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November, 15 2018

Whitehall Manor HOA Board of Directors Meeting

Thursday, November 15, 2018 – 7:00pm – 1002 Cuddington Ct.

Board Members in Attendance: Shawn Gukelberger, Katey Pauls, Amanda Fletcher, Gary Lamach, Andy Doyle

Board Member Absent: Jim Looney, Michael Beahm

HRW Representative: Vera Mason

Call to order 7:06

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – September 27, 2018 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $12,136.65
    2. Reserve Cash Account – $31,818.50
  3. Management Report
    1. 2 accounts haven’t paid for January or July
    2. 11 resales this year
  4. Committees
    1. Social: All funds reimbursed for Octoberfest.  Possible pop-up parties movies and popcorn machine.
    2. Communications: Communication with neighborhood about Peakway expansion.
    3. Architectural: Pending hearing for neighbor violating ARC.
    4. Welcome committee: All caught up
    5. Pool: see business below
  5. Business
    1. Pool Complex Reservation: New considerations to meet code for changes, delayed
    2. New Swing set/play area:  Motion to approve swing set, motion seconded, all approved- $2900 approved for new set.
    3. Landscaping Contract: working on 2 more quotes.  Looking for a landscaping committee.
    4. Pool Contract: 3 different quotes-Motion to stay with AquaTech, motion seconded, all approved.
    5. Revisiting landscaping company
    6. Looking at American Red Cross for safety for pool, will look into what can be provided.

Next Board Meeting: January 28th, 2019.

Motion made to adjourn at 8:24 pm. Seconded. Motion carried.

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September 27, 2018

Whitehall Manor HOA Board of Directors Meeting

Thursday, September 27, 2018 – 7:00pm – 1002 Cuddington Ct.

Board Members in Attendance: Shawn Gukelberger, Katey Pauls, Michael Beahm, Jim Looney

Board Member Absent: Amanda Fletcher, Gary Lamach, Andy Doyle

HRW Representative: Vera Mason

Call to order 7:06

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – July 16, 2018 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $21,074.60
    2. Reserve Cash Account – $30,402.46
  3. Management Report
    1. 11 accounts haven’t paid for July
    2. 10 resales this year
    3. 105 owners have joined Town Square
  4. Committees
    1. Social: Octoberfest this year. Possible bounce house, possible face painter.
    2. Communications: Working towards a more cohesive message, working towards centralized location for info for neighborhood.  Jim Looney is lead on this.
    3. Architectural: Non-compliant homeowner will be called to hearing.
    4. Welcome committee, Luke is delivering to the new homeowners.
    5. Pool: Moving towards concreting the grass, getting quotes.
  5. Business
    1. Donna Huckle fund to put a planter in by pool house, postponed til later this year.
    2. Looking at new pool management company bids.  Will make decision on pool management after bids.
    3. Swing set for play ground in discussion. Board approved roughly $1,250.00.
    4. Discussion of removal of grass from the pool area have contracts for this.
    5. Revisiting landscaping company
    6. Motion for approve an increase in dues by 10%.  Voted. All in favor. Motion carried.

Next Board Meeting: To Be Announced.

Motion made to adjourn at 8:48 pm. Seconded. Motion carried.

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July 16, 2018

Whitehall Manor HOA Board of Directors Meeting

Monday, July 16, 2018 – 7:00pm – 1002 Cuddington Ct.

Board Members in Attendance: Shawn Gukelberger, Katey Pauls, Michael Beahm, Amanda Fletcher, Gary Lamach, Andy Doyle

