03/10/2010, 7:00pm v1.0 Claymont Woods Residents Association 2011 Annual Meeting

Claymont Woods Residents Association, Annual Meeting CWRA Board of Directors President, Mike Gauble – East District * (4 Yrs) Vice-President, John Castellano – South District * (3 Yrs) Secretary, Pam Dagestad – North District Treasurer, Todd Williams – Central District Trustee, Kathy Mound – West District * (3 Yrs) *Leaving Board – Positions Open (Length of Service on Board)

Claymont Woods Residents Association, Annual Meeting 2011 Meeting Agenda Call to Order & Determination of Quorum Nomination & Election of New Directors Report from our Councilpersons Financial Update President’s Report Review of 2010 (Maintaining Our Neighborhood) 2011 Goals Help Needed New Business Adjournment

Claymont Woods Residents Association, Annual Meeting 2011 Housekeeping Items All attendees please check-in at the back of the room Anyone who wants to change or update their directory information should check-in at the back of the room You’re encouraged to include your addresses in the directory so you can be notified of subdivision- relevant issues. You may specify your address will only be available to the Directors for emergency notifications. Also, updates on the Baxter Road Project (unscheduled blockages of our entrances, road closures, etc) will available through the CWRA web site.

Claymont Woods Residents Association, Annual Meeting 2011 Quorum Vote Forty percent (40%) of members in person or by proxy constitute a quorum The total number of members shall be % of 227 members = 91 members to constitute a quorum

Claymont Woods Residents Association, Annual Meeting 2011 Board of Directors: CWRA By-Laws Article III, BOARD OF DIRECTORS Section 2, Number, Election and Term The number of Directors of the Corporation shall be five (5), each to be elected for a two (2) year term. Two (2) Directors shall be elected at the Annual Meeting of members in odd number years beginning in 1987, and three (3) Directors shall be elected at the Annual Meeting of members in even number years, beginning in 1988; provided, however, that in any event, Directors shall serve until their successors shall have been duly elected and shall have qualified. Section 3, Representation The Subdivision shall be divided into five (5) approximately equal “areas,” as defined by the Directors from time to time, with the requirement that no two Directors may serve together while residing in the same “area.”

Claymont Woods Residents Association, Annual Meeting 2011 Three Current Director Positions Open: East District – Mike Gauble, (Leaving Board) West District – Kathy Mound, (Leaving Board) South District – John Castellano, (Leaving Board) Nominations for Directors

Claymont Woods Residents Association, Annual Meeting 2011 Nominations for Directors Any Lot Owner can nominate a prospective Director Nominee must be a Lot Owner in District being nominated to represent Nominees may give a brief spoken biography/statement to residents A show of hands vote will be conducted by CHAIR or voice vote if nominee is unopposed Nominee who obtains majority of votes cast by those present or by proxy will be elected to Board to serve a two year term

Director Contact information is available at or

Claymont Woods Residents Association, Annual Meeting 2011 Financial Report Todd Williams Treasurer, CWRA

Claymont Woods Residents Association, Annual Meeting 2011 CWRA 2010 Financial Statement Year End Balance Sheet 2010 Income and Expense 2011 Budget

Claymont Woods Residents Association, Annual Meeting 2011 Year End Cash & Cash Equivalents

Claymont Woods Residents Association, Annual Meeting Receipts and Expenditures

Claymont Woods Residents Association, Annual Meeting 2011 Tentative 2011 Budget

Claymont Woods Residents Association, Annual Meeting 2011 President’s Report

Claymont Woods Residents Association, Annual Meeting 2011 President’s Report Thanks to the many Volunteers supporting CWRA –  Retention basin clean-up & maintenance  Small Tree / limb removal (Chainsaw Gang)  Watershed/Erosion Committee  Lights (Maintenance & Bulb Replacement)  Monuments  Block Captains  Light Captains  Home Owners Directory  Board of Directors

Claymont Woods Residents Association, Annual Meeting Goals  Implement new assessment  Sponsor Annual CWRA Work Day/s  Complete sidewalk on Claymont Est. Drive (City)  Monitor proposed Baxter Road construction  Monitor code violations / Enforce Indentures  Manage Expenses vs. budget  Erosion Work

