HOA Board meeting 11/13/17

Members attended: Christina Quick-President, Dianna Villigan-Treasurer, Harmony Cendroski-Secretary, Michael Douglas-Rules Committee Representative

Location: Mid Continent Public Library 7:00pm-9:00pm

  1. Financial for 2017
  • Current net balance checking/savings =11688.29
  • Savings =5247.30
  • Checking=6240.99
  • YTD we have spent 33,437.05
  • Biggest expense is the pool (roughly 6000) Utilities and pool maintenance was 4700.
  • Attorney’s fees were 3300.00
  • HOA supplies were over 1200.
  • Other: over 1500 (bank charges/postage/social committee, etc)
  • Repair/maintenance/lawn was 1700
  • Board members discussed that majority of these expenses were incurred from Jan to June.
  1. Discussed the need for someone/volunteer to take care of the pool, ie: skim the pool, vacuum pool, check chemicals, empty trash on nightly basis, etc. Leisure world takes care of the major maintenance of the pool.
  2. Christina recommended trying to locate paperwork to identify who built the extension of the pool and see If it is under warranty. That may be helpful in the near future as it has been said the newer part of the pool is in worse cosmetic and structural condition than the older part. This was something Renee had voiced concerns about during the boards transition.
  3. Suggestion was made to have a “pool log” for lawn care people to sign in and volunteers who take care of the pool to sign as well as they come in. All members of the Board agreed this was a great idea and will work to implement this by spring time.
  4. Discuss the need for accountant to do HOA taxes. Used Lane Accounting in Smithville. (it was a little over 300 last year). All Board members feel this is a reasonable price. Dianna will schedule preparation when appropriate.
  5. Christina asked that when Dianna schedules the annual tax preparation to ask the accountant to prepare a quote for an annual or bi-annual audit.
  6. Discuss if residence are late on HOA fees and a lien is filed the homeowner will be responsible for the annual due, a $25 late fee, a $25 release fee, and the reimbursement fee to the HOA for the $40 lien fee.
  7. Reviewed current status of HOA dues paid.
  8. Michael from Rules committee joined the HOA meeting. It was discussed with that the committee member(s) do not have voting power, but that their role is to make recommendations to assist the Board in making final decisions (per CCRs and direction of HOA attorney after initial review of document). HOA board does have voting power. Nothing in our CCR’s or Bylaws is interpreted by the board as currently giving the committee representative voting power, but that this can be brought to a vote amendment if necessary.

Michael was vocal and stood his position that the interpretation as they read the Bylaws they do have a vote. The Board agreed they would clarify with the HOA attorney. The board did agree with Michael, regardless of the current outcome of voting status once it is clarified with Jennifer, that we need more representation, more members on committees, etc.

  1. Discussed the color of a homeowners’ roof being not in compliance with the CCR’s. The board had decided we are not going to ask them to replace the roof. It is unclear if the resident received prior approval from the previous board. Michael verbalized he was disappointed by this decision. The board acknowledges it is challenging to make these types of decisions with the CCRs being vague and have room for interpretation. After researching “weatherwood” and “weatherwood in color” it appears there are various colors of such depending on the manufacturer, etc.
  2. Discussed that the rules committee questions that the “board” is voting and they may not agree with how we vote as they think it is what we “like”. They would like more people to vote. Michael is concerned about the outbuildings, he is not a fan.

The board stated that we vote not by interpreting the definitions but by the black and white rules and if they are not clear and direct we are doing our best to interpret them as intended. He is also concerned that if somewhere down the line if someone wanted to put up a “manufactured home” then what will stop them if the house meets the criteria…The Board agreed this is a good point and we will pass on to the HOA attorney for clarification.

  1. Discussed the December 3 meeting and the agenda. There will be an updated financial breakdown provided to residents. There will be no votes at this time because we have not met the 30 day guideline for a vote nor is there anything prepared to vote on.

Jennifer Fain (HOA attorney) has our current CCRs and what is believed to be the current Bylaws for review along with the previous Amendments that are still pending a vote due to the transition of the new board. In the recent past Mr. Chevalier recommended maybe the attorney look at the proposed amendments’ as well to ensure they are organized and stated appropriately and clearly; the board submitted them for review upon his request. We plan to discuss the information provided by Jennifer at the meeting with residents.. Attorney is going to provide the board prior to the December 3rd meeting what she recommends should be changedin the CCR’s and Bylaws for the HOA to be sustainable, productive, and effective for our neighborhood. Obviously any of these recommendations would have to be voted on to become a change (that will not occur Dec 3rd).

  1. The question was asked by Michael if we can do special assessments if needed. Like the pool or whatever comes up if, the HOA didn’t have the money then it would be split up between all of the homeowners.
  2. Rules Committee wants to know and recommends possibly the need to increase the HOA dues to meet cost of living changes, inflation, etc. They feel it is necessary. They feel it needs to be put to a vote. The Board agrees that this is a valuable discussion to have with residents.
  3. Question about the entrance off of F highway being not pleasant to look at. It is owned by someone so we can’t really do anything about it. Maybe rules committee can contact the owners at find out what their intentions are for the lot. (1401 NE 183rdSt.)
  4. Committee was wondering about the pool. They want to know about someone getting a certification? Who would be liable if someone messes up the chemicals and a child gets hurt, etc. We will discuss this and find out if neighborhood wants to have a volunteer or hire someone. Rules committee met last night, November 12, 2017. Can individual HOA board members be sued? We will find that out as well from Jennifer.
  5. In reference to the Rules Committee meeting; Christina asked Michael to please get with Kent to make sure they put together meeting minutes for distribution. It was stated that all meetings should have minutes on file.
  6. Discussed we are not using green tags at the recommendation of the HOA attorney. Larry had given Rules committee some. When there is a clear violation of a CCR there needs to be proper documentation and notification of such to the resident. A green tag does not constitute as such.
  7. Financial needs permission to pay Leisure World. 830.90 and 727.34 is other total. Board approves paying these bills. They are the last bills for Leisure World this year and were delayed invoices by Leisure World due to computer system malfunction.
  8. Pool roof 3 Bids discussed and board has agreed on moving forward with either RSG roofing or Metro Restoration pending the response to a few outstanding questions. Both are local to Smithville. This process has taken some time as the current board has been working to locate the previous bids that were done and collecting a new one to ensure we had 3 estimates for comparison. The previous board had earmarked money already received from an insurance claim for the replacement in the amount of approx. $1500.00. All current estimates for the pool house fre available upon request.