Annual Meeting Minutes

Annual Membership Meeting 2016                                                                          Unapproved Minutes                                                                                                                                               Wellington Greens Home Owners Association

October 30, 2016

Board Members Present:  Jim Davidson, president, Tom Johnson, vice-president, Dick Vautravers, Treasurer, Marlene Davidson and Steve Imes.

Staff: Don McIntyre

The meeting was called to order at 2:04 p.m. by President Davidson.

President Davidson introduced Board members Tom Johnson, Dick Vautravers, Marlene Davidson and Steve Imes and Administrative Assistant Don McIntyre

President Davidson confirmed that there was a quorum in attendance.

President Davidson asked for approval of the 2015 Annual Meeting Minutes.  A motion was made by Lily Hans and seconded by Paul Canny that they be approved. The motion carried.

President Davidson introduced the candidates up for election to the Board of Directors and asked them to make their presentation to the group.  The candidates to be elected are Paul Canny, Marlene Davidson, Carol Conway and Bill Rice. Paul Canny spoke first followed by Marlene Davidson and Carol Conway.  Dick Vautravers read information from Bill Rice’s biography as he was visiting his first grandchild.  President Davidson asked for questions from the audience and there were none.

President Davidson called a recess so that members could cast their ballots.

The meeting was called back to order and as the votes were being counted, the officers gave their annual reports.

President’s State of the Association – James Davidson

This past year has been a good one for Wellington Greens.  The new maintenance building has been a pleasant building to see as you go by and it has been a blessing for Dan Riner and his crew.  The landscaping has been done around the building and it looks good.  The black metal retaining bars are yet to be installed.

The Ash Borer continues to make news and inroads in Nebraska and have been seen as close as thirty miles from Lincoln.  I would encourage each of your courts to consider working with Dan and begin to selectively plant alternate trees before they all begin to die.  We are buying five trees for our court and getting them planted now as we believe we have up to 10 years and each Ash tree in Wellington would be gone.

We have worked hard to bring the delinquent dues to par and currently we have 96% of the dues collected.  There may be a couple that we will never collect due to HUD problems, but we are on top of it.

Dues remain at $150 for the coming year, but next year there will be an increase.  How much, we do not know.  The finance Committee is not able to squeeze more money out of our funds.  The price of doing business increases due to inflation for Wellington Greens like everything else.  Comparative speaking, I know of a townhome near 48th and Van Dorn that their Association dues are $2,880 or $250 per month without the ambiance of Wellington Greens.

There is much talk that comes to me about the clubhouse as to what we are going to do.  It is a 45 year-old structure that needs some updating.  The main floor needs a handicapped bathroom and ADA handicapped access to the clubhouse, new windows, roof, insulation and decoration.

We have been exploring different options to raise money for the clubhouse renovation.  One idea is to put in tow or three new units along Old Post Road and perhaps four units along Devonshire. We are only in the discovery stage at this point.  Some have discussed a four year increase of $20 per month in dues to pay for the renovation, but no decision has been made.  I do know that for the board meetings or card playing, you need to light a match just to see if the lights are on.

We will continue to pursue excellence in our landscaping and how the yards are maintained and neatness.  We are not perfect, but we work hard.  Next year is the 50th anniversary of Wellington Greens.  It would be a nice thing to see how much we can improve our homes.  We will be getting letters out in the spring again about deficiencies in landscape, painting and appearance.  We all can affect the value of the neighborhood by how we maintain our places.

A special thanks to the Board.  They are a delight to work with as well as the maintenance crew.  As I tell the 20 phone calls and emails that I get per month, we are not perfect, but we work to be proficient.  Thank you.

Treasurer Report – Dick Vautravers

The financial statements, compiled by our independent accountant, Watts and Hershberger are available at the sign-in desk.  Does everyone who wants a copy have a copy of the report?

Page 1 of the statements indicates that our Accountant reported no deficiencies in their review of our financial information.  In fact Jim Watts was very positive about the financial controls, division of duties and professional knowledge of our accounting firm Professional Accounting Services.  This firm is owned by Stan Martin, a resident of Wellington Greens.

The Balance Sheet on page 2 shows our current assets of $93,073 are in excess of our current liabilities of $61,252.  Our cash on hand has decreased from last year.  This is primarily due to decreasing our total long-term debt by over $51,000.  This includes the interest portion of our monthly loan payment, plus a special $25,000 prepayment.  We also paid the final payment to our building contractor of about $20,000, and we purchased a new mower for $21,000 in September.  So while our cash position is down, we have increased the value of our property and equipment by nearly $30,000 and decreased our debt.

The last line on the Statement of Revenue and Expenses on page 3 shows that we had $38,143 of revenue in excess of expenses for last Fiscal Year (October 1, 2015 – September 30, 2017).  In looking at the line items of expenses, you will see that we spent more on Repairs and Maintenance Common Area this year.  This is the primarily the result of more tree removal and trimming, two water main breaks and re-grading of swales blocked by nearly 50 years of sedimentation.  We did not do any significant concrete work this year, as we generally concentrate these repairs every three to four years.

While page 3 shows an income of $38,000 over expenses, this page does not consider the $51,000 in principal repayments, nor the purchase of the mower nor the final payment to our contractor.  These items do not appear on the income statement, except through depreciation.

The Board voted in August to leave the monthly assessments at $150 per month for Fiscal Year 2016-2017.  Maintenance cost on a maturing campus continues to increase, and we have limited means to raise revenue by other avenues, so at some point in the future, a dues increase is nearly certain.

I would be happy to answer any questions that you might have about the Financial Statements.

Mr. George Tuck commented on the great job that had been done on the swales.

A question was asked about the amount of bad debts and Mr. Vautravers responded that last year we collected on two of the larger bad debts and that we will eventually collect on one property owned by HUD when the unit is auctioned.

Long Range Planning and Sewer – Dick Vautravers

The new maintenance building is complete, but the payments will continue for another six years.  Our monthly payment of $2,801 represents about $10 of our monthly dues, so this will limit our ability to take on another major project absent a dues increase mentioned in my Treasurer’s Report.  For this reason, the long-range planning committee has not been very active this past year.

