"MAINTAIN, PROTECT & ENHANCE THE VALUE OF THE NEIGHBORHOOD" (Please be aware that action may be taken on any item listed on this agenda.

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1 VILLAGE AT WESTBURY HOMEOWNERS ASSOCIATION AGENDA - BOARD OF DIRECTORS MEETING Date(s): Saturday, January 21, 2017 Time: 2:00 PM to 3:30 PM Place: Meeting Room A, Westerville Public Library 126 S State St, Westerville, OH "MAINTAIN, PROTECT & ENHANCE THE VALUE OF THE NEIGHBORHOOD" (Please be aware that action may be taken on any item listed on this agenda.) ITEM I. CALL TO ORDER/ROLL CALL 2:00 PM ITEM II. PREVIOUS MEETING HOMEOWNER/GUEST CONCERNS 2:10 PM (The Board can take no action on any item presented by Owners that is not on the agenda unless it is an emergency Owner comments must be on items on the agenda for this portion of the owner comments Open forum at the end of the meeting is open for any general comments owners wish to make). A. Notification of legal suit by a homeowner against another homeowner who has altered grades causing improper drainage of adjacent home owner properties. Complaint was submitted to the City of Westerville Planning and Development Department. Violating homeowner has received several notices from HOA for compliance. Violating homeowner has not taken action to remedy alter grade. HOA will submit a nuisance complaint to City of Westerville Planning and Development Department. Discussion to request special assessment to retain legal action, and/or special assessment for HOA to complete required remedy and bill violating homeowner. ITEM III. NEW BUSINESS / IMMEDIATE ACTION ITEMS 2:20 PM A. Financial Review/Statements 1. Budget & Reserves 2. Expenses 3. Reconciliation 4. Approved 2017 Annual Budget B. Board of Directors Elections. C. HOA Website development and implementation. notification system, digital invoicing and online dues payment through PayPal, and all HOA documents posted reducing printing and mailing costs. D. Committee Reports. 1. Landscape Committee Report. Will send out a second open solicitation for power washing bids in Capital Improvement Committee Report. Planned replacement of LED lights. President will expend $4,600 of unobligated funds

2 from 2016 into 2017 capital funds to replace common area lighting to LED. 3. Insurance & Risk Management Committee Report. Nothing new to report. 4. Legal/Litigation Committee Report. Committee is looking for legal representation for the HOA that provides low retainer fee(s) and is familiar with HOA litigation and law. 5. Compliance Committee Report. Committee is creating a draft process and compliance action process to better assist HOA in addressing complaints and process for HOA action or litigation. 6. Community Events/Welcome Committee Report. All new homeowners receive welcome bags with local information. The HOA will now add a foldable website guide to provide information about the HOA and reduce printing costs. E. Open Financial/Insurance/Contracts/Quotes. 1. Open solicitation to Jess Howard Electric for quote to replace all common area lighting to LED. 2. Motion to no bid renew American Family Insurance. 3. Motion for no bid Landscape Contract with A Affordable Lawn Service for Motion for Open Solicitation of Power Washing bids for Motion to purchase Christmas Decorations for common area entrances. Decorations would be biodegradable (i.e. wreaths) and would not require storage. F. Discussion to reduce trustee members from ten (10) to four (4) in addition to the statutory requirement of President, Secretary, and Treasurer. Total Board would be seven (7). Motion to pass reduction for 2017 Board Elections. G. Motion to update Covenants, Conditions & Restrictions (CC&Rs) outlined in the General Warranty Deed to match Westerville City Code. Intent is to reduce the amount of questions regarding rules and restrictions and provide better clarity for current code requirements. H. Motion to modify General Warranty Deed and By Laws to reflect Chapter 5312: Ohio Planned Community Law enacted by State Bill 187, effective 9/10/2010. Modifications are minor with a few adjustments. Delinquent dues payment must be reduced from 12% annually to 8% annually by State Law. ITEM IV. OTHER BUSINESS 3:00 PM A. New Home Owners B. Calendar of Events 1. Board Member Elections Elections will be held in March Those interested in positions will need to submit to HOA president by February 28, Board Meetings TBD May 2017, planned for Westerville Library.

