Minutes |

The following minutes are available for the West Virginia Organization of Homeowners Association, Inc. [formally JCOHOA & EPOHOA]

Members are encouraged to review the most recent minutes reflecting the next WVOHOA Meeting where you may offer corrections to the minutes when applicable. Completed Education Sessions, Workshops & Seminars accessible for review by WVOHOA members in good standing.

WVOHOA Education Sessions are held the third Wednesday of the month at 7PM via Zoom
WVOHOA Board Meetings are held the fourth Tuesday of the month at 2PM via Zoom

2023

- January 18, 2023 Education Session via Zoom 7PM
  “Delinquencies: Understanding/Comparing Covenant Violations & Annual Assessment Violations and the differences“
- January 24, 2023 Board of Directors 2PM Zoom
- February 15, 2023 Education Session via Zoom 7PM
  “Understanding HOA/Condo Line of Credit, Collateral, Capital & Bank Loans”
- February 28, 2023 Board of Directors 2PM Zoom
- March 29, 2023 Education Session via Zoom 7PM (not the 15th)
  “HOA Board of Directors Corporate Governance”
- March 28, 2023 Board of Directors 2PM Zoom
- April 19, 2023 Education Session via Zoom
  “Board of Directors’ Fiduciary Responsibilities”
- April 25, 2023 Board of Directors 2PM Zoom
- April 29, 2023 Special Session via Zoom 7PM
  WV Delegate Jordan Maynor & Attendees Open Forum
- May 17, 2023 Education Session via Zoom 7PM
  What Do WV Codes §31E and §36B Mean for Your HOA?” yes, they are very different
- May 23, 2023 Board of Directors 2PM Zoom
- June 21, 2023 Education Session via Zoom 7PM
  WVOHOA Elections & Open Forum w/extended discussions
- June 27, 2023 Board of Directors 2PM Zoom
- July 19, 2023 Education Session via Zoom 7PM TBA
- July 25, 2023 Board of Directors 2PM Zoom
- August 16, 2023 Education Session via Zoom 7PM TBA
- August 22, 2023 Board of Directors 2PM Zoom
- September 20, 2023 Education Session via Zoom 7PM TBA
- September 26, 2023 Board of Directors 2PM Zoom
- October 18, 2023 Education Session via Zoom 7PM TBA
- October 24, 2023 Board of Directors 2PM Zoom
- November 15, 2023 Education Session via Zoom 7PM TBA
- November 28, 2023 Board of Directors 2PM Zoom
- December 20, 2023 No Education Session – Holidays Observed
- December 26, 2023 No Board of Directors Meeting – Holidays Observed

2022

- January 19, 2022 Education Session via Zoom
  Two- Part:
  1. “Applying for funds to cover delinquent assessments, mortgages, maintenance, etc., due to Covid-19”
  2. “HOA Madness Breeds Contempt & Consequences”
- February 3, 2022 Board of Directors via Zoom
- February 16, 2022 Education Session via Zoom
  “Hmmm, no WV Oversight – consider a policy plan: Internal Dispute Resolution or Alternative Dispute Resolution”
- March 16, 2022 Education Session via Zoom
  “WVOHOA’s Committee on Legislative Review of the Uniform Common Interest Ownership Act (UCIOA)”
- March 23, 2022 Board of Directors 2PM Zoom
- April 20, 2022 Education Session via Zoom
  Part 1: “Homeowners & Fracking Wastewater” what it is & where it goes
- April 26, 2022 Board of Directors 7PM Zoom
- May 18, 2022 cancelled
  Part 2: “Homeowners Experiencing Fracking Related Damages, Correction, Mitigation”
- May 24, 2022 Board of Directors 2PM Zoom
- June 15, 2022 Annual Meeting – Election of Directors and Education Session
  “An HOA/Condo Management Company Discusses the Basics”
- June 26, 2022 Board of Directors 2PM Zoom
- July 20, 2022 Education Session via Zoom
  “Completing an HOA Resale Certificate”
- July 26, 2022 Board of Directors 2PM Zoom
- August 17, 2022 Education Session via Zoom
  “Rules, Regulations, Policy vs Amendments”
- August 23, 2022 Board of Directors 2PM Zoom
- September 21, 2022 Education Session via Zoom
  “Open Forum – HOA Questions, Comments & Issues”
- September 27, 2022 Board of Directors 2PM Zoom
- October 19, 2022 Education Session via Zoom
  “HOA Parking – Covenant – Policy – Towing”
- October 25, 2022 Board of Directors 2PM Zoom
- November 16, 2022 Education Session via Zoom
  “HOA Board & Members’ Meeting Behavior”
- November 22, 2022 Board of Directors 2PM Zoom
- December 21, 2022 No Education Session – Holidays Observed
- December 27, 2022 No Board of Directors Meeting – Holidays Observed

