HOA Board Meeting
3-19-24 – 6:30 pm
Michelbook Country Club, Gallery Room
There were 10 in attendance including 5 voting members of the Board. Handouts of the Committees and their members were available to those attending.
The business meeting was called to order at 6:29 pm.
The minutes of the Annual Meeting on 1-23-24 and the minutes of the Organizational Meeting on 1-27-24 were previously approved by a majority of the Board.
The Treasurer’s report was read by Roger Pence, President, and was reviewed and accepted by those Board members present. As of 2-29-24 we have a Savings balance of $19,211.40, and a Checking balance of $52,051.64. We initiated a 6-month CD in January of $20,000.00 (transferred from savings) at a rate of 4.85%. We will be paying $1,500.00 to Tree Planet later in the spring to trim a River Birch near the creek. We will be obtaining bids to clear a downed tree behind the units on Driftwood. At the next Board Meeting we will review the first six months in detail and plan for the remainder of the year. Late fees are now being applied to any 2024 past due balances.
Roger gave a quick rundown of the Annual Meeting. Those minutes can be found on the website and Facebook page. He also reported on the Organizational Meeting where we voted on officers. They are: Roger Pence, President; Aleena Stephens-Tregarth, Vice President; Peggy Rouse, Secretary; and Dan Hickox, Treasurer. They are all now signatories on the First Federal bank account and CD.
The scrivener’s error (typo) in the Bylaws and the Article XIII amendment have passed by written ballots. They will be notarized and given an effective date in the coming weeks as determined by the HOA attorney. Peggy will be mailing letters to the local realtors to share this information with their clients.
The Executive Board will be meeting on Sunday, 3-24-24 to discuss having two (2) co-owners of a single property being able to serve on the Board of Directors simultaneously.
Under New Business, Peggy moved that the Board of Directors unanimously approve to remove those owners with current liens from the voting roles until their payments are up to date. Roger seconded the motion and it was approved by those Board members present as well as one absentee Board member.
Committee reports:
Architectural: Roger would like the Architectural Committee to develop clear processes and documentation regarding the disposition of each request. Each request should be scrutinized for completeness in scope, materials, dimensions, and specific area of the property to be modified. This should include photos, sketches or plans, color swatches, etc. The Committee must elect a Board Member Chairperson as well as a spokesperson to communicate the results of each decision to the requesting homeowner and the HOA Secretary. The Committee should have a records keeper or other clear documentation process as to how the approval/disapproval decision was made and what further information night be needed. The Committee should also consider developing category specific forms to make the Request process clearer and expedite the approval process. Peggy related that in the future the website will be used to send the appropriate forms to the appropriate committees, but that right now there was a problem with the website’s electronic forms, so they should either be mailed to Peggy or attached to an email to Peggy.
There are currently 3 Requests to Modify: Lot 16 – new roof; Lot 72 – awning; Lot 3 – outside deck.
Hospitality: Peggy reported that there is a sale pending on Lot 60 and that they hope to close by 4-26-24.
Landscape: Roger reported that the committee will be getting more bids on the removal of the downed tree behind Driftwood.
Maintenance: Malfunctioning street lights have been repaired by McMinnville Power and Light.
Roger has been talking with the city regarding who owns the sewers that run through the HOA. The city says the sewer lines (both 6” & 8”) that serve more than one lot are their property and under the maintenance of the city. Roger will be sharing the sewer maps that the city has at a later date. He will attempt to obtain current policies in writing from the City as to exactly what their liability and responsibility is. A homeowner’s responsibility needs to be clearly defined. Our current Bylaws (Chapter 9) are incorrect about HOA responsibility and homeowner responsibility and need updating soon to reflect current liability.
Roger would like to call for the formation of a standing committee to review the Bylaws and outdated language in the CC&Rs as the need arises.
Rich mentioned that the committee had agreed not to make any payments from the Reserve Fund for this year. So far, they are on track to accomplish that.
Parking: Peggy reported that the ad hoc committee is working at developing definitions and rewriting the Etiquette page and the Vehicle Tow Warning found on the website. We will also be offering some Parking Policy drafts for the Board to consider. Once a policy is accepted, the committee proposes to recommend changes to the Enforcement Resolutions reflecting the new Parking Policy. Ultimately, we are hoping to lessen the number of parking issues and complaints with understandable, clear cut rules.
Volunteer: If you are interested in joining the Volunteer Committee, please contact Don Dyer at 708-910-4595, don.dyer9876@gmail.com. It was formed to tackle maintenance and seasonal tasks by volunteers from the HOA. Don needs contact information of residents so he can gather volunteers for his committee. Peggy will request permission from her email contacts to give Don their information. Don will also give Peggy a writeup for the website and Facebook page asking for someone to check prices of odd jobs and find bargains.
With no other discussion, the meeting was adjourned at 7:14 pm.
The next meeting will be held on Tuesday, May 21, 2024 at Michelbook Country Club, Gallery Room at 6:30 pm.