Meeting Minutes

Mailbox Committee
- Per Buck, there has been no movement on mailbox repairs. If weather allows, will begin improvements.
Roads Committee
- Status of reflective speedbump markers. Pete has installed a few, there are a few remaining which we be placed in the upcoming weeks.

TREASURER'S REPORT

Attached below and presented by Treasurer Buck.

NEW BUSINESS

Vote to approve 2025 budget

- - Lengthy discussion regarding items that have been budgeted.

- - - Snow removal/road treatment
      - We have a contract with Flawless Landscaping, Allison will review the contract, possibly in year 2 of a 3 year contract. We have had some very dry years where cost was less, also years that cost was higher than anticipated due to snowfall.

Storm water inspection was not budgeted last year.

- - - - Added this year as a priority due to aging culverts that HOA owns/maintains that may need to be addressed soon. Inspection is overdue and this is a big item as the HOA owns 17 buried culverts and 2 have been replaced or fixed recently. Average cost to address is $20,000-$25,000 with many variables.

- - Legal fees
    - Allison and Trista are reaching out to a few different Lawyers for estimates. The previous Lawyer the HOA utilized has retired. Will need to inquire about cost of amending Bylaws and/or CCRs. Goal to address lot class/size and assessments to make it equal for all.

- - - - Discussion regarding importance of addressing CCR’s and Bylaws, discussed process of doing so via amendment and requirements for community voting to make adjustments.

Barker Electricity

- - - - Ted is working to obtain clarification on the HOA’s responsibility for this billing. Per Ted, he has spoken with several people who could not locate a signed contract or indication that the HOA is responsible. Per Buck, billing is automatically drafted monthly.

Outstanding assessments

- - - - Approximately 8 lots have outstanding assessments, majority seem to be A1 class.

Board compensation

- - - - Remains capped at $400 for officers and $200 for board members. Input from participants to consider having the board take on responsibilities like park mowing to assist with those costs. Also to think creatively to reduce expenses in the budget.

- - - - Board Compensation was previously discussed/decided upon. Unclear if this is within the CCRs/Bylaws or if there was an HOA resolution.

Changes to yearly assessments/budgeting versus a special assessment

- - - - General input that a special assessment is unexpected and difficult for some homeowners to pay versus just budgeting for the yearly assessment increase.

Ted makes a motion to approve the 2025 Budget as presented, seconded by Debbie. Verbal voting as follows: Allison- yes, Buck-yes, Pete-yes, Ben- no, Ted-yes, Debbie-yes, Trista-no. Motion carries.
The Board passed the following changes to the HOA assessments to compensate for rising costs/inflation.

- - A1 - $400.00 to $450.00

- - A2 - $600.00 to $675.00

- - A3 - $200.00 to $225.00

OLD BUSINESS

Request for an update on 1083 Brookings Drive/ongoing dog issues

- - Allison and Trista met with homeowner to provide information on meetings that HOA has discussed this situation. Homeowner provided an update regarding circumstances surrounding continued issues- dog warden is addressing at this time and HOA has not made any further movement. Per Pete, the HOA is unable to address anything further per the dog warden. This is an item in the CCRs that may need to be updated/addressed due to the same.

Feedback that HOA may be missing the mark with rapport and participation in the community as some feel that standards/rules/regulations are not upheld uniformly.
Compensation for park mowing remains outstanding for some- Buck and Allison are working to address.

CORRESPONDENCE FROM MEMBERS

N/A- correspondence from one member, however, this member was in attendance this evening and able to participate in meeting.

ADJOURNMENT

Ted makes a motion to adjourn, seconded by Ben. Motion passed unanimously. Meeting adjourned at 8:21 PM.

Westbrook Heights Homeowner's Association, Inc.

Financial Statement as of 11/30/2024

Checking Account:

Bank Balance as of 10/31/2024 $ 55,889.69

Deposits $ -

Disbursements $ (91.12)

Transfers (to)/from MMA/CD $ 46,900.00

Bank Balance as of 11/30/2024 $ 102,698.57

Less: Outstanding Checks $ (47,445.14)

Check Book Balance as of 11/30/2024 $ 55,253.43

Money Market Account:

Bank Balance as of 10/31/2024 $ 48,831.45

Interest Earned $ 104.03

Disbursements $ (10.00)

Transfers (to)/from Checking/CD $ (46,900.00)

Bank Balance as of 11/30/2024 $ 2,025.48

Certificate of Deposit:

Bank Balance as of 10/31/2024 $ 104,013.56

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 11/30/2024 $ 104,013.56

NOVEMBER 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
November 12, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 7:04 PM

ATTENDANCE AND QUORUM (visual attendance taken)

Board members present:

Allison Kotarsky, Vice President

Trista King, Secretary

Buck Mallow, Treasurer

Pete Meyer, Board member

Corey Kimble, Board member

Ben Maatman, Board member

Ted Hosaflook, Board member

Debbie Patton, Board member

Others in attendance (as written on Zoom name):

Cate Schlobohm

Mark Kincaid

WELCOME & INTRODUCTIONS

MINUTES FROM PREVIOUS MEETING

Ben makes a motion to approve the October 1, 2024 minutes, seconded by Buck. Motion passed unanimously.

NEXT MEETING

Tuesday, December 3, 2024, at 7:00PM via Zoom

ANNOUNCEMENTS

Open Positions/Roles
President
- Should the President be a board member first before moving into the Officer role.
  - Other members have gone directly into Officer positions, ideally we would get to know the person(s) interested before voting to add onto the board. One person did reach out with interest but is not in attendance at tonight’s meeting.
  - Debbie would like to nominate Allison as President who kindly declined at this time, Allison would welcome supporting someone else.

UPCOMING EVENTS

Santa driving through our neighborhood usually happens each year. Allison has not heard anything from the Brookhaven Fire Department and will reach out to see if there is an anticipated date, at that time, we can make announcements to the community.

COMMITTEE REPORTS

Mailbox Committee

Nothing has been installed this month, will begin installing in the next month or two. Mark Kincaid has offered to help if needed.

Roads Committee

Status of road paving
- Westbrook was paved in the past month; corner of Foreman and Brookings was also repaired. Spoke with Anthony from Parrotta who will be in the neighborhood to finish up any projects that were requested from homeowners.
  - Consider doing one side at a time in the future if possible as many homeowners reached out with concerns. After clarification, Parrotta just needed time to complete the work and it could be driven on 2 hours later so this may help next time around.
- Possible painting of speedbumps prior to snow fall.
  - Ben headed up project in past, unsure if he still has paint. Someone on the board previously assisted. Roads Committee will address this project as there is $1,000 allocated for miscellaneous repairs- paint cost can come from that budget.
- Reflective driveway markers
  - Set up time to place those ahead of the snowfall as this was very helpful for the plowing company. Pete does have the markers from Mike, however, will need to replenish some.

Park Committee

Ben hasn’t received the three bids yet for the tree, will continue to work on this.

TREASURER'S REPORT

Attached below and presented by Treasurer Buck.
- Parrotta invoice total is $46,900 and will be moved from the reserve account into the checking to be paid.
- Will also need to do the reserve contribution before the end of the year.
- We are tax exempt so the income from dues and interest is tax free as long as we don’t have other incomes that are excluded.

NEW BUSINESS

2025 budget
- Presented by Treasurer Buck.
  - Estimated cost of paving projects for each street based off cost for Westbrook, also included $20.000 for culvert repair as estimate. Also layered in contributions to reserves.
  - We have three classes of rates, class A1, A2, and A3
    - We haven’t increased dues for a long time (since 2004).
    - Discussion regarding classes/lot sizes- consider adjusting so all classes are the same rate- we would need to consult Legal to adjust the Bylaws.
  - Electricity on Barker
    - Is this expense the HOA’s responsibility? Ted volunteered to check in on this and report back to the board.
  - Several outstanding assessments from this year and 2023, Buck will be mailing out letters regarding the same.
  - Lengthy discussion between board members regarding options available for the budget. We will be voting on the 2025 budget, other years shown on the budget are projected and TBD.
  - Information/spreadsheet will be shared with the community and voted on next month. Bring suggestions for needs/changes.
    - Consider mailing to homeowners to make sure we reach everyone. Typically, it is posted and emailed to take Residents feedback into consideration.
  - 2025 Board Goals
    - Last year our goal was to replace the culvert and pave the road.
      - 2025 Goals
        
        Discuss reviewing and Adjusting the Bylaws—specifically to look at the assessment/rate portion and class (A1, A2, A3).
        
        Drain water assessment completion.
        
        Obtain a President.

OLD BUSINESS

Looked at the culvert on Bennett, there is straw, and it will likely need cleaned out to prevent any drainage issues.

CORRESPONDENCE FROM MEMBERS

Semi-Trucks are trying to access neighborhood streets by entering on Westbrook Drive and trying to turn onto Barker. Trucks have been seen reversing back to Brookhaven and using driveways of homeowners to turn around. Can signs be placed to prevent this?
Follow up with the County, a sign would need to be placed at the beginning of Brookhaven.

Received an email with photos from a Homeowner requesting help with dogs on the corner of Brookings and Bennett which was shared with Board Members prior to the meeting. Suggestion from Homeowner to complete the fence with at least 3 sides.
- Allison also received an email from a homeowner, they were walking their dog and met a Rent-A-Center van at the corner of Brookings and Bennett. Driver of the van and passenger stopped. Noted the passenger was attacked by “those dogs” and asked for the nearest hospital. The passenger was bleeding- additional information was not received. Appears the dog warden was in the neighborhood and did stop—we are under the impression that the dog warden has handled the situation.
  - Continue allowing law enforcement to address the issue.
  - Trista will reach out to Animal Control and inquire if they have a plan of action or if there are any resources/recommendations they have for the HOA to keep residents and visitors safe.

ADJOURNMENT

Ben makes a motion to adjourn, seconded by Ted. Motion passed unanimously. Meeting adjourned at 9:08 PM.

Westbrook Heights Homeowner's Association, Inc.

Financial Statement as of 10/31/2024

Checking Account:

Bank Balance as of 09/30/2024 $ 56,074.71

Deposits $ -

Disbursements $ (185.02)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 10/31/2024 $ 55,889.69

Less: Outstanding Checks $ -

Check Book Balance as of 10/31/2024 $ 55,889.69

Money Market Account:

Bank Balance as of 09/30/2024 $ 48,709.33

Interest Earned $ 122.12

Disbursements $ -

Transfers (to)/from Checking/CD $ -

Bank Balance as of 10/31/2024 $ 48,831.45

Certificate of Deposit:

Bank Balance as of 09/30/2024 $ 102,990.51

Interest Earned $ 1,023.05

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 10/31/2024 $ 104,013.56

October 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
October 1, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 7:06 PM

ATTENDANCE AND QUORUM (visual attendance taken)

Board members present:

Allison Kotarsky, Vice President

Trista King, Secretary

Pete Meyer, Board member

Corey Kimble, Board member

Ben Maatman, Board member

Ted Hosaflook, Board member

Debbie Patton, Board member

Others in attendance (as written on Zoom name):

Mark Kincaid

Iphone (Cate)

Bob

Cassy

Christianne Connelly

WELCOME & INTRODUCTIONS

MINUTES FROM PREVIOUS MEETING

Ted makes a motion to approve the September 3, 2024 minutes, seconded by Pete. Motion passed unanimously.

NEXT MEETING

Tuesday, November 5, 2024, at 7:00PM via Zoom

Discussion held regarding if we want to push back to meeting to November 12^th.
- Ted makes a motion to move the November 5^th meeting to November 12, 2024, at 7:00PM via Zoom, seconded by Ben. Motion passed unanimously.

ANNOUNCEMENTS

Open Positions/Roles

President role is open as Allison is only filling in as Interim President at this time.
- If interested in either position, please let a Board Member know or send an email to the HOA. You can also attend the monthly meetings and express your interest.

UPCOMING EVENTS

Morgantown Trick or Treat is the next upcoming event which takes place in October, our neighborhood follows the City of Morgantown schedule including date and time.

COMMITTEE REPORTS

Mailbox Committee

Purchased the materials for the mailbox repairs and slats are cut and ready for installation.
Plan to begin installing in the upcoming weeks depending on weather, preference is to install on Sundays to cause minimal disruption to mail delivery/retrieval.

Roads Committee

Status of road paving
- Pete and Allison have been in contact with Parrotta almost daily. Parotta indicating that they will start next week pending the weather. They have started driveways on Foreman.
- There are 2-3 areas on Westbrook that are being repaired which will likely take place day of paving to help with drainage issues.

Reflective driveway markers again this year?
- The plow company had good reviews from this being implemented last year, plan to implement again this year. Ben and Mike had collected some of the markers, will inventory (Mike has 29) and reconvene to address additional needs/placement ahead of Winter.

Storm water inspection
- Pete will reach out to a contact to get a potential estimate.

Vehicle parked near new culvert that HOA put in. Vehicle located on Bennett is parked near a culvert that was recently repaired- concerns about drainage/culvert. Vehicle hasn’t moved for ~7 weeks, water funnels into the drop box in this area and could potentially prevent proper water drainage/flow.
- Lengthy discussion regarding possible options, including the current CCRs. Culverts should be maintained by homeowners to prevent restriction of water flow.

