ItisacrimeinMassachusettstosecretlyhearorrecordanotherindividualwithouttheirknowledgeandconsent.M.G.L.ch.272,§99.
310 Sprucewood Lane, Clinton MA 01510
Bysigningthisform,theundersignedunderstandsandacknowledgesthatthepropertylocatedat_______________ _ , Massachusetts ("theproperty") isequippedwith camerasand/or other recordingdevices. By entering the property afterhavingreceivedthis notice, the undersignedconsents to being audiotaped,videotaped,and/orlivestreamedwhileviewingtheproperty.
Seenandacknowledgedby:
Refusedtosign.
Ramae Hustin
APPROVED Annual Budget for Woodlands Homeowners Association / Condominiums
March 30, 2023
Owners and Members of The Woodlands HomeownersAssociation, Inc.
Re: Administration and Budget Update Woodlands Homeowners’Association, Inc.
Dear Owners and Members:
As many of you are aware, the operation and administration of the Woodlands Homeowners’ Association, Inc. (“HOA”), is governed by theAssociation documents that are recorded with the Worcester County Registry of Deeds. Each Owner by accepting ownership of a Unit in The Woodlands has agreed to be bound by the terms and conditions set forth in theAssociation documents.
Although you were recently informed that Paul Routhier, Richard D. Roper and Mildred Roper are the members of the Board of Directors of the HOA and will serve an active role to carry out the responsibilities of theAssociation, we had previously informed the Board ofAdvisors back in February that this was taking place, so this is not something that just occurred. Rather, it was known well over a month ago with sufficient advance notice to the Board ofAdvisors.
We understand that many Owners have expressed concerns about the impact of having the Board of Directors operate The Woodlands. However, it is important for all Owners and Members to understand that theAssociation documents vest the Board of Directors with the authority to administer theAssociation. The Board of Directors has always overseen theAssociation and it was done so with the assistance of the Board ofAdvisors and the Finance Committee. At this time, the Board has decided that having a more active role will better serve the community. The Board wants to assure all Owners and Members that we are committed to doing so in the best interests of all Owners and the Neighborhoods in accordance with theAssociation documents, as we believe doing so will improve the operation and increase market values. To do so, the Board will continue to work with The Dartmouth Group, as the Property Manager, to fulfill the Association obligations. The Dartmouth Group has substantial experience in managing multitiered associations similar to The Woodlands. In addition, the Board will be engaging independentAssociation legal counsel to assist in understanding the obligations and the implementation of the requirements of theAssociation documents.
In the meantime, the Board of Directors has decided that the existing HOAbudget from the past year and the monthly common expense fees assessed to all Owners will stay the same and the existing budget shall remain in effect for the fiscal year starting May 1, 2023. This will enable the Board of Directors, along with its Property Manager and each NeighborhoodAssociation Board to review and implement any operation and budgetary changes at a later date.
We want to remind everyone that The Woodlands is a homeowners association that comprises of six separate condominium associations also known as Neighborhood Associations. Each
Owners and Members of The Woodlands HomeownersAssociation
March 30, 2023
Page 2
NeighborhoodAssociation has its own governing Board elected by the Owners within that Neighborhood Condominium. This formation is not going to change in any way and each Condominium will continue to have its own managing Board. Though, we recognize that certain aspects of the overall operation may need to be improved, it is expected that all Owners and each Neighborhood Association will greatly benefit from having a properly run association and each Neighborhood Association Board, elected by the Owners of that Neighborhood Association, will have greater control over their respective Condominium. As we review in greater detail the operation of the entireAssociation and determine the best practices, each NeighborhoodAssociation Board will be updated and will have an opportunity to make decisions and undertake its own course of action.
We will continue to keep all Owners and NeighborhoodAssociation Boards apprised of the progress as we strive to improve The Woodlands Homeowners’Association.
Sincerely,
Board of Directors of the Woodlands Homeowners’Association Inc.Woodlands Homeowners Association
Board of Representatives Meeting Minutes
25 April 2023, 6:30 pm Eastern (Meeting held via Zoom Tele-Conference)
FY23 BOR Representatives Present: Terry Radley (Oaks), Serge Rekun (Briarwood), Ric Conradt (Maples), Ann Whalen (Aspens), Rich Garcia (Birches)
FY23 BOR Representatives absent:
Quorum Present.
