Meeting Notes 09-OCT-2008 WEB

8/14/2019 Meeting Notes 09-OCT-2008 WEB

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Stonegate HOA Board Executive MeetingOctober 9th, 2008

6:30 PMCaldwell Free Methodist Church

1. Openinga. 6:30pm Roll Call

i. Present: Jim Porter, Jennifer Scottii. Late: Karla Baker, Brent Orton, Amanda Gigray

iii. Apologies: Alicia Brown2. Neighborhood Forum

a. The following were suggestions/comments from the homeowners present: Vanand Carol Lybyer of 4014 Stonegate Pl, Carol and Harry Thompson 3822Stonehedge Way, Mary Lammon of 4007 Stonegate Pl, Joanna and BradleyBartrop of 4002 Stonegate Pl (I did not get the names of those present until laterin the meeting):

b. Joanna Bartrop 4002 Stonegate Pl asked for a refund of the $5 fee that wascharged by MGM. This fee was incurred because the HOA bill was being sent tothe previous owner how had passed away.

c. There was a comment by HOA member on cars parked on the streetd. Trees need to be replaced flowering plums grow welle. Rock driveways

i. Ms. Scott said her driveway was approved by the ArchitecturalCommittee

ii. Are others being approved?iii. Are these allowed?iv. Should we require a certain type of material for these such as gravel or

asphaltf. Garbage cans should be obstructed from viewg. What is the number of drive through that MGM conducts for adherence to the

CCNRs to be productiveh. Whether we should stay with MGM

i. Mr. Porter discussed that the Board does not know if they will keepMGM at this points, but the Board will not make that decision withoutinput from the homeowners

ii. One member said they felt that raising the HOA dues 6% to pay forMGM is a good thing, to not have to do all the mailings and enforcement

iii. Another member asked if these services are worth the moneyiv. Another member said that the services are not worth the money and that

$120 is enough to pay in HOA duesv. Mr. Orton commented that we should look at our options of other services

and pricesvi. Ms. Baker suggested that we look into these options and present this

information to the Boardvii. Member commented that the taxes for the HOA are easy to fill out

viii. Member commented why do we need a management company

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ix. Member commented that with collections of delinquent dues, these dueswill pay for the management company

x. Member asked who would the present Board take care off collection ofdelinquent dues, small claims court

xi. Mr. Orton commented that it is hard to judge if the collection ofdelinquent accounts by MGM will pay for MGM services due toinconsistent billing

i. How do we get more people involved?People who dont want to or cant attendmeetings can go to the website or email.

j. Is there a second set of CCNRs and if so, we need to establish which is currenti. Action Item: Ms Baker - Find second set of CCNRs and establish the

current setk. Are rentals allowed in our subdivisionl. Member commented that they are glad to see the management company, and that

the last HOA meeting was something like 2 years ago, then they didnt hearanything

m.Ms. Gigray commented that the annual meeting being held in summer was not agood time and suggested we have the annual meeting in January

n. The former treasurer of the HOA asked Ms. Gigray if the $150 transfer fee wasbeing collected when homes transferred ownership. Ms. Gigray responded thatshe hasnt seen enough of the records yet.

o. Basketball hoops can not be left on the sidewalk, this is a City Code Enforcementrule

3. Financial Mattersa. Past due collection strategy

i. Ms. Scott stated that she wanted to wait until the MGM attorney meetingto write up the payment plan, and asked to pass this on to someone who

can attend this meeting. Mr. Orton said he could go and Ms. Gigray saidshe could helpii. There are two homes which have asked for a payment plan: XXXX, and

XXXX.iii. Motion: Ms. Scott motioned the Board reply to XXXX to accept the offer

of paying $360 by November 1st. Second: Mr. Orton. Vote: Unanimouslyapproved.

iv. Motion: Ms. Gigray motioned that the Board reply to XXXX with thepayment plant of $30 per month for 8 months (to cover the Januaryassessment). Second: Ms. Scott. Vote: Unanimously approved.

v. Action item: Mr. Porter will contact MGM for the above two motions.b.

Board action to change signers on Wells Fargo account(s)i. Ms. Gigray went to Wells Fargo and couldnt get any information

because she was not listed on the account. In order to place the newmembers on the account, the old signers need to bring the new signers tothe bank, and there is no need to bring HOA minutes.

ii. Motion Mr. Porter asked that the new signers be Ms. Gigray, Mr.Orton, and Ms. Baker. Second: Ms. Scott. Vote: Unanimously approved.



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iii. Comment made that the Board can change to bylaws to require that twosignatures be mandatory if the bank wont enforce.

iv. Ms. Gigray had 4 different banks with their options for the Board toreview if the Board chose to change banks for the Wells Fargo Checkingand Savings accounts

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US Bank, Bank of the Cascade, Intermountain Community Bank(ICB) and Home Federal2. Of the four banks, Ms. Gigray recommended ICB was the most

compatible for the HOAs needs.3. Motion/Action Item: Mr. Orton motioned:

a. 1st For Ms. Brown to take $500 from the Wells Fargochecking account and give to Ms. Gigray to deposit andopen a new checking account with ICB. 2

nd For Mr.