We do have long-range needs.  As we have mentioned at prior meetings, we would like to upgrade the Clubhouse.  This will be a costly project.  We also must deal with the removal of Ash trees from our campus and the planting of replacement trees.  We also have ongoing needs for repair or replacement of aging concrete, as well as fences in Canterbury Courts.  Some of these projects can be handled through our annual budgeting process.  But additional major projects in the next 5-6 years will require a financial plan in order to raise revenues.

I would be happy to answer questions regarding the long-rang planning report.

A question was asked if the Board or the Association would approve the development of new lots and Mr. Vautravers replied that it was only an idea of a way to get funds to renovate the clubhouse; that to start with, members of the Board were going to visit with those owners that would be affected by living in close proximity to the developing lots.

Concrete – No Report

Architectural – Steve Imes

Steve thanked the Board for their time, experience and expertise.  He said he had lived in Wellington Greens for 16 years and this was his fourth year on the Board this time.  He said in May the Board divided the grounds among themselves and did a ride-around with golf carts; that a number of letters were sent to residents and he thanked the residents for calling him when they received a letter about repairs needing to be done and getting back to him when the repairs were made.  He said this process works very well.  He mentioned the bad hail storm this spring and all the roofs that needed repair and that in most cases the residents that resided in the same building would get together and repair their roofs and in the cases where they did not, it did not work as well.  He encouraged residents to contact him or other members of the Board prior to making any changes to the outside of their units and to be sure to visit with their neighbors, also.

Landscape – Marlene Davidson

Over the past three years, it has been my privilege to serve you at Wellington Greens as Landscape Chairman.  First, I would like to commend and thank our superintendent, Dan Riner and his crew.  He has been employed at Wellington Greens for more than 40 years.  He pampers and cares for our campus as though it is his own lawn.  At Wellington Greens we have 11 acres of golf course, approximately 20 acres of lawn, 2 and ½ miles of sidewalk and 20+ courtyards.  Dan and his crew of three keep the entire area immaculate.  He managed the construction of the new maintenance building and underground sewer system and grading to achieve proper water runoff.  Dan and his crew keep the grounds looking like a park.  They work overtime many times to keep this place beautiful.  When weather does not allow them to mow and maintain the grounds, they come back to work on the weekends.  Not many employees have that kind of commitment.  Dan and his crew are a well-kept secret.  Dan is a licensed arborist and attends classes constantly to stay abreast of the most current information.  Dan continues to take down problem trees and replace them with more appropriate selections.

Ash trees have been smitten with Emerald Ash Borer disease.  It started in the states east of Nebraska.  In time, you will see Ash trees dying.  That is why they have been marked with an “X” for removal.  This will change the look of our landscape in many areas.  Some of the Ash trees look healthy.  You may wonder why they have been taken down or marked for removal.  They are either unhealthy on the inside or dangerous for the public or our homes.  Dan diligently plants new trees to take their places, so our landscape will never be totally bare.

Dan and his crew continue to seed and over seed grass in troubled areas.  Taking advantage of the wonderful rains we have received makes our campus gorgeous.  Those who have lived her over the years say this is the best Wellington Greens has ever looked.  Thanks, Dan and crew for your diligence.

The exceptional rains we have enjoyed are a two-edged sword.  They have made our landscape magnificent.  However, they have also wreaked havoc with drainage in some areas.  While we all love the shade the huge trees provide, some of the maple trees with roots above ground allow erosion on the side hills.  Grass cannot grow because of all the shade, and the roots can even cause destruction of walls and foundations in some areas.  Some types of maple trees do not withstand treacherous weather, wind and squirrels very well.  So, some of them are being weakened from the inside out.  Dan is working on a plan to systematically replace them with more favorable choices.

I have relied on you to keep me informed when landscaping falls into disarray.  I welcome your calls and emails.  Without your help our community would not be as lovely as it is.  The association pays for and maintains the two entrances into our area at South Street and Old Post Road.  However, when landscaping is necessary within each cul-de-sac, meet with one another and your court captain.  Bring your new ideas to the landscape chairman to be shared with the Board.  Any realistic plan will most likely be approved.  In your private space, the same thing is true.  After your plan is approved, you are free to proceed.  This is only to keep some uniformity in our landscape.  We just want to eliminate bushes or trees that are too large, cause problems with foundations or hang over the neighbor’s property.  We like to reduce the possibilities of unpleasant situations in the future.

Finally, the winter months are approaching with probable snow and inclement weather.  The maintenance crew removes snow on your driveway and on the street.  You are responsible for snow removal in your patio area and two feet out from your garage.  The large machines cannot get any closer to the garage door without possibly causing damage.  The crew begins to remove snow about 3 AM.  If there is wind, they must wait until it is reasonable to begin.  If snow is overly heavy, they make one pass through every court, so folks can get out.  Then they come back to fine-tune.  Rather than calling to say they didn’t quite get all the snow removed in front of your property, just have another cup of coffee and enjoy the snowfall.  In time, they will get the job done decently and in order.  Be thankful they are doing all the work so we don’t have to do it ourselves.

This truly is a stunning setting in which to live.  Let’s make a concerted effort to make it the most welcoming, grandest setting to call home.

Golf – Tom Johnson

Tom said that we had seventy non-resident golf members and that we raised over $100,000 in the last four years through golf memberships.  He thanked Dan for taking such wonderful care of the golf course.  He said that the golf committee was working with the Tuesday night league to re-handicap the golf holes.

Social Committee – Tom Johnson

Tom had members of the Social Committee stand.  He said they were working on a holiday event.  He said next year will be the 50 year anniversary of Wellington Greens and they wanted to do something special for that.  He said that Wellington Greens has 21 communities, 277 units and in 1972 the dues were $15 per resident.

Residents’ questions to the Board members were taken.

Election results were announced by President Davidson.  Paul Canny and Carol Conway were elected to the Board of Directors.

President Davidson thanked the volunteers that worked today.  He reminded everyone of Bridge and Pitch in the clubhouse.

Resident Carl Engstrom’s name was drawn and he is the winner of one month’s Association dues.

President Davidson declared the meeting adjourned at 3:22 p.m.