FY23 Neighborhood Trustees Present: Oaks: George Cooke, Karen Frank, Briarwood: Frank Holt, Joanne Moshkovitz, Birches: Mari McKeon, Sherry Steele, Maples: Richard Matano, Chris Chiappetta, Aspens: David Sacino
FY23 Neighborhood Trustees Absent: Aspens: Rick Linde, Birches: Jayne Phayre, Briarwood: Sue Flanagan, Aspens: Mark Ferree, Nick Kurkjy
Committee Chairpersons Present: George Cooke (Grounds/Landscaping) (Architecture Review), Teri Fox-Daeke (Activities), Ric Conradt (Trails, Legal), Chris Chiappetta (Elections)
Committee Chairpersons Absent: Steve Lipka ( Finance )
1. Call to Order and Welcoming Remarks
• The meeting was called to order by Terri Radley at 6:32pm. Terri provided introductions, welcoming remarks, as well as participation guidelines.
2. Approval of Previous Minutes
• The minutes from the 28 February 2023 BOA Annual Meeting were previously distributed and no additional changes were noted. Ann Whalen made a motion to approve which was seconded and was approved by a unanimous vote.
3. New Business
• Terri Radley explained new relationship with Declarant/TDG and neighborhoods
o WHA is controlled by Declarant
o TDG is employed by Declarant
o Michelle is an employee of TDG/WHA
o Dick is an employee of TDG/WHA, but is still able to do work in neighborhoods; time may be billed back to neighborhoods
o Each of the 5-6 neighborhoods will be functioning independently; each setting up their own budget and operating accounts
o Neighborhoods are able to group together to share expenses for large contracts such as landscaping/snow removal
o Make condo fee payments as usual to TDG for May.
• Legal consultation with Ed Allcock by Legal Transition Team ( Ric C, David S, and Sue F )
o Ed and his legal partner are drafting a shared services agreement which will be sent to us for review this week.
o Ed is reaching out to Daniel Bauman, President of Barkan Property Management to inquire about financial management services for the 5 condos.
o Ed verified some of the Condo Association’s rights including:
• To assess and collect monthly fees for Condo Neighborhood expenses and reserves
• To arrange and enter into contracts for Condo Neighborhood services
• To request and receive detailed financial accountability from the WHA for common area and neighborhood expenses charged to residents.
• To communicate with the residents regarding community issues.
o We have leverage going forward with the upcoming deadline for extension of the declarant’s development rights. This possibly is one of the reasons that the declarant assumed control of the HOA. We can assert that leverage through legal guidance.
o Ed will draft a letter to opposing legal counsel requesting meeting ASAP with Declarant to discuss:
• Allocation and finalization of FY23 budget between HOA and Condos (especially Snow removal, Landscaping, Comcast, Water, Insurance, Briarwood-1 common fees, HOA & condo reserves). We need to put a stake in the ground with our version of the FY23 budget and try to establish this as the standard.
• Agreement & finalization of 2023 Contracts for Landscaping & Snow removal
• Briarwood-2 FY22 HOA fee shortfall (gap between what is owed and what is being paid)
• Deficit in FY22 HOA expenses for entire community, and likely assessment needed (for FY ending 4/30/23)
• Deficit in Briarwood-1 operating expenses & assessment needed for FY21 and FY22 along with re-alignment of some costs mis-allocated to Briarwood-1.
o All were in agreement to use term “professional guidance” and not “legal representation”
• Re-Establish BOA Committees & Teams under Board Of Representatives
o Re-establish Finance Committee under Steve Lipka – motion made, seconded, and approved unanimously
o Re-establish Landscape/Grounds Committee under George Cooke – motion made, seconded, and approved unanimously
o Re-establish Activities Committee under Terri Fox-Daeke – motion made, seconded, and approved unanimously
o Re-establish Election Committee under Chris Chiappetta - motion made, seconded, and approved unanimously
o Re-establish ARC Committee under George Cooke – motion made, seconded, and approve unanimously.
o Establish Legal Transition Team under Ric Conradt - motion made, seconded, and approved unanimously
• Chris Chiappetta discussed progress on the trustee elections and election process. The communications documents and forms have been completed and will be sent out shortly per the standard elections schedule. Each neighborhood will get a specific document showing their current trustees, term expirations, trustees not seeking re-election, number of new trustees needed, etc., along with a description of the election process and time table.