3 3. Annual Homeowners Meeting. TBD Nov 2017, planned for Westerville Library. 4. Social and Community Events. (Budgeting for Events) C. Capital Improvement(s)/Board of Director Initiative Discussion. 1. Entrance Light Improvements 2. Power washing Entrances ITEM V. EXECUTIVE SESSION AND ADJOURNMENT 3:15 PM. A. Discussion of Delinquent Owners Delinquent owners from 2016 dues. Will be assessed 8% interest payment on unpaid dues and be billed in B. Discussion of owner(s) in violation of the governing documents C. Personnel Issues. D. Actions requiring Legal review Litigation In lieu of meeting attendance, a board member may vote on agenda items through written action. The absentee member vote will be filed with the minutes of the meetings of the board A printed copy of the minutes is available by contacting Mrs. La Tonia Stiner-Jones at (There may be a cost to print involved). Owners have the right and opportunity to address the Board at the first part of each meeting regarding matters on the agenda and can address association concerns not on the agenda at the end of the meeting during the Open Forum.

4 NEW HOME OWNERS DAVIS, JOHN W and HETZEL, ANN M DIRVA, NELU and VELIA 691 WESTRAY DR 790 WATTEN LN ROUAN, KANTELE E F and RICHARD J JR 807 WESTRAY DR NAPIER, TAMMY and ALEX DABABSEH JALAL and TRACY 835 WATTEN LN 681 WINSHOLEN CT

5 HOA meeting Item II. Previous Meeting Homeowner/Guest Concerns A. Financial Review/Statements Agenda o Legal action against a homeowner for issues for grading o Will has discussed issue with complainant o We will submit a nuisance pass Item III. New Business A. See enclosed budget o multiple budgetary reductions o $2 increase in HOA fee to prepare for capital improvements o implementation should save additional costs o Reconciliation complete You can request to see itemized budget B. Board of Directors Elections o Will stepping down will remain on as treasurer, Hanna stepping down and so is Gary C. HOA Website development- HOA website VillageatWestbury.com Attributes/Features o Reduce cost o Invoice HOA fees o Please register on site o Can vote virtually o Calendar will list any dues o Governing documents o Board of Directors listing Messages can be sent to board members o Advertising of services of homeowners o Recommended vendors can be listed D. Committee Reports o Landscape-Open solicitation for power washing we are requiring they provide own water o Capital Improvement LED replacement o Insurance Nothing to report on insurance o Legal/Litigation Seeking new legal reps o Compliance Committee We don t have a structure /process in place to handle complaints with exception of liens. Hope to have process on website by year-end to resolve disputes. o Community Events E. Open Financial/Insurance 2. Motion to maintain American Family insurance motion- passed

6 3. Motion to retain Matt Brock as landscaper-passed 4. Motion to solicit power washing bids- passed 5. Motion to purchase Christmas Decorations for commons area entrancespassed F. Discussion/Motion to reduce board of trustees members from 10 to 4. This would split into 2 sections east and west of Wallasey o March elections we will reduce trustees to 4 G. Motion to update HOA Covenants, Conditions and Restrictions to mirror City of Westerville code-motion, passed o To be discussed at March meeting and submitted to entire community for vote H. Motion to update interest to 8% per state law second and pass HOA dues due in March Other business A. New homeowners assume owners dues a. Will explore an access code option to increase security of website i. Take pictures of community and send to Will to post on HOA site B. Calendar of Events B.4. Community garage sale suggested for 2 days Sat May 5 th and Sun May 6 th a. Suggestion to post signs more than one week in advance. b. Can put signs out 2 weeks out c. Suggestion to hold movie night in a cul-de-sac with popcorn in summer C. Questions raised regarding city responsibility a. Streets, sidewalks and large trees are City responsibility V. please notify Will if you submitted a HOA payment using a business check we have 2 payments unaccounted for. If you are paying with a check that has an address other than that of your Westbury address please add lot number or Westbury address on memo line C. We need volunteers to participate on board and need to vote on trustees numbers Homeowner suggested to volunteer to do work around community

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