WELCOME ��Wythe Creek Farms Homeowners Association

Annual Meeting

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Tabb High School

October 18, 2023

7:00PM

Agenda

• Attendance/Roll Call
• Guest Speaker
• Current BoD
• 11 Oct 2022 Minutes Review
• Officer Reports
• Committee Reports
• New Business
• Election of Directors
• Adjourn

Attendance/Roll Call

• Please sign in
• Proof of Certification of Proxies – 34 (as of 17OCT)
• Notice of Meeting or Waiver
• Notices Mailed to each Association Member September 12, 2023

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To achieve a quorum: minimum 10% of membership = 18 attendees + proxies

Guest Speaker��Tom Shepperd  �Chairman, York County Board of Supervisors

Current Board of Directors

• President – Evan Parr (Fall 2023)
• Vice – Joan Edmonds (Fall 2024)
• Secretary – Todd Loebs (Fall 2025)
• Treasurer – Shawn Brewster (Fall 2023)
• Member at Large – JB Perrine (Fall 2025)

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• All Volunteer
• Not elected into specific Officer position – determined by BoD members at the next monthly meeting

Need 2 Board of Director Positions ASAP!

Review of Minutes: October 11, 2022

• Convened 7:00pm @ Tabb HS
• Attendance
• 55 / 178 households represented
• 23 present / 32 proxies
• Old Business
• Reviewed & approved 2021 annual meeting minutes
• Officer’s Reports
• 6 homes sold / 0 for sale
• Treasurer’s Report
• New Business
• Dale Ames made a motion to pursue amendment to Declaration of Restrictions
• Committee volunteers are always welcome.
• Director election – no nominations

• Committees Reports
• Architectural – requests need more details
• Common Area – new landscaper contract re-bid upcoming
• Covenants Compliance – discussion ensued about enforcement & fines
• Hospitality – contacting Tina if noticing new neighbors moving in
• Neighborhood Watch – reminder of speed limit and doorbell cameras are reducing crime
• Ponds Maintenance – everyone’s help to keep ponds healthy
• Adjourned 8:30pm

HOA Composition

• 178 Homes
• 11 Rentals
• 3 Homes Sold (Oct 2022 to Oct 2023)
• 1 Homes pending closure
• 174 Assessments Collected

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Treasurer’s Report

WCF HOA Balances

July 1, 2023

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Capital Components Reserve Funds

• June 30, 2023 Balance $164,980.31
• FY22/23 Budget Surplus $ 749.65
• Total Capital Components Reserve Funds $165,729.96

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Bank Accounts

• Operating Checking $ 12,081.07
• Reserve Money Market $ 53,294.98
• Certificate of Deposit $100,353.91
• Total Bank Account Funds $165,729.96

2022-23 Budget/Actual

FY23/24 Budget

Committee Chairs

• Architectural Review – Gary Kirsteatter
• Common Areas – Keith Cole
• Community Activities – Toni Fisher
• Hospitality – Tina O’Tool
• Neighborhood Watch – Mikey Ngo
• Newsletter – Tina O’Tool
• Ponds Maintenance – Randy Mackey
• Ponds Planning – Bob Brodel
• Website – Todd Loebs

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• Victory Community Management
• Compliance Inspection Coordinator – Sarah Knaub

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Architectural Review�Gary Kirsteatter

• ARC approvals Oct 2022 – Oct 2023
• One Pool and One Shed
• Mainly roof / window replacements - do not require approval
• A driveway modification – reminded that it needs to be the aggregate surface
• If you are not sure you need an approval, please check with any ARC committee member
• Before you submit your improvement request, please make sure you have made a decision on the type of fence, shed, pool etc.
• The ARC cannot grant approval until we have this data

Common Areas�Keith Cole

• Landscaping contractor awarded: Barlow’s
• Help wanted - need additional committee members!

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Reminders

• If you see trash around the ponds, please collect it
• York Co. leaf collection starts in November
• Pickup after your pets – don’t leave it in neighbor’s yard
• Collect your pet waste in your own yard frequently – rain runoff leads to the ponds

Community Activities�Toni Fisher

Hospitality�Tina O’Tool

• Please contact TINA O’TOOL with your name, address, and e-mail address. I can be reached at 402-490-0312 or tinaotool@gmail.com or through Facebook Messenger (Tina OT).
• It is helpful if anyone noticing a new neighbor moving in can give me a heads-up.
• Everyone new to WCF will receive a visit and a small welcome gift.

