Personal Notes, HOA Meeting 08-21-2019
HOA Meeting Notes 08-21-2019
Directors Present: Chris Andre, Dave Quinsey, Ed Wenz, Tom Wright
Directors Absent: Scott Kiefner
FirstService Residential: Chelsey Chapman
Inspector of Elections <unknown contractor>
Annual Meeting
49 ballots were cast, so the required quorum wasn’t met to hold the election, including the election of the member of the board of directors.
The contractors serving as the Inspector of Elections asked those in attendance if they had submitted ballots. They asked the board if they had voted. Director Dave Quinsey hadn't voted, so he appeared to add his ballot bringing the total to 50.
52 ballots will be needed.
The annual meeting (election) will be reconvened Sept. 11, at 2pm at the office of FirstService (pdf) to open and count ballots. <Presumably the HOA will again have to pay the contractors handling the election for the additional meeting.>
Regular Meeting started 6:45 pm
Reports: <note: there was little discussion>
HOMEOWNER FORUM
#1
Homeowner said there was a citation against the HOA on the previous agenda. When the meeting was canceled, he requested information about the citation from the HOA, but they refused. He said we should be able to get that information since we pay the bills.
Dave Quinsey said the landscape company is paying for the citation. Chelsy Chapman of FirstService said the homeowner should be able to see the citation. She suggested perhaps Richard Ford wanted the board to discuss it first. The homeowner said that Ford said he had to site his authority to review the citation (see below).
When the previous meeting was canceled, why wasn’t an email sent to homeowners? Dave Quinsey said that there wasn’t enough time to send an email. The homeowner objected, saying that it was posted in Facebook at about 3pm.
Homeowner asked if irrigation technicians were still working. Chris Andre said, yes. Homeowner presented photos of HOA landscape near his home that is bare and the irrigation capped. He said it doesn’t meet code and doesn’t follow the CC&R requirement to maintain landscape. Directors thanked him for showing them. He said that he brought it to their attention a year ago, then since that time the irrigation was capped. He showed one photo of debris consisting of dead plant material that he said is a fire hazard. He said there is a lot of debris.
#2
Janet spoke on behalf of the social committee. She welcomed the new homeowners in attendance. She said she is trying to bring a positive attitude to the meeting but it is challenging.
She said landscapers are doing an outstanding job.
Chris says it may take another 30, 60, or 90 days or more to fix the issues. Homeowner #1 said he’s been complaining about it since 2012.
She said the social committee has $3600, but there is no money available on the credit card. Janet said that they have turned in all of the receipts. She said it is embarrassing when there is nothing on the card. She is unable to check the balance. Kyle Whissel has been very supportive. Directors said they will fix it.
END HOMEOWNER FORUM
Reserve and Excess Operating Reserve Investment Recommendations pulled from calendar.
The rest of the consent calendar was approved without discussion. Chris abstained, The other directors approved.
Fence Maintenance Correspondence--staining HOA wood fence: Ed said, a proposal is still forthcoming. Because we may approach the rainy season, another vendor who already provided an estimate may be used. The matter was tabled. Ed Wenz said homeowners may be able to independently get a discount with the company, hopefully AFTER the work is completed for the HOA.
2019-2020 Draft Annual Operating Budget: Dave said there is an error in the assessment. It will be $220 per homeowner per month, effective October 1. Chris is concerned about budgeting for irrigation maintenance. FirstService suggested waiting for the completion of the assessment of the irrigation. Approved unanimously.
Two were repaired, the 2nd were enhancement proposals reviewed by the landscape committee. For example, proposal to plant cactus has been removed (it had been requested by the Habitat Manager), two water pump repairs. Approved unanimously. Ed Wenz said that he wants warranties tracked.
They announced the conclusion of the meeting. Homeowner #1 said that they hadn’t discussed the agenda item regarding the City violation citation.
Chelsey Chapman said that the board met and discussed the contract during the executive meeting, where O’cconnell, the landscape company, agreed to pay the citation.
Chris, there was an irrigation line break, it needed to be addressed. Dave said they didn't fill out some required forms.
<Note: Prior to the meeting I acquired the citation (click below) that the City issued to the HOA. The accompanying letters describe the failure of the HOA to respond, as well as noting a history of landscape problems.>
Click this image to see the citation and letters.