.
    2. Will send out letter of the Peakway Connector.
    3. Entrance lights: will fix box and replace existing lights on the trees with LED lights.
    4. Annual meeting set for April 26th at the CC Jones Building at 7:00 pm.
    5. Pool opening tentatively set for May 14th, spring fling on May 21st.

Next Board Meeting: Monday, March 14, 2016.

Motion made to adjourn at 8:30. Seconded. Motion carried.

Posted on

November 16 2015

Whitehall Manor HOA Board of Directors Meeting

Monday, November 16th, 2015 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Chris Boudreaux, William Keane, Brett Gantt, Andy Doyle, Brian Alexander

Board Member Absent: Shawn Gukelberger

HRW Representative: Vera Mason

Call to order 7:08

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – September 28th, 2015 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $24,082.45.
    2. Reserve Cash Account – $38,553.65.
    3. Total expenses are under budget $1,145.82.
    4. Net Income is over budget $2,763.02.
  3. Management Report
    1. Discussed a few late fees and noted that there were 18 resales this year.
    2. Discussed and voted on the crepe myrtle removal near the pool and planting of a new crepe myrtle to replace the dead tree between the parking lot and the swing set.  Cost for both projects is $395.
  4. Committees
    1. Social – discussed the success of the pool party, need to get welcome baskets out more timely
    2. Communications – whitehallhoa.com now linking to whitehallmanorhoa.com, site development continuing
    3. Architectural – 3 requests approved
    4. Pool
      1. Met with the pool maintenance company to discuss problems with the pool this year.  Will need to check on pool status more closely next year to ensure proper maintenance.
      2. Brian presented the draft pool survey to gauge the neighborhood’s interest in pool upgrade options.  Once finalized we will either add to website or send via email.
  5. New Business
    1. Pool upgrades: In order to have the regularly scheduled pool tiling/drain cover fixes in completed by the 2016 pool opening, Vera/Marylou will get estimates to present at the January 2016 meeting.  She will also get estimates for the expansion of the steps at the shallow end of the pool.

Next Board Meeting: Monday, January 25, 2016.

Motion made to adjourn at 8:30. Seconded. Motion carried.

Posted on

February 2, 2015

Whitehall Manor HOA Board of Directors Meeting

Monday, February 2, 2015 – 7:00pm – 1413 Applethorn Drive

Board Members in Attendance: Mary Lou Jackson, Chris Boudreaux, Shawn Gukelberger, Brett Ghant, Megan Alexander, Liam Keane

Board Member Absent: Wayne Buckley

HRW Representative: Vera Mason

Call to order 7:06

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – Nov. 24, 2014 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance (end of the year) – $17,082.88
    2. Reserve Cash Account – $31,662.00
    3. Total expenses are over budget $1,713.77
    4. Net Income is under budget $511.29
    5. Over budget $1,275.56
  3. Management Report
    1. 1 homeowner is past due January 2014-January 2015. 7 homeowners past due for July 2014.
    2. 20 homes sold in 2014. 55 new homes since 2012.
    3. Whitehall Village hired HRW to manage the HOA. Brett will write welcome letter to them.
  4. Committees
    1. Greenway – Greenway access paving is complete. Will add some minor landscaping and signage. A sign will state that the entrance is not ADA compliant.
    2. Social – Megan will transition signs and party supplies to Lauren Doyle, who will now head the Social Committee.
    3. Communications
      1. Website still in construction by Brett and a WHM homeowner. Updated Directory will be posted on the website under a password protected portion. Can debut website and demo password portion at the annual meeting.
      2. Welcome bags have been delivered to new neighbors
    4. Architectural – no ARCs submitted
    5. Pool
      1. The pool committee has not met. The rough estimates will be presented at the annual meeting
      2. Pool needs new drain covers and to be plastered/painted before pool season. Look into adding steps across the entire front of the pool and going to salt water
      3. Aluminum fence chosen to replace the wood ramp fence. Will be extended to meet with the black metal fence. Chris made motion. Mary Lou second. Motion carried.
  5. New Business
    1. Swimming Pool – pool was discussed.
    2. Henderson Holding Lot – nothing to report
    3. Vacant Board Position through 4/2016 – Wayne Buckly resigned from the board. The board is looking to appoint a replacement.
    4. Parking – Community Police officer contacted about parking around an intersection
    5. Annual Meeting Date – April 21 or 28 at the CC Jones Building at 7:00

 

Next Board Meeting: Monday, March 23, 2015

Motion made to adjourn at 8:22. Seconded. Motion carried.