Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors – Special Meeting
April 12, 2016
Clubhouse – 3149 Bridgehampton Lane
7:00 P. M.
The meeting was called to order at 7:00 P.M. followed by the Pledge of Allegiance to our Flag. Board members in attendance were Nick Miokovic, Matt Inman, Tom Landon, Janice Lancaster and Paul Anderson, CAM. Linda Smith was unable to attend the meeting. There were 2 additional attendees at this meeting.
Guest Speaker – Sarah Webner , Eq. – KWPA
Presentation:
Attorney / Partner, Sarah Webner from KWPA presented a discussion of HOA accounts that are in litigation to the Board of Directors. KWPA is our Attorney of Record, therefore any account that has a mortgage foreclosure or bankruptcy is monitored free of charge for our Association. KWPA will add monitoring of any account that is in an “estate” situation as well. The delinquent accounts are handled free of charge for lien processing up to the point of foreclosure. When the foreclosure process begins, the Association is billed an hourly rate that is added to the account’s total past due amount.
Sarah explained that our $600.00 lien processing level of is on target. She indicated that the judges become very irate for amounts that are under $1,000.00 when presented for foreclosure. The new item that we must be aware of is any property that becomes an “estate status” and to forward information as soon as possible to her attention. If the executor or personal representative is unknown, and a search for the information is required, the fee for the investigation will be passed on to the Association and become part of the account balance.
Overall, our Associations’ collections are in great shape.
Questions & Answers:
Question: Can a “cleaned-up” version of the By-laws be created for our Web Site? The official document is very hard to read and determine the exact language that is applicable for the By-laws.
Answer: Sarah will review this with Karen to see if a “non-official” By-law document can be created for the Web Site to be displayed for ease of reading / review.
Question: Starting our Fining Committee – recommendations?
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Answer: Must have the fine amounts for each violation defined before enacting any levied fine to any property. The committee must have three non-related Board members. Even though the Covenants and Restrictions do not fining committee language, the State Statues allow HOAs to
Questions & Answers continued …..
establish this committee. In our instance, our By-laws have the language to establish the fining committee. We can continue to work toward having a fining committee for our Association.
Question: What happens if rules in the Covenants and Restrictions are ignored?
Answer: If after 5 years the Association fails to enforce the rules as specified in our documents, the right to enforce is waived. The specific instance is garbage cans / carts that are not placed in the properties garage or behind a fence so they are “out of sight”.
Question: Annual Elections – When is it required to hold an election if a quorum is not reached by the time allotted for voting expires?
Answer: Our By-laws provide of a Board of 3 to 7 members. If a quorum has not been reached by the time voting ends, the sitting BOD automatically rolls to the next year. Any member that volunteers from the floor can be seated by an “appointment” of the BOD at their next regular meeting.
Question: The Covenants and Restrictions – Can the five documents be revised / combined into one document?
Answer: Yes. This project is being worked on by Linda Smith.
Question: Use of a homeowner’s e-mail for official use – are there any special requirements?
Answer: If any homeowner wishes to receive their “official” HOA notifications or documents via electronic transmission, they must provide a signed permission document that is filed in their property folder / record. Any community news or minor Association notification can be sent without the permission document as long as it is NOT considered official business for the homeowner.
Meeting Adjourned 7:53 P.M.