- Ted makes a motion to send a letter to the homeowners, noting they are liable for damages caused. Motion is withdrawn Homeowner came into the meeting to discuss.
- Homeowner joined the meeting; summary of discussion was provided, and Homeowner ultimately agreed to move vehicle away from the culvert to prevent issues. Homeowner is agreeable to moving vehicle if notice is provided for inspection as needed.

Park Committee

Pete offered some suggestions of where to get price quotes. Ben to bring quotes for consideration at the November or December meeting,

TREASURER'S REPORT

Attached below and presented by Allison as Buck was unable to attend this evening.

NEW BUSINESS

2025 budget and board goals
- Keep in mind that we will be discussing in greater detail at the 11/12/2024 meeting to vote on in December. Please bring goals that we would like to accomplish as a board.

OLD BUSINESS

1280 Forman (status of road repairs)
- Christianne Connelly joined the meeting (homeowner) and provided an update on the status. Has reached out to the trucking company—they have an estimate planned from the asphalt company this week- waiting on that quote and they have assured homeowner that they will address it. Goal is to smooth grooves and prevent any potential issues over the Winter months.
- Utility box at 1098 Brookings (status of repair and plans for Halloween night)
  - If not repaired by Halloween, reflector sticks can be used with caution tape to block it off. Ben can place these- Allison will send a reminder.

Breezeline
- Corey signed up as a customer and has had ongoing issues—pavement needs cut for service to be placed at his house. Per Breezeline, they are waiting on HOA. We have received no information/requests and per previous contact Jessie, no additional roads would need cut. Corey will follow up with Breezeline, potential to have them complete what is needed ahead of Parrotta paving.

Fence at 1083 Brookings (did we expect them to enclose the entire yard?
- Homeowner present to discuss—no intentions to fully close in due to cost. They are planning to keep dogs out of the front yard or accompany dogs if in the front yard.

CORRESPONDENCE FROM MEMBERS

Suggestion came in regarding the culvert on the west end of Westbrook, noted that a curb or box with a heavy grate would help prevent issues while making right turns in and out of Westbrook. Parrotta is going to be looking at this and building up the curb.

ADJOURNMENT

Ted makes a motion to adjourn, seconded by Corey. Motion passed unanimously. Meeting adjourned at 8:10 PM.

Westbrook Heights Homeowner's Association, Inc.

Financial Statement as of 9/30/2024

Checking Account:

Bank Balance as of 08/31/2024 $ 57,609.20

Deposits $ 150.00

Disbursements $ (1,684.49)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 09/30/2024 $ 56,074.71

Less: Outstanding Checks $ (33.90)

Check Book Balance as of 09/30/2024 $ 56,040.81

Money Market Account:

Bank Balance as of 08/31/2024 $ 48,579.21

Interest Earned $ 130.12

Disbursements $ -

Transfers (to)/from Checking/CD $ -

Bank Balance as of 09/30/2024 $ 48,709.33

Certificate of Deposit:

Bank Balance as of 08/31/2024 $ 102,990.51

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 09/30/2024 $ 102,990.

September 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association

September 3, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Treasurer Buck Mallow
Minutes recorded by Secretary Trista King

CALL TO ORDER
Treasurer Buck Mallow called meeting to order at 7:01PM

ATTENDANCE AND QUORUM (visual attendance taken)
Board members present:
Buck Mallow, Treasurer
Trista King, Secretary
Pete Meyer, Board member
Ted Hosaflook, Board member
Ben Maatman, Board member
Corey Kimble, Board member

Others in attendance (as written on Zoom name):
Mark Kincaid
Sarah Kawalek
Tim Rumble
Cate

WELCOME &INTRODUCTIONS

MINUTES FROM PREVIOUS MEETING
Ted makes a motion to approve the August 6, 2024 minutes, seconded by Pete. Motion passed
unanimously.

NEXT MEETING
Tuesday, October 1, 2024, at 7:00PM via Zoom

ANNOUNCEMENTS
HOA Open Positions/Roles
- President role is open as Allison is only filling in as Interim President at this time.
- One open position as a Regular Board Member
oIf interested in either position, please let a Board Member know or send an email to
the HOA.

UPCOMING EVENTS
Morgantown Trick or Treat is the next upcoming event which takes place in October, our neighborhood
follows the City of Morgantown schedule.

COMMITTEE REPORTS
Mailbox Committee
- Buck has put together a list of supplies needed and will work with Pete to place an order and
will get that sent this evening. Will be replacing the corner of Foreman and Brookings. Maybe
redoing painting on some posts that are weathered.
-Question from Sarah, some of the lamp posts on Westbrook are in need of repair. This item was
previously discussed, and homeowners are responsible for the maintenance of the lamp posts.
Roads Committee
- Westbrook paving, potentially starting by this Thursday but we have not gotten official
confirmation on a date/time. Once confirmed we will send out an announcement to everyone.
-Road damage on 1280 Foreman
- Allison has corresponded with homeowner and the trucking company that caused the
damage, notified that Parrotta is paving another area soon and encouraged trucking
company to consider addressing repairs with Parrotta.
-Sarah shared that she requested an estimate on her driveway but hasn’t received a
response/estimate.
- Encouraged to reach out to Secretary at Parrotta and they will get homeowners
interested in touch with someone to address estimate needs.
- Parrotta will feather Westbrook main road into the driveways of homeowners at no
cost, however, if additional paving is preferred by homeowners, they may reach out and
get a quote from Parrotta directly.
-Stormwater inspection, consider putting together details of what we are needing to look at and
inspect moving forward.

TREASURER'S REPORT
Presented by Buck
● Attached below.

NEW BUSINESS
Ted suggested nominating Ben for President—Ben passed, also suggested Pete who also passed at this
time. Mentioned that we have been without a President for some time now and extended offer to
others in attendance at meeting.
Allison unable to attend this evening but brought up utility box at 1098 Brookings being exposed. This is
still in litigation with Frontier and cannot be fully closed up at this time.
● Consider placing poles and/or orange tape up to warn of the exposed box/hole if not addressed
in the upcoming months. This has been in litigation for over a year now.

In addition, concern brought up about drop basin between Brookings and Bennett. Significant repairs
completed ($40,000) to address issues. There is a vehicle that is often parked near that area which could
cause issues in the future. Discussion regarding the covenants and restrictions—there is nothing on
parking in/on the road, there were no motions made in this discussion, potential letter may be sent to
encourage homeowners not to block draining or damage the culvert.
Discussion item—Westbrook Heights Neighbors Facebook Page, there have been issues in the past with
comments/posts, comments have begun again. There are several forms of communication from the
HOA including the website, mail chimp emails, and the Westbrook Heights HOA Page. Lengthy
discussion regarding options as Ben notes that some homeowners have approached him and wonder if
the page is helpful at all.
● Per Cate, page was created for communication as a trial in the past, there is also a Block Party
Facebook Page managed by a homeowner and not the HOA.

Ted makes a motion to remove/delete the Westbrook Heights Neighborhood Facebook Group, seconded
by Pete. Motion passes unanimously.

OLD BUSINESS
1280 Forman (status of road repairs)
- Discussed earlier in the meeting, see notes above.

CORRESPONDENCE FROM MEMBERS
None

ADJOURNMENT
Ted makes a motion to adjourn, seconded by Ben. Motion passed unanimously. Meeting adjourned at
8:01 PM.

AUGUST 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
August 6, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 7:02PM

ATTENDANCE AND QUORUM (visual attendance taken)

Board members present:

Allison Kotarsky, Interim President

Buck Mallow, Treasurer

Trista King, Secretary

Pete Meyer, Board member

Ben Maatman, Board member

Debbie Patton, Board member (late-welcome back Debbie!)

Others in attendance (as written on Zoom name):

Mark Kincaid

Mat

Iphone (Cate Schlobohm)

WELCOME & INTRODUCTIONS

MINUTES FROM PREVIOUS MEETING

Ben makes a motion to approve the June 4, 2024 minutes, seconded by Allison. Motion passed unanimously.

NEXT MEETING

Tuesday, September 3, 2024 at 7:00PM via Zoom

ANNOUNCEMENTS

HOA Board Election 2024

Results/Elected:

o Buck Mallow (Treasurer): 6.5

o Trista King (Secretary): 6.5

o Ted Hosaflook (Board Member): 5.5

o Corey Kimble (Board Member): 6.5

o Pete Meyer (Board Member): 6.5

o Write In: Cate Schlobohm 2.5

-Present at meeting and appreciative of the offer but declines at this time.

o Election results need formally signed by the Interim President, Treasurer, and Secretary.

- Open Positions/Roles

o President role is open as Allison is only filling in as Interim President at this time. Please reach out if interested.

UPCOMING EVENTS

Morgantown Trick or Treat is the next upcoming event which takes place in October, our neighborhood follows the City of Morgantown schedule.

COMMITTEE REPORTS

Mailbox Committee

- Buck has put together a list of supplies needed and will work with Pete to place an order. Once supplies are received, will start working on replacing as time allows.

- Suggestion to consider asking for volunteer homeowners to assist with the process if interested to expedite completion of this project.

Roads Committee

- Status of paving project

o Parrotta has visited a few homes that have requested paving at ends of driveway, however, may still be in the process of providing estimates to interested homeowners. We are anticipating the project will start soon, homeowners on streets being paved will not be able to drive on the street for approximately 24 hours so we will need to provide ample notice of the same. Allison will obtain a timeframe so we can provide notice.

- For future paving projects, we will need to consider if we want to assess culverts—will need to find a Contractor to complete if needed.

o Paving is a 10-year project, goal is to continue and likely will only need a 2-inch overlay moving forward. Will continue to plan and assess for paving needs and include into budget development when discussed in December.

Park Committee

- The tree in front of the park may need removed, a quote for $600.00 was previously received which did not include stump removal. Discussion regarding possible continued warranty through Frontier—significant holes were dug causing possible root damage which may have worsened the condition of the tree. Ben will send pictures of the ground when it was dug up and Allison will follow up with contact Jason to inquire if they can address.

TREASURER'S REPORT

Presented by Buck

- Attached below.

Discuss Bank CD

- Matured as of 7/31/2024, contacted by the bank and several options were offered with different rates and lengths of time. We can keep current option and roll into another CD with the same interest rate and pull from it without penalty if needed. Other options were also discussed including considering shopping around for other savings accounts.

- Buck makes a motion to place $50,000 into the 9-month CD and move additional funds to the money market account in anticipation of paving expenses, seconded by Allison. Motion carried unanimously.

NEW BUSINESS

Mark Kincaid present at meeting—they are replacing their fence with some minor changes but the footprint will otherwise not change. Submitted to ARC Committee and approved- please call Miss Utility of West Virginia before digging.

OLD BUSINESS

1083 Brookings Drive (status of fencing)

- There have been no updates from the homeowners, however, the front part of the fence is constructed, and no additional complaints have been received. Unclear if the remainder of the yard will be fenced in as well.

1280 Forman (status of road repairs)

- We discussed at the June meeting and requested that due to the significance of the damage, the homeowner address as Forman is not on the schedule to be paved for at least 5 years. Homeowner is in contact with the roofing company—the material supplier caused the damage and homeowner is currently in contact with Solutions to address. Allison is the primary contact and they will be reaching out to see how the HOA would like the damage to be addressed.

o Suggestion to let Solutions know that we are having paving done, they could consider having Parrotta fix the damage and pick up the charges versus having someone else address.

CORRESPONDENCE FROM MEMBERS

Remind pet owners to pick up after their pets when walking in the neighborhood.

- Trista will post a friendly reminder.

ADJOURNMENT

Ben makes a motion to adjourn, seconded by Trista. Motion passed unanimously. Meeting adjourned at 8:03 PM.

Westbrook Heights Homeowner's Association, Inc.

Financial Statement as of 07/31/2024

Checking Account:

Bank Balance as of 06/30/2024 $ 56,039.60

Deposits $ 1,749.00

Disbursements $ (91.12)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 07/31/2024 $ 57,697.48

Less: Outstanding Checks $ (33.90)

Check Book Balance as of 07/31/2024 $ 57,663.58

Money Market Account:

Bank Balance as of 06/30/2024 $ 48,296.87

Interest Earned $ 140.96

Disbursements $ -

Transfers (to)/from Checking/CD $ -

Bank Balance as of 07/31/2024 $ 48,437.83

Certificate of Deposit:

Bank Balance as of 06/30/2024 $ 101,977.21

Interest Earned $ 1,013.30

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 07/31/2024 $ 102,990.51

JUNE 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
June 4, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 7:01PM

ATTENDANCE AND QUOROM (visual attendance taken)

Board members present:

Allison Kotarsky, Interim President

Buck Mallow, Treasurer

Trista King, Secretary

Ben Maatman, Board member

Ted Hosaflook, Board member

Corey Kimble, Board member

Others in attendance (as written on Zoom name):

Jeannette Southerly

Cate Schlobohm

WELCOME & INTRODUCTIONS

MINUTES FROM PREVIOUS MEETING

Ben makes a motion to approve the May 19, 2024 minutes, seconded by Corey. Motion passed unanimously.

NEXT MEETING

Tuesday, July 2, 2024 at 7:00PM via Zoom (cancelled- see below)

Tuesday, August 6, 2024 at 7:00PM via Zoom

ANNOUNCEMENTS

Candidates requested for the President Officer role on the Board.

