Bi-Annual Meeting Minutes

Tuesday, May 2, 2023

7:13 pm to 9:18 pm

Call meeting to order - 7:13 pm (Brittnee Martinez, President)

1. Attendance:
   1. Board members present: Brittnee Martinez, President; Tom Dwyer, Treasurer; Melissa King, Secretary.
   2. Contractors present: Eydie Leighty (MyHOA-online.com).
   3. Homeowners roll taken: 23 with zero proxies, quorum achieved. 
   4. Guests present: n/a
      
      
2. Officer’s Report (Brittnee Martinez):
   1. Retroactive ratification of all meeting minutes as only two were previously noted in minutes as "reviewed" but no recorded vote to approve:
      1. Meeting minutes from Oct 17, 2022, were read and approved - Motioned, Seconded, Passed (MPS) (Melissa King, Kari Peterson, Tom Dwyer)
      2. Meeting minutes from Dec 6, 2022, were read and approved - Motioned, Seconded, Passed (MPS) (Brittnee Martinez, Kari Peterson, Tom Dwyer)
   2. Vote taken and passed to ratify and enter into the minutes all votes taken between meetings:
      
      Passed Voting Results Report - 2022-12-07 to 2023-05-02
      Account Name    Issue    Date Voted    Issue Title
      Northpoint at Maple Centre    17922    12/8/2022    2021 Tax Audit $2500 And 2022 Tax Audit And Return $1600--2022 1120H For Approval And Pres Signature
      Northpoint at Maple Centre    17965    12/17/2022    Permanent Year-Round Lights Under Outer Eaves
      Northpoint at Maple Centre    17922    12/17/2022    2021 Tax Audit $2500 And 2022 Tax Audit And Return $1600--2022 1120H For Approval And Pres Signature
      Northpoint at Maple Centre    17928    12/17/2022    Reimb Dana Tam 14.12 For Bike Parade And Give Mgt Blanket Approval
      Northpoint at Maple Centre    18077    1/21/2023    Fallen Tree Removal $250 Go Forth From Ops
      Northpoint at Maple Centre    18200    2/13/2023    ACC Request For Backyard Deck
      Northpoint at Maple Centre    17987    2/28/2023    Lien And Coll Warn-Vote For Lgl Demand Ltr And Lien-Still Owes Legal-PIF
      Northpoint at Maple Centre    18482    3/20/2023    $200 Egg Hunt Event Expenditure
      Northpoint at Maple Centre    18337    3/20/2023    Lien Rel Requ/Consult On Lien Costs Not Chgd In Error By J And M-Slp To Rel Lien N Coll Chgs
      Northpoint at Maple Centre    18321    3/23/2023    Outst Lien From J And M Needs Removal, Working W/Slp On Backcharges-Vote To File Rel
      Northpoint at Maple Centre    18516    3/24/2023    ACC Driveway Extension--Provisionally Approved.
      Northpoint at Maple Centre    18518    3/24/2023    ACC Driveway Extension Request--Provisionally Approved.
      Northpoint at Maple Centre    17690    3/27/2023    Vote To Establish Collections Policy SLP $400-425--Vote2approve Draft Pollicy
      Northpoint at Maple Centre    17690    3/28/2023    Vote To Establish Collections Policy SLP $400-425--Vote2approve Draft Pollicy
      Northpoint at Maple Centre    18519    3/29/2023    ACC Central Air Request
      Northpoint at Maple Centre    18407    3/30/2023    Proposal To Create Social Activities Committee - Initial Committee Memebr List
      Northpoint at Maple Centre    18525    4/10/2023    2023 May 2 Proposed Meeting Notice And Agenda For Board Review And Approval
      Northpoint at Maple Centre    18579    4/11/2023    ACC Driveway Extension Request
      Northpoint at Maple Centre    18570    4/20/2023    Homeowner Wishes To Restain Fence
      Northpoint at Maple Centre    18645    4/24/2023    ACC Artificial Turf Install In Front And Back Yard
      Northpoint at Maple Centre    18564    4/24/2023    ACC Fence Extension
      Northpoint at Maple Centre    18622    4/25/2023    ACC Request Patio And Walkway And Patio Expansion
      Northpoint at Maple Centre    18669    5/1/2023    ACC Request For Patio Cover
      Northpoint at Maple Centre    18787    5/2/2023    Fence Color Standard
      Northpoint at Maple Centre    18786    5/2/2023    Landscape Bids--Vote To Change From Goforth To Lunabella
      Northpoint at Maple Centre    18655    5/2/2023    Proposal For 10 "No Trespassing" Signage $400 From Gen Fund
      Northpoint at Maple Centre    18638    5/2/2023    HOA Fencing Repairs $1022 From General Fund
      
      Failed Voting Results Report - 2022-12-07 to 2023-05-02
      Account Name    Issue    Date Voted    Issue Title
      Northpoint at Maple Centre    17981    12/20/2022    Payment Plan Request To Make Dues Payment In Jan And June
      
