Meeting Notes

Meeting was called to order at 7:05 p.m.
Present: Andi White, Kim Christenbury and Cindy Wood

Nominating Committee – Andi White, Kim Christenbury

• The board discussed a number of candidates who have indicated their interest to us.
• Nominations may also be taken from the floor. All floor nominees must be seconded.
• Andi will post voting information on Next Door.
• Cindy to instruct Cedar Management to mail out meeting notices along with proxies for the annual board meeting on October 17^th – 7:00 p.m. – 8:30 p.m. – Living Faith Baptist Church.

Special Committees

• Andi White, Justin Reimers and John Christenbury are interested candidates for appointment for to ARC committee
• Andi White volunteered to head up and form a steering committee to research ideas for refurbishing the front entrance and a neighborhood amenity.

Meeting adjourned 7:55 p.m.

Closed Board Meeting: September 17^th.

Annual Meeting: October 16^th.

McCarron Executive Meeting June 19, 2014

Meeting was called to order at 7:30p.m.

Present: Andi White, Bob Fitzgerald, Cindy Wood, and Kim Christenbury
Absent: Karen Lewis with proxy given to Andi White for any items needing a vote

• Violation Policy
  • The Board voted unanimously to adopt the Violation and Fine Policy effective August 1, 2014.
  • Cedar Management will mail the new policy to all HOA members along with a Summer 2014 newsletter.
• Common Area
  • Storm water project completed.
  • Andi has talked with professionals on revamping the front entrance. Quoted $4k – $8k for planting new shrubbery/trees. Monuments not included in the estimate.
  • The project would be eligible for a matching grant. Next grant deadlines are
    September 2014 and February 2015
  • Bob volunteered to meet with three monument designers for ideas.
  • All amenity improvements are eligible for Neighborhood Matching Grants.
• Amenities
  • The Board asked for member to volunteer for an Amenity Steering Committee.
  • The committee will solicit ideas from the community, obtain quotes for the project, check to see if additional insurance coverage is needed, how to limit access to HOA members only, etc.
• National Night Out

Regular meeting adjourned 8:07 p.m.

Meeting Addendum
Open Meeting, June 19, 2014

Member Concerns

• John Anderson
  • Again questioned the definition of setbacks used to allow for the sometime storage of a camper in a driveway.Board Response: Some Board members agree that McCarron has its own definition of setbacks relative to use for campers, boats, trailers, etc. However, a majority of Board members, in 2013, voted to use City of Charlotte definitions which exclude driveways from setbacks
  • Again questioned the approval of stockade type fencing around the perimeter of home in the 2013 annexed portion of McCarronBoard Response: that type of fencing is allowed per the CCRs. Some Board members agree that aesthetics should be a factor in the ARC approval process, but that aesthetics are subjective.
  • Why weren’t signs posted announcing the open meetings?Board Response: We are posting the signs for the annual meeting only. We are using the website and Nextdoor to announce open meetings. The Board may consider using signs to announce all meetings.
• Karl Logan
  • Expressed his interest in a community garden, but questioned the location; would like other locations explored.Board Response: an enthusiastic Board member used feedback from several neighbors and independently installed a raised bed at the common area egress. As many members objected to the location, the bed was de- installed and the area re-sodded.
• Julie Blackburn
  • Questioned why it took, and takes, so long to address violations at a nearby residence.Board Response: The property foreclosed and the owner’s location was unknown. Cedar Management and the Board cannot issue violations without a deed recording the current owner. The foreclosing agency only filed the deed in Apr, 2014 and was immediately billed for assessments and notified of violations. A Board member noted that it is common practice for foreclosing agency’s to wait as long as possible before filing deeds to avoid payment and responsibility.
  • Stated there is a commercial vehicle parked in the driveway of a certain property.
    Board Response: The Board cannot review every property, every hour. The Board asked that pictures be taken and submitted to the Board or to Cedar. *Update: a Board member has observed the violation, taken photos and will submit to Cedar for issuance of a violation notice.
• Renee Jones
  • Stated that she is dismayed at some of the negative remarks posted on Nextdoor regarding the Board and the neighborhood. She has not always been in agreement with Board decisions but takes time to listen and implores others to do the same before publicly lobbing criticism, especially when all facts are not known. It puts the neighborhood in a bad light for all of McCarron and other communities to see.
• Member
  • Stated he drives commercial vehicle a week out if each month. Asked if it were a problem.Board response: It must be garaged.

• Violation Policy
• Front Common Area: amenity & landscaping
• NNO: events, sponsors, location, cost

McCarron-HOA-Violation-Policy-Draft

McCarron Executive Meeting

May 14, 2014

Meeting was called to order at 7:07 p.m.