2021

January 7, 2021 Board of Directors
January 27, 2021 Discussion via Zoom
Education Session: ‘How to develop & approve policies, rules, regulations for your HOA”
February 17, 2021 Cancelled and rescheduled to June 16, 2021
Education Session: “How to run a welcoming BOD meeting using Robert’s Rules”
March 12, 2021 Board of Directors
March 17, 2021 Discussion via Zoom
“The Philosophy of IRS Form 1120H for HOA Board Members”
April 21, 2021 Discussion via Zoom
Education Session: “Road and road sign guidance, standards, requirements and the lifetime the Orphan Road program”
May 13, 2021 WVOHOA Board of Directors
May 19, 2021 Discussion via Zoom
Education Session: “Steps for initiating a lien for covenant violations (not delinquent assessments)”
June 16, 2021 WVOHOA Annual Meeting & Elections via Zoom
Education Session: “How to run a welcoming BOD meeting using Robert’s Rules”
June 24, 2021 Board of Directors via Zoom
July 21, 2021 WVOHOA Officer Elections via Zoom
Education Session: “Understanding the difference: HOA Audit and HOA Review”
August 18, 2021 Education Session: “HOA Secretarial Duties and Procedures”
August 30, 2021 Board of Directors via Zoom
September 15, 2021 Discussion via Zoom
Education Session: “Ambiguous HOA Restrictions – Words Do Matter!”
September 29 Board of Directors via Zoom
October 20, 2021 Discussion via Zoom
Education Session: “The Importance of an HOA Reserve Account & a Reserve Plan”
November 17, 2021 Discussion via Zoom
– Bylaws Amendment Results
Education Session: “Short Term Rental, Lease, Business, Policy & the WV Law”
December 2, 2021 Board of Directors via Zoom
Policy Approved:
– Password
– Membership
– Workshops/Seminars
December 2, 2021 Board of Directors via Zoom
– Annual Financial Report Profit & Loss
December 15, 2021 No Education Session – Holidays Observed

2020

January15, 2020 Discussion Notes
Education Session: Covenant Enforcement
January 24, 2020 Board of Directors
February 19, 2020 Discussion Notes
Education Session: HOA Decorum, Attitude, Behavior and Procedures

NOTICE: Due to Covid-19 Restrictions normal scheduling will be modified.

March 6, 2020 Board of Directors
March 21, 2020 to be rescheduled due to Covid-19 Restrictions
RSVP Workshop/Seminar: Audit vs. Review
April 9, 2020 Board of Directors (via WEBEX)
approved: attendance waiver – registration all meetings
April 15, 2020 to be rescheduled due to Covid-19 Restrictions
Education Session: HOA Credit Reporting & Super Liens
May 20, 2020 to be rescheduled due to Covid-19 Restrictions
Education Session: Incorporated vs Unincorporated – why is it important?
June 3, 2020 Board of Directors (via ZOOM)
June 24, 2020 date changed from 6-20-2020 due to Covid-19 Restrictions
ZOOM Annual Meeting & ZOOM Seminar: Guidelines & Authority for HOAs Delinquent Assessments
July 7, 2020 Board of Directors (via Zoom)
July 15, 2020 (via Zoom)
Education Session: HOA Credit Reporting
July 29, 2020 (via Zoom)
Education Session: Part I, How to Use Zoom to Facilitate HOA Board Meetings During Covid-19
August 12, 2020 (via Zoom)
Education Session: Part II, Tips & Help During Covid-19 for HOA Assessments & Mortgages
August 20, 2020 Board of Directors (via Zoom)
w/attachment WVOHOA Legislative Committee Report
September 20, 2020
Education Session: Fiduciary Responsibilities
October 5, 2020 Board of Directors (via Zoom)
October 21, 2020 Summary (via Zoom)
Education Session: Open Forum – HOA Questions and Answers – Issues & Successes
November 18, 2020 Summary (via Zoom)
Education Session: Ethics for HOA Board of Directors, Committees, Volunteers and Homeowners – Moral Principles of YOUR Behavior
December 4, 2020 Board of Directors (via ZOOM)
No Education Session – Holidays Observed

