Personal Notes, HOA Meeting 09-18-2019
HOA Meeting Notes 09-18-2019; 6:35 pm
Directors Present: Scott Kiefner, Dave Quinsey, Chris Andre, Ed Wenz
Directors Absent: Tom Wright (arrived at 7:38 pm)
FirstService Residential, Richard Ford, Senior Community Manager; and Chelsey Chapman
Reports--no discussion
HOMEOWNER FORUM
Homeowner submitted an application to build a patio cover two weeks ago, Ed said they should have an answer next week. He received an email that they would get a response within 90 days. The HOA acknowledged that they received his application.
Submitted landscape plans 6 weeks ago. Changing grass to artificial turf. The plans were denied. Architect said it is required to have 50% plants 50% artificial. Board said the artificial turf is treated as plants. The Design Review Committee will review it. The architect does not make the final decision.
Which HOA is responsible for the landscape below Calico? HOA response: Have your attorney ask.
Did the HOA pay additional money for the 2nd meeting to count votes? HOA response: Have your attorney ask.
HOA (Richard Ford) refused to give information regarding a citation even though his supervisor later said the homeowners were entitled to it. Homeowner then acquired the citation from the City. It was related to the HOA slope maintenance, and irrigation damaging the homeowner’s landscape wall when it was running over 8 hours per day over a week. Homeowner said that secrecy by the HOA is not a good sign.
The Social Committee has repeatedly brought up the issue with the credit card, and it should be addressed.
Landscape has not been fixed. Homeowner showed photos taken at different times to illustrate the deterioration at the Calico/Mirador intersection, and said other areas deteriorated as well.
END HOMEOWNER FORUM
Consent Calendar: Approval of minutes, Financial Statement, Lien Approval: All approved without discussion.
Fence maintenance correspondence:
Ed described the latest bids for the fence maintenance--power wash and two coats. Unanimously approved bid of $13,533.
Shared Cost Budget--Northstar share remains the same or will decrease slightly. It is still in progress.
Homeowner wants to install vinyl fencing to replace wood fencing. It will be discussed at another time.
Homeowner wants to paint the house a color that doesn't appear to be the existing color. Scott's recollection is that the Design Guidelines call for matching the existing color, so it would require a variance to paint it a different color. It will be reviewed.
Homeowner Correspondence:
O'connell Landscape recommending an additional water pump, and two/three controllers to bring the system back to full operation. The cost is “eighty nine forty five” <the board didn't explain if that means $89.45, $8945, etc> and “forty five twenty two.”
Northstar firebreak--they didn't explain the expense or what it was about.
Social Committee Expense Account: There were issues with the credit card not working and receipts not received. Janet turned in receipts for $1300 so the card has been refunded to that amount. FirstService attempted to get receipts from suppliers, but couldn't obtain receipts totaling $452 going back to 2017. Board voted unanimously to fund the card to $1800 without the missing receipts. FirstService hopes that they didn't lose the receipts. The board said that they didn't know there was a missing receipt and asked FirstService how to avoid this. Chapman said the statements appear in each monthly packet that the board reviews. Chapman provided Janet a tracking sheet. Chapman volunteered to use the tracking sheet herself. Chapman suggests Janet submit receipts by email, though paper receipts are required. Chapman also suggests that the social committee press vendors to supply receipts, not simply a quote. However, social committee should provide all the available documentation. Chapman said homeowners may ask how money is accounted for and the HOA needs to be able to show it.
Janet said that she understood the budget to be $3000. Chapman explained that the credit card is funded to $1800, but the budget is $3000.
Replenishment of the charge card will probably be done within 15 days upon receiving the receipts.
Dave said the social committee budget is $300 per month, total $3600. It doesn't have to be spent at $300 per month.
Social Committee asked how to pay tips. Social committee has been tipping largely from their personal money. Some of the vendors don't operate in a manner where they document the money.
Ed Wenz: Some new homeowners are not reviewing the Design Guidelines and it sometimes isn't apparent to the HOA that there is a problem until they have started the construction.
<Tom arrived at 7:38pm>
Scanning of Large Plan Submissions:
The current architect would charge $25 for scanning.
Homeowners can request the electronic version from their contractors, which is great, but it isn't required.
The Design Review Committee determines whether plans are referred to the landscape architect.
The HOA is getting better responses about Notices of Completion since the requiring deposits.
The board can use the website to pull the status of architectural plans, violations etc.
Chapman said she will review the HOA documents to see if they can require homeowners to pay all fees associated with processing by which they could require homeowners to pay for scanning of plans.
No action was taken regarding scanning submissions.
Holiday Lighting
Last year the HOA paid $1242.96. If scheduled early a discount may be obtained. <Unclear how early it must be installed to get the discount.> Budget of $1250 approved unanimously.
Board and Committee Lists: nothing was discussed
Next meeting October 16
Organizational meeting will be upcoming.
Election results
All Directors re-elected
Chris Andre 48
Scott Kiefner 61
David Quinsey 54
Ed Wenz 32
Tom Wright 45
Write-In
Melissa Johnson 5
Meeting ended at 7:53 pm