Respectively submitted:                                                                                                                                          W. Don McIntyre,                                                                                                                                Administrative Assistant

XXXXXXXXXXXXXOOOOOOOOOOOOXXXXXXXXXXXOOOOOOOOOOOXXXXXXXXXXXXOOOO

 

Annual Membership Meeting Approved Minutes   2015                                                             Wellington Greens Home Owners Association

October 25, 2015

Board Members Present:  Tom Johnson, vice-president, Dick Vautravers, Treasurer and Steve Imes.

Staff: Don. McIntyre

The meeting was called to order at 2:05 p.m. by Vice-President Johnson.

Vice-President Johnson asked for prayers for Jim and Marlene Davidson and any other Wellington Green’s resident that were ill and asked if there were any new residents in attendance and to stand and state their names and addresses.  Ken Rouch stood and introduced himself.  Vice-President Johnson introduced Board members Dick Vautravers and Steve Imes and Administrative Assistant Don McIntyre

Vice-President Johnson confirmed that there was a quorum in attendance.

Vice-President Johnson asked for approval of the 2014 Annual Meeting Minutes.  A motion was made and seconded that they be approved. The motion carried.

Vice-President Johnson introduced the candidates up for election to the Board of Directors and asked them to draw a number to determine the order in which they would present their presentation to the group.  The candidates to be elected are Ray Daniel, Paul Canny, Dick Vautravers and Steve Imes.  Paul Canny spoke first followed by Dick Vautravers and Steve Imes.  Vice-President Johnson read information from Ray Daniel’s biography.  Vice-President Johnson asked for questions from the audience and there were none.

Vice-President Johnson called a recess so that members could cast their ballots.

The meeting was called back to order and as the votes were being counted, the officers gave their annual reports.

President’s State of the Association – James Davidson

(Read by Vice-President Johnson) The year 2014-2015 has proved to be a good year for Wellington Greens. We have been blessed with an abundance of rain, the campus looks great, and we look for better things ahead.

A special thanks once again to Dan and his crew at the Maintenance Building. They take their work seriously and do an excellent job. They arrive early in the morning and put in an honest day’s work day after day.

Their snow removal process is an arduous task. They have 20 courts to clear, 277 driveways and 2 ½ miles of sidewalk. So, if it appears on a big snow day that they are not and about, believe me they are. Enjoy a hot chocolate, keep your outside lights on which help the men, and be patient.

Our board continues to be a delight to work with month after month. Our meetings are at the clubhouse, third Tuesday of the month at 7:00 PM. You are welcome and encouraged to attend.

Dues will not be raised for the coming year. I regularly receive calls from other associations here and Omaha to inquire why WGHA is run so well. The reason is you! We are a village unto ourselves, and by and by overall we work well together.  The dues structure with what it provides is a steal when compared to other Presidents I have visited.  I am grateful.

Our finances in a word are in good shape. Thanks to each and every member who spend their time on the board. They are a delight for me to interact with. If I may be of service, you only need to ask. James Owen Davidson

Treasurer Report – Dick Vautravers

The Report of our independent accounting Watts and Hershberger is available at the sign in desk if anyone did not receive a copy. There were no deficiencies noted in the report. From a balance sheet perspective on page 2, I would note that we have nearly $108,000 of cash. However, we still have one outstanding issue with our maintenance building and we are holding about $16,000 in cash that will be payable to our builder when the outstanding issue is resolved. Nevertheless, our cash position is very good. Our member assessments receivable went up slightly, and we increased our reserves for potential bad debts. We just had one unit foreclosed and sold at auction and we did not have our lien repaid.

Our statements of Revenue and Expenses on page three showed that we had a positive revenue over expenses of $44,947 for the year. It should be noted that our building loan, and the repayment of principal that is made, does not flow through this statement. Thus, for each of the next 7 years we will be making loan repayment that will not be reflected in this statement. Only the interest payments flow through as expense. So our cash flow position will not be as strong as our statement of revenue and expenses would indicate.

There are no other significant changes in revenue or expenditures this past year.

I would like to recognize one of our residents, Stan Martin, who does our billing and accounting. We are fortunate to have a resident and an experienced CPA to handle this important job. I would also like to recognize Assistant Treasurer Ruth Manke who writes our checks and is a member of the Finance Committee, and Valda Menard, the other member of the Finance Committee.

The board voted in August to leave the monthly assessment at $150 for this fiscal year. The board will attempt to keep assessments at this level as long as possible, but maintenance cost for our campus continues to increase and it is inevitable that there will be a dues increase in the future.

I would be happy to entertain any questions regarding the financial report.

There were no questions.

Long Range Planning and Sewer – Dick Vautravers

We completed our major project of the new maintenance building and took occupancy on January 9, 2015.  This building should be self-sufficient for the next 50 years, with very little maintenance, so we are pleased to have this project behind us.  However, we will be paying off the loan for the next seven years, so this will limit our flexibility for major projects during that period.  The loan payments amount to about $10 per month for each resident.

We last did a long-range needs study in 2013-2014.  That study identified the maintenance building as our top priority, followed by a clubhouse renovation/rebuild and an irrigation system for the golf course and common area.  During this year we have added a project to our list – removal of ash trees that will be killed by the ash borer insect.  We have 81 ash trees on our campus, all large and mature.  This will be a significant annual expenditure over the next 10 years.  We also are faced with the repair of brick walls in the Canterbury courts.  There are 11 fences in total on Canterbury common area, and several of these walls have had severe cracking and/or lean.  We are trying to develop a plan for how to repair or replace these walls.  And as reported in the concrete report, we have ongoing needs to restore areas of deteriorated concrete.

The sewer clean-outs, which was our last major capital project, is in the maintenance phase.  We are doing most courts on an ever-five-years basis, and a few courts on an every-two-years.  This maintenance effort is built into our annual budget.

I would be happy to answer questions regarding the long-rang planning report.

Concrete Dick Vautravers for Glenn Miller

Glenn Miller joined the board during the past year following a resignation. He has served as Secretary and as chair of the Concrete Committee.  He was unable to attend today’s meeting, so I will report for him.