UPCOMING EVENTS

Community Yard Sale will be this weekend June 7 (8:00AM-12:00PM) and June 8 (8:00AM-2:00PM)

Signs started going up today and others will be placed this week, ad being placed in the Dominion Post by Trista.

Voting at the Park on June 8 (9:00AM-12:00PM)

Ballots will be posted on Facebook and printed for voting at the park.

COMMITTEE REPORTS

Mailbox Committee

Buck and Pete working on fixes and repairs to the upper streets, will also put in a newer post on corner of Forman/Brookings.

Roads Committee

Contract for Parotta is printed and will be signed by Officers (Allison and Buck)
Allison and Trista working on graphics and notification for paving in addition to communication with those who might have interest in having their driveway paved concurrently (at owner cost).
- Will communicate through email (MailChimp), HOA website, and Facebook. Flyers will be taken to houses as well.
Concern: Cate- a truck got stuck in front of 1280 Forman and made some grooves to the pavement. Cate shared some pictures. Are these being repaired?
Discussion: Forman is not on the schedule any time soon for sealing or repairs.
Plan: Send a letter to the homeowner(s) and ask that they address it, can reach out to their roofers if needed.
Allison makes a motion to send a letter to the homeowner(s) asking that the road be repaired. Homeowner(s) can decide if they would like to address of if they want their company to address with timeline to address a plan ahead of next board meeting. Motion passes unanimously.

TREASURE’S REPORT

Presented by Buck and attached below.

NEW BUSINESS

Received email correspondence regarding lamp post in front of a house that was damaged during a windstorm, power is running to it and owner has not had success turning it off. Is it owned by the HOA or homeowner?
- HOA voted in the past to no longer take care of the lamp posts and if memory serves correctly, lamp posts were given to residents to install and manage themselves.
- Homeowner can take down if they would like, call electrician to address if needed.
July HOA Meeting
- Discussion regarding cancelling the meeting due to the holiday and busy schedules.
- Ted makes a motion to cancel the July Meeting and hold the next meeting in August, seconded by Ben. Motion carries unanimously.
  - Trista will post notification of cancelled meeting on social media and HOA website.
- Board Elections
  - Seeking volunteers to keep an eye on the park ballot box for a few hours Saturday morning, Ben assisting, and Allison will pick up everything at noon.
- Fireworks
  - Trista will send reminder to be courteous of your neighbors and keep fireworks a few days before and after the July 4^th

PUBLIC FORUM

Floor given to attendees of the Zoom Meeting- discussion regarding progress on fencing regarding known and previously discussed issues with aggressive dogs. Noted that proposed deadline was July 7, 2024, and HOA will continue to follow up if/as needed.

ADJOURNMENT

Ted makes a motion to adjourn, seconded by Ben. Motion passed unanimously. Meeting adjourned at 7:42 pm.

MAY 2024

Annual Meeting Minutes

Westbrook Heights Homeowners Association
May 19, 2024 – Minutes of Annual Meeting – Meeting on Zoom at 2:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 2:02 pm

ATTENDANCE (visual attendance taken)

Board members present:

Allison Kotarsky, Interim President

Buck Mallow, Treasurer

Trista King, Secretary

Ben Maatman, Board member

Ted Hosaflook, Board member

Debbie Patton, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Others in attendance (as written on Zoom name):

Cate Schlobohm

Pilgers

Steve & Rene

Mark Kincaid

Dale Porter

Heather

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 2:02 pm.

WELCOME & INTRODUCTIONS

TREASURER’S REPORT

See Treasurer’s report below- presented by Buck Mallow.

ANNOUNCEMENTS

Several forms of communication with the HOA Board and ways to stay involved and interact.

www.westbrookheights.com

o Can subscribe here for important announcements.

o Find links to forms (Architectural Review).

o Review meeting minutes or upcoming events.

https://www.facebook.com/WestbrookHeightsHOA
hoawestbrookheights@gmail.com
PO Box 626, Dellslow, WV 26531

BOARD ELECTIONS

Board elections are held every year in June the same weekend of the Community Yard Sale, emails and/or flyers will be sent out. Please vote!

June 8, 2024, 9:00AM-12:00PM
Ballots are found/located at the park on Bennett Drive

o One voting ballot per lot, rank choice voting.

o If you are unable to vote during that time, you can obtain a ballot ahead and turn into any Board Member prior to the deadline.

Members up for reelection

o Buck, Trista, Ted, Corey, Pete

Currently one open position on the Board, if you are interested, please attend our monthly meeting, or add yourself to the ballot. We would love to have you!

o Monthly meetings are the first Tuesday of each month.

o Typically serve a 2-year term.

2023 PROJECTS

Road paving and repairs

Westbrook was overdue and repairs are needed for Forman/Brookings corner.
Will need to sign contract with Parotta and confirm number of speedbumps desired/needed, schedule is about 4-6 weeks out at this time.
Will need to gather a list of interested Homeowners that may want their driveways paved, Parotta will provide a quote.

o Trista and Allison to discuss notification methods for Homeowners.

COMMITTEE REPORTS

Park Committee

Mowing is currently being handled by a few of the kids within the neighborhood, they typically take 2 months at a time then switch.
Possible upcoming projects: Sand/stain picnic tables, consider cutting limbs or fully removing tree, and refreshing mulch as needed.

Events/Activities Committee

Only a few events each year.

o Yard Sale (June 7 and 8, 2024) one of our biggest events.

We will advertise on Facebook (local yard sale sites and create an event) as well place an ad in the newspaper.
Set up in your yard or garage, participation is voluntary.

o Trick or Treat

We follow Morgantown’s schedule.

o Santa visits the neighborhood in December.

CCR Committee

Dissolved and managed by the HOA Board

Roads Committee

We have addressed some overdue paving and are in the process of signing contracts with Parotta as previously discussed.
Possible upcoming projects: Continue looking into drainage and quotes for stormwater assessments.

Improvements Committee

Improvements come through email via Architectural Review, they are then discussed and reviewed at the following monthly board meeting.

PUBLIC FORUM

Floor given to attendees of the Zoom Meeting- no issues, concerns, or thoughts were offered or addressed.

ADJOURNMENT

Ben makes a motion to adjourn, seconded by Corey. Motion passed unanimously. Meeting adjourned at 2:32 pm.

MAY 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
May 7, 2024 – Minutes of Regular Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Interim President Allison Kotarsky

Minutes recorded by Secretary Trista King

CALL TO ORDER

Interim President Allison Kotarsky called meeting to order at 7:00 pm

ATTENDANCE (visual attendance taken)

Board members present:

Allison Kotarsky, Interim President

Buck Mallow, Treasurer

Trista King, Secretary

Ben Maatman, Board member

Ted Hosaflook, Board member

Debbie Patton, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Others in attendance (as written on Zoom name):

Cate Schlobohm

Zach N.

Eric S.

Mark Kincaid

Cassy

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:02pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETING

April 2, 2024 Meeting Minutes

Buck makes a motion to approve the minutes, seconded by Ted. Motion carries unanimously.

NEXT MEETING

Annual Meeting – Sunday, May 19, 2024 at 2:00 pm on Zoom.

Regular Meeting --Tuesday, June 4, 2024 at 7:00pm on Zoom.

ANNOUNCEMENTS

Candidates requested for the current President Officer role of the Board and vacant Board position.

UPCOMING EVENTS

Neighborhood Yard Sale—June 7th and 8th

Board Elections during the Yard Sale

Annual HOA Meeting—May 19, 2024

COMMITTEE REPORTS

Mailbox Committee

Not addressed recently due to weather, plan to restart this month.

Road Committee

Obtained corrected bids, Landscapes Plus bid was accurate. Received an updated bid from Parotta with improved costs. Parotta has a slightly thicker and overall better-quality product with good workmanship and customer feedback/reviews—better longevity. Have also reached out to Alliance Paving and received no response- typically complete smaller jobs versus larger ones.
Discussion regarding completion of one street versus two, how many speed bumps would be needed, and what funding we would utilize to cover the associated costs. We would potentially utilize reserves or money market account.
Discussion regarding Westbrook potentially needing to be cut to accommodate for Breezeline, however, plan for this to be sorted out ahead of paving which is likely a few weeks out.
Note: Will need to notify homeowners of paving, also possibility of potential discounts for paving up to house from street. Will need to notify Parotta of interest for a quote—the more interested, likely a better price. Plans to further discuss notification to homeowners at Annual Meeting.
Buck makes a motion to accept the Parotta bid (2-inch asphalt) on Westbrook only, seconded by Pete. Motion passed unanimously.

TREASURER’S REPORT

See Treasurer’s report below.

NEW BUSINESS

Complaints/Feedback from Neighborhood

We received feedback/complaints via Facebook about dogs at the corner of Brookings and Bennett. There was an incident involving another neighbor’s dogs getting bitten while walking on the street with their leashed dogs. We met for an Emergency Meeting and sent a letter requesting the homeowners present a plan to maintain the safety of the neighborhood.
We did receive a response—the homeowners are adding a privacy fence to maintain their dogs on their property.
General discussion regarding timeline expectations for fencing. Homeowners were present during the meeting and noted that they are receiving materials this week and hope to have the fence installed within 1-2 months or approximately on July 7, 2024—they are completing themselves without a contracted company.

o Please call West Virginia 811 before you dig to ensure utility lines are preserved.

Request to keep dogs contained on property with collars or whatever means necessary in the interim while a fence is being installed to ensure the safety of others in the neighborhood.

o Homeowners report pets on their property are fully vaccinated and they have spoken with the Dog Warden who did visit and recommended keeping dogs on their property.

Facebook/Social Media Policies

Discussion regarding if we should have group rules/monitor comments and approve on Neighborhood Group. General comments regarding the difficulties we could encounter with monitoring and/or approving due to emergent/safety issues and maintaining a platform for residents to express concerns or obtain information. Goal was for residents to be able to share information (items for sale, events, etc.)
Suggestions for Moderators within the page, if comments were declined—send reasoning and add items of concern to agenda to discuss at future meetings.
Pros and cons discussed—at this time we will have generic rules and allow posts needing approval for posting. Monitor for hot topics and be proactive in sharing information such as the HOA emails to express concerns in a productive way.

OLD BUSINESS

Breezeline might need to cut roads to allow service to those signing up.

Reached out to discuss/awaiting feedback.

CORRESPONDENCE FROM MEMBERS

Resale certifications and Annual Dues Statements (sent to Buck)

Neighbor on Bennett Drive placing bags of peanut butter sandwiches out for birds, reminder that this might attract other unwanted pests.

ADJOURNMENT

Ted makes a motion to adjourn, seconded by Ben. Motion passed unanimously. Meeting adjourned at 8:06 pm.

APRIL 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
April 2, 2024 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Mike Foster called meeting to order at 7:04 pm

ATTENDANCE (visual attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Debbie Patton, Board member

Open Position, Board member

Others in attendance (as written on Zoom name):

Mark Kincaid

Trista King

Cate Schlobohm

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:04pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETING

March 5, 2024 Meeting Minutes
Ted makes a motion, seconded by Ben, to approve the minutes. Motion carries unanimously.

NEXT MEETING

Tuesday, May 7, 2024 at 7:00pm on Zoom.
Annual Meeting – April 7, 2024 – POSTPONED
- New proposed date – May 19, 2024
- Allison makes a motion, seconded by Ted, to hold the annual meeting on Sunday May, 19 from 2 to 4 on Zoom. Motion carries.

ANNOUNCEMENTS

Candidates requested for the current vacant Board position.
Candidates requested for the Vice President officer role on the Board, vacant as of April 2, 2024 meeting as Ben Maatman indicates he will step to regular board member.

UPCOMING EVENTS

Neighborhood Yard Sale – June 7 and 8, 2024
Board Elections during the yard sale
Annual HOA Meeting – May 19, 2024

COMMITTEE REPORTS

Mailbox Committee
- Pete and Buck will order materials for the mailbox renovations and then it will be a process of getting enough manpower to actually start putting them together. Replace 4x4s with 6x6s on Forman. Once Miss Utility marks things, Mike and Buck can start.
Road Committee
- Storm Drain engineering analysis
  - Pete has not heard anything. Mike sent names of prospects for equivalent bids to Pete and Buck. Pete and Buck will reach out these businesses.
- Paving
  - Westbrook is 3 years overdue
  - Pete got bids from Parotta and Landscapes Plus. Stone paving did our roads last time but we weren’t 100% satisfied with them.
  - Landscape plus confusing bid if Brockton line includes both streets or just Brockton and warranty terms
  - Parotta quote also question if both streets quote includes repair at corner in Westbrook and warranty terms
  - All contractors are WV required for 1-year warranty of their work
  - The board will vote via email on which vendor to hire so we can get on a paver’s schedule

TREASURER’S REPORT

See treasurer’s report below
- Question - been well over a month since MM to CD and yet no interest earned - or is that solely for 2/29-3/31? Yes it was and have $995.49

Do we need to increase liability ins budget for next year? Yes need to increase a bit next year
Stormwater inspection still has a budget of 5k.
Question from Cate – If the culvert may be critical, would it make more sense to pave one road and save the money from the other road for now. Buck: The reason we got quotes for both roads was to see if we could get any sort of discount doing two roads at once.
Status of monthly letters
- Letters were sent out at the beginning of March. Due date is April 30.
- One home that was 2 years in arrears has paid in full upon a home sale
- One home paid last year’s, but they still owe this year’s
- 2 homes are still past due (one for 2023 only, one for 2022 and 2023)
- Have any lot owners paid a late penalty, as those were un-done by vote last meeting - were / are any refunds required? NO one has paid any late fees, so no refund necessary

NEW BUSINESS

CCRs - last meeting decided to make this a topic for the annual meeting.
Introduce possibility of rate increases especially pending storm drain analysis and cost estimates
Determine VP of WBH HOA board
- Allison is interested in the VP position
- Ben makes a motion, Ted seconded to make Allison the new Vice President. Vote is passes unanimously.
- Note: Board compensation is $200 and officer position is $400
- Trista is interested in joining the board secretary position

Why are you interested in joining the board? She likes to make things better, known as a leader in her profession and her other roles.