   3. ACC review (Brittany Martinez, Tom Dwyer, Melissa King)
      
      
3. Manager's Report (Eydie Leighty, MyHOA-online.com):
   1. Reviewed balance of bank accounts.
   2. Reviewed Total Reserve.
   3. Reviewed Total Assets.
   4. Reviewed Outstanding Balances.
      1. 16 homeowners have balances.
      2. 1 homeowner has a lien filed against them.
      3. PayPal fees are a wash.
   5. Property tax – Increased more than planned.
   6. Tree removal (unplanned expense due to windstorm.)
   7. Electricity is running high (streetlights) – Eydie will investigate.
   8. General fund – $4,400.
   9. Question about reserve study (plan for assets to be repaired & replaced) – such as fencing, tree removal, irrigation systems.  The report is available via the MyHOA website.
      1. UL (expected life)
      2. RUL (remaining life)
      3. 2022 was our first reserve study with the new company.
         1. Years 2 & 3 are desk reviews.
      4. Question about the fence ownership – 
         1. 50% shared by HOA with HO for cedar plank fencing.
         2. Includes liability.
         3. Includes replacement.
         4. We need the reserve study updated to reflect the total lineage.
      5. Tom mentioned the existing rail fencing is optional to be kept per the city planning department.
         
         
4. Old Business:
   1. Amazon
      1. Concerns about the semi-trucks driving through the new road/neighborhood. 
      2. Suggest HO take photos and report to the city.
         1. Aaron - Amazon still needs to complete landscaping. 
         2. Suggested HO reach out to city planning. Brittnee offered to investigate it.
             
5. New Business (Melissa King, Secretary):
   1. Landscaping
      1. A new landscaping company will take over effective June 1, 2023, by LunaBella Landscaping LLC.
   2. Bark
      1. Beds/shrubs – suggest we don’t plan for at this time.
      2. Play chips – plan for 2023 (consider adding to reserve study.)
         
         
6. Open Board issues to review:
    
   1. Large tree quote for assessment
      1. Tom working on a revised study.
   2. New fence stain colors have been approved.
      1. Sherwin-Williams
         1. WoodScapes Polyurethane Semi-Transparent: Cedar Bark SW 3511
         2. WoodScapes Acrylic Solid: Ember SW 3029
      2. Melissa will add the information to our Facebook page.
      3. Existing fencing stains are grandfathered in; however, re-staining will require the new color.
      4. From now on, staining should be the new color.
      5. The Board will need to decide against communicating the new color.
   3. Compliance with HO responsibilities
      1. Brittnee - Monthly drive-through with compliance reviews.
      2. We want to maintain our property values.
      3. MyHOA can send postcards.
      4. HOs can open tickets via MyHOA when there is a concern.
   4. Irrigation issues (Brittnee)
      1. Roundabout & corner near the newly opened road:
         1. The water main broke under the road going up the hill near the apartments.
         2. The city shut off the water main and refused to repair it.
         3. It is costly to bring in water by Cedar River
         4. We should consider changing out landscaping in 2024 for these areas to be drought-resistant.
   5. Drainage issues reported by HO near the Little Park
      1. Brittnee requested a quote from a vendor – no response.
      2. Asked HO to report any new issues for board review.
   6. Large tree review:
      1. It was agreed only to pull in an arborist when a tree dies or is a safety concern.
   7. Scotch broom (Melissa):
      1. Maintain by keeping them trimmed back.  Consider 2024 budgeting for removal.
   8. No trespassing signage:
      1. Per Tom, the insurance agent suggests install for liability purposes.
      2. $400 for 10 signs (Tom says he can install them himself.)
      3. City hall requires installation on HOA property IF enforcement is needed (fence posts, vehicle blocking posts).
      4. Call in user 14 – asking if we can require the city to put in a public park with the new apartments.  Brittnee says we can request it; however, it doesn’t appear in the city plans.
      5. Tom – suggests a compromise to have the signs ordered $400.
      6. Motion by Tom, 2nd by Brittnee, motion passed.
   9. Fence repairs for broken/missing split rail (estimated $1k):
      1. Motioned by Brittnee, Melissa 2nd, motion passed.
      2. Melissa will reach out to Estate Fence to schedule repairs.
   10. Electricity overage in the budget:
       1. The budget is based on a month that had low usage.
   11. Water overage in the budget: 
       1. Melissa will ask LunaBella to keep the grass tall during warmer months and implement a water conservation strategy with our irrigation (less frequent longer soaks).
   12. Taxes overage in the budget:
       1. The previous years did not include all HOA-owned properties.
   13. Fence Ownership:
       1. Terence - recommends that the HOA has an annual review of the shared fence and identifies any concerns/negligence.
       2. Have a standard of maintenance shared costs.
       3. Caller 14 (Susan Boelens) suggests we require HO to stain the fence. 
       4. The board would need to update the CC&Rs.
       5. The board will need to have further discussions.
          
          
7. Next HOA Meeting:  December 5, 2023