Present: Andi White, Bob Fitzgerald, Cindy Wood, and Kim Christenbury

• Recap from Andi White of Meeting with Cedar Management:
  • Andi is working with Cedar to reconcile accounting (late fees/interest).
  • Cedar has some incorrect names/addresses in their database.
  • Per Cedar, need recorded Deed to change address.
  • Andi will continue working with Cedar to correct outstanding issues.
  • Scott Hines will be our new contact at Cedar.

• Awards/Welcome Kits
  • The attending Board members voted unanimously to suspend yard awards and welcome kits for 2014.
  • The $675 budgeted for awards/welcome kits will be reallocated to Community Events.
  • In two weeks, team will present to the BOD an outline of the event (location, food, budget, etc.)

• Violation Policy
  • The Board reviewed the new violation policy drafted by Karen Lewis and David Thurman (attorney).
  • Amend paragraph 4….”2nd notice with a hearing date set in 14 days to have violation reviewed by Board…”
  • Add NC Statue…..after $1,000 in fines have accrued, a lien may be placed on property.
  • Fines: $25 hearing fine; $100 month for any violation.
  • Amended policy and fine schedule will be sent to Cedar for enforcement. Begin implementation August 1, 2014.
  • Andi will inform Cedar to begin monthly inspections.

• Miscellaneous
  • Bob suggested that we help educate neighbors with lawn issues. Bob will put together a proposal (flyers/expenses/resources) to present to the Board.

Meeting adjourned 8:05 p.m.

Meeting was called to order at 7:30 p.m.

Present: Andi White, Bob Fitzgerald, Cindy Wood, Karen Lewis and Kim Christenbury

1. Front Entrance
   1. Did not renew contract with Mint Hill Lawn.
   2. Joe Brown will maintain front area (mowing, trash pick-up, ground cover). Does not require contract.
   3. Storm water project continues.
   4. Short term plan – scrub & paint stucco. Remove/replant bushes and flowers.
   5. Long term plan – Apply for grant (due by June 2014). Will have one year to use the funds. HOA to supply 50% in-kind service/materials.
2. Spring Gala
   1. Neighborhood Watch Captains to work on spring gala.
   2. Combine annual yard sale/BBQ – May 31.
   3. In two weeks, team will present to the BOD an outline of the event (location, food, budget, etc.)
3. Treasury Report
   1. Dues: 6 still delinquent for 2013; 20 delinquent for 2014. The majority of those past due have been historically late.
   2. Our attorney will be directed to send delinquent notices.
   3. Expenses are under budget through 3-20-14.
4. Violation Policy
   1. A draft of the newly minted violation policy has been sent to our attorney for review.
   2. The purpose is of this policy is to identify inconsistencies and cures and to make sure everyone is treated fairly.

Meeting adjourned 8:28 p.m.

Meeting Addendum

Open Meeting, March 20, 2014

John Anderson voiced these concerns.

• By-Laws and Articles of Incorporation are not on our website
  • Board response – we will add them
• How were the CCRs allowed to be changed without a majority vote to allow a camper to be parked in a driveway
  • Board response – The CCRs were not changed. A former Board member contacted the city of Charlotte and proposed to the former McCarron Board we use their definition that precludes driveways from setbacks. The vote was 3 for, 1 against, and 1 abstaining. The matter will be reviewed as McCarron does have its own setbacks.
• The October HOA meeting did not produce a quorum
  • Board response – A quorum was announced during the meeting; it was quickly pointed out that the numbers were wrong. Board member Ms. White miscounted the total number of members; she had communicated erroneously to Cedar Mgmnt. The miscount was an honest error and a new annual meeting was calendared.
• The December HOA meeting did not produce a quorum
• Board response – It was announced that the Board had the authority to reduce the percentage for a quorum. The misinformation was the result of misunderstood communications between the Board, Cedar Mgmnt and the HOA’s attorney. The meeting produced 53.4% of lot owners voting, when 54% was required. After the meeting, it was discovered that one owner who owns two lots only had one lot counted. The additional lot vote equaled the count needed for a quorum.
• A stockade fence was added to a property in the newly annexed area. Some residents feel the ARC needs to apply more discretion to their decisions.
• Board response – the annexed area has their own CCRs which allows for this type of fencing to be erected across the back property line and along the side property lines up to the rear of the dwelling. Some Board members feel, as well, that discretion is a part of the ARC process and not all stated allowances are suitable for the location and the overall look of the neighborhood may suffer as a result.

Julie and Mike Blackburn

• A residence has had bags of mulch piled in front of it for a very long time and trash cans are parked next to the driveway. Either the issues have not been cited as violations or the notices are being delivered to the home address occupied by tenants.
• Board response – Board members will conduct their own inspection and report results to Cedar. The Board will also ask Cedar what address they have on file for the property owner.