Also serves as secretary for the board at the West Virginia Academy.

Lives on Bennett Drive

Nursing background

Ben makes a motion, Ted seconds, to make Trista King a contingent member of the board and contingent secretary of the board until the elections. Vote passes unanimously. Welcome, Trista!

OLD BUSINESS

Any indication of surface drainage culvert impact by lot excavation on Barker. No one had status

CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

A few checked in to verify receipt of dues
A neighbor needs to replace their mailbox and asked what type of mailbox and Allison answered

ADJOURNMENT

Ben makes a motion to adjourn, Buck seconded. Motion is unanimously. Meeting adjourned at 8:45 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 03/31/2024

Checking Account:

Bank Balance as of 02/29/2024 $ 16,123.07

Deposits $ 16,788.78

Disbursements $ (4,580.27)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 03/31/2024 $ 28,331.58

Less: Outstanding Checks $ (669.90)

Check Book Balance as of 03/31/2024 $ 27,661.68

Money Market Account:

Bank Balance as of 02/29/2024 $ 47,746.06

Interest Earned $ 139.35

Disbursements $ -

Transfers (to)/from Checking/CD $ -

Bank Balance as of 03/31/2024 $ 47,885.41

Certificate of Deposit:

Bank Balance as of 02/29/2024 $ 100,995.49

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 03/31/2024 $ 100,995.49

MARCH 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
March 5, 2024 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Mike Foster called meeting to order at 7:15 pm

2. ATTENDANCE (visual attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member - absent

Corey Kimble, Board member - late

Pete Meyer, Board member - late

Debbie Patton, Board member - late

Open Position, Board member

Others in attendance (as written on Zoom name):

Mark Kincaid

Cate Scholobohm

Pat Maldonado

At 7:13pm we did not meet quorum. Mike makes a motion to reschedule the meeting to March 20 at 7pm via zoom, second by Ben. Rescinds motion because Pete joined the Zoom meeting to make quorum.

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:15pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING

1. February 6, 2024 Meeting Minutes
2. Pete makes a motion, seconded by Buck to approve the minutes. Motion carries unanimously.

5. NEXT MEETING

1. Tuesday, April 2, 2024 at 7:00pm on Zoom. Ben makes motion, Pete seconds, to hold the monthly meeting even though we have our annual meeting a few days later. Motion carries.

6. ANNOUNCEMENTS

Candidates requested for the current vacant Board position. If you know of someone who would like to serve, please have them contact us or attend a meeting.

7. UPCOMING EVENTS

1. Neighborhood Yard Sale – June 7 and 8, 2024
2. Annual HOA Meeting – April 7, 2024 at 2pm on zoom

8. COMMITTEE REPORTS

- Mailboxes Committee
  - Will resume activity in Spring 2024 for mailbox repairs once the weather is consistently nicer.
    - Will rebuilt the posts on some boxes on the upper streets. Will source composite boards to redo the base that holds the mailboxes.
    - Boxes on the corner of Forman and Brookings – the posts will be replaced with 6x6 rather than 4x4. Will call Miss Utility 2-3 days before digging.

- Roads Committee
  - Storm Drain Analysis
    - Pete, Buck and Mike will get together and try to request quotes for culverts. Will be done at on Zoom Thursday, March 7 at 8:30pm. Open to public to join.
  - Paving – Pete is trying to get a set price for driveway paving
  - Westbrook is to be paved in 2024

- - - - Requesting quotes from Landscape Plus and Parotta to include repair damage, two inch over top layer, speed bump orientation for drainage
      - Speed bumps like Forman, Lehigh. Relocation a key on Westbrook. Wider, no break
      - Request paver feather into driveways - at HOMEOWNER cost, ask if paver is willing to negotiate paving into resident driveways. Curbs last 20’ as proposed by Ted to keep vehicles off culverts. Pete says shouldn’t be an issue, will request.
      - Would there be any sort of savings if they also did Brockton in addition to Westbrook while they were here? We will ask.
      - We will hopefully get bids back before the April meeting.

9. TREASURER’S REPORT

- See treasurer’s report below
- Assessment letters were sent out Monday, March 4, 2024.
- Two homes owe 2022 and 2023 – Two homes owe 2023
  - Do we incentivize and drop the late fees for these 4 lots if they pay everything in full by April 30, 2024?
  - Getting some money is better than none. Moving forward we need to be consistent.
  - Could we place a lien on the property for only the interest?

- Ben makes a motion that we stop doing late fees and retroactively remove any late fees. If someone pays the late fees we will reimburse them, Pete seconds. 6 yes, 1 no. Motion carries.
- Mike makes a motion, Pete seconds, after the current year assessment due date if we have not received dues or payment plans from the lots 3 years in arrears we will start lien and collection proceedings. Motion carries unanimously.
- Mike makes a motion, Buck seconds, to not proceed with liens on lots that owe 2023 only until April 30, 2025. Motion carries.

10. NEW BUSINESS

- CCRs
  - We will add a tab to the website with monthly/yearly motions that relate to CCRs so homeowners and future board members can reference.
  - Pete makes a motion to table the CCR work until the annual meeting, Allison seconds, and gage interest from the community at the annual meeting. Motion carries.

11. OLD BUSINESS

- Potential assessment increases
  - The culvert replacement (pipe only) is $100,000. This is the main culvert and it was part of a lawsuit with Selba. $100,000-200,000 was the total estimate for this Replacement project. We will discuss more when we have a definite bid.
- Breezeline work is complete

12. CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

- Damage to drain at 1096 Brookings – water backed up into homeowners basement. Homeowner dug up the ground himself to reveal the drain in his yard was not connected after fiber installation. This is still an ongoing investigation. Legal action is taking place between frontier and homeowner.
- Allison will email snow removal company to see if the yellow poles have helped.
- The lot on Barker where they are building a new house is not part of the HOA.

13. ADJOURNMENT

- Allison makes a motion to adjourn, seconded by Ben Motion is unanimously. Meeting adjourned at 9:30 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 2/29/24

Checking Account:

Bank Balance as of 01/31/2024 $ 56,389.37

Deposits $ -

Disbursements $ (266.30)

Transfers (to)/from MMA/CD $ (40,000.00)

Bank Balance as of 02/29/2024 $ 16,123.07

Less: Outstanding Checks $ (4,999.49)

Check Book Balance as of 02/29/2024 $ 11,123.58

Money Market Account:

Bank Balance as of 01/31/2024 $ 7,697.38

Interest Earned $ 58.68

Disbursements $ (10.00)

Transfers (to)/from Checking/CD $ 40,000.00

Bank Balance as of 02/29/2024 $ 47,746.06

Certificate of Deposit:

Bank Balance as of 01/31/2024 $ 100,995.49

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 02/29/2024 $ 100,995.49

FEBRUARY 2024

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
February 6, 2024 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Mike Foster called meeting to order at 7:08 pm

2. ATTENDANCE (visual attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer - absent

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Debbie Patton, Board member

Open Position, Board member

Others in attendance (as written on Zoom name):

marK

Bob

Cate

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:06pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETING

1. December 5, 2023 Meeting Minutes
2. Mike makes a motion, seconded by Ben to approve the minutes. Motion carries unanimously.

NEXT MEETING

1. Tuesday, March 5, 2024 at 7:00pm on Zoom.

ANNOUNCEMENTS

1. Candidates requested for the current vacant Board position. If you know of someone who would like to serve, please have them contact us or attend a meeting.

2. UPCOMING EVENTS

1. Neighborhood Yard Sale – June 7 & 8 2024. We will add this info to the assessment letters.

3. COMMITTEE REPORTS

1. Mailboxes Committee
  - Will resume activity in Spring 2024 for mailbox repairs.
2. Roads Committee
  - What street is getting paved in 2024? We need to get on someone’s schedule in the next two months. Westbrook Drive needs paved in 2024. It was due to be paved in 2022. We need to discuss speedbumps, which company we will use and if we are going to get a third estimate. We have estimates from Parotta and A+ landscapes. We could reach out to Stone Paving for a price but the board has not been happy with their paving in the past. The new bids would not grind down the road. Speedbump options: break in the middle for drainage or wide, and location for drainage: we would do the wide style.
  - Video imaging of the culverts: Pete reached out to two companies but they haven’t responded yet.

4. TREASURER’S REPORT

1. See treasurer’s report below
  - Treasurer’s report was not available at time of meeting. It will follow in full after the completion of this meeting.
2. Assessment letters will go out in February. Assessments will be due April 30^th. Two lots owe 2023, two lots owe 2022 and 2023, and one will be paid as part of the closing in February. Past due more than one year and who have not contacted the treasurer to make a payment plan should have a lien placed on their property.

5. NEW BUSINESS

1. Ted makes a motion to schedule the annual meeting on April 7, 2024 at 2pm via Zoom, seconded by Mike. Motion carries. We will vote on officers at the park on June 8, 2024.
2. Campaign signs: ask neighbors to refrain from posting political signs in the interest of community harmony.
3. Mon County Animal Control Restrictions: Westbrook Heights falls under this. Place a reminder on the website and Facebook the process for reporting animals out of their yards.
  - Alex – Mon County Animal Control. Send photos or videos of uncontrolled pets off their property to 304-216-4048 or email awheeler@monongaliacounty.gov
  - Ben makes a motion, seconded by Ted, to send one homeowner a letter to say we have received multiple complaints about their animals leaving their property. Quote the CCR section about nuisance pets. The board discussed that they would allow Animal Control to follow through with the issue for now. The homeowners are not very responsive to our letters. Ben rescinds motion.
4. Goal for 2024
  - The plan for assessment increase. We will discuss this at the March meeting.

6. OLD BUSINESS

- Breezeline appears to have completed their work.

7. CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

- 1096 Brookings storm drain: Frontier (Richard Gnagy’s subcontractors) took ownership of the damage and are working with the homeowner for repairs. Frontier was very professional with the situation. Breezeline (Jesse Emerick) stated that it was not them who damaged the storm drain.

8. ADJOURNMENT

- Ben makes a motion to adjourn, seconded by Debbie. Motion is unanimously. Meeting adjourned at 8:29 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 12/31/23

Checking Account:

Bank Balance as of 11/30/2023 $ 59,937.30

Deposits $ -

Disbursements $ (145.95)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 12/31/2023 $ 59,791.35

Checks Outstanding $ (1,144.67)

Check Book Balance as of 12/31/2023 $ 58,646.68

Money Market Account:

Bank Balance as of 11/30/2023 $ 7,672.49

Interest Earned $ 22.46

Disbursements $ (10.00)

Transfers (to)/from Checking/CD $ -

Bank Balance as of 12/31/2023 $ 7,684.95

Certificate of Deposit:

Bank Balance as of 11/30/2023 $ 100,000.00

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 12/31/2023 $ 100,000.00

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 1/31/24

Checking Account:

Bank Balance as of 12/31/2023 $ 59,791.35

Deposits $ 166.67

Disbursements $ (3,568.65)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 01/31/2024 $ 56,389.37

Checks Outstanding $ (686.28)

Check Book Balance as of 01/31/2024 $ 55,703.09

Money Market Account:

Bank Balance as of 12/31/2023 $ 7,684.95

Interest Earned $ 22.43

Disbursements $ (10.00)

Transfers (to)/from Checking/CD $ -

Bank Balance as of 01/31/2024 $ 7,697.38

Certificate of Deposit:

Bank Balance as of 12/31/2023 $ 100,000.00

Interest Earned $ 995.49

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 01/31/2024 $ 100,995.49

DECEMBER 2023

Monthly Meeting Minutes

DRAFT UNTIL APPROVED

Westbrook Heights Homeowners Association
December 5, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Mike Foster called meeting to order at 7:03 pm

2. ATTENDANCE (visual attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member - late

Debbie Patton, Board member

Open Position, Board member

Others in attendance (as written on Zoom name):

marK

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:03pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING

a. November 7, 2023 Meeting Minutes

b. Debbie makes a motion, seconded by Mike to approve the minutes. Motion carries unanimously.

5. NEXT MEETING

a. Tuesday, January 2, 2023 at 7:00pm on Zoom. Ben makes a motion, seconded by Ted to not hold the January meeting. Motion carries unanimously.

6. ANNOUNCEMENTS

a. Candidates requested for the current vacant Board position. Mike has been trying to recruit new members to the board.

7. UPCOMING EVENTS

a. Brookhaven VFD Santa will drive through the neighborhood on December 9. They plan to start at 3:30-4:00 in our neighborhood. Follow the VFD Facebook page for updates.

8. COMMITTEE REPORTS

a. Mailboxes Committee

Resume activity in spring 2024 for mailbox repairs.

b. Roads Committee

Snowplow speedbump markers were put out on November 19.

