We are going through unprecedented times and we have no way of predicting how long the self- quarantine will last. A large percentage of us will be negatively impacted by this pandemic in some way before things return to normal. This communication is intended to let our Homeowners know what to expect from your HOA during the quarantine. The topics covered in this communication will be: monthly board meetings, delinquent account collections, deed restriction letters, ACC Requests and the disaster planning committee.

Monthly Board Meetings:

The March 17th Board Meeting was canceled due to the self-quarantine order and we are not optimistic that we will be able to hold a physical meeting in the foreseeable future. Some Association business can be conducted by email but our governing documents and the State require that certain specific topics may only be voted on in an open meeting. With this in mind, the Board tested Zoom’s teleconferencing application. This test was conducted for the sole purpose of confirming that all nine Directors had equipment that would allow them to participate in a teleconference and to work out the details of conducting a meeting by teleconference. No association business was conducted. If it is necessary to meet by teleconference in April, an eblast will be sent to our Membership with a link to the teleconference. The same link will be included on the agenda when it is posted on oakwoodglen.net.
Any Member wanting to watch or listen to the meeting can click on the link provided. Unfortunately, to
eliminate background noise that would disrupt the meeting, Members will not be able to participate by voice at this time. There does appear to be a messaging capability where Members could send in questions. If we do attempt to hold a meeting by teleconference we will be using the free version of Zoom to see how it works in real time. The free version appears to limit meetings to 40 minutes. If this is the case we will provide two links. Should the first meeting time out we will take a 5 minute break and then restart using the second link. We appreciate your patience while we work out the logistics of operating this software.

Delinquent Account Collections:

The Board chose to delay the Delinquent Account Collection Letter scheduled for March to give Homeowners time to evaluate their financial positions. If your assessment is delinquent and you believe your income will be impacted by the self-quarantine, please consider contacting our community
manager Gina Keller at Gina@sterlingasi.com to request a payment plan. Gina will work with you to set up a plan that is fair to both parties. If your delinquent account is already with the attorneys and you are not on a payment plan please contact the attorney’s office directly to request one. Ignoring letters from the attorney can cause your legal costs to increase exponentially. The Board has a fiduciary responsibility to use all legal means to collect funds owed to the Association. Current events do not relieve the Board of this responsibility nor do they relieve the Homeowner of his responsibility to pay the assessment. Additionally, the Board legally cannot waive any portion of the assessment or any hard
charges. For reference, legal fees are hard charges. The Association pays these fees monthly as they are accrued. The Board can, on a case by case basis, adjust the down payment on a payment plan and lengthen the payment period (within limits) to get the monthly payment to a more financially manageable level for the homeowner.

Deed Restriction Letters:

The Board chose to hold all courtesy letters from the last Deed Restriction mail out. Only letters pertaining to serious violations and force mow letters were mailed. Current events do not relieve the Homeowner of his responsibility to comply with deed restriction issues.

ACC Requests:

Many of our Homeowner may find that they have extra time on there hands and decide to use that time for home improvements. Please remember to file an ACC Request for those projects before you start to make certain your project conforms with the Architectural Control Guidelines.

Disaster Planning Committee:

Erica Kelly and the Disaster Planning Committee put together a very detailed disaster plan. A copy of the plan can be found on oakwoodglen.net. In that plan they contemplated hurricanes, floods and tornados but no one anticipated a pandemic. One suggestion that I saw on Facebook was to use the little library as a food bank. I do not know what else we might be able to do as a community to help our neighbors in need but you might consider teleconferencing on Zoom or using a Facebook group to see if the community could come up with anything. Anyone interested can contact Erica at security.committee@oakwoodglen.net

Mike Harris

President, Oakwood Glen Association