A concrete priority study was completed during the 2013-2014 fiscal year.  The highest priority needs were repaired in November and December, 2014 (this fiscal year) at a cost of over $20,000.  The priority study identified “Priority 2 projects for future work”.  It is assumed we will rework that study later this year and do more concrete work early in the next fiscal year.  For information purposes, we have spent about $350,000 repairing concrete over the past 12 years. The last study included criteria for replacing concrete.  In general, cracks or pooling water during rain storms does not by itself create the highest priority for repair.  If you have questions about concrete repair, please submit your questions to Glenn or to the board.

I will try to answer any questions you might have on concrete repair.

Architectural – Steve Imes

Steve thanked the Board for their time, experience and expertise.  He thanked the residents for calling him when they received a letter about repairs needing to be done and getting back to him when the repairs were made.  He said the board decided to have work done at 7541 OPR because the curb appeal was not good.  The board wanted it to look better from the outside.  The board billed the tenant for the work that was done.  He said we will continue to work with the tenants on the brick walls on OPR and also include the Landscape Committee.  Steve asked if there were questions.  Dottie Shapiro ask if there was a plan for landscaping at OPR and South Street.  Dick stated that there had been discussion and Dan is working on it, but there is limited money to work there and also to work to hide the dumpster west of the maintenance building. Dottie said we need a group of volunteers to help clean up.  Dick agreed.

Landscape – Steve Imes for Marlene Davidson

It is my pleasure to serve the wonderful community of Wellington Greens as Landscape Chairman.  First, I would like to commend and thank our superintendent, Dan Riner.  He has been employed at Wellington Greens for 40 plus years, and he cares for our campus as though it is his own property.  At Wellington Greens we have 11 acres of golf course, approximately 20 acres of lawn, 2 ½ miles of sidewalk, and 20+ courtyards.  Dan and his crew of three keep the entire area immaculate.  Not only does he oversee the maintenance building and its new construction, the underground sewer system, and grading to achieve proper water runoff, but he keeps the grounds looking like a park.  Dan and his crew work overtime many times to keep this place beautiful.  When weather does not allow them to mow and maintain the grounds, they even come back to work on the weekends.  Not many employees have that kind of commitment. Dan and his crew are the best-kept secret.  Being a licensed arborist and attending classes constantly to stay abreast of the most current information, Dan continues to take down problem trees and replace them with better selections.

Ash trees have been smitten with Emerald Ash Borer disease. It started in the states east of Nebraska.  Within a short time, you will see ash trees dying.  Therefore, they will be marked with an “X” for removal.  This will change the look of our landscape in many areas.  Dan diligently plants new trees to take their places.

Dan and his crew continue to seed and over seed grass in troubled areas.  Taking advantage of the wonderful rains we have received over the last couple of years has made our campus gorgeous. Those who have lived here over the years say this is the best Wellington Greens has ever looked.  Thanks, Dan and crew.

The exceptional rains we have enjoyed are a two-edged sword.  They have made our landscape breathtaking. However, they have also wreaked havoc with drainage in some areas.  While we all love the shade the huge trees provide, some of the maple trees with roots above ground allow erosion on some side hills.   Grass cannot grow because of all the shade, and the roots can even cause destruction of walls and foundations in some areas.  Some types of maple trees do not withstand treacherous weather, wind, and squirrels very well.  So, some of them are being weakened from the inside out.  Dan is working on a plan to systematically replace them with more favorable choices.

I rely on you to keep me informed when landscaping falls into disarray.  Without your help, our community would not be as beautiful as it is.  The association pays for and maintains the two entrances into our area at South Street and Old Post Road.  When landscaping is necessary within the cul-de-sac, meet with one another and your court captain.  Bring your new ideas to me, and I will share them with the board.  Any realistic plan will most likely be approved.  In your private space, the same thing is true.  After your plan is approved, you are free to proceed.  This is only to keep some uniformity in our landscape.  We just want to eliminate bushes or trees that are too big, cause problems with foundations, or hang over the neighbor’s property.  We like to reduce the possibilities of ugly situations in the future.

Finally, the winter months are approaching with probable snow and inclement weather.  The maintenance crew removes snow on your driveway and on the street.  You are responsible for snow removal in your patio area and two feet out from your garage. (The large machines cannot get any closer to the garage door without possible damage.)  The crew begins to remove snow about 3 a.m.   If there is wind, they have to wait until it is reasonable to begin.  If snow is overly heavy, they make one pass through every court, so folks can get out.  Then they come back to fine-tune.  If you are tempted to call and say they didn’t quite get all the snow removed in front of your property, just have another cup of coffee and enjoy the snowfall.  They will get the job done decently and in order.  Be thankful they are doing all the work so we don’t have to do it.

This is truly a magnificent setting in which to live.  Let’s make a concerted effort to make it the friendliest, most stunning setting to call home.

A member of the audience asked how many Pine trees we have. It was suggested that Don put in the newsletter the number of different trees.

Golf – Tom Johnson

Tom said that we raised the fees for guest from $5 to $8. He said we have 70 new non-resident golf memberships which has increased the revenue by 5% and that we have six golf leagues. He said he wished to complement Dan for the outstanding appearance of the golf course.

Hospitality Committee – Tom Johnson

Tom introduced three members of the Hospitality Committee that were in attendance, Ken Rouch, Marian Fischer and Donna Swartz. He said that we have had three fun functions this year and that the next one would be December 12, 2015 at the clubhouse, a Holiday event.  He said the Hospitality Committee had raised over $2000 for clubhouse renovation.  He introduced Marian Fischer for the Court Captains report.

Court Captains – Marian Fischer.

We are fortunate to have excellent Wellington Court Captains.  Each Court Captain keeps in touch with those residents in their respective courts through email, a phone call or merely a verbal “hi” from the yard.  Court Captains are friendly people who just want to help……..they are great neighbors!  Court Captains are especially helpful as the Hospitality Committee plans for each of their FOUR annual events. Communicating the interest of their residents helps the committee know how much food and drink to order especially since we have stopped selling tickets in advance.  We have started having co-court captains.  Here is a list of the court captains and the courts that we need captains.