9. TREASURER’S REPORT

a. See treasurer’s report below

b. Buck makes a motion, second by Pete to change our reserve contribution to $40,000 rather than $32,500. Motion carries unanimously.

c. Buck will mail in the $500 donation to the Brookhaven VFD.

d. Status of monthly letters of late penalties

6 outstanding homeowners dues totaling $4200.67
Buck sent letters in November to 5 of the homeowners. 1 of the homes is in the process of being sold.

10. NEW BUSINESS

a. Budget

Dues will not increase from 2023. Buck makes a motion, second by Ted that we accept the 2024 budget that we reviewed last month. Motion carries unanimously

b. Mike will text Ted and Debbie when we have urgent issues because they prefer that form of communication.

c. The dogs on Brookings have been escaping their invisible fence. Pete had to yell for the owner when the German Shepherd was out. No injuries have been reported.

No animals, livestock, fowl or poultry of any kind shall be raised, bred or kept in or on any lot or in the common areas of this Development, except that dogs, cats or other domesticated household pets may be kept on lots, subject to rules and regulations adopted by the Association. Provided, however, that animals may not be kept, bred or maintained for any commercial purpose and that any such pet causing or creating a nuisance or unreasonable disturbance shall be permanently removed from the property upon 30 days written notice from the Association.

11. OLD BUSINESS

a. Breezeline

Conduit, fiber pulls completion on Bennett est. week of Dec 5
Bennett culvert regrading and erosion control performed, grass seeding in Spring 2024
Ground-flush service box replacements for pedestals complete
Forman (5) lots remaining only need contact Breezeline for no-cost to them install after fiber pulls complete, fiber active in WBH

12. CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

a. Sarah Shaefer sent info to the board about a food drive. Allison will post on our Facebook page.

13. ADJOURNMENT

a. Ben makes a motion to adjourn, seconded by Ted. Motion is unanimously. Meeting adjourned at 8:07 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 11/3/23

Checking Account:

Bank Balance as of 10/31/2023 $ 60,363.01

Deposits $ 50.00 Disbursements $ (475.71)

Transfers (to)/from MMA/CD $ -

Bank Balance as of 11/30/2023 $ 59,937.30

Checks Outstanding: $ (179.24)

Check Book Balance as of 11/30/2023 $ 59,758.06

Money Market Account:

Bank Balance as of 10/31/2023 $ 7,660.79

Interest Earned $ 21.70

Disbursements $ (10.00)

Transfers (to)/from Checking/CD $ -

Bank Balance as of 11/30/2023 $ 7,672.49

Certificate of Deposit:

Bank Balance as of 10/31/2023 $ 100,000.00

Interest Earned $ -

Transfers (to)/from Checking/Money Market $ -

Bank Balance as of 11/30/2023 $ 100,000.00

NOVEMBER 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
November 7, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Mike Foster called meeting to order at 7:03 pm

2. ATTENDANCE (visual attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Debbie Patton, Board member

Open Position, Board member

Others in attendance (as written on Zoom name):

marK

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:03pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING

1. October 3, 2023 Meeting Minutes
2. Ben makes a motion, seconded by Ted to approve the minutes. Motion carries unanimously.

5. NEXT MEETING

1. Tuesday, December 5, 2023 at 7:00pm on Zoom

6. ANNOUNCEMENTS

1. Candidates requested for the current vacant Board position

7. UPCOMING EVENTS

1. Brookhaven VFD Santa will drive through the neighborhood on December 9. Time TBA on Facebook.

8. COMMITTEE REPORTS

1. Mailboxes Committee
  - Pete provided a quote last month (roughly $350) to redo the bases of the mailboxes. This might not get completely this year and may be a 2024 project.
2. Roads Committee
  - Pete provided quotes for the repairs on Forman/Brookings and for the paving of Westbrook Drive. We need to approve this soon so we can get on their schedule and to lock in the price.
  - Speedbumps: There is no part of the plowing contract that states they provide poles to mark the speedbumps. We have 26 speedbumps. The poles are $3-5 each depending on the size and color. We can pull the funds from the maintenance budget. Pete makes a motion, seconded by Allison, to purchase all the poles for the neighborhood and install them on Sunday, November 19. Motion carries unanimously.

9. TREASURER’S REPORTS

1. See treasurer’s report below

- Status of monthly letters of late penalties accruing for non-payment of annual assessment
The letters went out recently and the deadline was extended to the end of the year. The letter didn’t indicate on the letter about potential liens.
2. By what date must Westbrook Heights HOA consider liens on lots with outstanding annual assessments for > two years? How many such lots?

- 3 lots that owe 2 years worth of dues
- 2 lots that own current year dues
- 1 lot that owes partial dues (officer compensation needs adjusted)
- Total balance just under $4,000

10. NEW BUSINESS

1. Budget
  - Buck put together a rough idea for a paving schedule and the costs.
  - He outlined the proposed budget for 2024 that we will vote on in December
  - Ben makes a motion, seconded by Debbie, to approved Bucks draft budget for a December vote and publish it for the homeowners. Motion carries unanimously.
2. Two recent home sales
  1. Forman Drive and Brookings Drive

11. OLD BUSINESS

Breezeline completion on Forman

The board voted in 2022 to provide service to all homeowners.
Motion by Allison, seconded by Ted, to proceed with the project as intended to service to all remaining lots. We didn’t give a choice to anyone else and the construction isn’t going beyond the easement. The road cuts are not as large as we thought they would be. Motion carries unanimously.
Ask Jesse to make all the boxes on Forman flush mount.
Ask Jesse to notify the neighbors on both sides of Forman that they will be starting to dig. Mention a porta potty.

Marking poles for speed bumps / snow plowing awareness of location

Addressed under the roads committee report

12. CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

1. none

13. ADJOURNMENT

1. Ben makes a motion to adjourn, seconded by Buck. Motion is unanimously. Meeting adjourned at 8:56 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 10/31/23

Checking Account:
Bank Balance as of 09/30/2023 $ 60,132.29
Deposits $ 400.00
Disbursements $ (169.28)
Transfers (to)/from MMA/CD $ -

Bank Balance as of 10/31/2023 $ 60,363.01
Checks Outstanding: $ -
Check Book Balance as of 10/31/2023 $ 60,363.01

Money Market Account:
Bank Balance as of 09/30/2023 $ 107,366.00
Interest Earned $ 304.79
Disbursements $ (10.00)
Transfers (to)/from Checking/CD $ (100,000.00)
Bank Balance as of 10/31/2023 $ 7,660.79

Certificate of Deposit:
Bank Balance as of 09/30/2023 $ -
Interest Earned $ -
Transfers (to)/from Checking/Money Market $ 100,000.00
Bank Balance as of 10/31/2023 $ 100,000.00

OCTOBER 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
October 3, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Mike Foster

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Mike Foster called meeting to order at 7:05 pm

2. ATTENDANCE (verbal attendance taken)

Board members present:

Mike Foster, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member - absent

Pete Meyer, Board member

Debbie Patton, Board member

Open Position, Board member

Others in attendance (as written on Zoom name):

Jesse Emerick

Bayley’s iPhone

Danny Click

Pat’s iPad

Scott Bartlett

George Miranov

William

Jason Willard

Misti’s iPhone

Dave Bolles

Trista

Eric Small

Israel Hall

David

Josh Supak

Zach Fox

Matt Chisler

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:05pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING

1. October 3, 2023 Meeting Minutes
2. Ted makes a motion, seconded by Ben to approve the minutes. Motion carries unanimously.

5. NEXT MEETING

1. Tuesday, November 7, 2023 at 7:00pm on Zoom

6. ANNOUNCEMENTS

1. 1 vacant board position, nominees requested for the November meeting

7. UPCOMING EVENTS

1. Halloween will follow City of Morgantown’s schedule – October 31, 2023 from 6-8pm

8. COMMITTEE REPORTS

1. Mailboxes
  - 76 mailboxes in the upper half (Bennett and further up). 6ft. Trex boards for $40 each. Looking at about 10 boards for $350 total.

9. TREASURER’S REPORTS

1. See treasurer’s report below

10. NEW BUSINESS

1. Have people submit budget changes before the November 2023 meeting.
2. Special Focus Topic Breezeline installation status with Jesse Emerick and Joshua Supak
  - Jesse shares a map – blue lines are what they have left. Gas line on Forman is right under the road. 4 homeowners (1273-1285 Forman) would not get service if they don’t do the road cuts. Frontier didn’t have the issue but Breezeline won’t dig blind. Power and Gas lines are buried under the road.
  - Buck: how is this different than other streets? Jesse: On Lehigh they do not have the utility lines running in the center of the road.
  - Chat question from David: how deep are the lines buried. Jesse: around 2ft. and it’s right where they need to be to not buckle the road.
  - Scott Bartlett: they have chosen Frontier so they do not need the line to go over but he can’t speak for 1279.
  - Mike: asks for a copy of the map shared tonight.
  - Repair of the blacktop. They will cold patch and then bring in hot asphalt to repair it as close to the original.
  - Dave Bolles: Will 1364 Brookhaven Rd be part of the work? Jesse will get back to us but he is 99% sure.
  - William: How would the road be repaired post-cut and how long is that work guaranteed for? Jesse: The repair should be completed within a couple weeks.
  - David: Again are you going to contact residences before you dig up road to see if they want it? Jesse: said he would provide the addresses to those it would affect and the HOA would make a decision.
  - Pete: if someone else new moved in they would not get service if we don’t cut the road now. The idea was to provide the service to the whole neighborhood.
  - Eric Small: The challenge is the call for the board to speak for future, as well as current residents if this service wouldn’t be available due to a choice of the prior homeowner… that would be disappointing.
  - William: If those people want it and the road needs paved sooner, is that an HOA cost or does that fall to the individual who requested the service? Jesse: The hot asphalt would cover the 24”x24” square they would need to cut. The host asphalt should last as long as the road.
  - David: so if the area that has the patch starts to create a bump, who is responsible to repair it before the full paving in 8-10 years? Breezeline only guarantees 1 year. The board does not have a plan after a year unless we shift the paving schedule.
  - Pete: The board gave permission to Breezeline before Frontier came in.
  - Allison: Will Breezeline come out and reseed areas in the spring if the grass doesn’t grow? Jesse: Each Homeowner will need to email him and they will come out and repair.
  - Matt Chisler: They also had a large hole in their yard and their daughter was near the edge of it and their daughter could have fallen in. They had a machine in their driveway 27ft in and scratched up the driveway.
  - Danny Click: Had employees of Breezeline urinating in his yard. The Sheriff’s Dept. responded in July. This incident occurred a second time this week. Jesse: He just learned about this today. These guys are subcontractors of Breezeline. Danny: it was not the same person both times. Why don’t they have porta potties? Jesse: They should but he doesn’t know why. They are investigating this now. They will also repair Danny’s yard and remove the rocks.
  - William: wants the contractor’s emails Jesse: You can contact Bluerock if you’d like or contact me and I will talk to them for you.
  - The board will talk to the homeowners on Forman to see if we are going to move forward. Jesse needs an answer in 1 to 2 weeks.
  - Action item: Mike and another board member will contact those on Forman to get their opinion on the matter

11. CORRESPONDENCE FROM MEMBERS / PUBLIC FORUM

1. None

12. ADJOURNMENT

1. Ben makes a motion to adjourn, seconded by Buck. Motion is unanimously. Meeting adjourned at 9:00 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 9/30/2023

Checking Account:

Bank Balance as of 08/31/2023 $ 60,327.97

Deposits $ -

Transfers (to)/from MMA $ -

Disbursements $ (195.68)

Bank Balance as of 09/30/2023 $ 60,132.29

Checks Outstanding: #1233 $ -

Check Book Balance as of 09/30/2023 $ 60,132.29

Money Market Account:

Bank Balance as of 08/31/2023 $ 107,062.77

Interest Earned $ 303.23

Transfers (to)/from Checking $ -

Bank Balance as of 09/30/2023 $ 107,366.00

SEPTEMBER 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association

Sept 5, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Vice President Ben Maatman

Minutes recorded by Secretary Allison Kotarsky

1.CALL TO ORDER

Vice President Ben Maatman called meeting to order at 7:03 pm

2.ATTENDANCE (verbal attendance taken)

Board members present:

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Mike Foster, Board member

Debbie Patton, Board member – absent

Others in attendance (as written on Zoom name):

Mark Kincaid

Noah Anderson

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:06pm.

3.WELCOME & INTRODUCTIONS

4.MINUTES FROM THE PREVIOUS MEETING

a.August 1, 2023 Meeting Minutes

b.Buck makes a motion, seconded by Ted to approve the minutes. Motion carries unanimously.

5.OFFICER REPORTS

a.See treasurer’s report below

6.OPEN OFFICER POSITION

a.The position of President is open. Mike Foster is interested. 7 Yes, 0 No.

7.COMMITTEE REPORTS

a.Engagement Committee

•Trick or Treat will follow the City of Morgantown’s schedule

b.Roads Committee

•Thomas came back and did the warranty work at the new culvert on Brookings/Bennett, patching and repairing.

