Minutes of HOA Board Meeting on June 13, 2022

  • Commencement: Meeting called to order at 7:05 p.m. with board members Anna Urman, *Brian Mazuc, Dan King, Elizabeth Loevner, Eric Kerby, Erika King, *Hunter Lang, and Jim McDonald, in attendance.  *Attended remotely.
  • Previous Meeting Minutes:
    • Approved May minutes
  • New Business
    • Virtual Meeting Guidelines: Guidelines adopted by a unanimous vote of the board
    • Trash collection: uptick in complaints regarding failed pickup lately. NextDoor post indicated monthly fees ranging approximately $100-$175/quarter; will research options regarding community contract; caution regarding the administrative burden/community buy-in
    • Missing bus stop sign: work still underway, will check back in a couple month
    • Monthly meeting schedule: will continue with current schedule (2nd Mondays)
    • Community Picnic & Food Drive: approximately $300-$400 to purchase grill versus $75/year to rent; board votes to approve picnic committee purchasing grill up to $500
  • Treasurer’s Report
    • Main expenses: AC guidelines and dues payments mailings, approx. $465 PayPal fees for dues payment processing, $250 QuickBooks license (15 months), $1,065 legal invoice
    • $16,905 payments received in total to date for 2022
    • Audit status: last audit conducted in 2016; approximately $5,000 for a professional audit or can convene volunteer committee (not made up of board members)
  • Architectural Control (AC) Committee
    • AC Guidelines community review – comment period open until June 30th
      • Initial disposition of comments to be identified by the AC committee, with review/discussion by board on final deliberation in special session of the board
      • Revisited discussion about procedures for modifying the AC guidelines and whether they require a vote by the board or the community; this topic has been addressed previously, voted on by the board, and presented to the community (see October 2020 annual meeting minutes); the board will complete final disposition of community comments and vote to enact revised guidelines; Jim McDonald requests his dissent be noted for the record
        • Jim expressed his view that the proposed addition of four fencing materials conflicts with the Declaration of Covenants’ “harmony of external design” language and should require a vote of all homeowners; the rest of the board members do not share this view
        • Jim proposed the board consult with an HOA-knowledgeable attorney to ensure we proceed in the correct way; a majority of the board felt the process underway complies with the governing documents and consulting our attorney on the matter would not be fiscally responsible
      • Any objections to the revised guidelines as written should be submitted in writing during the comment period
  • Common Grounds/Playground Committee
    • Playground Maintenance: quotes ranging $3,150 to $4,000 to replace fabric filter, weeding, mulching, and removal of downed tree limbs; additional $500 for poison ivy; unanimous vote to move forward with C&D Landscaping for $3,150
      • harsh chemical for poison ivy – would need to close park 2-4 weeks after spraying; will forgo at this time as poison ivy is not currently in the park
    • Park path: Pursuing new quotes; 2 companies have indicated the entire path would need to be torn up and rebuilt
    • Playground equipment: need to obtain quotes to begin planning for potential replacement
  • The Villager
    • June edition of The Villager – need to follow-up with editor
  • Other Business
    • Pending tickets/action items
      • Ticket #757686 – no response from homeowners
      • Ticket #251337 – need to visually confirm complaint
  • Upcoming events
    • Picnic & Food Donation (September 10th)
    • Fall Yard Sale (September 17th)
    • Annual Meeting (October 17th)
    • Santa Visit (December 17th)
  • Adjournment:  9:06 p.m.
  • Follow-up Action Items
    • Anna: contact previous audit committee to see if they will participate again
    • Anna: identify and purchase grill for community
    • Anna: reminder on Facebook regarding AC guidelines comment period
    • Anna & Brian: follow up regarding the Private Streets committee
    • Dan: research trash collection options
    • Eric: post virtual meeting guidelines
    • Eric: follow-up with editor re: The Villager
    • Eric: email blast re: deadline for AC guidelines comment period
    • Eric: written letter to homeowners who have not responded to ticket #757686
    • Erika: send scheduling request to volunteers for picnic planning
    • Erika: close comment form for AC guidelines on 7/1
    • Hunter: pursue contract with C&D Landscaping and obtain recommended frequency for on-going maintenance; coordinate with Anna for payment
    • Hunter: post to Facebook with park maintenance timeline once contract is established
    • Liz: Ticket #251337 – obtain photos to visually confirm complaint