Charleston Village Homeowners Association

Board of Directors Meeting Minutes


June 27, 2005



Officers Present:          Anton Callaway, Joe DiBari, Tim Ruff, Dawn Stokes


Officers Absent:           Donna Mullis


Others Present:            Connie Friedline, Margo Bills, Dawn Bradley, Caroline Cuany, Penny Fields, Charles Zorn, Martha Jenkins, Sheri Fincher


I.   Open Forum:

            There being no requests for discussion in Open Forum, the meeting moved to the next point of order.


II.  Call to Order:          The meeting at the Charleston Village Clubhouse was called to order at 6:33 PM.


III.  Establish Quorum: The Board Members present, constituted a quorum.


IV. Minutes Approved:     Dawn motioned to approve the April meeting minutes contingent on inclusion of previously missing voting information (concerning one item concerning walkway definitions in the ARB guidelines), Anton seconded the motion and the motion passed unanimously.


V. Treasurer's Report:  Dawn Stokes reported.  Collections are good, only 38 late and most of those by less than one month.  Pool key income was combined with pool income.  The balances are OK.


VII. Committee Reports:  Architectural (ARB)  Margo Bills reported that there had been 10 requests submitted to the ARB in the last two months.  She requested that the ARB be provided with a list of reported construction, painting, etc. letters to aid in follow-up enforcement of the architectural guidelines. 


Pool:   Dawn, Penny Fields and Caroline Cuany reported.  It was stated that the bathroom floors are peeling and the contractor has acknowledged the problem and volunteered to return and correct the problem after pool season.  Caroline reported that Ralph's ice cream had been selling ice cream at the pool on Saturdays with 20% of the proceeds donated to the Salem Care Committee.  Discussions followed regarding the need to review the covenants with respect to possible prohibition of such sales and if allowed, whether additional charities should be recipients of the donated proceeds.




No formal Chairperson reporting.  Further discussion of Grounds matters was deferred to New Business.



            Connie Friedline reported that the Yard Sale event went well and that the next planned event is the Fall Carnival.



            Penny Fields reported.  She pointed out that the stains on the clubhouse carpet were not new, but were old stains that had re-surfaced after cleaning.  She asked the Board to consider whether to replace the carpets or just have them re-cleaned.  She stated that the old vacuum was holding up, so immediate replacement of the vacuum was not being requested.  Ants in the kitchen area, ordering new supplies and the addition of Denise Kaiser as a new clubhouse helper were also mentioned.



            No report. 



Tim reported that the Nominating Committee was working to put in place a standard  procedure for replacing Board members who vacate their office before the end of their term.  He stated that discussions by this committee had concluded that holding a special election was the fairest way to fill a seat that was vacated early.


   VIII.  Management Company's Report:

            Sheri Fincher reported.  In addition to those topics covered in earlier reports in the meeting and those designated for discussion under Old Business or New Business the following items were noted:  Letters sent to the Town of Apex by the HOA attorney in an attempt to clarify the respective responsibilities of the Town and the community with regards to maintenance of the Greenway have been ignored by the Town.  The HOA attorney will send a letter to the mayor in an additional attempt to get a response.  Margo suggested also contacting Bruce Radford, the Town Manager, who is also an attorney. 

            The yards in the neighborhood were looking good in general.  Pine straw was applied to the extra-contract area near the entrance.  Dawn will review the Boards email comments regarding “No solicitation” signs at the entrances to Charleston Village so that Sheri can be informed of the desired sign.

            The clubhouse locking system was fixed after an interfering fax machine was identified and blocked by BellSouth.  The management company is now the only number that can access the locking system to change clubhouse access privileges. 

            Ron (Fincher) fixed the fan in the pool house. 


IX.  Old Business: 

Dawn Bradley mentioned the chronic and dangerous speeding that occurs down the hill where Castleburg meets Castleburg.  A discussion followed noting the short line-of-sight for drivers approaching that intersection, the frequent running of the STOP sign already present at the other arm of this intersection and other traffic control problems in the neighborhood.  Dawn (Stokes) suggested getting a list together of neighborhood streets where it is felt that a STOP sign is needed to take to the police chief (the Town official responsible for erection of STOP signs).  Tim volunteered to go with Dawn (Bradley) and Mr Schmeltz (sp?) to the police chief to discuss the matter.

Tim motioned to approve Seegars Fence to install the replacement fence above the drainage culvert on Castleburg.  Joe seconded the motion and the motion passed unanimously.

Anton mentioned that he had called all but one of the Board Presidents on the list provided by Sheri, but had not yet received any return calls regarding the effort to organize Apex area HOA's to get the Town of Apex to address chronic drainage issues in developments that affect sidewalks, roads and other Town of Apex property.


X.  New Business:

Anton motioned to approve the revised ARB guidelines contingent on moving the sentences under "Roofing", currently on the last page of the guidelines to just behind the "Exterior Painting" section (currently on pages 9 & 10).  Joe seconded the motion and the motion passed unanimously.  A discussion of when and how to print and distribute the revised guidelines followed and Margo Bills volunteered to get pricing and other information from the local Postnet.

A request made by some homeowners to open the pool sooner than the current 7:00 A.M. was discussed.  The need for there to be sufficient time between addition of pool chemicals and allowing swimmers to enter the pool and other considerations were discussed.  Tim motioned that the pool opening remain at 7:00 A.M.  Anton seconded the motion and the motion passed unanimously.

The topic of swim lessons at the community pool was discussed.  Among the issues reviewed were whether neighbors helping neighbors' children to learn swimming techniques should be prohibited.  Arguments for prohibition included the potential liability to the HOA if a child was injured during unlicensed swim lessons.  Arguments against prohibition included questions as to whether such activity constituted a legal liability and the suggestion that interference with such community interactions could damage the community atmosphere.  In an attempt to find a harmonious way to balance these concerns, Dawn motioned that a sentence such as, "No formal or organized swim instruction is permitted without prior board approval" be included in the pool rules.  Tim seconded the motion and the motion passed unanimously.  Currently, only R&P and the YMCA are approved to give formal swim instruction at the Charleston Village pool.

Parking of Recreational Vehicles and other vehicles in the pool parking lot was discussed.  Sheri will send a draft of a sign letting people know that parking without permission of the board, via the property management company, will be prohibited.

Other items discussed included a suggestion to prohibit sales of food items at the pool referencing Article VII, Section 7 of the covenants and a call for improved consistency in pool rule enforcement requested by some homeowners.

After discussion of the state of the community picnic tables, Anton motioned to approve work on the picnic tables.  Dawn seconded the motion and the motion passed unanimously.

Sheri requested that the property management company be allowed to use favored vendors to perform work below $1000 to avoid having to get multiple quotes on small jobs that would differ little in cost.  She cited the unwillingness of vendors to bother with putting together quotes for small jobs.  After further discussion, Tim motioned to allow the property management company to select vendors for expenditures below $750 without gathering quotes.  Dawn seconded the motion and the motion passed unanimously.

Dawn brought forth a request by Donna (Mullis) to reserve the clubhouse July 16th at 9:30 A.M., which is somewhat earlier than the time specified in the clubhouse guidelines.  Both the chair of the clubhouse committee (Penny), and all board members were in favor of allowing this reservation. 



XI.  Adjournment:


Tim motioned to move to executive session at 9:03.

The next regular meeting is scheduled for Monday, August 22 at 6:30 PM at the clubhouse.



Respectfully submitted,



Anton Callaway


Charleston Village Homeowners' Association