•Forman/Brookings intersection needs repaired. Parotta is interested in the job. A+ Landscaping ($3k or $4k) and Parotta are the only bid options we got. Pete will follow up with A+, Thomas, and Parotta for more solid pricing.

c.Park Committee

•Steel grate in front of the park needs fixed after the Breezeline contractors did work.

d.Mailboxes

•The board is replacing the damaged boards on the mailboxes with Trex

•They need to be 41“ from ground level

8.OLD BUSINESS

a.Assessments

•6 homeowners have outstanding assessments

•Buck makes the motion, seconded by Ted, to send updated assessment letters to the 5 remaining members. An additional 5% will be assessed at the end of Sept if they still haven’t paid.

b.CCRs

•Ben got the contact info for the attorney. Ben and Mike will meet to catch Mike up to speed on what was decided on.

c.Frontier and Breezeline

•Post Frontier and Breezeline numbers on Facebook

d.Buck spoke with United Bank. Our money market account was only earning .65% interest. They were able to raise that to 3.5% now, so we should see a noticeable increase in interest. He also asked about CD rates. They provided the three options below.

•7-month CD. $500 minimum, 4.65% apy

•13-month CD. $500 minimum, 4.65% apy

•9 month no penalty CD. 4% apy, $5,000 minimum. You are granted one free withdraw penalty free. This may be a good option to increase your yield and keep the money liquid in the event you need to cover expenses.

•Ben makes the motion, Ted seconds, to deposit $100,000 from the money market account to the 9 month no penalty CD at 4% apy. Motion carries.

9.NEW BUSINESS

•One Open Board position, will post on Facebook advertising it

•Parking issue with neighbor on Lehigh Drive and Brookings Drive.

•Not an HOA matter. They utilize the gravel parking area that they do not own. He tried to resolve the matter with neighbor but she will not contact them. Pete talked to neighbor who wasn’t happy. She owns that area and doesn’t want people parking on it. The homeowner knows it’s her property and stated they will not park on it moving forward.

•Dirt pile on Brookings and Lehigh needs to be cleared. Ben and Mike will talk to homeowner.

•Breezeline wants to cut one of our roads. They need to cut Brookings Drive at the corner of Brookings and Bennett to avoid cutting any lines.

•Pete makes a motion, Ted seconds, to approve them cutting the road under the condition that they will return the surfaces to their current condition. Motion is unanimous.

10.CORRESPONDENCE FROM MEMBERS

•1302 Forman Drive – Homeowner put in a pavement curb at the end of their driveway because water was flowing into their yard. The plow truck has damaged it and they have requested that when we pave the streets we repair it.

•Motion by Buck, Pete seconds, that the curb repair is the responsibility of the homeowner. 4 yes, 2 no. Motion carries.

•When we contact the homeowner we will let them know that when we have the paving trucks here we will have the company give them an estimate to repair it.

•We will notify the plow company of their speed bump to not damage it further.

11.UPCOMING EVENTS

a.Next event would be Trick-or-Treat

12.PUBLIC FORUM

a.none

13.ANNOUNCEMENTS

14.NEXT MEETING

Next monthly meeting is Tuesday, October 3, 2023 at 7:00pm on Zoom.

15.ADJOURN

Buck makes a motion, seconded by Ben, to adjourn. Motion passes unanimously.

Meeting adjourned at 9:02 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 8/31/2023

Checking Account:

Bank Balance as of 07/31/2023 $ 56,160.57

Deposits $ 4,366.67

Transfers (to)/from MMA $ -

Disbursements $ (199.27)

Bank Balance as of 08/31/2023 $ 60,327.97

Checks Outstanding: #1233 $ (26.40)

Check Book Balance as of 08/31/2023 $ 60,301.57

Money Market Account:

Bank Balance as of 07/31/2023 $ 106,807.44

Interest Earned $ 255.33

Transfers (to)/from Checking $ -

Bank Balance as of 08/31/2023 $ 107,062.77

AUGUST 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association

August 1, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm
Meeting chaired by Vice President Ben Maatman
Minutes recorded by Mike Foster on behalf of Secretary Allison Kotarsky

1. CALL TO ORDER
Vice President Ben Maatman called meeting to order at 7:03 pm

2. ATTENDANCE (verbal attendance taken)
Board members present:
Jeremy Chancey, President
Ben Maatman, Vice President
Allison Kotarsky, Secretary - absent
Buck Mallow, Treasurer
Ted Hosaflook, Board member
Corey Kimble, Board member
Pete Meyer, Board member - absent
Mike Foster, Board member
Debbie Patton, Board member
Others in attendance (as written on Zoom name):
Mark

QUORUM ESTABLISHED
The Westbrook Heights Homeowners Association successfully established a quorum at 7:03pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING
a. June 6, 2023 Meeting Minutes (no meeting in July 2023)
b. Buck makes a motion, seconded by Ted to approve the minutes. Motion carries unanimously.

5. OFFICER REPORTS
a. See treasurer’s report below

6. COMMITTEE REPORTS
a. Roads – no report as Pete is absent
· A board member noted the company contracted for the culvert work at the corner of Brookings and Bennet returned to partially repave to correct settling. Another noted the grass in the associated area had been re-established properly as well
b. Mailboxes
· Buck intends to revisit materials pricing for current costs
· Mike offered to pursue USPS specs on height, etc. to support removing cubbies and recessing the boxes onto the cross members
· Buck also suggested perhaps a first task is to replace the 4”x4” post set on Foreman with 6”x6” to match all others in the development
c. Park
· Jeremy reported that Jacob continues to do a good job and as no others have inquired about the task, recommended to continue with Jacob this season

7. OLD BUSINESS
a. Assessments
· Buck reported a total of $8,437.67 outstanding assessments among 18 community members.3 outstanding that include 2022 and 2023 assessments. Two outstanding have made some form of partial payment
· Buck reported Letters posted dated July 31, 2023 informing those with outstanding assessments payment in full or payment arrangements must be made by August 30, 2023 or 5% of original outstanding assessment will be added per month to the original outstanding total
b. CCRs
· Jeremy described communication from the attorney indicating an issue citing reference to most recent (third) letter as signatures not available, indicates at an impasse for subsequent filings
· Jeremy will seek among documents in Google Drive, although initial review found nothing further to support the attorney’s concern
· Jeremy will provide contact information for the attorney to Ben
· Ben to inquire with the attorney what are recommended next steps to move forward in pursuit of proposed revised CCRs

8. NEW BUSINESS
a. President Jeremy Chancey resignation letter effective after August 1, 2023 meeting
· Members thanked Jeremy for his stewardship of our community and service during his tenure in office
· Topic of Board President vacancy to be addressed next meeting when two members of the board absent today are available

b. Mike Foster suggested Board research rates, consider moving some portion of Money Market funds to perhaps a shorter term Certificate of Deposit as these are yielding in excess of 5%, well above interest yields on Money Market accounts
· Buck has some contacts in local banking, will make inquiries.
· Topic to be revisited in next meeting when more board members are available

9. CORRESPONDENCE FROM MEMBERS
a. Homeowner letter received stating low curb of pavement they had on their driveway was partially scrapped away by snowplow this past winter, seeks replacement when next community has paving occurring
· Board members assignment to view affected area to discuss at next meeting
· Buck motion to table issue until next meeting once members have viewed the location; Ted seconded the motion, passed unanimously

10. UPCOMING EVENTS
a. Next event would be Trick-or-Treat

11. PUBLIC FORUM
a. One community member in attendance, Mark, indicated no issues to add

12. ANNOUNCEMENTS

13. NEXT MEETING
Next monthly meeting is Tuesday, September 5, 2023 at 7:00pm on Zoom.

14. ADJOURN
Ben makes a motion, seconded by Ted, to adjourn. Motion passes unanimously.
Meeting adjourned at 7:50 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 07/31/2023

Checking Account:
Bank Balance as of 07/31/2023 $ 54,483.43
Deposits $ 1,916.67
Transfers (to)/from MMA $ -
Disbursements $ (239.53)
Bank Balance as of 07/31/2023 $ 56,160.57
Checks Outstanding: #1229 $ -
Check Book Balance as of 05/31/2023 $ 56,160.57

Money Market Account:
Bank Balance as of 06/30/2023 $ 106,748.51
Interest Earned $ 58.93
Transfers (to)/from Checking $ -
Bank Balance as of 07/31/2023 $ 106,807.44

JUNE 2023

Monthly Meeting Minutes

DRAFT UNTIL APPROVED

Westbrook Heights Homeowners Association
June 6, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:20 pm

ATTENDANCE (verbal attendance taken)

Board members present:

Jeremy Chancey, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member - absent

Pete Meyer, Board member

Debbie Pattor, Board member

Others in attendance (as written on Zoom name):

Noah Anderson

Kyle Wiggs

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:21pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETING

1. May 2, 2023 Meeting Minutes
2. Mike makes a motion, seconded by Ben to approve the minutes. Motion carries unanimously.

OFFICER REPORTS

1. See treasurer’s report below

COMMITTEE REPORTS

1. Roads – we received one road for bids from Landscapes Plus
  - Westbrook Dr. - $35,423
  - Forman Dr. and Brookings Drive corner - $2,300
2. Speed Bumps
  - We will discuss with the paver to possibly add more speedbumps to increase safety.
3. Mailboxes
  - Jeremy did rough numbers for posts, materials, mailboxes – 50 units - $3,000
  - Do we want to hire a company to fix these or have volunteers from the board
  - Jeremy makes a motion that during mailbox repair the cubbies will not be rebuilt. Ted seconds. Motion passes unanimously.
  - Jeremy makes a motion to approve the mailbox committee to make replacements within budget as seen fit. Ted seconds. Motion passes unanimously.

OLD BUSINESS

1. Assessments
  - 3 outstanding that include 2022 and 2023 assessments
2. Board Elections
  - Elections were held on June 3 at the park
  - Official results will be tallied and kept on file.
  - We will look into online voting in the future to increase voter turnout

NEW BUSINESS

1. Suggestion to paint diagonal lines on the speedbumps.

CORRESPONDENCE FROM MEMBERS

1. none

UPCOMING EVENTS

1. Next event would be Trick-or-Treat

PUBLIC FORUM

1. House for Auction on Brookings Drive
  - Joe R Pyle Auction is taking over it, 2 weeks to clean it out, then an online auction will be held, the property will be auctioned in July. Auctioneer will regularly maintain the grass and property until it’s sold.
  - Can the property be rented out as two separate units? The board needs to look at the bylaws more closely before we can give an answer.

ANNOUNCEMENTS

NEXT MEETING

Ted makes a motion to skip July’s meeting and hold our next meeting in August. Ben seconds. Motion carries unanimously.

Next monthly meeting is Tuesday, August 1, 2023 at 7:00pm on Zoom.

ADJOURN

Mike makes a motion, seconded by Buck, to adjourn. Motion passes unanimously.

Meeting adjourned at 9:08 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 05/31/2023

Checking Account:

Bank Balance as of 04/30/2023 $ 33,821.51

Deposits $ 21,315.00

Transfers (to)/from MMA $ -

Disbursements $ (453.80)

Bank Balance as of 05/31/2023 $ 54,682.71

Checks Outstanding: $ -

Check Book Balance as of 05/31/2023 $ 54,682.71

Money Market Account:

Bank Balance as of 04/30/2023 $ 106,632.64

Interest Earned $ 58.87

Transfers (to)/from Checking $ -

Bank Balance as of 05/31/2023 $ 106,691.51

MAY 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
May 2, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by Vice President Ben Maatman

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:04 pm

ATTENDANCE (verbal attendance taken)

Board members present:

Jeremy Chancey, President - late

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer - absent

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

Debbie Patton, Board member - absent

1 vacant seat

Others in attendance (as written on Zoom name):

marK

Foster

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:01pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETING

1. April 6, 2023 Meeting Minutes
2. Ben makes a motion, seconded by Ted Motion carries unanimously.

OFFICER REPORTS

1. See treasurer’s report below

COMMITTEE REPORTS

1. Park is being mowed by one individual until someone else shows interest. Please contact Ben if you are interested.

OLD BUSINESS

1. Assessments
  - 5% (A1 lot would $20)
  - Pete makes a motion to add a 5% fee for dues not paid or have a payment plan set up by May 31, 2023 but only if Buck gets them out this week, seconded by Ben. Motion failed.
  - 5% per quarter
  - Corey makes a motion, seconded by Ted to send a letter to the homeowners stating that a payment plan or dues need to be paid in full by July 1 or a 5% of the original amount fee per month will be assessed. Motion passes unanimously.
2. CCRs
  - Still with the attorney
3. Culvert
  - Thomas seeded the culvert on Bennett/Brookings and will see again if it doesn’t take because of the rain.
4. Frontier
  - Allison will place notice again about calling the frontier numbers if any yards need repaired.

NEW BUSINESS

1. Open board positions/elections
  - Mike Foster is interested in a board position
    - Lehigh Dr since July 2011. IT architect and system engineer. Will be available for monthly and emergency meetings. Attended around 4 meetings in the last calendar year. Wants to support the other members of the board.
    - Vote: 6 yes, 0 no
    - Welcome to the board, Mike!

CORRESPONDENCE FROM MEMBERS

1. Ted makes a motion to approve the new deck on Westbrook Dr. Ben seconds. Motion carries.
2. Corey is installing a new fence. Board approves.