2019

January 8, 2019 Board of Directors
January 16, 2019 Discussion Notes
Education Session: Understanding Federal Tax Forms
February 20, 2019 Cancelled – Snow Storm
March 6, 2019 Board of Directors
March 16, 2019 NOMINATION COMMITTEE
RSVP Workshop/Seminar: Mediation Process & Procedures
April 4, 2019 Announcement: WVOHOA Circulation Article
April 17, 2019 Discussion Notes
Education Session: Delinquencies A-Z Completing Forms
May 15, 2019 Discussion Notes
Education Session: HOA Flooding Review & Possible Mitigation & New WV Code §7-1-3ff
May 21, 2019 Board of Directors
June 15, 2019 Discussion Notes ANNUAL MEETING ELECTIONS
RSVP Workshop/Seminar: Budgets
July 9, 2019 Board of Directors
July 17, 2019 Discussion Notes
Education Session: Amending Governing Documents – the basics
August 6, 2019 Board of Directors
August 14, 2019
Education Session: Association Bank Loan vs. Special Assessment
September 21, 2019
RSVP Workshop/Seminar
Insurance Liability – Homeowners Associations’ Board of Directors & Common Areas
October 16, 2019
Education Session: Board of Directors Training
November 13, Board of Directors
November 20, 2019
Education Session: Enforcing Covenants
December 14, 2019 Holidays Observed – No Meeting

2018

January 17, 2018 Discussion Notes
Education Session: What You Should Expect of an HOA and the Procedures of Fiduciary Responsibilities of the Board and Homeowner Members.
January 23, 2018 Board of Directors
February 21, 2018 Discussion Notes
Education Session: Understanding & Amending HOA & Homeowner Property Line(s)
March 6, 2017 Board of Directors
March 17, 2018 (no discussion notes available)
Workshop/Seminar: Understanding & Increasing Assessments. §36B-1-114. Adjustment of Dollar Amounts
April 13, 2018 Board of Directors
April 18, 2018 Discussion Notes
Education Session: Hard & Loose Roads” e.g. black top & gravel
May 16, 2018 Discussion Notes
Education Session: Required Federal Tax forms for HOAs and
How HOAs Elect New Board Members & what HOA Boards must consider
May 30, 2018 Board of Directors
June 16, 2018 Discussion Notes
Workshop/Seminar: Duties & Responsibilities of Board of Directors and Introduction to HOA Budgeting
July 18, 2018
EPOHOA Election and Education Session: Tips Tricks & Secrets of EPOHOA’s Website
July 30, 2018 Board of Directors
August 15, 2018
Education Session: Parliamentary Procedures
September 15, 2018
Workshop/Seminar: Top Ten HOA Misconceptions of HOA Governing Documents
September 28, 2018 Board of Directors
EPOHOA Amendment: Name Change
October 17, 2018
Education Session: Annual Meeting Procedures
October 30, 2018 Board of Directors
November 7, 2018 (changed from the 14th)
Education Session: Reserves, Special Assessments, Raising Assessments, Budgets
December 5, 2018 Board of Directors
December 15, 2018 NO MEETING – in observance of the holidays