Neighborhood Watch�Mikey Ngo

Newsletter�Tina O’Tool

Ponds Maintenance�Randy Mackey

• Health of our ponds continues to be excellent
• Solitude Lake Management is now our pond maintenance contractor
• Solitude bought out Clarke Aquatic earlier this year

Reminders

• Residents who live on the ponds should leave an approximate 3 foot unmown buffer along the pond shorelines
• Gutters in our neighborhood all drain into our ponds
• Please keep grass clippings, leaves, & trash out of the gutters
• Do not dump anything toxic (oil, antifreeze, etc.) into gutters or drains
• Do not feed the ducks and geese
• Do not attempt to snag, net, or otherwise molest the grass carp
• Direct questions/issues to Randy Mackey (757)775-4020

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The Covenants Compliance Program is designed to:

• Protect property values
• Head off maintenance problems
• Maintain good relations between neighbors
• Encourage community pride

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Remember:

• Communication is key!
• If you get a notice and have a concern or a question, please contact us. We can help you understand exactly what the issue is, recommend contractors or DIY remedies, provide more time to bring your property into compliance, etc.
• If you have a remedy planned, please contact us to let us know. That way we won’t spend time and money sending you additional notices if we inspect again before the work is complete.

Covenants Compliance Program�Coordinated by Victory Community Mgt.

New Business

Pursuant to the Declaration of Restrictions for Wythe Creek Farms, numbered paragraph 25, the following are topics for discussing modification consideration:

1. The Declaration of Restrictions Enforcement Process: include a non-compliance fee schedule that escalates over time for the same outstanding notice. The current polarized enforcement of non-compliance is limited to nonjudicial notification letters or placing a lean on the property. The BoD proposes a warning letter for first infractions, $25 for second infraction, and $50 for third infraction. A fourth infraction will follow the written process for bringing a lien against the property.

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• Update the Declaration of Restrictions (paragraph 17, Homeowners, J, line 12-14): The new verbiage will replace the limitations on recovery fees. Should a situation elevate to the point of requiring a lien against a home, the delinquent homeowner will cover all interest, costs, and attorney’s fees.  

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New Business

Pursuant to the Declaration of Restrictions for Wythe Creek Farms, numbered paragraph 25, the following are topics for discussing modification consideration:

3. Establish committee requirements: Build a formal charter into The Bylaws, Article 5, Directors, for each committee to include the outline of specific responsibilities and/or authority. Another option, to simply draft the expectations informally and allow the BoD to assess the need for each. For example, with modern tech platforms like Facebook, etc., a Neighborhood Watch committee could be deemed unnecessary and therefore abolished. 

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• Amend the Declaration of Restrictions (numbered paragraph 12, Signs): The BoDs has been made aware that the rules and allowance standard regarding signage are not being followed. An amendment would stipulate the types of signs allowed, the size of each sign, where they can be placed in the yard, and the amount of time permitted for display. The BoD is recommending the following in addition to current rules. School signs, graduation, or achievement signs, as well as awards for extracurricular activities be allowed. The size will remain status-quo. For election/political signs, the duration of time allowed for display is only 2 months prior to an election, 1 per candidate, and a max 3 at any given time. Removal of these signs is within 7 days post-election. The newly permitted categories of signs will have a maximum of 2 months on display for each sign with the homeowner reserving the discretion of which 2 months. Also, the number of these permitted at any given time is 3. The BoD will make a case-by-case decision for any situation not outlined above.

New Business

Pursuant to the Declaration of Restrictions for Wythe Creek Farms, numbered paragraph 25, the following are topics for discussing modification consideration:

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*a/o 17Dec

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Election of Directors

• Volunteers / Nominations

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1. Mary Goodwyn
2. _
3. _

Need for 2 Board of Director Positions

Upcoming Events

• Halloween Decorating Contest - October 31st

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• Christmas Home Decorating Contest - December 16th

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• Holiday Luminaries -December 24th

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Adjourn

• Motion to Adjourn