 

A Big THANK YOU to the following Captains:

 

Cambridge:  Veronica Penn                                   Cromwell:  Charles & Donna O’Grady

Kensington:  Barbara McCuen                               Kimberly Ct:  Ken Rouch

Wellington:  Mary Vesely and Don McIntyre          Briar Glynn:   Shirley Flynn

Chatham:  JoAnn Trumper / Linda Esterling          Sunbury:  Donna Schwartz & TJ Johnson

Ramsgate:  Peg Liming                                          Pembrook Place:  David Barr

Regency:  Lily Hans                                               San Simeon:  NEED

Gramercy:  Nan Hessee and Lisa Hayes               Devonshire:  Shirley Schafer

Canterbury South:  NEED                                      Blenheim:  Carl Engstrom

Canterbury West:  NEED                                       Tiffany Place:  Connie Strohmeyer

Canterbury East:  Annie Votipka

Residents’ questions to the Board members were taken.

Election results were announced.  Dick Vautravers and Steve Imes were elected to the Board of Directors.

Vice-President Johnson thanked the volunteers that worked today.  He reminded everyone of Bridge and Pitch in the clubhouse.

Vice-President Johnson declared the meeting adjourned at 3:44 p.m.

Respectively submitted:

W. Don McIntyre                                                                                                                                Administrative Assistant

 

XXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXX       

                                 

   Annual Membership Meeting Approved Minutes  2014             

           Wellington Greens Home Owners Association

October 26, 2014

Board Members Present:  Jim Davidson, President, Dick Vautravers, vice-president, Daryln Hansen, Secretary, Ruth Manke, Treasurer, Steve Imes and Marlene Davidson.

Staff: Don. McIntyre

The meeting was called to order at 2:08 p.m. by President Davidson.

President Davidson asked if there were any new residents in attendance and to stand and state their names and addresses.

President Davidson introduced the Board of Directors and Administrative Assistant Don McIntyre and thanked Stan Martin and Ruth Manke for their diligence in handling the moneys coming in and flowing out of WGHA, Ruth was recognized for her six years of faithful service and presented with a glass plaque/trophy as well.

President Davidson confirmed that there was a quorum in attendance.

President Davidson asked for approval of the 2013 Annual Meeting Minutes.  A motion was made and seconded that they be approved. The motion carried.

Dick Vautravers extended a very special thank you to the candidates willing to run for the Board.  He introduced James Davidson, Glenn Miller, Connie Strohmeyer and Tom Johnson.

Each candidate made a presentation to the members which were followed by questions for the candidates from the audience.

President Davidson called a recess so that members could cast their ballots.

The meeting was called back to order and as the votes were being counted, the officers gave their annual reports.

President’s State of the Association – James Davidson

Jim reported that Wellington Greens has had a good year for 2013-14.  Our accounts receivable is 1%, not perfect, but manageable.  We are actively pursuing action to bring the delinquents up to date.  The grounds crew has work very hard to keep the campus in shape.  We are about 80% complete with the new maintenance building and the goal is to be finished by December 1.

Long Range Planning and Sewer – Dick Vautravers

Many of the decisions regarding prioritization of our long range planning needs took place during the prior fiscal year.  As reported at last year’s meeting, the Board identified the top needs of the Association as:  new maintenance building, clubhouse update, and irrigation system for the golf course, restoration of turf and common areas including updated irrigation system, concrete repairs and ongoing maintenance for sewer lines.  The Board then voted to explore in more depth three options – maintenance building, irrigation system for golf course and common areas and concrete repairs.  I should mention that we did find money in the operating budget for concrete repairs and ongoing maintenance for sewer lines.

After analyzing the costs of the maintenance building and irrigation systems for the golf course and/or common area, it became obvious that we could only tackle one of these projects at a time.  The board voted to pursue construction of a new maintenance building, due to the badly deteriorated condition of the old building, and the lack of space for our equipment.  After hiring an architect, getting approval from city planning and letting bids, the project got under way in July of this year.  We are on schedule for occupancy before December 1.

This will be our major project for the foreseeable future.  As you will hear later, the work of the Hospitality Committee has increased interest in updating the Club House.  So there will be  some follow-up on what interim steps we might take to begin those improvements.

The installation of clean outs and the mapping of the sewer lines was completed in September, 2013.  We spent about $147,000 to complete that project.  During this fiscal year, the board debated how to use the installed clean-outs on an ongoing basis.  We decided to do four courts in the first year and gauge how much debris had accumulated in the two years since the lines were cleaned.  We chose the four courts with the most problems noted during the initial phase of the project.  We were pleased to discover the lines were relatively clean, and we plan to go forward on a basis of 4-5 courts per year, at a budgetable cost of $2,000 to $2,500 per year.  We remind all of you that 88 units are connected directly to city or common area sewer lines.  Those units must be cleaned from within each unit, and are the responsibility of the unit owner.  I do have a map of the sewer lines and if any of you have questions you can see me after the meeting.

We will also continue the policy in 2015 of informing courts that will have common lines cleaned, so that buildings can have the lines running under their buildings cleaned at the same time the common lines are being cleaned.  This arrangement will save money for homeowners and maintain a schedule for those units.

Dick answered questions form the audience.

Secretary, Maintenance Building, Hospitality, Court Captains and Concrete – Daryln Hansen

Daryln stated that the Maintenance Building project was on schedule for mid-December occupancy.  The Grounds Crew is very much looking forward to their spacious new work space.

The newly formed Hospitality Committee has been active during the past six months, holding ice-cream social and Octoberfest events at the club house.  The events have been well received and well attended.  A Holiday tour of homes is scheduled for December.  Daryln introduced her committee and thanked them for the enthusiasm and support.

The court captains were asked to stand and be recognized for their efforts during the past year.  The captains play an important role in bringing concerns of residents to the Board, and communicating Board actions to residents.

Daryln indicated that concrete repair on driveways will be taking place in the near future before snow season.  We have a bid for about $20,000 of work to be completed on what were deemed to be the highest priority areas.

Daryln answered questions from the audience.

Treasurer Report – Ruth Manke

Ruth introduced herself and reported that the finance report was available to those that wish to view it.  She said, in addition to being a member of the Board, she is also the chairperson of the finance committee. She thanked the other members of the committee.  One of the primary responsibilities of the finance committee is to prepare and present to the full Board the annual operating budget for their approval.  Then, actual operating income and expenses are compared to the budget on a monthly basis, and all material variances are reviewed and discussed by the Board.  The Board has determined there will be no increase in monthly dues for the upcoming year.  The annual budget for the next year has been approved by the Board based on no increase.  The preparation of the annual budget is not without its challenges, including current economic conditions and Mother Nature, but the overall financial position of Wellington Greens is very sound.