2017

January 18 , 2017 Discussion Notes
Education Session: HOA Q & A Alternate Dispute Resolution (ADR)
President’s Announcement
January 30, 2017 – Board of Directors’ Minutes
February 15 , 2017 – Discussion Notes
Education Session: HOA Maintenance Responsibilities—Common Area
February 22, 2017 – Board of Directors’ Minutes
March 25 , 2017 (Changed from March 18, 2017)
Workshop-Seminar: Do It Yourself Reserve Study. RSVP required.
April 12, 2017 – Board of Directors’ Minutes
April 19 , 2017 Discussion Notes
Education Session: Board Member Boundaries and Obligations
? Really – is an HOA Board responsible for everything ?
May 17 , 2017 Discussion Notes
Guest Speakers:
Mike Studholme – Mountain View Solar & legislation status
Shawn Walker – Emerald Ash Borer – Trees 101, LLC
Xavier Walter – Pleasants Power Plant vs. Energy Efficient West Virginia
Brandy M. Reed – Capital Reserve Interest Rates – CNB Bank
May 30 , 2017 – Board of Directors Minutes
June 17 , 2017 – Election, Board of Directors
Education Session: Unlicensed Unregistered Vehicle
covenants, enforcement, state law
July 6, 2017 – Board of Directors Minutes
July 19 , 2017 Installation EPOHOA Board of Directors’ Officers & Discussion Notes
Education Session: panel discussion with guest speakers from Berkeley & Jefferson County Sheriff’s Departments – Bob Ayrer, Moderator
August 16 , 2017 – Discussion Notes
September 6, 2017 – Board of Directors Minutes
September 16, 2017 Workshop/Seminar
“HOA Financial Management – Collections” w/Q&A
Guest Speakers:
Presented by: Chris Stroech, Arnold & Bailey, PLLC
Kelly Daniel, Collections Manager, Clagett Management, LLC
September 26, 2017 – Board of Directors Minutes
October 18, 2017 Discussion Notes
“The EPOHOA Mission Statement: “Sharing Information – Increasing Knowledge” What have YOU/WE learned this Year?”
This session is relative to a year [2017] in review
November 15, 2017 Discussion Notes
December 13, 2017 – Board of Directors Minutes
December 16, 2017 – Holiday Greetings from the President
no meeting – holidays observed

2016

2016 EPOHOA YEAR IN REVIEW (broadcast 1-3-2017)
January 13, 2016
Education Session: 2015 EDUCATION SESSIONS IN A NUTSHELL – a review. Presenter: Richard Sussmann
February 17, 2016

Education Session: TRACKING A WV BILL—a basic tutorial. Presenter Nance Briscoe
Homeowners Homework due May 18, 2016
March 19, 2016

Guest Speaker: Colonel Shaun J. Perkowski, Wing Commander of the 167th Airlift Wing
Flying Operations Explanation & FAQ
Education Session: HOA ETHICS: the health and well being of good leadership
April 13, 2016

Guest Speaker: Herb Peddicord, WV Division of Forestry ‐ Chesapeake Bay Watershed Presentation

Education Session: SOCIAL MEDIA & HOW IT IMPACTS HOAs – a great Internet tool for any association, but only when used correctly. Presenter: Nance Briscoe

Homeowners Homework due May 18, 2016 (extended indefinitely)
May 18, 2016
Homeowners Homework extended indefinitely

Nominations Committee Presentation – Terry McSweeney, Chairman

Candidates Announced: Bob Ayrer, Anne Wandler, Robert Finch and Michael Carroll

Guest Speaker: Bret Hersh – review of non profit exemption 2016 Senate Bill 54
June 18, 2016
Annual Meeting – Election and resulting Board of Directors’ Minutes
one 3-year term director position – must be an HOA Member in Good Standing

Education Session: Attorney McWilliams of Trump & Trump, DELINQUENT ASSESSMENTS, RULES & GUIDELINES followed with Q&A
July 13, 2016
Announcement of 2016-2017 Officers

Education Session: Matt Pennington – MS4 (Municipal Separate Storm Water System) and what it means to homeowners, how billing rates are developed and deployed beginning with Berkeley County.
August 1, 2016 Board of Directors’ Minutes
includes remaining four scheduled Education Sessions
August 17, 2016

