October 26th, 2021 HOA Board Meeting


Lane, David, Eva, Melissa, Chris

Officer Duties

  • President
    • Meetings & Agendas
    • Resident Communication (ie: website, emails, social media)
    • Budget
    • Everything else?
  • Vice-president
    • By-Laws & Covenant Enforcement
    • ACC
  • Treasurer
    • Finances
    • Dues Collection
  • Secretary
    • Meetings
      • Scheduling
      • Minutes
    • New resident welcome/contact
  • Member At-Large
    • Vendor Contracts
    • Volunteer Outreach
    • Special Projects

Website Updates

  • Meeting minutes – post on website as long as we have a member portal OR without vendor contract and financial info if we cannot have a member portal
  • More resident resources? (ie: trash day, ACC approvals, snow removal, mailbox program, treasurer reporting) 
  • Member login – this would be the easiest option
    • What should be public vs. private?
  • Lane requested everyone review and send ideas/updates
  • Next Door/FB link
  • List of vendors that we currently use
  • Proxy form

Snow Removal

  • Reviewed history on what city’s process is (primary vs secondary street plowing)

Mailbox Expenditure

  • Should we give full accounting?
  • Chris proposed: HOA handles 100%; if someone is misusing (sprinkler system, weed whacking, bees, etc) or does not report issues that cause damage, HOA no longer is responsible for repairs/replacements – Chris to submit written policy for discussion
  • To policy – include what happens when a box/post is damaged by a car, etc

Things we need to work on:

  • Volunteer organization
  • Financial Transparency 
    • Currently provide budget and a YTD in Nov
    • In mtg minutes, treasurer’s report to include monthly income/expenses, current bank balance
    • State Policy says we have to provide all financial documents upon written request, but board agrees its not necessary to post vendor contracts, every payment, etc.
  • Dues reimbursement – per Chris, we cannot legally do this – have attorney review?
    • If paid, must state your specific duties and cannot vote on items related to those duties?
  • Enforcement standard practices
    • FIRST: David send Violation letters (create template for easy use) 
      • Violation from covenants
      • Will follow up in __ days
    • David add to his ACC spreadsheet for tracking purposes
    • Process steps
    • Discuss all issues at monthly meetings and decide on next steps
    • The letter process needs to focus on direct covenant violations, permanent structures or exterior violations
    • At time of home sale, if we have documentation that we’ve reach out regarding violations, Eva can include those items in her notes to the title co. – do we need to have a monetary amount associated with this in order to recoup at time of sale?
    • Reach out to Lee (?) homeowner that has experience with liens
  • Regular meetings
    • Each board member will present their report (ie: Treasurer’s report, ACC report, etc)
  • Communication vectors
    • Who is responsible? Lane
      • Website
      • Next-door – use for sharing from a personal perspective 
      • Email
      • Facebook – use for general announcements 
        • People can comment on our posts but cannot add their own posts

Budget

  • Chris’s sidewalk proposal?
    • Approx $15,000 to fix all necessary sidewalks in neighborhood (~$75/household)
    • If we do a special assessment, we only need majority approval at the in person meeting
    • Chris made a motion to plan on $75/household special assessment for sidewalk repair and present at the Nov meeting
      • Eva proposed to present current expenses and future costs along with the assessment option 
      • Lane asked Chris to find out cost of HOA property only and then propose separate cost for personal sidewalks
      • Chris revised to say we propose two options: one time assessment for all sidewalks OR common areas only which would be included in the budget (common areas need to be done in 2022 regardless)
        • Lane seconded this motion
        • Approved 

*Chris left at this point of the meeting*

  • What are our savings goals?
    • Create separate reserve savings account 
    • At end of 2021, we will be over budget by $1000, but made this up by collecting extra outstanding dues and added extra $2400 from reserves line item
  • Vote on landscape vendor
    • Brightview approved
  • Budget
    • Reviewed all expense line items
    • Will adjust common area maintenance depending on what number Chris gets on the common area sidewalk repairs only 
    • Will submit worst case budget with common area sidewalk only and then a special assessment for the rest of the sidewalks (will email along with mtg reminder)
  • Meeting:
    •  Start with major projects, planned repairs, social events
    • Will not vote on budget but will open up for feedback

Future Projects or large item repairs:

  • Rip rap around ponds
  • New fountain
  • Electrical under sidewalk
  • Something with apartments
  • Irrigation in front
  • Playground