UPCOMING EVENTS

1. Yard Sale is June 2 and June 3, 2023
2. We will hold board elections, Saturday June 3

PUBLIC FORUM

ANNOUNCEMENTS

NEXT MEETING

Next monthly meeting is Tuesday, June 6, 2023 at 7:00pm on Zoom.

ADJOURN

Ted makes a motion, seconded by Allison, to adjourn. Motion passes unanimously.

Meeting adjourned at 7:58 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 04/30/2023

Checking Account:

Bank Balance as of 03/31/2023 $ 24,731.19

Deposits $ 10,759.00

Transfers (to)/from MMA $ -

Disbursements $ (1,668.68)

Bank Balance as of 04/30/2023 $ 33,821.51

Checks Outstanding:

Check Book Balance as of 04/30/2023 $ 33,821.51

Money Market Account:

Bank Balance as of 03/31/2023 $ 106,575.71

Interest Earned $ 56.93

Transfers (to)/from Checking $ -

Bank Balance as of 04/30/2023 $ 106,632.64

APRIL 2023

Monthly Meeting Minutes

Westbrook Heights Homeowners Association
April 4, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:01 pm

2. ATTENDANCE (visual attendance taken)

Board members present:

Jeremy Chancey, President

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

2 vacant seats

Others in attendance (as written on Zoom name):

mark

Debbie’s iPad (2)

Larry’s iPhone

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:01pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETING

1. March 7, 2023 Meeting Minutes
2. Jeremy makes a motion, seconded by Ben. Motion carries unanimously.

5. OFFICER REPORTS

1. See treasurer’s report below

6. COMMITTEE REPORTS

1. Schedule roads meeting
  - Buck, Ben, Pete and Jeremy will schedule a time to meet and go over the plan for the roads.

7. OLD BUSINESS

1. Assessments
  - Pete makes a motion to file a lien on 1278 Forman Dr for 2022 and 2023 dues and filing fees with the clerk, Buck seconds. 6 yes, 1 no.
2. CCRs
  - Annie, our attorney, gave us updates at the annual meeting We will have a draft ready in June/July.

8. NEW BUSINESS

1. Open board positions/elections
  - Debbie is interested in a board position
    - Brockton Drive, has lived here for 36 years, home is in her name, retired librarian, will attend the monthly meetings, has attended at least 6 in the past year. Has a deep interest in our neighborhood and community and wants to be involved.
    - Vote: 7 yes, 0 no
  - Allison, Ben, Debbie, and other board member open position will go on the ballot in June 2023.

9. CORRESPONDENCE FROM MEMBERS

1. Just people checking in to see when the assessments will be mailed out.

10. UPCOMING EVENTS

1. Yard Sale is June 2 and June 3, 2023
2. We will hold board elections, Saturday June 3

11. PUBLIC FORUM

1. Conversation about the stray/loose dogs in the church parking lot. They seem aggressive, avoid them.

12. ANNOUNCEMENTS

13. NEXT MEETING

Next monthly meeting is Tuesday, May 2, 2023 at 7:00pm on Zoom.

14. ADJOURN

Allison makes a motion, seconded by Ben, to adjourn. Motion passes unanimously.

Meeting adjourned at 7:58 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 03/31/2023

Checking Account:

Bank Balance as of 02/28/2023 $ 16,588.46

Deposits $ 10,053.00

Transfers (to)/from MMA $ -

Disbursements $ (1,910.27)

Bank Balance as of 03/31/2023 $ 24,731.19

Checks Outstanding: 1223, 1224 $ (1,589.40)

Check Book Balance as of 03/31/2023 $ 23,141.79

Money Market Account:

Bank Balance as of 02/28/2023 $ 106,516.90

Interest Earned $ 58.81

Transfers (to)/from Checking $ -

Bank Balance as of 03/31/2023 $ 106,575.71

2023

Annual Meeting Minutes

DRAFT UNTIL APPROVED

Westbrook Heights Homeowners Association
March 26, 2023 – Minutes of Annual Meeting – Meeting on Zoom at 2:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 2:04pm

ATTENDANCE (verbal attendance taken)

Board members present:

President, Jeremy Chancey

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Bob Driscole, Board member - absent

Ted Hosaflook, Board member

Pete Meyer, Board member – late

Corey Kimble, Board member - late

2 vacant seats

Others in Attendance (as written on Zoom name):

Mike Foster

Mark

Annie CRONAN YORICK, Esq.

Debbie’s iPad (2)

William Wolfe

WELCOME & INTRODUCTIONS

2022 ANNUAL MEETING MINUTES
1. Ben makes a motion, Ted seconds, to approve the 2022 Annual Meeting Minutes. Motion carries.

TREASURER’S REPORT
1. See report below

ANNOUNCEMENTS
1. Website – www.westbrookheights.com
  - Meeting Minutes
  - Architectural Review
  - Subscribe to email list
2. Facebook – facebook.com/WestbrookHeightsHOA and 2 groups
3. hoawestbrookheights@gmail.com
4. PO Box 626, Dellslow, WV 26531

BOARD ELECTIONS
1. Positions up for election
  - Emails and flyers for voting
  - Designate location to vote – Park on Saturday, June 4, 2022 during the community yard sale.
  - Rank choice voting
  - All nominations due by the conclusion of the May 4^th
  - Debbie Patton and Mike Foster are interested in joining the board.

PROJECTS
1. Paving & Culverts (repair/preventative maintenance)
  - 16 or 17 culvert pipes are ours
  - We need to publicly announce for bids. Placing it in the newspaper was suggested.
2. COMMITTEES
  1. Park
    - The park fence was replaced based on the park inspection done prior. We are now compliant with the report. This summer we will need to sand, stain the pavilion. Will need new mulch.
  2. Events and Activities
    - Community Yard Sale on June 2 and 3, 2023
  3. CCR
    - Working on the revised draft
    - Timeline for CCRS – First draft will be ready for the board by May 2 and then we will schedule a follow-up meeting with the attorney after that.
  4. Roads
  5. Improvements
    - Pete, Mike and Allison will work on the online ARC submission form and present it to the board at the May 2 meeting.

PUBLIC FORUM
1. none

ADJOURN

Jeremy makes a motion, Ted seconded, to adjourn. Meeting adjourned at 3:57pm

Westbrook Heights Homeowner's Association, Inc. Annual Financial Statement as of 12/31/2022

Checking Account:

Bank Balance as of 12/31/2021 $ 12,296.67

Deposits $ 52,156.19

Transfers (to)/from MMA $ (13,479.00)

Disbursements $ (19,390.78)

Bank Balance as of 12/31/2022 $ 31,583.08

Checks Outstanding: 1215-1219 $ (14,083.42)

Check Book Balance as of 12/31/2022 $ 17,499.66

Money Market Account:

Bank Balance as of 12/31/2021 $ 131,432.14

Interest Earned $ 380.93

Transfers (to)/from Checking $ 13,479.00

Bank Balance as of 12/31/2022 $ 145,292.07

MARCH 2023 MONTHLY MEETING

Westbrook Heights Homeowners Association
March 7, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:05 pm

ATTENDANCE (visual attendance taken)

Board members present:

President, Jeremy Chancey

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Bob Driscole, Board member - absent

Ted Hosaflook, Board member

Corey Kimble, Board member - late

Pete Meyer, Board member - absent

1 vacant seat

Others in attendance (as written on Zoom name):

mark

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:05 pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETINGS

1. February 7, 2023 Meeting Minutes
2. Unanimous approval of the February 7 minutes. Motion carries.

OFFICER REPORTS

1. See treasurer’s report below

COMMITTEE REPORTS

OLD BUSINESS

1. Assessments
2. CCRs
  - Jeremy spoke with Annie and she’s got quite a bit done. She may be able to make the annual meeting to go over any questions. She has our proposed changes. And she also got the 1^stand 2^nd amendments as well. (We are currently using the 3^rd) Jeremy estimates we will have everything by the end of spring. $1500 will be her fee. Buck found copies of the 3^rd amendment with signatures but no originals.
3. Frontier
  - They ran utility easement over the past few months. Frontier (Amanda) reached out to us and wants to come back and put in flower pots to make things easier. We would need each homeowner’s approval on that since it’s not in the easement.
  - Jeremy makes a motion to deny the flower pot installation from Frontier, any secondary installation is up the homeowner. Ted seconds. Unanimously approved.

NEW BUSINESS

1. Bob resigned from the Board effective end of March after the annual meeting.
2. Thomas from Tranquility will be fixing the water area on Bennett once the weather gets warmer.

CORRESPONDENCE FROM MEMBERS

1. Neighbor is still upset that people are parking on her property.

UPCOMING EVENTS

1. Yard Sale in June 2 and June 3, 2023
2. We will hold board elections that weekend

PUBLIC FORUM

ANNOUNCEMENTS

NEXT MEETING

Next meeting is the annual meeting March 26, 2023 at 2:00pm on zoom.

Next monthly meeting is Tuesday, April 4, 2023 at 7:00pm on Zoom.

ADJOURN

Ben makes a motion, seconded by Ted, to adjourn. Motion passes unanimously.

Meeting adjourned at 8:27 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 02/28/2023

Checking Account:

Bank Balance as of 01/31/2023 $ 56,967.70

Deposits $ 100.00

Transfers (to)/from MMA $ -

Disbursements $ (40,479.24)

Bank Balance as of 02/28/2023 $ 16,588.46

Checks Outstanding: 1219, 1222 $ (1,830.99)
Check Book Balance as of 02/28/2023 $ 14,757.47

Money Market Account:

Bank Balance as of 01/31/2023 $ 106,463.82

Interest Earned $ 53.08

Transfers (to)/from Checking $ -

Bank Balance as of 02/28/2023 $ 106,516.90

FEBRUARY 2023 MONTHLY MEETING

Westbrook Heights Homeowners Association
February 7, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:06 pm

ATTENDANCE (visual attendance taken)

Board members present:

President, Jeremy Chancey

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Bob Driscole, Board member

Ted Hosaflook, Board member

Corey Kimble, Board member

Pete Meyer, Board member

1 vacant seat

Others in attendance (as written on Zoom name):

René

Mark

Mike

Cate Schlobohm

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:06 pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETINGS

1. January 6, 2023 Meeting Minutes
2. Bob makes motion, seconded by Ben, to approve the January 6 minutes. Motion carries.

OFFICER REPORTS

1. See treasurer’s report below

COMMITTEE REPORTS

1. Roads
  - Proposal from Triad to perform similar work to the reserve study. They will build a maintenance schedule. Camera all drain pipes. Figure out if there are changes from the original that are wrong. Let us know if we need to add more, downsize, upsize pipes. Will walk every property and camera everything. Thomas (Outdoor Tranquility) would provide bids for the work that needs done. We do not have to hire Thomas to have items repaired though.

OLD BUSINESS

1. Assessments
  - Nothing new in for 2022
  - Buck will be working on getting 2023 assessment letters mailed out in the next week or two
2. CCRs
  - Attorney is working on them. No anticipated date on when we will be getting those back.

NEW BUSINESS

1. Schedule Annual Meeting
  - Vote to have the meeting on Zoom: vote 5 yes, motion caries.
  - March 26 from 2-4pm on Zoom

CORRESPONDENCE FROM MEMBERS

1. Camper Van
  - On Lehigh, there was a camper van parked on another neighbor’s property. It is currently not there.
  - There are up to 10 cars frequently parked at one residence and it blocks the road when there are cars on both sides of the street. Mike wants to make sure this doesn’t become a safety issue (emergency vehicles, etc.)
  - We will post an announcement reminding neighbors to park far enough off the road, park only on their property, and do not park on both sides of the street.

UPCOMING EVENTS

1. Yard Sale in June

PUBLIC FORUM

ANNOUNCEMENTS

NEXT MEETING

Next monthly meeting is Tuesday, March 7, 2023 at 7:00pm on Zoom.

ADJOURN

Bob makes a motion, seconded by Allison, to adjourn. Motion passes unanimously.

Meeting adjourned at 8:51 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 1/31/2022

Checking Account:

Bank Balance as of 12/31/2022 $31,583.08

Deposits $ -

Transfers (to)/from MMA $38,905.00

Disbursements $(13,520.38)

Bank Balance as of 01/31/2023 $56,967.70

Checks Outstanding: 1217, 1219-1221 $(40,720.12)

Check Book Balance as of 01/31/2023 $16,247.58

Money Market Account:

Bank Balance as of 12/31/2022 $145,292.07

Interest Earned $76.75

Transfers (to)/from Checking $(38,905.00)

Bank Balance as of 01/31/2023 $106,463.82

JANUARY 2023 MONTHLY MEETING

Westbrook Heights Homeowners Association
January 3, 2023 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:01 pm

ATTENDANCE (visual attendance taken)

Board members present:

President, Jeremy Chancey

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer - absent

Bob Driscole, Board member

Ted Hosaflook, Board member

Corey Kimble, Board member - absent

Pete Meyer, Board member

1 vacant seat

Others in attendance (as written on Zoom name):

David

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:01 pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETINGS
1. December 6, 2022 Meeting Minutes
2. Jeremy makes motion, seconded by Bob, to approve the December 6 minutes. Motion carries.

OFFICER REPORTS
1. See treasurer’s report below

COMMITTEE REPORTS
1. none

OLD BUSINESS
1. Assessments
  - We did not receive any payments in December 2022
2. Culverts
  - We repaired the culvert on the corner of Brookings and Bennett. Total cost was $38,905.

