Good morning, Watson Run Residents!
Although almost everything around us is shut down, I can assure you that your Executive Board and management company are hard at work behind the scenes making sure everything is running as smoothly as possible and moving forward with projects we can do under the current circumstances! Here are the highlights of what’s been happening around the community:
The new flooring has been installed in the clubhouse and Woo-Cat has arranged for a deep cleaning and special treatment by a bio-technology company to eliminate any germs already living on surfaces which lasts for 90 days. We are hopeful this work will be completed by next week. Of course, we still have to wait to see the results since the Clubhouse remains closed due to the governor’s order.
The pool has been drained, repaired, and cleaned and will be refilled by the end of the week in preparation for the upcoming season.
Lawn mowing and other services provided by Dooley Pyne have resumed and will continue as scheduled, weather permitting.
Note – if you have any concerns or questions about Dooley Pyne’s care of your property, please email Woo-Cat. Please do not discuss your concerns with the lawn technicians directly unless they doing something unsafe on your property and it needs to be immediately addressed.
Email Communications in Watson Run – From time to time, the board and Woo-Cat have important information to share with the entire community. Woo-Cat maintains an email listing for all residents and they utilize a special email address for bulk mailings. Please be sure to update them if your email address changes. Some residents have mentioned that they do not receive the Woo-Cat community emails. If this is happening with your email address, please check to make sure the messages are not ending up in your Spam/Junk folder. Also, it may help to enter the Woo-Cat bulk email addresses as a trusted contact in your email settings (firstname.lastname@example.org and Info@woocatmanagement.com,). If you’re not sure how to check your settings or add this address, perhaps you can find a neighbor, an adult child, or a teenage grandchild to help you!
We have been trying to create a group email for the board to send out important/urgent messages directly to the community but having a lot of technical issues. For the time being, we have decided to let Woo-Cat send out the board updates using their bulk email system. However, if I need to contact individual residents by email or you need to contact me via email, please use my new HOA email address – email@example.com. Thanks for your cooperation!
Speaking of communications and email…If you need to contact Woo-Cat please email them (firstname.lastname@example.org); phone calls should only be made in the case of an emergency. Please allows up to 2 business days for a response. They receive a large volume of emails from Watson Run as well as other communities they manage so it may take time for them to respond. If you don’t get a response within 2 business days, feel free to email them again. If for some reason, you don’t hear back after a second email, you can try reaching out by phone. Please be respectful of their time and courteous in your communications with the staff at Woo-Cat. Thank you for your cooperation.
When communicating with board members, please use email unless it is an urgent matter. Board members are volunteers with busy lives so please be patient – an attempt will be made to reply within a day or two. It would also be appreciated if you refrain from asking board members questions at social gatherings or when you see them walking around the neighborhood. Please put your questions and concerns in an email so they can enjoy their leisure time. Thanks for your understanding!
Revised Rules & Regulations
During this shut down, the board has been hard at work revising the rules and regulations document after reviewing the feedback shared by the residents. Attached is the revised Exhibit F which was approved unanimously by the Executive Board and goes into effect on April 10, 2020. The new rules & regulations will be posted on the website shortly.
Note: Work is continuing on the Revised ByLaws which will be presented at our community meeting, date and time to be determined, where a vote will be held to accept or reject them.
Happy Spring! Stay calm, stay home, stay healthy until we can all see each other again!
Fran Cannon, on behalf of the Watson Run Executive Board
First, we wish to apologize to the residents that feel “bombarded” by unsolicited emails. One resident expressed their frustration by writing, “I did not provide my email address to receive the opinions of other homeowners. I, provided my email address to receive information directly from the HOA or for basic information concerning community events.”
To provide clarity, Woo-Cat Management will never provide your personal information to other homeowners. To answer a question, we received many times yesterday, homeowners received your email addresses when you provided your information to the newsletter committee, and associated committees.
Second, we want to make certain that only facts are provided to homeowners in order to weed through misinformation and assumptions. Woo-Cat Management did not draft the changes being presented to homeowners. Only the executive board has such authority. Woo-Cat Management is the keeper of the record and it would be a conflict of interest if we were also drafting the changes being presented to homeowners. However, Woo-Cat Management has a duty to all homeowners to bring clarity when clarity is being requested.
Third, the biggest objection concerning the bylaw updates is a perception that the executive board is changing the language associated with the removal of an executive board member and/or officer. Essentially, as the documents stand now and are the current provisions of Watson Run, the executive board can remove an officer (president, treasurer, secretary) for any reason or no reason at all. The language is more restrictive for the removal of just an executive board member without an officer role.
In order to level the playing field for all elected executive board members, the updated documents place the same restrictions on the removal of any executive board member – not just officers. Without leveling the playing field, it may become difficult to fill officer roles if some executive board members are protected and others are not. The executive board agrees that all executive board members, regardless of office, shall only be removed by the executive board for cause. The attached document reflects such language. You will also note that two highlighted "yellow" sections in the attached 2020 Proposed Bylaw Revisions are the sections we have received the most questions about and the executive board has made updates.