4. Unfinished Business and General Orders
• Mass Save Energy Audit – No progress on this to date. Leah Lemont expressed interest in working on this but was reluctant to chair the committee. Chris Chiappetta said his new neighbors across the street ( Liz and Jess, 208 Cherrywood) are interested getting involved in this. He said he would contact them about potentially chairing the committee.
5. Reports of Standing Committees & Teams
• Legal Team
o See Legal consultation with Ed Allcock above
• Finance Committee / Treasurer Report
o No new meetings have been held since the declarant’s announcement
o A new draft of the FY23 Budget has been created by Sue Flanagan for review by the FC. This version includes additional detail based on current unit sales and is broken down by Neighborhood Association and Common Area costs/fees.
o This will be our basis for the Shared Services Agreement discussions with the declarant.
• Architecture Modification Committee
o Michelle St. Michael is still sending ARC requests to George who is forwarding them to individual neighborhood trustees.
o The group agreed we need one ARC committee for the entire Community, not separate ones for each neighborhood. See re-establishment of committees above.
o George stated we need broader participation in the ARC committee from all neighborhoods. Currently only 3 neighborhood associations are represented on
the ARC committee. We need to seek out new representatives for this committee after elections are completed.
• Landscaping / Grounds Committee
o George Cooke said the agreement with Level 10 has not been signed.
o Level 10 presented one contract for both landscaping and snow removal
o Need to talk to HOA about repairing the stairs in central park.
o Bartlett contract needs to be better broken out by neighborhood and common area costs.
o George will contact Val ( Level 10 ) and Julian ( Bartlett ) regarding breaking out all contract costs by neighborhood and common area portions.
o Karen asked if we should spend the budgeted funds for restoring the area which was damaged during the wall repair work done last year. She mentioned we might want to consider not doing this now given we may be doing more wall repair work sooner rather than later. The group agreed to push this decision off until next month.
• Activities Committee
o Terri Fox-Daeke 10 Side Tables were purchased for Central Park
o Remaining budget is ~$1,000.
• Will be used to purchase refreshments and supplies for up-coming events
• Assuming it will be available to us until the new budget is approved and implemented
o Future events in the works
• A “Cinco de Mayo” Theme Potluck will be held on Saturday, May 6th in Central Park
• Other Potluck Events being considered
a. “Appetizers Only”
b. “Desserts Only”
c. Maybe an Octoberfest
o All Activities info is on the website and in the Activities newsletter.
• Woodlands Trails Management
o Ric Conradt stated there is a new trail map with color-coded trails ( colors based on degree of difficulty ) and the addition of 2 new trails:
• The Rich Freel Memorial Overlook trail overlooking heart field
• The Crestwood Cutoff trail cutting off the most difficult part of the Linwood Loop trail.
o Along with the new color-coded trail map corresponding color-coded trail signs and trail blazes have been installed to make following the map much easier.
o We used the April trail walk to introduce the new Rich Freel Memorial Overlook. Carol Freel ( Rich’s wife ) and her daughter joined us for the walk to the Overlook
WHA Board of Representatives Meeting Minutes, 25 April 2023 (Continued)
and were given copies of the plaque, the new trail map, and a picture of the plaque with the Heart Field in the background.
o The next organized trail walk is scheduled for Saturday, May 20th at 10:00am
6. Additional Business
• Open Forum for Residents
7. Adjournment
• Ann motioned to adjourn the meeting which was seconded and was approved. The BOR regular meeting was adjourned at 7:35pm.
The Next Regular BOR Meeting will be Tuesday, May 23, 2023 at 6:30 pm Eastern.
Minutes recorded by:
Ric Conradt, FY23 Woodlands HOA BPR Secretary/Clerk
