• Website updates and usage

• Annual Bank Reconciliation

• Landscaping Front Entrance, Sign, and two central islands

• 1099 Question followup

• Implementation of Liens and Interest on delinquent Dues

• Pond dredge followup

More to come through Questionnaire

2025 annual meeting took place September 17, 2025 at the Port Washington State Bank Community Room.  Meeting notes recorded by Jeremy Dion

Topics Discussed:

• Attendance Sheet passed around

  • 8 /45 Households present

• Motion to terminate HOA

  • HOA cannot be dissolved without 100% unaminous vote of households

  • HOA dissolution cannot be discussed until 20-25 years after the completion of all lots.

• Liens for Non-Payment of Annual Fee

  • Per by-laws, Article V: Obligations of Members, subsection 5.1 and 5.4 there is supposed to be a 12% annual interest rate applied and a lien placed upon the lot until payments are settled.

    • Discussed adding the lien to the City Taxes

    • Decided to no envoke this rule at this time.  Will be a topic at next annual meeting.

• Questions about necessity of filing 1099 form

  • Consult with lawyer (Robert Carroll - Carroll Law Office) for confirmation on which forms need to be filed and which do not.  Action to be taken by Mike Fay, President

• Jeff Loose has met with the City Engineer (could not recall their name)

  • Indication that the pond is in good condition

  • No other retution pond in Port Washington has be dredged.  

    • That doesn't necessarily mean that the Woods at White Pines won't need to be dredged at some point.

  • Without a thorough evaluation by a retention pond expert, there is no way to know the condition of the pond.  Consult with City Engineer again and determine what we need to do.  Action to be taken by Mike Fay, President

• Landscaping Maintenance:

  • Pat Loose would like to have the front entrance and sign area cleaned up

  • Rebecca Clark used to do some maintenance in the front entrance.  This is believed to have been paid by Didiedr prior to the sale of the final lot.

  • Jeff Loose mentioned that the city generally stops mowing the shoulder of County Road LL where the sidewalk ends.  The city has not been mowing the shoulder in front of the subdivision.

  • Call the city and county office to inquire who is responsible for mowing the shoulder area.  Action to be taken by Mike Fay, President

• Schowalter's would like to re-side their house

  • Need to get the Schowalter's confirmation on the approved siding material

    • Mikayla's father, Mark Schowalter (proxy) indicated that they wanted to install LP SmartSide.

  • Approved by the Board (Mike and Shonda Fay) with 2/3 vote citing the many other houses in the subdivision with LP SmartSide.

• Mike Fay (President) to inquire with Nick Logan (previous President) about the history of the Woods at White Pines website

  • Need to get website "ownership" transffered to Mike Fay

  • Post financial statements to website

    • Action taken by Shonda Fay, Treasurer

• Shonda Fay (Treasurer) reconciles the finances in January/February, when the bulk of the HOA fees are collected/paid.

  • Shonda can also reconcile prior to the annual HOA meeting in September

• Mike Fay to send out email or mailer to ask households about the desire for Front Entrance and Sign upkeep/maintenance.

  • Can we send out a poll or have a digital/virtual quorum?  Maybe a combination of physical mail and electronic poll?

  • Might be something to discuss with lawyer, as payments to outside vendors would need to be paid out of the HOA account.

• Multiple comments regarding the 1120H filing

  • Reach out to the lawyer for confirmation

  • Chal Little is a lawyer, he has served on HOA boards in the past.  Chal is willing to provide guidance and informal consultation, but has no desire to be the HOA lawyer.