Claymont Woods Residents Association, Annual Meeting Successes  Fall Family Day / Picnic  Honeysuckle Eradication Day  New sidewalk on Claymont Estates Drive  New Nature Trail Along Woodsbluff to Ballfield  Implementation of Neighborhood Watch Program

Claymont Woods Residents Association, Annual Meeting 2011 Sidewalk on Claymont Estates

Claymont Woods Residents Association, Annual Meeting 2011 Sidewalk on Claymont Estates

Claymont Woods Residents Association, Annual Meeting 2011 Nature Trail

Claymont Woods Residents Association, Annual Meeting 2011

2010 Successes  Honeysuckle Eradication Day was a large success: volunteers cut prodigious amounts of this nefarious non-native growth around the ball field, along Claymont Estates Drive and on the hill at Woodsbluff & Claymont Estates and above Individual resident & families cut huge amounts honeysuckle all over Claymont Woods and stacked it along the streets. It required nearly a week of constant work for our Common Ground maintenance contractor to chip up all the piles. About half the chippings were retained and used as mulch on the Nature Trail Project

Claymont Woods Residents Association, Annual Meeting Problems  Only 6 CWRA Residents participated in Lake Clean- up Day.  General Theft Issues around the neighborhood.  Greater participation from residents needed to minimize costs.

Claymont Woods Residents Association, Annual Meeting Problems  Adherence to the Indentures was a problem. Excerpts from the CWRA Indentures DUTIES OF THE DIRECTORS - “To consider, approve or reject any and all plans and specifications for any and all buildings or structures, fences, exterior television and/or radio antennas, detached buildings, outbuildings, accessory buildings, swimming pools or tennis courts proposed for construction and erection on said lots, proposed additions to such buildings or alterations in the external appearance of buildings already constructed, it being provided that no buildings or structures, fences, exterior television and/or radio antennas, detached buildings, outbuildings, accessory buildings, swimming pools, tennis courts or other structures may be erected or structurally altered on any of said lots unless there shall be first had the written approval of the Trustees to the plans and specifications therefor and to the grade proposed therefor.” “No fence shall be erected or placed on any lot except as necessary to safeguard a swimming pool which the Trustee has approved for that lot. (AMENDMENT NO. 5, JULY 8, 1992)” “Notwithstanding any other provision of this Indenture, no fence, hedge, plantings, or trees, of any kind, shall be erected or placed, or planted on any lot which abuts or adjoins any part of the Common Ground without the express consent of the Trustee.”

Claymont Woods Residents Association, Annual Meeting 2011 Specific 2011 BOD Goals  Sponsor one or more CWRA Family Day Picnics  Prioritize, Bid and Schedule erosion control projects  Continue to Sponsor Annual CWRA Work Days Lake Clean-Up Honeysuckle Eradication Day Additional Nature Trail additions  Monitor Baxter Road construction  Monitor code violations / enforce Indentures  Continue to manage expenses vs. the budget

Claymont Woods Residents Association, Annual Meeting 2011 End of President’s Report

Claymont Woods Residents Association, Annual Meeting 2011 Erosion Control

Claymont Woods Residents Association, Annual Meeting 2011 Erosion Control  Continue to address as funds are available  Need support and involvement of residents Recommendations Bids Access  Targeted areas defined by engineering study commissioned in 2008  Current Priorities Triangle area bounded by Chamisal, Estuary,Isleview 2010 estimate is $52,000 Upper only in 2011 for $30,000 Lochcrest East of Scarborough Court 2010 estimate is $10,000

Claymont Woods Residents Association, Annual Meeting 2011 Help Needed  Finance Committee – Help Needed  Lights – Dennis Fry Maintenance of the lights includes bulb replacement and some repair work.  Grounds – Help Needed Monument maintenance and general cleanup Input to common ground maintenance  Retention Pond – Pat Bistline Spraying to keep down algae Maintenance of the lake surrounds  Block Captains – Phyllis Westermeyer Neighborhood communication  Social Events – Help Needed