Architectural – Steve Imes

Steve thanked the Board for their time, experience and expertise.  He gave a special thank you to Ruth and said she will be missed.  He thanked the members of the Architectural Committee and Don McIntyre for getting the letters out.  He said that his personal contact with residents of the community was rewarding and apologized to those that he missed calling back.  The spring walk around turned into the spring, summer, fall walk around.  Many letters were sent to units that were in need of some repairs.  Most of the problems were taken care of and at least one was repaired by the Board and billed to the owner and if not paid by the owner will have lien attached to the owner’s property.  The three major categories are clutter, minor repair and significant repair that could affect neighboring property values.  Dry rot and paint appeared in a majority of the letters. The paint codes have been updated to the extent possible and are on the web site.  Some paint colors are outdated and some are no longer produced and in those cases the residents must match the new paint to the old as close as possible.

Landscape – Marlene Davidson

Marlene said I am so proud to be a part of and serve a community like Wellington Greens.  We have great people and a landscape that is gorgeous.  Our maintenance crew is the best-kept secret.  We have folks who work extra hours just to keep the area presentable and functioning properly.  To get this type of expert and professional knowledge could be much more expensive.  Along with being a licensed arborist, Dan goes to classes continually in order to stay in compliance with acceptable procedures.

We have gone from mowing dirt in some areas, to mowing our lush green lawns.  Dan and his crew have seeded and over seeded grass all year, taking advantage of the wonderful rains we received.  When planting grass hasn’t worked well, they have sodded certain areas.

There is a schedule for taking down trees that cannot be rejuvenated any longer.  Then they plant suitable replacements.  The constant process of taking down old trees and planting new ones, keeps our grounds looking fresh and new.

The squirrels have taken their toll on our maple trees.  Dan brought a branch to one of our board meetings showing how they strip the bark.  When they are successful in stripping it in a complete circle around the branch, the tree eventually dies.  So again, cute as they may be, do not feed the squirrels, enticing them to hang around.  They do that very well by themselves.

Since I am across town most days watching grandchildren, I cannot keep up on all the landscape issues alone.  I rely heavily on you to keep me informed when something is not quite right.  Without your help, our little community would not be as beautiful as it is.  The association pays for and maintains the two entrances into our area at South Street and Old Post Road.  When you want something done in your cul-de-sac, meet with one another and your court captain.  Bring your ideas to me, and I will share them with the board.  Any reasonable plan will be approved.  In your private dwelling, use the same scenario, Pass your plan to me; I will share it with the board.  After their approval, you are free to proceed with your planting.  This is only to keep some semblance of order and consistency in our landscape.  We just don’t want a 50’ cottonwood tree inside a small patio area, or a tree or bush that will eventually hang over on the neighbor’s side.  Also, sometimes roots can cause upheaval in foundations and walls.  We just want to eliminate ugly situations in the future.

Finally, we are approaching the winter months and inclement weather.  When we have mountains of snow, (or even a little snow), save all the phone calls telling how they haven’t scooped your court yet.  Have another cup of coffee and enjoy the snow falling outside the window.  The crew starts about 3 a.m. to remove snow, unless there is wind.  Then they have to wait until it is feasible to begin.  If the snow is heavy, they make one pass through every court, so folks can get out if they need to.  Then they come back to fine-tune.

We also do not need calls saying they only cleaned a little snow and not all of it.  Given time, they will get it all done properly.  So let’s be patient this year and be glad they are doing it so we don’t have to.  Instead, we might think about greeting them with some hot coffee or hot chocolate and a cookie.  Or we could even try a mere “thank you”.  That could cause a few heart palpitations.

This is truly a wonderful campus in which to live.  Let’s each make an individual concerted attempt to make it the friendliest most beautiful place to call home.

Golf – Addie Egan

Addie said, I would like to thank the board for entrusting me with handling golf this year- it has been a lot of fun and I have met some very nice people. Thank you Tom Johnson for helping me with golf tournaments this year! We had a great turnout for our tournaments in June and July. We plan on having four tournaments in 2015. If you get a chance, please thank Dan for taking excellent care of our golf course – especially the greens- I hear compliments all the time about how nice our greens are even compared to courses like Firethorn. 25 new golf memberships were sold this year for a total of $6,150 which included two youth memberships for boys ages 14 & 15. Please consider buying a child (grandchild, neighbor kid) a youth golf membership. I will accompany them during a round of golf to make sure they use proper golf etiquette and understand the rules.  Youth memberships are only $55 for the entire year and make a great gift. Golf tags for 2015 have been changed- they are beige and hang horizontally. Please be sure and place your 2015 sticker on your golf tag when they are sent out with your HOA statement in January! A lot of stickers are thrown away with the envelope and I get phone calls for people needing new stickers. If your golf tag is falling apart please let me know and I will make you a new tag. We are now allowing the use of golf carts on a case by case basis if the person is disabled or cannot walk the course. The person must sign a liability release form and provide their own golf cart. We will no longer be able to loan our maintenance golf carts and no, my personal golf cart cannot be loaned out! If anyone suspects someone on the golf course who should not be there, please talk to them- check for a golf tag- ask if they are a guest- or call me and if I am available I will find out who they are and if they should be here. Please check the newsletter during the spring and summer months for golf tournament information- anyone is welcome to play in our tournaments including residents, members, league members and non-members It is a pleasure to serve our great community and thank you all for being so kind and patient with me during my first year of being your golf chair. Addie asked if there were any question.
Residents’ questions to the Board members were taken.

Election results were announced.  James Davidson and Tom Johnson were elected to the Board of Directors.

President Davidson thanked the volunteers that worked today.  He reminded everyone of Bridge and Pitch in the clubhouse.

President Davidson declared the meeting adjourned at 3:44 p.m.

