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Board Meeting Agenda and Minutes for 05/26/2021                 

Call to Order: 6:07 pm

1)      Attendance

Board Members Present:

·         Doug Bunting (President)

·         Grantley Martelly (Vice President)

·         Michael Yi (Secretary)

·         Angela Seo (Treasurer)

·         Brenda Goodson-Moore (Board Member)

Contractors Present:

·         Eydie Leighty (HOA Property Manager)

·         Michael Leighty

Homeowners Present:

·         None

Guests Present:

·         None

 

2)      Old Business

 

Last meeting minutes are being approved online remotely. Need to vote to enter all online votes into the minutes at the next meeting.

 

Accomplishments:

New Landscaper

Utility for street lights has been transferred to city of Auburn

Park and related lots transferred to HOA

Website up and running (Contracted w/ MyHOA as new HOA mgmt.)

 

Communication with homeowners – email, Facebook, MyHOA

        Eydie access to Facebook Page completed

                        Not an admin though; admin access not needed for now

       

MyHOA Website

                Number of registrations (14/56 registered)

                                1 account per lot

                22 homeowners don’t have any contact information

                                Print up letter and drop off door-to-door to encourage registration

 

Fee and fine schedule

Compliance policy posted on HOA website

Liens

o   No collection policy is in place at the moment

o   1% fee per month – need to adjust this to incentivize fees to be paid

o   Advised: 2yrs worth of dues before filing a lien

o   Can send lien warning at any time

 

Financial Overview

Waiting on final bank statements from J&M

Balance is up to date on website

Placeholder for unaccounted balance on the books

1 year worth of expenses is captured on the website

 

3)      New Business

ACC

·         Few people send in requests

·         What is the HOA’s stance on ACC

o   ACC requests are necessary regardless if its visible or not according to CC&R (i.e. any changes to the lots)

o   Anything that’s constructed (i.e. retaining walls, concrete patio)

§  Minor landscaping is not required

o   If unsure, just file a request. Want to make sure there isn’t a negative impact on neighbors

o   Home owner must verify their own permit requirements

o   Need to communicate out to neighborhood that ACC is necessary

·         Violation for unauthorized changes

o   Board has capability to retroactively approve ACCs

 

Board Meeting protocol – Robert Rules (template given)

·         Call meeting to order

·         Secretary takes attendance

o   Ensure you have quorum (25% or more present for owners or majority for board) to take votes (except to fail a budget which is 51%)

·         Follow template

 

CCR

·         Variances are put in place for garbage/recycling/yard

 

Communication with landscaper

·         Contact Eydie to contact landscaper

 

Community Park

·         Usage with respect to dogs

o   Lack of proper cleanup after dogs

o   Landscaper takes care of dog station and park garbage

o   File issue if the homeowner is known; will issue post card

·         Damage and Repair

o   Work underway

 

Welcome Committee

·         Brenda to lead, Grantley to assist

 

4)      Action Items

·         Eydie to draft full collection policy for liens and fees

                        Late fee

                        Trigger for liens

·         Eydie to send out card to neighborhood to remind about ACC

o   Voted by board: unanimous agreement

·         Doug to review CCR violation forms and compile recommendation together in 1 month

 

5)      CCR Reviews

·         Issue 11865: Closed. Grandfathered in. Eydie to make contact to explain reasoning. Board voted unanimous approval to grandfather in. Highlights necessity to clarity rules and regulations.

 

6)      ACC Requests

·         Issue 11878: Re-issue reminder

 

7)      Other

·         Reserve study recommended for finances

o   Do for this year for next year’s budget

o   Limit at $900/yr for next 3 years, built into budget

o   Voted, unanimous approval

 

Meeting Adjourned: 7:41 pm