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