Respectively submitted:

W. Don McIntyre                                                                                                                                Administrative Assistant

XXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXXOOOXXXXXOO

Annual Membership Meeting – Approved Minutes

Wellington Greens Home Owners Association

October 27, 2013

Board Members Present:  Jim Davidson, President, Jane Haire, vice-president, Dick Vautravers, Secretary, Ruth Manke, Treasurer, Steve Imes and Bob Webb.

Staff: Don. McIntyre

The meeting was called to order at 2:08 p.m. by President Davidson.

President Davidson asked if there were any new residents in attendance.  Dale and Nancy Hardy, 7501 OPR # 7 and George Tuck, 7420 South Street # 21 introduced themselves.  Jane Jameson, 7420 South St. #4, announced that she was moving “with regrets”.

President Davidson introduced the Board of Directors and Administrative Assistant Don McIntyre.  He also recognized Stan Martin, our accountant, and expressed much gratitude to Mike Cowan for creating and maintaining the Association web site from inception to date.  Mike was not in attendance, but his wife, Cherie and brother, Thomas expressed their appreciation.

President Davidson confirmed that there was a quorum in attendance.

President Davidson asked for approval of the 2012 Annual Meeting Minutes.  Sue Keller moved that the 2012 minutes be approved.  Roscoe Shields seconded the motion.  The motion carried.

Jane Haire extended a very special thank you to the candidates willing to run for the Board.  She estimated that we asked over 100 people, some of whom have very strong opinions and who declined, and only four people stepped up.  There was a recommendation and concern that the only way we would get people willing to serve was to offer some kind of payment.  She said we should not need to do this.  Jane said that being on the Board is a time commitment.  Sometimes it is minimal and sometimes it is substantial.  She asked that you remember this is a volunteer board.   It is an act of service for the good of the community.  Sometimes it is very hard.  Board members get yelled at, cussed at and criticized.  And it is also very rewarding.  She expressed the pleasure of meeting some really wonderful kind people.  This is a good Board and you have strong candidates, she said.  We are in good hands.  Help them.  Be kind.  Show up at Board meetings; express your ideas and thoughts politely and constructively.  The Board cannot do this alone.  There is not enough time or resources for six people to do all that need to get done.

She introduced Marlene Davidson, Cynthia Sherman, Sue Keller and Daryln Hansen.

Each candidate made a presentation to the members.  Jane asked if there were any questions and there were none.

President Davidson called a recess so that members could cast their ballots.

The meeting was called back to order and as the votes were being counted, the officers gave their annual reports.

Long Range Planning

Jane presented a Power Point presentation on Strategic Planning/Long Range Planning.  She explained how the Board prioritized needs.  She said that the 2009 Long Range Planning plan was a good plan that identified issues and opportunities, but it served as a guide and not as a governing document.  She explained that Board first established their goals and identify needs.  The needs identified were new maintenance building, update clubhouse, irrigation system for golf course, finish sewer project, restoration of turf and common areas, concrete repairs, ongoing maintenance for sewer lines and ongoing education and communication with residents.  The priorities were to explore options for Maintenance building, irrigation system for golf course and restoration of turf and concrete repairs.  Jane encouraged the residents to volunteer, to help neighbors that need help with upkeep of property, to help with the website by contributing articles, blogs, etc.

Court Captains

Jane repeated thank you several times to those court captains for their willingness to serve.  They are truly the soldiers of service.  There are several courts that do not have court captains.  Communication will be more limited, your needs will not be heard as readily and you do not have an advocate should needs arise.  It was the consensus of the court captains to communicate primarily through email.  It is much more efficient.  However, there is something lost in actual face to face time.  When you change your email address, let Don know.  Keep your resident list up to date, it is critical in case of an emergencies.

Web site

Jane said that Don and she will oversee the site.  Remember the price is right so be patient.  We are adding some features that will be rolled out.  It is intended to be easy to access information.  The Board meeting minutes and financials will be stored for a three month period of time.  It is not an archival site.  We have included a blog for residents to share information.  We have added a “Courts of Wellington Greens” page that will include a brief description of the court and architectural information, paint color specs, helpful information, sewer line information.  Leave your feedback.  It is for you.  As new families move in and we are seeing younger families move in, this is an important means of communication.  The newsletter is not going to be replaced or duplicated on the website.  It is just one more way to communicate and create community.

Secretary Report

Dick indicated that Don did the minutes and newsletter.

Treasurer Report

Ruth introduced herself.  She said, in addition to being a member of the Board, she is also the chairperson of the finance committee. She thanked the other members of the committee, Dick Vautravers and Velda Menard for their participation and contributions during the past year.  One of the primary responsibilities of the finance committee is to prepare and present to the full Board the annual operating budget for their approval.  Then, actual operating income and expenses are compared to the budget on a monthly basis, and all material variances are reviewed and discussed by the Board.  For the year ended September 30, 2013, the actual revenues exceeded expenses, and were favorable to the budgeted amounts.   In addition to approving the operating budget for income and expenses, the Board evaluates the capital expenditures that might be required for the year.  The Board has determined there will be no increase in monthly dues for the upcoming year.  The annual budget for the next year has been approved by the Board based on no increase.  The preparation of the annual budget is not without its challenges, including current economic conditions and Mother Nature, but the overall financial position of Wellington Greens is very sound.  The two year total sewer project is nearly completed and totally paid for in the amount of $148,000.  This was a very necessary project, and resulted in many plumbing improvements and a complete mapping of the community to have going forward.   Our independent accountants have prepared the compiled financial statements for the year ended September 30, 2013 and copies of those are available to you.  All of us on the Wellington Greens Board are looking forward to another great year and to be the best possible stewards of all our resources.  Please feel free to contact me if you have any questions.

Bob Hans ask why there was such a large increase in the accounts receivable as compared to last year.  Ruth said that the total accounts receivable at the current year end is $21,599.  There are three units that have not made any dues payments for this year, and one unit is currently being managed by the Housing and  Urban Development for which only a partial year’s dues payments have been made.  This accounts for approximately $6,400 of the $6,900 increase.  These four units owe a total of nearly $17,000, which accounts for 78% of the total dollar amount of the accounts receivable, and only about 2% of the total 277 units.  Liens are filed on these four properties.