Current governing document language (already in your governing documents):
4.07 Resignation and Removal. Any officer of the Association may resign at any time by written notice to the Executive Board. Any officer may be removed from office by vote of a majority of the directors at any meeting of the Executive Board. Any director who resigns or is removed as a director shall also be deemed to have resigned or been removed, ipso facto, from any office he may have held.
Fourth, the current governing documents already allow the executive board to make any reasonable changes and/or adopt further rules and regulations by simply allowing community comments.
Current language (already in your governing documents):
6.04 Rules and Regulations. Subject to Notice and Comment, the Executive Board may make, promulgate, amend, rescind and enforce compliance with such reasonable rules and regulations governing the operation, use and occupancy of the Units, the Common Elements and other portions of the Community as the Executive Board shall deem necessary or appropriate from time to time.
The governing documents currently mandate changes to the declaration and bylaws be provided to the community, a meeting scheduled to review and discuss, and a platform for rejections (exception for corrective amendments).
Amendment to the Bylaws shall be proposed by either the Executive Board or by Unit Owners having at least 20% of all votes in the Association. The proposed amendment must be reduced to writing and shall be included in the notice of any meeting at which action is to be taken thereon.
Except as otherwise provided in the Declaration, the affirmative vote of Unit Owners having a majority of the votes shall be required to amend the Bylaws; provided, however, no such amendment shall be deemed approved prior to the Date of Termination of Declarant Control unless such amendment has been approved by the Declarant.
Any amendment to the Bylaws shall be subject to the provisions of the Declaration.
8.03 Corrective Amendments. If any amendment is necessary in the judgment of the Executive Board to cure any ambiguity or to correct or supplement any provision of these Bylaws that is defective, missing or inconsistent with any other provision hereof, or with the Act or the Declaration, or if such amendment is necessary to conform to the requirements of the Federal National Mortgage Association or the Federal Home Loan Mortgage Corporation with respect to planned community projects, then at any time and from time to time the Executive Board may effect an appropriate corrective amendment without the approval of the Unit Owners or the holders of any liens on any Unit, upon receipt by the Executive Board of an opinion from independent legal counsel to the effect that the proposed amendment is permitted by the terms of this Article.
If you wish to visit the current governing documents in their entirety, please visit the website:
Please click on, “Watson Run Covenants”
Scroll through to the “Bylaws Section.” We are not separating the current governing documents out because we want homeowners to see the governing documents in their entirety. The only proposed changes being made are to the rules and regulations and the Bylaws. If it is not being requested for amendment, the provision does not change.
The main intent of the executive board making governing document changes was to take out references to the Declarant (now that the executive board is vested with overseeing the community), clarify language, and make updates suggested by other homeowners.
We appreciate the opportunity to provide clarity to homeowners and respectfully ask that homeowners only send emails to other homeowners they know will be receptive to receiving such emails. Many homeowners only provided their email addresses and phone numbers to the newsletter committee and associated committees to receive official community information – not thoughts and feelings regarding community misunderstandings and/or conflicts. Homeowners may also notify senders to remove them from their email lists if they feel inclined. All homeowners will have an opportunity to voice their opinions at the annual meeting.
If there are further questions or comments, kindly email them directly to: Support@WooCatManagement.com so we can preserve the record.
Dear Watson Run Homeowners:
The Watson Run Homeowners Association wishes to invite you to the Annual Voting Meeting, which is scheduled for Monday, April 6, 2020 at 7:00 PM at Pequea Valley High School – Auditorium (4033 E Newport Rd, Kinzers, PA 17535). Homeowner sign-in will commence at 6:15 PM. Please note this packet has several important informational sheets. Below, please find the table of contents and applicable explanations:
Page 1: Annual Meeting Notice & Table of Contents
Page 2: Self Certification of over 55 Homeowner Occupying/Owning Home
Page 3: Candidate Information Sheet (please complete the Candidate Information Sheet if you wish to run for one of the three open board seats). Please note that the only current board members, that are up for reelection, running for re-election, are Dan Sweeney & Fran Cannon.
Page 4: Official Voting Proxy (please only complete the PROXY form if you CAN NOT make the annual meeting).
The purpose of the annual meeting:
To make the election as fair as possible, the Nominating Committee has decided to allow all interested homeowners to run for the executive board. All interested candidates will be given 3 minutes at the annual meeting to introduce themselves to fellow homeowners. If you are interested in running for a position on the Executive Board, please complete and return the enclosed Candidate Information Sheet as outlined. WCPAM will be sending out interested candidate(s) biographies and resumes to the community ahead of the annual meeting.
Executive Board Members serve as volunteers without compensation, and a considerable time commitment is necessary to serve effectively. The community is going through a developer transition and executive board members will be expected to attend frequent transition meetings. Executive board members are required to attend monthly executive board meetings, as well as other planning sessions.
The election of the (3) open seats will be by secret ballot at the meeting, either in person or by proxy. If you are unable to attend the annual meeting, please complete the enclosed Proxy form and mail/email it to Woo-Cat Management or provide the Proxy to another attending homeowner to submit on your behalf.
Meeting minutes are posted once they are approved at the following board meeting. WCPAM can not post board meeting minutes until the executive board approves them. Thank you for understanding!