HOA Board Meeting 2/2/2023

MEETING AGENDA Present: Grant Duncan, Tanya Hinckley, Jonathan Hinckley, Tim Walker, Doug Burton

I. Director Updates A. Finance 1. Jan. 1, 2023 - $12,296.57 in the account. 2. Had a few additional payments from sales and some delinquent dues payments that came in. 3. Had four or five units last year that didn’t pay dues. 4. Grounds maintenance expenses are larger due to tree removal and trail resealing 5. Grant to follow-up with past due homes before we include their past due balance is added in with 2023 dues B. Grounds C. Architecture 1. No big updates just need to get with a house on the corner of entrance to neighborhood that has the metal barn gate attached to fence. 2. People have been good so far about people submitting any external alterations D. Communications 1. Michael still getting Doug some more documentation on how to update the website - Platform is GitHub 2. Got the domain name updated/renewed. 3. Email forwarding is all set up for directors. 4. OCR completed on the bylaws and covenants

II. Budget Review/Approval (Director of Finance) A. Can we up the initiation fee to $350? Discuss at the annual meeting. B. Vote to approve budget passed C. Docs from Tanya/Jonathan can go up on the website

III. Dues & Timeline for 2023-24 A. Next round of payments are due April 30, 2023 B. Current dues at $165 C. Directors voted to increase dues by 5%. New annual dues amount is $173

IV. Date/Location of Annual Meeting A. Targeting Saturday, May 13 at 1pm.

V. Additional Items/Submitted Topics (the below were provided be an HOA member who requested confidentiality) A. Review of exterior alterations 1. Although I don’t serve on the Architectural Committee, I have been seeing exterior alterations to homes that I suspect aren’t being submitted for review. HOA members should be periodically reminded of the first clause of Article V – Architectural Control in the Covenants, Conditions, and Restrictions: “No improvements, alterations, repairs, excavation or other work which in any way alters the exterior appearance of any property within the Properties or the improvements located thereon from its natural or improved state…shall be made or done without prior approval of the Architectural Control Committee.” B. Periodic fence maintenance - Maintenance Agreement 1. Likewise, there are fences that are not receiving periodic maintenance and repairs that were stipulated in the maintenance agreement as part of Architectural Committee approval. Examples are the fences at 315 Meadow, 30 Jessie, and 25 Alexander Court. C. Article VIII, Section 9 - Trailer parking 1. The new owners at 225 Meadow Drive are continuously parking a utility trailer on the side of the house visible from the street. In Article VIII – Restrictive Use, Section 9 in the Covenants, Conditions, and Restrictions: “No house trailer, recreational vehicle, trailer, or commercial vehicle shall be parked on the lot or in the street, for more than a 24 hour period of time.” At the least, they should be asked to move the trailer to the backyard so it is not visible from the street.

Additional notes

  • Doug went through the bylaws and converted so they are now searchable. Will upload to the website.
  • Agreement amongst the board to increase annual dues to $173. Vote passed
  • HOA Dues sheets to get mailed out by the end of this month. Grant to handle mail merge and send to Doug.
  • Once meeting minutes from tonight’s meeting are complete, Grant will send to the entire HOA via email along with a reminder of bylaws. Doug will include an additional reminder key bylaws to be included in the dues mailer