Minutes of the Charter Oaks Owners’ Association
December 14, 2014
Following the required written notice mailed to owners on October 31, 2014, the annual meeting of the Charter Oaks Owners’ Association was held on December 14, 2014 at the Dennis house (7820 Saxeborough Drive)
President Dennis called the meeting to order at 5:28 pm. Members of the following households were present; each household is entitled to one vote, except Kennedy, who owns two properties and is entitled to two votes: Adams, Burnside, Call, Crandall, Dennis, Doogan, Fifer, Gresh, Herman, Huber, Jensen, Keady, Kennedy, Mackey, Markham, McNary, Peterson/Clouser, Polanco, Richards, Schmitz, Scott, Zamani, Zerby.
Proxies were received from the following households, also entitled to one vote each: Cannataro, Duff, Ferguson, Harrison, Lau, Metsch, Otero/Antonioli, Singh, Stilson, Trujillo, Velez/Malynowsky, Walters, Watervoort, Williams.
President Dennis welcomed the new members of our neighborhood:
Eugene Hebbelink and Anne Volmer at 437 Suffolk Ave
David and Stephanie Gresh at 7877 Saxeborough Drive
The meeting minutes from the 2013 meeting were reviewed by the secretary, Monica Keady, and accepted by majority vote.
Jim Jensen presented the Treasurer’s report for Aaron Huber. The biggest expense was for insurance due to the figure representing 18 months rather than one year. This is because the last annual meeting was held in June 2013. There were legal fees associated with updating the bylaws and covenants. We paid for a new sign for the neighborhood and renewed our website for 3 years. A motion was made to approve the report, seconded and the majority voted in favor of approval.
President Dennis advised us to consider exchanging cell phone numbers with your three closest neighbors.
President Dennis reviewed the proposed covenants. He explained which parts were added to comply with state law. It was clarified that there is to be no living space above a detached garage and it must be 50 feet from the property line unless a variance is issued.
During the discussion of the outbuilding allowance, Bill Doogan opined that this was a bad addition to the covenants. He has seen a big devaluation of properties in neighborhoods that allow them. It was recommended that since we are allowing detached garages that the outbuilding clause should stay as stated in the old covenants; you can ask to build an outbuilding, but a variance is required. Bill made the motion to keep the old covenant language, seconded by DW Burnside. The majority voted in favor. The motion passed.
A motion was made to set a minimum size for the detached garage. It was proposed to make the garage at least 12’ x 20’, which fits one sedan. The motion was made by Greg Schmitz, seconded by Sam Markham and passed by majority. This requirement will be added to the new covenants.
President Dennis proposed adding the following to the covenants regarding house colors: White, grey or dark shades of yellow, green, blue and red will be considered. It was proposed that the following statement also be added: The spirit of the guidelines are to ensure exterior colors match the hue, saturation and intensity to be consistent with the Charter Oaks neighborhood. Mr Herman motioned to strike the first sentence from the covenant (Pres. Dennis’ proposal). Mrs. Mackay seconded the motion. The motion failed by majority.
Mrs. Doogan motioned to approve both sentences to the covenant, seconded by Mr. Markham. This motion passed by majority and will be added to the new covenants.
When discussing roofing materials, Mr. Keady motioned to strike wood from the covenants as a fire danger. This motioned was seconded and passed by majority. Wood roofing material will be struck from the covenants.
There was a call to vote on the covenants as amended. A secret vote was held, which passed by more than a 75% majority.
There was a call to vote on officers and the At-Large board member to serve until the next annual meeting. The present officers and At-Large board member agreed to serve again. A secret vote was held. The current officers and At-Large board member were elected, with no write-ins.
President Michael Dennis
Vice President Jim Jensen
Treasurer Aaron Huber
Secretary Monica Keady
At-Large board member Sam Markham
President Dennis announced the appointment of the Environmental Control Committee. The new Chairman will be Michele Crandall. New members Mark Kennedy and Val Antonioli will join present members Pat Richards and Terry Adams.
The meeting adjourned at 7:13pm.