Shadow Run HOA Meeting Minutes
October 23, 2013
The meeting was called to order at 6:35pm by Marie Swita.
Present: Lamar Lindy, Anita Overton, Marie Swita, Brenda Schuhmacher, Elena Peterson, Steven Rhoten
Guests: Brenda Schuhmacher who attended to answer any Audit questions that board might have.
Appointment of new officer to replace Board member #3:
· Marie made the motion to appoint Elena Peterson to serve and finish Ken Malone’s term.
· Marie appointed Brenda Schuhmacher to serve as Secretary in Elena’s place.
Minutes: There were no September minutes to approve. Elena did not get them out in time for the meeting.
Treasurer’s Report:
· Anita presented the Profit/Loss Budget Statement, Reconciliation Detail, HOA Balance Sheet, Customer Balance Summary and new Homeowner contact list to the Board. Anita informed the board that liens will be placed on four more properties if assessments are not paid in the next two weeks. They have been notified or will be notified by the Attorney of the possible lien.
· A copy of the Audit was sent to each board member for them to review prior to the meeting. Anita will keep a signed copy of that Audit Report on file. Board members had no questions concerning that Audit.
· Anita attended the annual state CAI meeting in Bellevue WA. There she learned that since January 2012, HOA’s are supposed to have a Reserve Fund Assessment done by a Reserve Fund Specialist. At that time Shadow Run opened a reserve bank account. The board directed to have Anita make some calls and find out how much this will be and names of those contacts in WA State.
Committee Reports:
· ACC: There was one paint chip sample submitted and Okayed by the ACC committee.
· Welcome: Magnets with website and HOA phone number will be ordered. If they arrive in time, may be they will be placed in the January billing statement. Marie is getting pricing from Vista Print.
· Activities: Elena has started the BOO for Halloween and it seems to have taken off as there is a number of homes with BOO on the doors in all parts of the subdivision.
· Landscaping: Steve, Elena and Marie talked about Heritage coming out to pick-up leaves in the subdivision so that there is no grass damage when the snow falls.
Rules and Regs Committee:
· A letter from Steve Moen was received about dog waste in his yard. He was advised to call Code Enforcement or try and talk it out with the neighbor if known.
· Brenda sent out the Did You Know letters to over 14 homes last month about various violations asking them to put away garbage cans, move trailers, trim vegetation away from the fence for the fall, reminder of spring painting, etc.
· Because of the City of Kennewick Code enforcement intervention, the pick-up truck has been removed from the Suarez residence. Due to continuing fines, they have put their boat into another storage facility for the winter.
Landscaping and Community Enhancement Committee:
· Sue has planted plants on the Monument sign for the fall.
Old Business:
v Padlock in Swing Park. Mike was supposed to get estimates to fix. Not in attendance tonight.
v Picnic bench in Swing Park. There will be no more equipment put in the Swing Park. Vandalism continues and it’s time to stop replacing fixtures in that park.
v Financial Options to liens, streamlining and Small Claims Court update: Anita found from this last CAI meeting that Small Claims court was not going to be an option for residents with liens. Our system of having the HOA Attorney send them a letter has been a good deterrent and majority of residents then start making payments to Anita. She suggested we continue liens as they are now, but please streamline and minimize the paperwork involved in payment programs. Marie made the motion to change liens to one years in arrears in excess of $250.00 and Elena seconded. The motion passed.
· Marie would like to get the new playground equipment issue out of Old Business once and for all. She has received information/prices from various playground equipment companies and has picked out a set that will accommodate all ages instead of just kids over 5 years of age. This time of year equipment is on sale and depending how much is ordered, shipping which is very expensive, may be free.
§ Marie talked to a certified playground installer and found there were two options for installation. His company and crew and tools used or use neighborhood labor with the certified installer directing the neighbors for the labor. There would have to be a guaranteed number of laborers who could spend one to three days putting in equipment until it was done. Marie did not get cost differences because the gentleman from Spokane area has not been down to see our park area. Marie will call him and find out when he could come down to see the area. This same installer has recently done the Southridge Complex area, Bethlehem Lutheran school and various local schools and will provide references if needed.
§ Comment was made about the costs of this playground and the impact on the Reserve Fund. Steve suggested we have the Reserve fund study done first and see if we can afford the playground.
New Business:
v 2013 Financial Audit of the 2012 Books was completed by Sue Finney and Brenda Schuhmacher. Audit Report is attached.
The meeting adjourned at 8:45 pm. Due to Thanksgiving falling on our next meeting time, the next meeting is scheduled for Wednesday, December 4th , 2013 at 6:30 at the library on Union Street.
Respectfully submitted,
Brenda Schuhmacher