Board Member Absent: Jim Looney

HRW Representative: Vera Mason

Call to order 7:14

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – May 18, 2018 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $5,906.58
    2. Reserve Cash Account – $28,986.69
    3. Total expenses (year to date) $50,065.22 (over budget due to transfer to excess operating funds to reserves)
    4. Net Income is over budget $13, 484.22 ($10,000 transfer from operating to reserve account)
  3. Management Report
    1. 2 accounts haven’t paid
    2. 7 resales yet this year
    3. 97 owners have joined Town Square
    4. 12 people from Whitehall Village and Reserve joined pool
  4. Committees
    1. Welcoming Committee: People should be receiving welcoming bags. Included in bag is Living Magazine, Chamber of Commerce magazine, pizza coupons, bottle of wine, think apex sticker,  2 plastic cups and hand written card. 18 bags delivered going back so far from January 1st 2017. With new bags 22 bags total delivered. Still has 5 to deliver.
    2. Social: June party attendance was good.  Ideas for October party, possibly Oktoberfest-likely on October 20th. Budget in $1000 for this party.  Board approved $700 advance to social committee to Gary.  In addition pop up parties still an option throughout the year. Focus more on adult participation.
    3. Communications: No info at this time.
    4. Architectural: All projects are currently approved.  One house did repairs without HOA approval, will send letter give 4 weeks to comply and then call a hearing.
    5. Pool: Discussion of removing grass from pool area.  In progress to get tile replaced in pool.  Look at landscaping quotes to make sure we are still competitive.
  5. Business
    1. Donna Huckle fund to put a planter in by pool house, postponed til later this year.
    2. Discussion of sending letter to Town of Apex about notifications to homeowners before accessing and altering property for Peakway bridge.
    3. Many update on pool complete, need to get new first aid kit and window frosting.  More updates in progress.
    4. Discussion of having pool company take better care of the facilities including cleaning bathrooms better and testing pool water better. Tile in pool needs to be fixed.  Other repairs in discussion.
    5. Swing set for play ground in discussion. Board approved roughly $1,250.00.
    6. Discussion of removal of grass from the pool area, concrete pad for bike rack, creating an area behind pool house for storage or grill area.
    7. Shawn plans to donate material to create gutters on pool house.

Motion for approval. Motion seconded. Motion carried.

Next Board Meeting: Monday, Sept,17th 2018.

Motion made to adjourn at 8:43pm. Seconded. Motion carried.

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May 21, 2018

Whitehall Manor HOA Board of Directors Meeting

Monday, May 21, 2018 – 7:00pm – 1002 Cuddington Ct.

Board Members in Attendance: Shawn Gukelberger, Katey Pauls, Michael Beahm, Amanda Fletcher, Gary Lamach, Andy Doyle

Board Member Absent: Jim Looney

HRW Representative: Vera Mason

Call to order 7:10

Quorum Established

Open Forum Attendee: none

  1. Approval of Minutes – March 26, 2018 Board of Directors Meeting minutes were approved. Motion for approval. Motion seconded. Motion carried.
  2. Treasurer’s Report
    1. Operating Fund Balance – $21,199.54
    2. Reserve Cash Account – $32,855.85
    3. Total expenses (year to date) 27,846.94 (over budget due to transfer to excess operating funds to reserves)
    4. Net Income is over budget $7,103.06
  3. Management Report
    1. 3 accounts haven’t paid
    2. 4 resales yet this year
    3. 78 owners have joined Town Square
    4. 11 people from Whitehall Village joined pool
  4. Committees
    1. Welcoming Committee: Luke Harris new to welcome basket committee.  Discussion in progress what will be in basket.  Wine will be included.  Budgeted $300.00 for Welcome Baskets. May talk to local vendors to see if they would like to sponsor.
    2. Social: Spring fling party on June 9th.  Planning in progress. Gary and Amanda are working on details. Approved issue Gary $2000 to purchase debit card for social events.  Social committee will meet soon.
    3. Communications: Consolidation of social media discussed.
    4. Architectural: All projects are currently approved.  Noticed 1 homeowner is doing work that is not approved with fence, letter will be sent to rectify situation.
    5. Pool: Approved Shawn $1500 to purchase debit card for repairs to pool house.
  5. Business
    1. Donna Huckle fund to put a planter in by pool house.
    2. Pool signs were discussed and will be put up soon.
    3. Pool furniture was discussed.  Got 15 pool chairs from Abington dropped off for free.  Approved Shawn to buy a $150 gift card as a thank you to the person who donated chairs.  New chairs at tables to be purchased.
    4. Discussion of having pool company take better care of the facilities including cleaning bathrooms better and testing pool water better. Tile in pool needs to be fixed.  Other repairs in discussion.
    5. Discussion of AED at pool house, look into liability and cost.  Looking into new First Aid kit.
    6. Pool house painting complete.  New can lights.  Pool bathrooms in progress of repair.  New mirrors, lights and painting of bathrooms.
    7. Have electrical inspection of pool done.
    8. Officers:
      1. Shawn Gukelberger-President
      2. Andy Doyle- Vice President
      3. Katey Pauls- Secretary
      4. Gary Lamach – Treasurer

Motion for approval. Motion seconded. Motion carried.

Next Board Meeting: Monday, July 16st, 2018.

Motion made to adjourn at 8:51. Seconded. Motion carried.