Education Session: Board Leadership: Conducting an Effective Orientation Program
CAI Webinar Video, Presenter: Margey J. Meyer, CMCA, PCAM, president Community Association Dispute Resolution Experts (files available at Workshops/Seminars)
September 12, 2016 Board of Directors’ Minutes
September 17, 2016

Insurance Workshop Seminar: Liability: Homeowners Associations’ Board of Directors & Common Area. Presenter: Allen Hudson, SAHOURI Insurance, VP of Commercial Insurance (files available at Workshops/Seminars)
October 12, 2016 Discussion Notes Only, no quorum
HOA Transparency & Document Retention with Q&A. Presenter: Nance Briscoe (files available at Workshops/Seminars)
October 24, 2016 Board of Directors’ Minutes
November 14, 2016 Board of Directors’ Minutes
November 16, 2016 DRAFT
Education Session: Beat Delinquencies: Ways to Collect Past-Due Assessments with Q&A. This session replaced a previously scheduled CAI webinar of the same name. Presenter: Nance Briscoe (files available at Workshops/Seminars)
November 21, 2016 Board of Directors Minutes
December 12, 2016 Board of Directors’ Minutes
December 17, 2016 Holidays Observed – No Meeting
EPOHOA 2016 December Holiday Greetings from the President

2015

2015 EPOHOA YEAR IN REVIEW (broadcast 1-4-2016)
January 21, 2015 cancelled – snow storm
February 18, 2015
March 21, 2015
April 15, 2015
May 20, 2015 with
Nominations Committee Presentation
Outline 3-5-7 member board, staggered terms, proxy, etc.
June 20, 2015
Annual Meeting Registration – Ballot – Proxy

Education Session: Workshop: reserve study to learn what the projected costs are for maintenance of the common area, most importantly, roads
July 15, 2015 EPOHOA
August 19, 2015

Education Session: Annual Meeting Notices – Procedures & Recommendations
September 19, 2015
October 21, 2015

Education Session: Adopting Resolutions vs. Amending the Governing Documents
November 18, 2015

EPOHOA correspondence to WV State Tax Commissioner

Education Session: Knowing the Answers – Challenge Questions
December 19, 2015

Education Session: Fiduciary Duties & Responsibilities

2014

January 15, 2014
February 19, 2014
March 15, 2014
April 16, 2014
May 21, 2014
June 21, 2014

Discussion Notes, No Quorum
July 16, 2014
August 20, 2014
September 20, 2014

NO MTG – Workshop only
October 15, 2014
November 19, 2014
December 13, 2014

2013

January 16, 2013
February 20, 2013
March 16, 2013
April 17, 2013
May 15, 2013
June 15, 2013
July 17, 2013
August 21, 2013
v2 Legal Policy – PASSED 8.21.2013
September 21, 2013
Berkeley County Council reply to Spring Mills, and

Berkeley County Subdivision Review Summary
October 16, 2013
November 20, 2013
December 21, 2013

Holidays Observed – No Meeting

EPOHOA 2013 December Holiday Greetings from the President

2012

January 18, 2012
Guest Speaker: Ed Smith of Jefferson County Emergency Services Agency (JCESA)
February 15, 2012
Guest Speakers: Angela Banks, Jefferson County Tax Assessor
Gearl Raynes, Interim Berkeley County Tax Assessor
Legislative Update: Upon request by EPOHOA, Senators Snyder and Klempa introduced Senate Concurrent Resolution 38, requesting the Joint Committee on the Judiciary to study whether the State of West Virginia should revise its current Uniform Common Interest Ownership Act.
- HB 4465 was introduced by Kump & Ellem requesting counties protect liens filed by HOAs in the event offoreclosures;
  HB 2515 was introduced by Hunt and Shaver relating to liens for assessments on common interest HOA property;
  SB 98 was introduced by Senator Sypolt exempting HOA fees from consumer sales and service tax;
  HB 2740 was introduced by Doyle, et al, to allow solar panels in HOA communities and make covenants againstinstallation of panels unenforceable;
  HB 2741 was introduced by Doyle, et al, exempting solar energy from property taxation;
  HB 4383 was introduced by Klempa allowing DEP zone waived by affected water intake owners.
March 17, 2012
EPOHOA Hosted – Jefferson County Contested Candidate Forum
April 18, 2012
EPOHOA Hosted – Berkeley County Contested Candidate Forum
May 16, 2012
Guest Speaker: Neil Gillies, Cacapon Institute – urban lands, including HOAs, contribute a certain amount of the total load of the Bay’s pollutants of concern (nutrients and sediment) in stormwater runoff – Cacapon Institute will be funded through the WV Bay Implementation Grant to work with up to three HOAs to pilot a Community Environmental Management program.
June 16, 2012
Guest Speaker: Colin Williams, Vice President of Sales & Marketing, Mountain View Solar
July 18, 2012
Guest Speaker: Brett Hersh, owner of HBS Tax – enrolled agent with the IRS and is licensed by the US Treasury Dept. to represent taxpayers before the IRS for audits, collections and appeals. He spoke to the EPOHOA on HOA tax related issues and specifically clarified HOA tax reporting requirements of the IRS.

