Sky Island HOA Annual Meeting
Minutes
/date: October 25, 2016 7:00pm
/ /place: YMCA, Sumner WA
call to order / Ted Rogers called meeting at 7:03pmprevious minutes
recorder / Kristin Betenson, Secretary
present / Ted Rogers, William Frederic, Kristin Betenson, Kenn Fidler, Steve Kartchner Phyllis Fikar , Richard Muller. Julie Seislove, Sky Island Community
absent
acc members
Agenda topics
Topic: New Board Members
/ /presented by: Board Members
report / Introduced the new board members to the Sky Island Community.conclusion / Ted Rogers (president), Kristin Betenson (Secretary), Steve Kartchner (Treasurer), Bill Frederic (Maintenance Monitor), Phyllis Fikar (Member at Large), Ken Fidler (Member at Large),
Topic: Street Parking
/ /presented by: Ted Rogers
issue 1: / We had one resident request a little extra time to move a vehicle. The board decided to approve it. Extending them 5 more days. The vehicle was moved before the 5 days was up.Topic: HAlloweEN
/ /Issue 1: / Discussed not having police patrols this year for Halloween and the community shared with us how traffic had driven through our children down 180th and 181st in Div 1 on Halloween Evening. We decided it would be in the best interest and safety of everyone to hire police officers to block off Sky Island for a few hours to help keep everyone safe for a fun evening.
Topic: Budget
/ /presented by: Steve Kartchner
Issue 1: / Steve Kartchner will be taking over Treasure responsibilities!Issue 2: / Informed group that we met with Scott from TPM at our last Board Meeting to discuss the budget.
Issue 3: / Discussed with Scott from TPM the possibility of rebidding our landscape contract and having a longer contract so we could get a larger discount.
Issue 4: / The board been looking in to doing a Reserve Study to help us forecast where we need to spend our budget in the upcoming future. We will be working on having a Reserve Study done as soon as possible.
Topic: Maintenence
/ /presented by: Bill Frederic
report / Met with Builder about nature trail/park and determined it will belong to the city not Sky Island. They will also be putting in some picnic tables and benches in the nature park. Once paths are in then we can determine what other work we may want to do. Road will connect with Panorama West. No Gate gate is going inTed pointed out the amount of dog poo that has been left behind in our parks recently. Please let’s all be considerate and pick up after our four legged friends!
Q&A
/ /presented by: Open to Homewoners
issue 1: / Q. How much money is in our reserve fund?A. $101,227.25 Budget was handed out for community to see and approve at meeting.
Issue 2: / Q. Do we have a quorum?
A. No.
Issue 3: / Community expressed to the board the importance of having police officers block the street on Halloween and told us about what it was like before they blocked the streets. Board determined it was worth hiring officers to block the streets for everyone’s safety.
Issue 4: / A community member was concerned about Tract E. We informed everyone that it was on our list of projects. Bill had already been out there to inspect it and determine that it needed some TLC.
Issue 5: / Ted communicated with the group that we(the board) are happy to respond to complaints within the community. We just need everyone to make sure they log a complaint in writing to Total Property Management and then they send it on to us right away and we will respond.
Issue 6: / Q. Is TPM still driving through community to check folks properties?
A. Yes, they do the board gets a monthly report from them.
Issue 7: / Q. What is TPM’s process for notifying the community? Discussed Total Property Managements process for contacting the community when there is an issue with a property. Are they still making a phone call before sending a letter or are letters going out first?
A: Ted said we would look in to this and find out. We want our community to look nice as one member said “ A little honey goes a long way!”
Issue 8: / Ted mentioned that we don’t want neighbors to feel like they are getting in trouble because of each other. We all need to work together to follow the CCR and then the AAC’s.
Issue 9: / Q. Questions about trees came up during the meeting and what to do about them. A builder planted trees that violated the 25ft rule. When it’s over 25ft and blocking a view then the tree will need to be trimmed by the homeowner. If you have a tree that is over 25ft and not blocking a view then it will not need to be trimmed
Issue 10: / ACC has final decision over trees being planted if it’s going to be over 25ft tall. It was mentioned that some community members have planted trees without approval from the ACC.
Issue 11: / A member of the community wants to see the tree complaints taken care of. Especially trees that have been planted without approval. The board is happy to address currently relevant issues. We cannot go back and fight battles that are done & approved. We would like to handle these concerns quickly if possible and move forward.
Issue 12: / Q Where can I get a copy of the CCR & ACC Guidelines?
A. Please go to our Sky Island Home Owners Page: http://www.skyisland.org/ and click on Documents
Issue 13: / Q. Who owns the fence that goes down the middle of the property between houses?
A. The fence between houses are shared.
ISSUE 14: / Q. Several questions on the Nature Park and trails (see Action Items).
A. The trail from 104th to the intersection with 176th will not be ADA compliant. It is a ‘primitive trail’.
VOTE: / We voted on the 2017 budget. Moved and Accepted
ELECTION: / Voted Steve and Phyllis officially to the board. Accepted
Action items / Person responsible / Role
Visit the city again on Nature Park and get the following questions answered, then post the answers on the web site:
a. What signage can the city install to control parking in the lower 176th Ave E cul de sac? Safety issue for emergency vehicles.
b. Will the trails be ADA compliant?
c. Will the city own the park, or will it be HOA owned? If city owned will they set rules for use of it similar to Alan Yorke playground, or what? Gathering place for nefarious actors? Ensure they know that the HOA can best be responsible for the park. Quite times. Trash collection. Homeless control. / Bill Frederic / Maintenance Monitor
Get final resolution on the stains for the two divisions and update the ACC's with the ACC Chair (Shirley). Establish a plan for spring staining and present to the board for a decision (My goal is for our December meeting). / Bill Frederic / Maintenance Monitor
Tract E. Sort out what is going on there with the fences, gates, dumping, mowing. / Bill Frederic / Maintenance Monitor
Discuss TPM’s process for notifying homeowners when there is an issue. (ie. Phone Call, Letter) / Board of Directors / Board
Ensure the police barricade 181st and 97th in DIV 1 as they have done in previous years. / Ted Rogers / President
Initiate the annual audit if we didn’t have a quorum. The new board should examine the last audit summary for our education and we should proceed with the required audit at an appropriate level. / Steve Kartchner / Treasurer
Assign someone from the BOD to be the focal for the tree complaints. The Board will still need to vote on complaints. / Board of Directors / Board
CLOSING ITEMS