NEW BUSINESS
1. Schedule Annual Meeting
  - We will wait to schedule until the February meeting so Buck can be in attendance
2. Projects
  - For 2023 – roads, culverts, and mailbox posts

CORRESPONDENCE FROM MEMBERS
1. None

UPCOMING EVENTS
1. None
2. Note: Santa visiting the neighborhood was a great success!

PUBLIC FORUM

ANNOUNCEMENTS

NEXT MEETING

Next monthly meeting is Tuesday, February 7, 2023 at 7:00pm on Zoom.

ADJOURN

Jeremy makes a motion, seconded by Ben, to adjourn. Motion passes unanimously.

Meeting adjourned at 8:19 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 12/31/2022

Checking Account:

Bank Balance as of 11/30/2022 $20,138.17

Deposits $‐

Transfers (to)/from MMA $11,521.00

Disbursements $(76.09)

Bank Balance as of 12/31/2022 $31,583.08

Checks Outstanding: 1215‐1219 $(14,083.42)

Check Book Balance as of 12/31/2022 $17,499.66

Money Market Account:

Bank Balance as of 11/30/2022 $156,731.27

Interest Earned $81.80

Transfers (to)/from Checking $(11,521.00)

Bank Balance as of 12/31/2022 $145,292.07

DECEMBER 2022 MONTHLY MEETING

Westbrook Heights Homeowners Association
December 6, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm

Meeting chaired by President Jeremy Chancey

Minutes recorded by Secretary Allison Kotarsky

CALL TO ORDER

President Jeremy Chancey called meeting to order at 7:01 pm

ATTENDANCE (visual attendance taken)

Board members present:

President, Jeremy Chancey

Ben Maatman, Vice President

Allison Kotarsky, Secretary

Buck Mallow, Treasurer

Bob Driscole, Board member

Ted Hosaflook, Board member - absent

Corey Kimble, Board member

Pete Meyer, Board member

1 vacant seat

Others in attendance (as written on Zoom name):

Keith Meyers

QUORUM ESTABLISHED

The Westbrook Heights Homeowners Association successfully established a quorum at 7:02 pm.

WELCOME & INTRODUCTIONS

MINUTES FROM THE PREVIOUS MEETINGS
1. November 1, 2022 Meeting Minutes
2. Bob makes motion, seconded by Ben, to approve the November 1 minutes. Motion carries.

OFFICER REPORTS
1. See treasurer’s report below

COMMITTEE REPORTS
1. Parks
  - Park Fence – new fence went in

OLD BUSINESS
1. Assessments
  - We have roughly $2500 outstanding
  - Buck sent out follow-up letters/bills to homeowners for outstanding amounts this week. They have until December 31 to contact us.
2. CCR
  - Lawyer is working on them. We will get back in touch after the new year.
3. Culvert Bid Update on Brookings
  - Thomas hopes to start on Monday, December 12. Will take a couple days to complete.
  - 1083 Brookings - send letter to notify them that work will start.
4. Budget
  - We went over the budget at the November meeting.
  - Assessments 2023 will be A1 $400, A2 $600, A3 $200
  - Ben makes motion, Bob seconds, to approve the 2023 budget. Budget passes unanimously.

NEW BUSINESS
1. Frontier
  - We have many complaints about the installation on the upper streets.
  - Homeowners/HOA might need to contact the public service commission
2. Tree
  - A Homeowner requests that the large pine tree at 1098 Brookings is making it hard to see when pulling out onto Brookhaven Road. We will send a letter to owner of tree saying the tree needs to be trimmed or removed.
3. Foreclosure
  - Foreclosure auction on 1278 Forman will be December 8 at noon.

CORRESPONDENCE FROM MEMBERS
- none

UPCOMING EVENTS
1. Santa driving through neighborhood – will check if this is happening.

PUBLIC FORUM

ANNOUNCEMENTS

NEXT MEETING

Next monthly meeting is Tuesday, January 3, 2023 at 7:00pm on Zoom.

ADJOURN

Jeremy makes a motion, seconded by Ben, to adjourn. Motion passes unanimously.

Meeting adjourned at 8:51 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 11/30/2022

Checking Account:

Bank Balance as of 10/31/2022 $20,224.26

Deposits $50.00

Transfers (to)/from MMA $ ‐

Disbursements $(136.09)

Bank Balance as of 11/30/2022 $20,138.17

Checks Outstanding: $ ‐

Check Book Balance as of 11/30/2022 $20,138.17

Money Market Account:

Bank Balance as of 10/31/2022 $156,665.60

Interest Earned $65.67

Transfers (to)/from Checking $ ‐

Bank Balance as of 11/30/2022 $156,731.27

November 2022 Monthly Meeting Minutes

Westbrook Heights Homeowners Association
November 1, 2022 – Minutes of Monthly Meeting – Meeting on Zoom at 7:00pm
Meeting chaired by President Jeremy Chancey
Minutes recorded by Secretary Allison Kotarsky

1. CALL TO ORDER
President Jeremy Chancey called meeting to order at 7:02 pm

2. ATTENDANCE (visual attendance taken)
Board members present:
President, Jeremy Chancey
Ben Maatman, Vice President
Allison Kotarsky, Secretary
Buck Mallow, Treasurer
Bob Driscole, Board member
Ted Hosaflook, Board member - absent
Corey Kimble, Board member absent
Pete Meyer, Board member
1 vacant seat
Others in attendance (as written on Zoom name):
Mark Kincaid
Alex Seago

QUORUM ESTABLISHED
The Westbrook Heights Homeowners Association successfully established a quorum at 7:02 pm.

3. WELCOME & INTRODUCTIONS

4. MINUTES FROM THE PREVIOUS MEETINGS
a. October 4, 2022 Meeting Minutes
b. Jeremy makes motion, Ben seconded, to approve the October 4 minutes. Motion carries.

5. OFFICER REPORTS
a. See treasurer’s report below

6. COMMITTEE REPORTS
a. Parks
• Park Fence – end of November/beginning of December

7. OLD BUSINESS
a. Assessments
• We have $2500 outstanding
• Buck will resend out bills for outstanding amounts this week
b. CCR
• No new information. Things are moving but we don’t have a marked-up draft yet.
c. Culvert Bid Update on Brookings
• There is a change to the estimate. Thomas is hoping to start the end of November/beginning of December. We need approval from homeowner to add the connecting pipe, but the HOA would cover the cost because we are installing the box. The trees and tree stumps need to be removed because they are in the way. Tree removal is $300.
• Motion by Bob, seconded by Ben, to pay for the expense of removing the trees but we not cover the cost of tying in the homeowner’s driveway culvert. Cost not to exceed 10%. Motion is unanimous.
d. Barker Avenue Lights
• We pay for five lights.
e. House on Brookings
• No new news
8. NEW BUSINESS
a. 2023 Budget
• Took out 2022 YTD actual amounts to give us an idea of what we should budget for 2023.
• We will vote on the 2023 Budget at the December meeting.
• We will send out the budget to homeowners and invite them to next meeting and bring any questions or concerns.

9. CORRESPONDENCE FROM MEMBERS
• 1271 Forman Drive – Frontier covered up one of the two downspout outlets that empties into the culvert on the Brookings Drive side of the property. Homeowner called Frontier on October 30, 2022 and asked them to correct the problem. They created a ticket and said someone would contact them.
• 1510 Westbrook Drive – washing out large void against the road.
• Give homeowners the contact info for Frontier
• Rick Nagy - Master contractor – foreman on site– 304-919-3874
• Jason Oliphant – Frontier manager of the fiber project – 304-534-0121
• Amanda West – Engineering Manager - 304-842-9195

10. UPCOMING EVENTS
a. Holiday Decorating Contest - tentative

11. PUBLIC FORUM

12. ANNOUNCEMENTS

13. NEXT MEETING
Next monthly meeting is Tuesday, December 6, 2022 at 7:00pm on Zoom.

14. ADJOURN
Jeremy makes a motion, seconded by Ben, to adjourn. Motion passes unanimously.
Meeting adjourned at 8:51 pm.

Westbrook Heights Homeowner's Association, Inc. Financial Statement as of 10/31/2022

Checking Account:
Bank Balance as of 09/30/2022 $45,260.35
Deposits $100.00
Transfers (to)/from MMA $(25,000.00)
Disbursements $(136.09)
Bank Balance as of 10/31/2022 $20,224.26
Checks Outstanding: $ ‐
Check Book Balance as of 10/31/2022 $20,224.26

Money Market Account:
Bank Balance as of 09/30/2022 $131,628.88
Interest Earned $36.72
Transfers (to)/from Checking $25,000.00
Bank Balance as of 10/31/2022 $156,665.60

NOVEMBER 2022	Date
November 1, 2022 Meeting Minutes	Nov. 2, 2022

SEPTEMBER 2021	Date
September 26, 2021 - Special Meeting	Sep. 27, 2021
September 21, 2021 Special Meeting Minutes: CCR	Sep. 22, 2021
September 2021 HOA Board Meeting Minutes	Sep. 13, 2021

MARCH 2019	Date
March 2019 HOA Board Meeting Minutes	Mar. 6, 2019

FEBRUARY 2019	Date
February 2019 HOA Board Meeting Minutes	Feb. 6, 2019

AUGUST 2021	Date
August 3, 2021 Meeting Minutes	Aug. 4, 2021

JANUARY 2019	Date
January 2019 HOA Board Meeting Minutes	Jan. 9, 2019

JULY 2021	Date
July 6, 2021 Meeting Minutes	Jul. 7, 2021

SEPTEMBER 2017	Date
September 2017 HOA Board Meeting Minutes	Sep. 6, 2017

MAY 2021	Date
May 4, 2021 Meeting Minutes	May. 5, 2021

MAY 2018	Date
May 2018 HOA Board Meeting Minutes	May. 2, 2018

OCTOBER 2022	Date
October 4, 2022 Meeting Minutes	Oct. 19, 2022

JUNE 2021	Date
June 1, 2021 Meeting Minutes	Jun. 2, 2021

JUNE 2018	Date
June 2018 HOA Board Meeting Minutes	Jun. 6, 2018

FEBRUARY 2021	Date
February 22, 2021 Special Meeting Minutes	Feb. 23, 2021
February 2, 2021 Meeting Minutes	Feb. 3, 2021

OCTOBER 2017	Date
November 2017 HOA Board Meeting Minutes	Oct. 4, 2017

SEPTEMBER 2022	Date
September 6, 2022 Meeting Minutes	Sep. 12, 2022

MARCH 2021	Date
March 2, 2021 Meeting Minutes	Mar. 3, 2021

JANUARY 2021	Date
January 5, 2021 Meeting Minutes	Jan. 6, 2021

FEBRUARY 2018	Date
February 2018 HOA Board Meeting Minutes	Feb. 7, 2018

AUGUST 2022	Date
August 2, 2022 Meeting Minutes	Aug. 6, 2022

APRIL 2021	Date
April 25, 2021 Annual Meeting Minutes	Apr. 26, 2021
April 6, 2021 Meeting Minutes	Apr. 7, 2021

MARCH 2018	Date
March 2018 Annual HOA Board Meeting Minutes	Mar. 26, 2018
March 2018 HOA Board Meeting Minutes	Mar. 7, 2018

JUNE 2022	Date
June 7, 2022 Meeting Minutes	Jun. 8, 2022
May 3, 2022 Meeting Minutes	Jun. 7, 2022

OCTOBER 2020	Date
November 2020 Meeting Minutes	Oct. 28, 2020
October 7, 2020 Meeting Minutes	Oct. 8, 2020

SEPTEMBER 2020	Date
September 1, 2020 HOA Board Meeting Minutes	Sep. 2, 2020

AUGUST 2020	Date
August 2020 HOA Board Meeting Minutes	Aug. 5, 2020

APRIL 2022	Date
April 5, 2022 Meeting Minutes	Apr. 18, 2022

MARCH 2022	Date
March 27, 2022 Annual Meeting Minutes - DRAFT	Mar. 29, 2022
March 1, 2022 Meeting Minutes	Mar. 2, 2022

JUNE 2020	Date
June 2020 HOA Board Meeting Minutes	Jun. 3, 2020

FEBRUARY 2022	Date
February 1, 2022 Meeting Minutes	Feb. 2, 2022

MARCH 2020	Date
March 2020 HOA Meeting Minutes	Mar. 4, 2020

JANUARY 2022	Date
January 4, 2022 Meeting Minutes	Jan. 5, 2022
December 14, 2021 - Special Meeting Minutes: Budget	Jan. 5, 2022

SEPTEMBER 2019	Date
October 2019 HOA Board Meeting Minutes	Sep. 4, 2019

AUGUST 2019	Date
August 2019 HOA Board Meeting Minutes	Aug. 7, 2019

DECEMBER 2021	Date
December 7, 2021 Meeting Minutes	Dec. 8, 2021

JUNE 2019	Date
June 2019 HOA Board Meeting Minutes	Jun. 5, 2019

NOVEMBER 2021	Date
November 2, 2021 Meeting Minutes	Nov. 3, 2021

MAY 2019	Date
May 2019 HOA Board Meeting Minutes	May. 8, 2019

OCTOBER 2021	Date
October 5, 2021 Meeting Minutes	Oct. 6, 2021

APRIL 2019	Date
April 2019 HOA Board Meeting Minutes	Apr. 3, 2019