Brown to close both the Wells Fargo checking and savingsaccounts and write a check for the balance of theseaccounts payable to Stonegate HOA and give this check to

Ms. Gigray for Ms. Gigray to deposit into the new ICBaccount. 3rd For Ms. Gigray to look into savings accountoptions for the next meeting and the legalities with MGMand the US Bank checking account. 4th If Ms. Brown isnot available to make the above transactions, the approachMs. Nightingale. Second: Ms. Gigray. Vote: Unanimouslyapproved.

v. Motion/Action Item: Mr. Porter motioned that Ms. Baker open a PO Boxfor the Stonegate HOA and to bring the receipt to the next meeting.Second: Ms. Scott. Vote: Unanimously approved.

vi. Motion: The Board directs Ms. Gigray, as the Treasurer of the HOA toask how and/or with what authorization that MGM opened the US Bankchecking account, and for MGM to provide documentation for this action.Second: Ms. Scott. Vote: Unanimously approved.

vii. Action Item: Ask attorney is the above is legal.c. Income and Expense Statement

i. Motion: Mr. Porter asked Ms. Gigray to summarize the MGM financialdocuments for future meetings. Second: Ms. Scott. Vote: Unanimouslyapproved.

d. Budget preparation for 2009i. Need to get budget ready for 2009

ii. Need to make a decision on renewing MGMs contract by December 18th.4. Financial Reporting (MGM)

a. Refer to motion under 3.c.i5. MGM Board Packet for September

a. Two homeowners request for payment arrangements (see 3.a.iii through v)b. Landscaping bids

i. Ms. Scott requested the Board obtain a bid from Urbco.ii. Mr. Orton requested the Board go back to Jdub and ask if he can meet or

beat present bids.



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iii. The Board will obtain 1 more bid and vote next monthc. Fall and winter drive-thrus

i. Action Item: Mr. Porter asked that Ms. Orton make a checklist for walkthrus.

ii. Can go in teams for November, December, January, February and March(months not covered under MGM contract)iii. Motion/Action Item: Mr. Porter will tell MGM that the Board does notwish to pay for winter drive thrus. Second: Mr. Orton. Vote:Unanimously approved.

d. Time limit reached for 4 delinquent assessment certified lettersi. This item was tabled for the next meeting.

e. MGM signing as Architectural Review Committeei. Motion/Action Item: Mr. Porter directed Ms. Baker to send MGM a letter

to request they discontinue signing letters as the Architectural ReviewCommittee, and to ask MGM to please submit for the Boards review anycases which require certified mailings or escalated actions before MGM

proceeds. Second: Mr. Orton. Vote: Unanimously approved.ii. The Board wishes it to be clear that this is the first official board packetthat the Board was able to review before further certified mailings weresent. From now on, the Board will review and approve certified mailings.

6. Current Businessa. Retention pond repair, estimate and recommendation

i. Mr. Orton explained the following: Water rises in the pond when theadjacent canal is running. We will need to expose the seepage bed andremove the humus, then backfill with sand to above the water level.When we know the sand is above the water, we can top off with soil andplant grass. We may have to move the slope towards the property line, but

not in the easement. This is to keep the pond capacity at the same volume.Mr. Orton had placed phone calls to two excavation companies, and hasnot yet calculated volumes, and will get estimates to present and the nextmeeting. Jdub will not need to cut down cattails.

b. Irrigation manhole on Stonegatei. The city may fix this manhole by replacing it with a new manhole or

cleanout, or we can replace the grade rings and lid right with watertightgaskets.

c. Electrical on sigh at Stonegate entrancei. Mr. Orton and Ms. Gigrays brother will look at this. Ms. Gigray called

and electrician and was told that they would charge just to come out and

look, and that the problem may be the ballast.ii. Ms. Gigray stated that getting a responses was hard for the arborists, butmet with one and had suggestions for replacing the dead trees with easierto maintain trees. She suggested a spring planning day wherehomeowners could help. We need to prune, remove the dead trees andreplace them, and replace the bark in the front of the subdivision.

d. Report on banking services See 3.b.iv.



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e. Common area sprinklers and bark cleanup Jdub is still looking for thereplacement valve for the irrigation. The clean up of the bark is tabled untilspring

f. Refunds due on assessment overpayments Mr. Porter reported these refundsshould be send out the September

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Signing of taxes Mr. Porter signed the taxes.h. Communications of the Boards concern with XXXX See 3.a.iv.7. Board Discussion

a. Retaining MGMs servicesb. Action Item: Mr. Orton will look into management options.c. Action Item: Ms Scott will add to the newsletter to ask homeowners what they

think of MGM.8. Close

a. The next regularly scheduled meeting will be at 6:30 P.M. on November the 13th,2008 at the Caldwell Free Methodist Church.

b. 9:52 P.M. Motion: Mr. Orton motioned to adjourn the meeting. Second: Ms.Scott. Vote: Unanimously approved.


Documents

Meeting Notes 09-OCT-2008 WEB