Meeting of the Stafford’s Farm HOA Board of Directors 6/30/2022
Board Members Present: • Michael Schulte: President • Tim Walker: Architecture • Tanya Hinkley: Treasurer • Doug Burton: Communications
Others present: • Brent Bachorik • Jonathan Hinkley
Agenda Items Discussed:
- Review bids for walking trail maintenance
Bids (of sorts) received from Donnie’s, Paving Plus and Janelle’s. Only Paving Plus had a total amount in their quote (quote redacted); Donnie’s was a “per unit” quote, and Janelle’s lacked detail, with an “approximate” quote of (quote redacted). Given that the walking path is about 13,300 square feet, and Donnie’s quote for sealing was (Quote redacted), it appears that Donnie’s was the most reasonable quote. There was some discussion about what repairs are absolutely needed, and what can wait until next year or later. Michael therefore made a motion for the HOA board to do a “walking assessment” of the trail, estimating the amount of cracks and other repairs needed, and submit the additional assessment to Donnie’s for an updated quote, not to exceed $5,000. Tim seconded and the motion carried.
- Review findings on local HOA management services
- Discuss proposal for membership vote on an assessment increase to utilize association management and improve reserve funding
The above two agenda items were discussed more or less simultaneously. By-laws state that there is a 5% limit on annual dues increases without convening a special meeting, with 2/3 approval of all households required for any greater increase. Board discussed need to increase dues to cover cost of HOA management service ($5/household/month, or $60/household/year, $2700 total) as well as to build up our reserve funding. Board also discussed using “directed proxies” to ensure that we get a quorum for the special meeting; this would consist of a detailed proxy form with the actual items being submitted for approval by the membership. The proposed plan would be to mail out the meeting notice (30 days advance notice required), with directed proxies included in the mailing, and “a few days” before the meeting, see where we stand with regards to the quorum as well as the 2/3 approval. If necessary, the board would then go door-to-door to get the required number of proxies and/or attendance commitments to achieve a quorum. With any luck, we will also meet our 2/3 approval requirement (30 households) before the formal meeting. Motion was made (Michael) to propose raising the annual dues by $85, to $250, to cover the $60 management service fee and an increase of $25 for the reserve fund, and put the increase to a vote by the membership, with directed proxies. Tim seconded, and the motion carried. Michael will draft a cover letter and submit to Board for review.
Additional Discussion Items
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Doug raised the issue that the walking path trees need trimming. Tim volunteered to schedule a work party later in July (since he normally handles the trees behind his house.) Doug and Brent volunteered to help (and others?)
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Brent raised a question about the grass growing in the cracks in the streets in our neighborhood. Tim said we are due for repaving, since it is almost 20 years since the development was established, and that he would call the town offices to ask about getting this done.
There being no further items to discuss, the meeting was adjourned at about 8:15.