Architectural

Steve thanked the Board for their time, experience and expertise.  He gave a special thank you to Bob and Jane and said they will be missed.  He thanked the members of the Architectural Committee, Betsey Cowan, Paul Pocock, Sue Keller, Marty Proctor and Don McIntyre for getting the letters out.  He said that his personal contact with residents of the community was rewarding and apologized to those that he missed calling back.  The spring walk around turned into the spring, summer, fall walk around.  137 letters were sent to units that were in need of some repairs.  Twenty-eight letters are pending.  60% of the units will receive letters.  The three major categories are monitor or clutter, minor repair and significant repair that could affect neighboring property values.  Dry rot and paint appeared in a majority of the letters.  Committee work planned for this winter is to update the paint codes as they are outdated and some are no longer produced.  An updated list of contractors, handyman, and exterior painters would be helpful so it can be passed to those who need assistance.

Golf

Bob reported that we had six golf leagues and that the association receives $4,000 from the leagues.  He said we had five tournaments this year in April, June, July, August and September and that in May we had our annual youth golf clinic.  We charge $15 for the golf tournaments and pay back 100% after recovering expenses.  Sarah Sasse did the golf clinic and has agreed to do it again next year.  Dues for non-resident golfers were raised 10% across the board, member dues went to $275.  We try to have about 100 non-resident golfers and last year we had 89.  Green fees were down $4,000 last year.

Sewer Report

Jim thanked Dan and Spencer and indicated that the sewer project was completed for all intents and purposes. He suggested that residents have the portion of the sewer line in their units that is their responsibility cleaned, that the cost was $90.  Jane said to know where your inside tap is located and suggested that it be cleaned out every two years.

Dave Owen ask for clarification as to what was the Association’s responsibility was and what was the resident’s responsibility was and indicated that he thought the Board had decided to do all the lines.  Dave explained that most buildings have a common line underneath the building; some had lines behind the buildings and some had small lines going out to the main.  Dick said that it was challenging for the board to do all the lines, due to the different configurations, especially since about 78 units connect directly to a city or common line.  This means clean outs can only be accomplished from within those units.  It was agreed that the board would develop a plan for how often and how to pay for cleaning out sewer lines, both in common areas and in/under residences.  The board will communicate the locations of the lines and clean-outs and the recommended plan to residents.

Landscape

Dick indicated that the Landscape Committee works closely with Head Groundskeeper Dan Riner and his crew.  As a reminder, Wellington Greens consists of 71 acres, a nine-hole golf course, approximately 4,000 trees and numerous shrubs.  Our community is now 45 years old and some of our trees, turf and shrubs are showing their age.  He said he rejoined the Board last October, and became the head of the Landscape Committee and that this is somewhat ironic, considering that he and his wife have lived in Welling Greens since 1976  and one reason that they remain here is that he does not like yard work.   He asked how did I do in my first year working on Landscape.  Dick showed a picture depicting a part of Wellington Greens in September of 2012 and then showed a picture of the same area one year later.  The first picture showed a dry drought condition and the second picture was much greener.  Dick assured everyone that he had nothing to do with this improvement.  What it shows is the following:

1. Mother Nature plays a primary role in the appearance of the grounds;

2. We suffered an abnormal severe drought in 2012, which affected our turf, trees and shrubs;

3. We have made real progress during the past year due to more normal rainfall and hard work by our crew.

The Landscape Committee has received a number of request/questions/comments from residents during the past year.  These resident requests were of three main types:

1. A request to plant/landscape the common area adjoining their residences;

2. Request to have our crew remove/trim/replace trees and shrubs in the common area adjacent to their property;

3. Request for water, spraying for weeds or planting grass in the common area.

We have responded to these requests as expeditiously as possible, although we did not always agree to perform the requested work.  Dan and his crew are very responsive, once we have agreed on an action.  But all requests are balanced against the overall needs and priorities of the community.  We have had requests to plant/landscape at the owner’s/court’s expense and effort, and we appreciate that.  Bob and Dottie Shapiro requested to establish a new entrance to their court at their expense and that was granted, and we appreciate that. We have also had request to remove/clean up areas in the common area that were once planted and maintained by residents.  It is a balancing act.

One other activity of the Landscape Committee is to look at the landscaping of residents on private property.  We have sent out several letters requesting that properties be cleaned up and trees and shrubs trimmed.  In two instances, the board has voted to hire someone to clean up the property if the residents refuse to do so, and then bill the resident.

Dick reiterated that the Wellington Green’s policy on turf as stated in the 2009 Long Range Planning Report adopted by the Board is “the policy at Wellington Greens has been that the grass in the common areas is to be maintained at a ‘park standard’, not a ‘barefoot grass standard’,  Cultural practices, including irrigation, fertilizing, mowing, weed control and application of pre-emergence have been adjusted to maintain the ‘park standard’.

He said we are continuing steps to help the turf recover from the 2012 drought.  We will use dormant over seeding again this November in damaged areas.  This means we plant new seed using an aerator; the seed will lie dormant over the winter and then begin its growth in the spring.  Over seeding requires patience, it is a three to five year process.  We have removed a number of damaged trees during the past year.  These trees were damaged by the drought, by insects or disease or simple old age.  We have additional trees to remove or trim.  Tree removal is done on a priority basis, with higher priority given to severely damaged trees, tree limbs overhanging homes, or trees with roots causing problems with sewer, water or concrete.  We will continue the process of pruning our damaged trees, limbs and shrubs.  We do not always replace trees that have been removed.  In general, we now probably have too many trees on our grounds, which cause problems for our turf.  We do replant trees where appropriate, but we remind you that it takes a long time to grow a tree so that your area has shade.  We generally do not plant replacement trees and shrubs for purely screening or privacy purpose.  Dick thanked all who have helped keep the areas around your units looking beautiful.  We, the residents of Wellington greens, need to appreciate the large amount of green space and privacy in our community and be patient as we work to make our grounds even more beautiful.

Addie Egan said that she used lots of Round-up.

Shirley Schafer said she would like to have the Board meeting agendas in a more timely manner.

President Davidson declared the meeting adjourned at 3:44 p.m.

Respectively submitted:                                                                                                                                      W. Don McIntyre,                                                                                                                                Administrative Assistant