July 18, 2012 PRESIDENT’S BRIEF
August 15, 2012
Guest Speaker: Matthew Pennington, Region 9, Chesapeake Bay Coordinator
September 15, 2012
Legislative Review Sub-Committee update—
October 17, 2012
Legislative Review Sub-Committee update—
November 21, 2012
no meeting – no minutes – Thanksgiving Week
December 1, 2012
Legislative Review Sub-Committee update—
EPOHOA 2012 President’s Greeting

2011

January 19, 2011
Guest Speaker: Jonathan Sherman from Berkeley Home Technologies
February 16, 2011
March 19, 2011
Guest Speakers: Art Hanson – Nation of Neighbors and
Lyn Widmyer & Frances Morgan, Jefferson County Commissioners
April 20, 2011
May 18, 2011
Guest Speaker: Craig Bartoldson representing Gallery HOA and The Martinsburg Journal
June 18, 2011
Guest Speaker: Ed Thomas, CMCA, AMS, PCAM,

Past President of Community Associations Institute (CAI)
July 20, 2011
August 17, 2011
Guest Speaker: Joe Brown from Patriot Land and Wildlife Management Services – Potomac River Environmental Stewardship
September 17, 2011
October 19, 2011
November 16, 2011
December 17, 2011
Guest Speakers: Ed Thomas of Property Management People
Delegate Larry Kump, WV Legislature
Berkeley Council Person William (Bill) L. Stubblefield

2010

January 20, 2010
February 17, 2010
March 17, 2010
April 21, 2010
May 19, 2010
Guest Speaker: Toni Milbourne, Jefferson County EMS and Ronald Fletcher, Citizens Fire Company
June 16, 2010
July 21, 2010
August 21, 2010
This quarterly breakfast meeting takes the place of the August 18th meeting.
September 15, 2010
(agenda – typo dated 9.21.2010 Tuesday)
October 20, 2010
Guest Speakers: Terry L. Walker, WV Delegate, 56th District and Debbie Royalty of StopPATHWV
November 17, 2010
Guest Speaker: Debbie Royalty of StopPATHWV, and

Sgt. Ronald L. Fletcher of the Jefferson County Sheriffs Office
December 18, 2010
unavailable

2009
JCOHOA BEGINS ….

August 19, 2009
The Jefferson County Organization of Homeowners Associations, Inc. was incorporated in the State of West Virginia in August 2009 under section 501(c)(3) of the Internal Revenue Code.
September 19, 2009
October 21, 2009
The Crystal Lake Property Owners Association won their court case concerning taxation of their common property. HOAs will not have to pay taxes on their common property in the future. This is an issue we should have all been involved [with] and it is to the credit of Crystal Lake that they pursued this on their own.
November 18, 2009
December 19, 2009

We need your help: WVOHOA minutes that are unavailable are being requested from attendees who may have a copy – please send them to the WVOHOA Webmaster or surface mail to P.O. Box 911, Charles Town, WV 25414

WVOHOA minutes & discussion notes are provided solely for informational purposes, and no reader should rely on or use them as legal advice or counsel.